Loading...
HomeMy WebLinkAbout6.3 Motion to accept the proposal from Baxter & Woodman Consulting Engineers to provide GIS migration services for an amount not to exceed $49,500.M+awn �'xyt�lts�=e Item Cover Page Subject Motion to accept the proposal from Baxter & Woodman Consulting Engineers to provide GIS migration services for an amount not to exceed $49,500. Meeting February 20, 2024 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Y Dollar Amount $49,500 Budget Source General Fund / Water and Sewer Fund Category CONSENT AGENDA Type Action Item Information What is GIS? A geographic information system (GIS) is a system that creates, manages, analyzes, and maps all types of data. GIS connects data to a map, integrating location data (where things are) with all types of descriptive information (what things are like there). This provides a foundation for mapping and analysis that is used in municipalities and almost every industry. GIS helps users understand patterns, relationships, and geographic context. The benefits include improved communication and efficiency, as well as better management and decision- making. Hundreds of thousands of organizations in virtually every field are using GIS to make maps that communicate, perform analysis, share information, and solve complex problems around the world. This is changing the way the world works. GIS technology applies geographic science with tools for understanding and collaboration. It helps people achieve a common goal: to gain actionable intelligence from all types of data. Maps Maps are the geographic container for the data layers and analytics you want to work with. GIS maps are easily shared and embedded in apps, and accessible by virtually everyone, everywhere. Data GIS integrates many different kinds of data layers using spatial location. Most data has a geographic component. GIS data includes imagery, features, and basemaps linked to spreadsheets and tables. Analysis Spatial analysis lets you evaluate suitability and capability, estimate and predict, interpret and understand, and much more, lending new perspectives to your insight and decision-making. Apps Apps provide focused user experiences for getting work done and bringing GIS to life for everyone. GIS apps work virtually everywhere: on your mobile phones, tablets, in web browsers, and on desktops. Currently, the Village's GIS system houses over 100,000 assets, including the entirety of the water system, sanitary sewer system, storm sewer system, roadway network, sign network, trees, and facilities. In addition, GIS includes all parcels, addresses, buildings, zoning information, floodplain information, aerial imagery, impervious area etc. All this information is consumed by Village departments via maps or integrated applications like Public Works' asset management software, Cartegraph or Building Services permit software, Citizenserve. The Village's GIS network is hosted locally on a server owned and maintained by the Village. The Village desires to migrate away from their current ArcGIS Server -based GIS and into a web -based cloud hosted environment, called ArcGIS Online (AGOL). AGOL is a browser -based /cloud -based mapping, analysis, and collaborative web GIS platform that allows you to use, create, and share, 3D scenes, apps, layers, analytics, and data. AGOL can be used anytime, anywhere. This transition aligns seamlessly with the Village's commitment to technological advancement, operational efficiency, cost-effectiveness, collaborative engagement, and the anticipation of a future enriched with innovation. The benefits of transitioning to ArcGIS Online are multifaceted. With AGOL's cloud -based structure, data accessibility, and collaboration across departments are streamlined to an unprecedented degree. This collaborative ethos not only elevates your efficiency but also minimizes data redundancy and enhances your ability to respond to emerging challenges promptly. Importantly, AGOL's subscription -based model reduces upfront and recurring infrastructure costs and maintenance overhead. ArcGIS Online's intuitive interface and real-time collaboration tools empower team members, irrespective of their technical expertise, to harness the value of geospatial insights. This collaborative empowerment dovetails with the Village's broader vision of cultivating an environment of innovation and cross -functional cooperation. The platform's developer tools and APIs enable the creation of custom applications tailored to the Village's unique needs, ensuring that you remain agile and adaptive as technological trends evolve. Discussion Proposal In 2023, the Village made the decision to eliminate the GIS Analyst position and provide GIS services via a consultant. Ultimately, the Village awarded a contract to Baxter & Woodman (Village Board award October 17, 2023) to provide the Village's GIS services through 2026. The scope of services (see attachment) as it relates to the GIS migration services falls outside the scope of the existing GIS managed services contract. However, Baxter & Woodman, as the Village's GIS provider, is best suited and situated to perform services related to the migration to the ArcGIS Online environment. Baxter & Woodman has an innate understanding of the Village's GIS data structure that will allow for the efficient transition from the current client hosted environment to the ArcGIS online cloud -based environment. For these reasons, Baxter & Woodman is uniquely positioned to step in and provide GIS services to the Village without loss of performance. Alternatives 1. Accept the proposal from Baxter & Woodman to provide GIS migration services. