March 20, 2023
CITY OF POMONA COUNCIL REPORT
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Benita DeFrank, Neighborhood Services Director Sam Wong, Information Technology Director
SUBJECT: APPROVE THE SECOND AMENDMENT TO THE AMENDED AND RESTATED PROFESSIONAL SERVICES AGREEMENT WITH DRAW TAP GIS, LLC to expand the scope of services and increase the compensation for the Neighborhood Services Department FOR AN AMOUNT NOT TO EXCEED $54,000 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 the Neighborhood Services Department Youth Service Provider Dashboard Project in the amount of $54,000 for a term beginning April 1, 2023 through September 30, 2023; 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 Neighborhood Services Department Youth Service Dashboard Project via the Information Technology Department. The amended agreement with Draw Tap GIS, LLC ("Draw Tap") will allow implementation of a four-phase plan that will result in a comprehensive Youth Service Provider Dashboard that will allow Pomona residents to access available youth services.
FISCAL IMPACT:
The total cost of the contract with Draw Tap for GIS services for the Youth Service Dashboard Project is $54,000, paid in equal monthly payments of $9,000 per month beginning in April 2023 and ending in September 2023. Sufficient funding for this service is included in the Fiscal Year 2022-23 budget in the Youth Commitment Fund (101-4191-52285-00000).
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. On October 3, 2022, City Council approved an amendment to the current agreement to support a Public Works Asset Management Project in the amount of $150,000.
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 Neighborhood Services Department who is looking to create a Youth Service Provider Dashboard for community use in the amount of $54,000 over a six-month period.
The Youth Service Provider Dashboard Project will be completed in four phases to insure a comprehensive project.
Phase One: Youth Service Provider Survey (ArcGIS Survey123 Form) A survey will be distributed to all agencies serving infants, children, youth, teens and transitional age youth in the City of Pomona.
Community Youth Service Providers will be able to access the system and initiate their contact information and business point locations.
Administrative Office locations will be collected along with provider service locations in a one-to-many relationship.
Service locations will be mapped on the public dashboard; administrative office location will only be mapped if also marked as a service location.
The survey and all data will remain secured within the City’s ArcGIS Online system.
There will be an ability to provide quarterly email reminders for Youth Service Providers to log into the system and update or verify their information.
Phase 2: Community Service Providers Portal
Key Community providers will be able to log into the system and update their business point locations and information to ensure information is accurate and current.
Phase 3: Youth Service Provider Dashboard
Dashboard implementation
Spanish translation of Dashboard will be provided
The public will visit the City website and view the Youth Service Provider Dashboard The Dashboard will include preset filters to allow for filtering by age range or provider service type.
The public can retrieve a list of service providers by age range, service type, keywords, and/or any combination of those filters.
The Dashboard will be embedded in the City website.
The Dashboard and all data will be built within the City’s ArcGIS system Phase 4: Youth Service Provider Administration (ArcGIS Hub Website) Ability to provide Google Analytics on which data queries (category and keyword search) are being used within the Dashboard.
Potential to pull Google Analytics for better user experience.
Ability to maintain survey data
Access to lists and CSV exports of Community Service Providers.
There will be annual costs for this project that are outside of this agreement. These costs include annual recurring $11,000 for ArcGIS Hub Premium with 1,100 community logins to Esri Inc. and annual recurring $108 for Webhook email to Integromat.
This project will be developed in coordination with the Neighborhood Services Department. Community input will be obtained throughout the process to ensure a product that the Pomona residents will find useful and reliable to access youth services and programs in the city.
Prepared by:
Benita DeFrank
Neighborhood Services Director
Approval of Amended Agreement with Draw Tap GIS, LLC for Youth Service Dashboard