CITY OF POMONA
COUNCIL REPORT
October 3, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
Sam Wong, Information Technology Director
SUBJECT: APPROVE THE AMENDED AGREEMENT WITH DRAW TAP GIS, LLC FOR GEOGRAPHICAL INFORMATION SYSTEMS (GIS) SERVICES FOR PUBLIC WORKS ASSET MANAGEMENT PROJECT RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve an amendment to the current agreement with Draw Tap GIS, LLC for GIS Services to support a Public Works Asset Management Project in the amount of $150,000 for an initial term, beginning October 4, 2022 through June 30, 2023, with the option to extend for an additional year; and Authorize the City Manager, or designee, to execute the agreement and any extensions or amendments thereto on behalf of the City, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the amended agreement will expand existing Citywide GIS Services for a Public Works Asset Management Project via the Information Technology Department. The amended agreement with Draw Tap GIS, LLC ("Draw Tap") will allow the digitization of Traffic Signal and Street Light as-built plans, which will assist with on-going maintenance of underground infrastructure throughout the City.
FISCAL IMPACT:
The total cost of the one-year contract with Draw Tap for GIS services for the Public Works Asset Management Project is $150,000, paid in equal monthly payments of $16,666.67 per month beginning in October 2022 and ending in June 2023. Sufficient funding for this service is included in the Fiscal Year 2022-23 budget in the General Fund (101-2563-52285-00000).
PREVIOUS RELATED ACTIONS:
On May 21, 2018, City Council awarded a Professional Services Agreement to Draw Tap for Citywide GIS services. This agreement has been amended twice, on May 6, 2019 and August 5, 2021, to expand the services provided and extend the contract term. On March 7, 2022, City Council approved a two-year extended agreement with Draw Tap through 2024.
DISCUSSION:
In 2018, the City awarded an agreement to Draw Tap to provide GIS services throughout the City. The services included mapping and data management; however, its utilization has increased as the GIS platform has evolved. GIS includes invaluable functions beneficial to the City, especially the Public Works Department. For example, when a developer or contractor conducts any work in the City, they require Underground Service Alert markings (DigAlert tickets). Currently, staff has to look up plans, locate underground utilities, and mark them in the field. This type of work is time-consuming, and given current staffing levels, it can create a backlog of traffic signal maintenance and other related issues.
By engaging GIS services, Draw Tap will digitize plans into GIS. Digitizing the as-built drawings will streamline DigAlert tickets/markups and make them readily available via GIS. As part of this Asset Management Project, Draw Tap will generate custom GIS data queries and analysis, a variety of specific, high-quality cartographic and thematic maps, and provide spatial analysis. Further, Draw Tap will format Public Works data records and facilitate the transfer of electronic files into GIS from a computer-aided design ("CAD") database. Lastly, Draw Tap will create web links within GIS features to view as-built drawings from the field. All of these functions are essential in assisting Public Works maintenance operations, specifically as it relates to traffic signals, street lighting, and DigAlert tickets.
The amendment to the agreement includes the added Public Works Asset Management Project. Draw Tap will continue to provide Citywide services as it has since 2018 to other City departments.
Prepared by:
Maritza Sosa-Nieves, Senior Management Analyst
Approval of Amended Agreement with Draw Tap GIS, LLC