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal for GIS migration services as submitted by Baxter & Woodman of Crystal Lake, Illinois for an amount not to exceed $49,500. Attachments 2326063.00_GISM igrationProposal IV �*. i �1 Iar(Z0I 11.All September 27, 2023 Mr. Jason Leib Deputy Director of Public Works Village of Mount Prospect 1700 West Central Road Mount Prospect, Illinois 60056 Subject: Village of Mount Prospect — GIS Migration Services Dear Mr. Leib: Baxter & Woodman is recommending the Village of Mount Prospect migrate away from their current ArcGIS Server -based GIS and into a web -based cloud hosted environment, called ArcGIS Online (AGOL). AGOL is a browser -based /cloud -based mapping, analysis, and collaborative web GIS platform that allows you to use, create, and share, 3D scenes, apps, layers, analytics, and data. AGOL can be used anytime, anywhere. Our proposal outlines the key reasons and components for this strategic shift of the Village's geospatial infrastructure from ArcGIS Server to the versatile ArcGIS Online platform. This transition aligns seamlessly with the Village's commitment to technological advancement, operational efficiency, cost- effectiveness, collaborative engagement, and the anticipation of a future enriched with innovation. Scope of Transition: In partnership with Baxter & Woodman's Spatial Technology Group, the Village's transition plan is thoughtfully designed to encompass essential elements. It includes a comprehensive review of your existing geospatial data, maps, and applications. This evaluation is pivotal in identifying priority datasets and maps for migration while optimizing the performance of your GIS resources. The review extends to your data and map services within third -party applications such as Cartegraph and Geocortex, ensuring continuity and compatibility in your geospatial ecosystem. Importantly, a key goal of this transition is to consolidate all of the Village's GIS datasets, fostering a cohesive and streamlined repository for your data. Operational Efficiency and Financial Responsibility: The benefits of transitioning to ArcGIS Online are multifaceted. With AGOL's cloud -based structure, data accessibility, and collaboration across departments are streamlined to an unprecedented degree. This collaborative ethos not only elevates your efficiency but also minimizes data redundancy and enhances your ability to respond to emerging challenges promptly. Importantly, AGOL's subscription -based model reduces upfront and recurring infrastructure costs and maintenance overhead, empowering you to allocate resources strategically while maximizing your return on investment. eg0iiij B A X T E,°�dddddfM10 O D M A N Collaborative Empowerment and Future -Ready Solutions: ArcGIS Online's intuitive interface and real-time collaboration tools empower your team members, irrespective of their technical expertise, to harness the value of geospatial insights. This collaborative empowerment dovetails with the Village's broader vision of cultivating an environment of innovation and cross -functional cooperation. Beyond immediate benefits, your transition to AGOL positions you as forward-looking leaders in geospatial technology. The platform's developer tools and APIs enable the creation of custom applications tailored to your unique needs, ensuring that you remain agile and adaptive as technological trends evolve. The following scope of services outlines the key components to successfully carry out this migration. SCOPE OF SERVICES 1. VILLAGE GIS DATA AND WEBMAP SERVICES AUDIT A. Review and evaluate existing Village GIS data and information for use in the developed mapping applications. B. Evaluate the continued use of Geocortex as the Village's primary WebMap Application user interface. C. Coordinate with existing third -party applications and Champions at the Village to determine a migration schedule and re -integration assistance. 2. ESRI ARCGIS ONLINE TRANSITION A. Data consolidation of redundant data layers creating a single -source authoritative dataset. B. Transition from the existing server -based GIS to the web -based AGOL Organization Account. C. Provide recommendations for the level and number of additional AGOL user entitlements that the Village may need to purchase. 