CITY OF POMONA
COUNCIL REPORT
May 15, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
Sam Wong, Innovation and Technology Director
SUBJECT: APPROVE AMENDMENT TO AGREEMENT WITH DRAW TAP GIS, LLC FOR CONTINUED 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 agreement with Draw Tap GIS, LLC for continued GIS Services to support the Public Works Asset Management Project in the amount of $150,000 from July 1, 2023 through June 30, 2024; 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 amendment to the agreement will expand existing Citywide GIS Services for the 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 the ongoing 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. This amount is included in the FY 2023-24 Proposed Operating Budget account 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 was 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 amended the agreement to include services for the Public Works Asset Management Project. City Council’s action approved the one-year agreement with an optional one-year extension; however, it did not include the full cost of the two-year agreement.
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. By engaging GIS services for another one-year term, Draw Tap will continue to 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 continue to 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 continue to 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.
Prepared by:
Maritza Sosa-Nieves, Senior Management Analyst
Approval of Amendment to Agreement with Draw Tap GIS, LLC