3. REDEVELOPMENT OF THE EXISTING MAPPING APPLICATIONS USING AGOL-BASED DATA LAYERS (INTERNAL/SECURED & PUBLIC/UNSECURED) A. Recreate existing mapping applications in the Village -owned system (similar look and functionality). B. Incorporate Village Utility datasets and other basemap layers into the redesigned Web Map. C. Map Design (Cartography) D. Functional Tools E. Accessibility F. QA/QC, Draft Phase Testing, and Submittal 4. VILLAGE -WIDE DEPARTMENT COORDINATION A. Conduct a strategy and vision -casting meeting with Village staff to review the plan and goals for the Village's GIS and WebMaps. Mr. Jason Leib September 27, 2023 Village of Mount Prospect, IL 2326063.00 • Page 2 eg0iiii B A X T E,°�dddddfM10 O D M A N �i i>nUii�.d Iii Jiirrr'C= Engineering Fee Our engineering fee for the Village of Mount Prospect GIS Migration Services outlined in the above stated scope of services will be not -to -exceed for actual work time performed plus reimbursement of out-of-pocket expenses including travel, which in total will be $49,500. We appreciate the opportunity to work with the Village of Mount Prospect on this important Project, and we are available to begin work immediately upon your notice to proceed. The attached Standard Terms and Conditions apply to this proposal. If you find this proposal acceptable, please sign and return one copy for our files. If you have any questions or need additional information, please do not hesitate to call. Sincerely, BAXTER & WOODMAN, INC. CONSULTING ENGINEERS Mat ew D. Washkowial<, PE Associate Vice President AUTHORIZED BY: TITLE: DATE: VILLAGE OF MOUNT PROSPECT, IL Mr. Jason Leib September 27, 2023 Village of Mount Prospect, IL 2326063.00 • Page 3 STANDARD TERMS AND CONDITIONS PLEASE READ THESE STANDARD TERMS AND CONDITIONS ("TERMS") CAREFULLY BEFORE EXECUTING THE LETTER PROPOSAL PRESENTED BY BAXTER & WOODMAN, INC. ("BW"). BY EXECUTING THE LETTER PROPOSAL, OWNER AGREES TO BE BOUND BY THESE TERMS, THE PROVISIONS OF THE LETTER PROPOSAL, AND THE PROVISIONS OF ANY DOCUMENT REFERRING TO THESE TERMS OR THE LETTER PROPOSAL, ALL OF WHICH SHALL COLLECTIVELY CONSTITUTE THE "AGREEMENT". Owner's Responsibility- Provide BW with all criteria and full information for the "Project", which is generally otherwise identified in the Letter Proposal. BW will rely, without liability, on the accuracy and completeness of all information provided by the Owner (as defined in the Letter Proposal) including its consultants, contractors, specialty contractors, subcontractors, manufacturers, suppliers and publishers of technical standards ("Owner Affiliates") without independently verifying that information. The Owner represents and warrants that all known hazardous materials on or beneath the site have been identified to BW. BW and their consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, unidentified or undisclosed hazardous materials unless this service is set forth in the Letter Proposal. Schedule for Rendering Services -The agreed upon services shall be completed within a reasonable amount of time. If BW is hindered, delayed or prevented from performing the services as a result of any act or neglect of the Owner, any Owner Affiliate, or force majeure event, BW's work shall be extended and the rates and amounts of BW's compensation shall be equitably adjusted in a written instrument executed by all Parties. Invoices and Payments - The fees to perform the proposed scope of services constitutes BW's estimate to perform the agreed upon scope of services. Circumstances may dictate a change in scope, and if this occurs, an equitable adjustment in compensation and time shall be agreed upon by all Parties by written agreement. No service for which added compensation will be charged will be provided without first obtaining written authorization from the Owner. BW invoices shall be due and owing by Owner in accordance with the terms and provisions of the State of Illinois Local Government Prompt Payment Act (50 ILCS 505/1 etseq.). Opinion of Probable Construction Costs - BW's opinion of probable construction costs represents its reasonable judgment as a professional engineer. Owner acknowledges that BW has no control over construction costs or contractor's methods of determining prices, or over competitive bidding, or market conditions. BW cannot and does not guarantee that proposals, bids, or actual construction costs will not vary from BW's opinion of probable construction costs. Standards of Performance - (1) The standard of care for all services performed or furnished by BW will be the same care and skill ordinarily used by professionals practicing under similar circumstances, at the same time and in the same locality on similar projects. BW makes no warranties, express or implied, in connection with its services; (2) BW shall be responsible for the technical accuracy of its services and documents; (3) BW shall use reasonable care to comply with applicable laws, regulations, and Owner -mandated standards; (4) BW may employ such sub -consultants as BW deems necessary to assist in the performance or furnishing of the services, subject to reasonable, timely, and substantive objection by Owner; (5) BW shall not supervise, direct, control, or have authority over any contractors' work, nor have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at the site, nor for any failure of any contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work; (6) BW neither guarantees the performance of any contractor nor assumes responsibility for any contractor's failure to furnish and perform the work in accordance with the contract documents; (7) BW is not acting as a municipal advisor as defined by the Dodd -Frank Act. BW shall not provide advice or have any responsibility for municipal financial products or securities; (8) BW is not responsible for the acts or omissions of any contractor, subcontractor, or supplier, or any of their agents or employees or any other person at the site or otherwise furnishing or performing any work; (9) Shop drawing and submittal review by BW shall apply only to the items in the submissions and only for the purpose of assessing if, upon installation or incorporation in the Project work, they are generally consistent with the contract documents. Owner agrees that the contractor is solely responsible for the submissions (regardless of the format in which provided, i.e. hard copy or electronic transmission) and for compliance with the construction documents. Owner further agrees that BW's review and action in relation to these submissions shall not constitute the provision of means, methods, techniques, sequencing or procedures of construction or extend to safety programs or precautions. BW's consideration of a component does not constitute acceptance of the assembled item; (10) BW's site observation during construction shall be at the times agreed upon in the Project scope. Through standard, reasonable means, BW will become generally familiar with observable completed work. If BW observes completed work that is inconsistent with the construction documents, information shall be communicated to the contractor and Owner for them to address. Insurance - BW will maintain insurance coverage with the following limits and Certificates of Insurance will be provided to the Owner upon written request: Worker's Compensation: Statutory Limits Excess Umbrella Liability: $10 million per claim and aggregate General Liability: $1 million per claim Professional Liability: $5 million per claim $2 million aggregate $5 million aggregate Automobile Liability: $1 million combined single limit In no event will BW's collective aggregate liability under or in connection with this Agreement or its subject matter, based on any legal or equitable theory of liability, including breach of contract, tort (including negligence), strict liability and otherwise, exceed the contract sum to be paid to BW's under this Agreement. Any claim against BW arising out of this Agreement may be asserted by the Owner, but only against the entity and not against BW's directors, officers, shareholders or employees, none of whom shall bear any liability and may not be subject to any claim. pu»�� BAXTE 15"ll� N �°�� OODMA Indemnification and Mutual Waiver - (1) To the fullest extent permitted by law, BW shall indemnify and hold harmless the Owner and its officers and employees from claims, costs, losses, and damages ('Losses") arising out of or relating to the Project, provided that such Losses are attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom, but only to the extent caused by any grossly negligent act or omission of BW; (2) To the fullest extent permitted by law, Owner shall indemnify and hold harmless BW and its officers, directors, employees, agents and consultants from and against any and all Losses (including but not limited to all fees and charges of engineers, architects, attorneys, and other professionals, and all court, arbitration, or other dispute resolution costs) arising out of or relating to the Project provided that any such Losses are attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom, but only to the extent arising out of or occurring in connection with the Owner's, or Owner's officers, directors, employees, consultants, agents, or others retained by or under contract to the Owner, negligent act or omission, willful misconduct, or breach of this Agreement; (3) To the fullest extent permitted by law, Owner and BW waive against each other, and the other's employees, officers, directors, insurers, and consultants, any and all claims for or entitlement to special, incidental, indirect, enhanced, punitive, or consequential damages, in each case regardless of whether such party was advised of the possibility of such losses or damages or such losses or damages were otherwise foreseeable, and notwithstanding the failure of any agreed or other remedy of its essential purpose; (4) In the event Losses or expenses are caused by the joint or concurrent fault of the BW and Owner, they shall be borne by each party in proportion to its respective fault, as determined by a mediator or court of competent jurisdiction; (5) The Owner acknowledges that BW is a business corporation and not a professional service corporation, and further acknowledges that the corporate entity, as the party to this contract, expressly avoids contracting for individual responsibility of its officers, directors, or employees. The Owner and BW agree that any claim made by either party arising out of any act of the other party, or any officer, director, or employee of the other party in the execution or performance of the Agreement, shall be made solely against the other party and not individually or jointly against such officer, director, or employees. Termination - Either party may terminate this Agreement upon ten (10) business days' written notice to the other party in the event of failure by the other party to comply with the terms of the Agreement through no fault of the terminating party. A condition precedent to termination shall be conformance with the Dispute Resolution terms below. If this Agreement is terminated, Owner shall receive reproducible copies of drawings, developed applications and other completed documents upon written request. Owner shall be liable, and shall promptly pay BW, for all services and reimbursable expenses rendered through the effective date of suspension/termination of services. Use of Documents - All BW documents (data, calculations, reports, Drawings, Specifications, Record Drawings and other deliverables, whether in printed form or electronic media format, provided by BW to Owner pursuant to this Agreement) are instruments of service and BW retains ownership and property interest therein (including copyright and right of reuse). Owner shall not rely on such documents unless in printed form, signed or sealed by BW or its consultant. Electronic format of BW's design documents may differ from the printed version and BW bears no liability for errors, omissions or discrepancies. Reuse of BW's design documents is prohibited and Owner shall defend and indemnify BW from all claims, damages, losses and expenses, including attorney's fees, consultant/expert fees, and costs arising out of or resulting from said reuse. Project documents will be kept for time periods set forth in BW's document retention policy after Project closeout. Successors. Assigns, and Beneficiaries - Nothing in this Agreement shall be construed to create, impose, or give rise to any duty owed by Owner or BW to any third party, including any lender, contractor, subcontractor, supplier, manufacturer, other individual, entity or public body, or to any surety for or employee of any of them. All duties and responsibilities undertaken pursuant to this Agreement are for the sole and exclusive benefit of the Owner and BW and not for the benefit (intended, unintended, direct or indirect) of any other entity or person. Dispute Resolution - All disputes between the Parties shall first be negotiated between executives who have authority to settle the dispute for a period of thirty (30) days. If unresolved, disputes shall be then submitted to mediation as a condition precedent to litigation. The mediation session shall be held within forty- five (45) days of the retention of the mediator, and last for at least one (1) full mediation day, before any party has the option to withdraw from the process. If mediation is unsuccessful in resolving a Dispute, then the parties may seek to have the Dispute resolved by a court of competent jurisdiction. Miscellaneous Provisions - (1) This Agreement is to be governed by the law of the state or jurisdiction in which the project is located; (2) all notices must be in writing and shall be deemed effectively served upon the other party when sent by certified mail, return receipt requested; (3) all express representations, waivers, indemnifications, and limitations of liability included in this Agreement will survive its completion and/or termination for any reason; (4) any provision or part of the Agreement held to be void or unenforceable under any laws or regulations shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon the Owner and BW, which agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that expresses the intention of the stricken provision; (5) a party's non -enforcement of any provision shall not constitute a waiver of the provision, nor shall if affect the enforceability of that provision or of the remainder of this Agreement; (6) to the fullest extent permitted bylaw, all causes of action arising under this Agreement shall be deemed to have accrued, and all statutory periods of limitation shall commence, no later than the date of substantial completion, which is the point where the Project can be utilized for the purposes for which it was intended; (7) this Agreement, together with any other documents incorporated herein by reference, constitutes the sole and entire agreement of the parties with respect to the subject matter of this Agreement and supersedes all prior and contemporaneous understandings, agreements, representations and warranties, both written and oral, with respect to such subject matter; (B) no amendment to or modification of this Agreement is effective unless it is in writing and signed by each party. B A X T E RC)",��„��:0 0 D M A N