HomeMy WebLinkAbout16 Consideration for Approval of a GIS Technical Services ContractAM TRUCKEE DONNER AGENDA '
Public Utility District
MEETING DATE: January 5, 2022
TO: Board of Directors
FROM: Trey Griffin, Acting IT Director
SUBJECT: Consideration of Awarding a Professional Services Contract
for GIS System Technical Services
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a professional services contract with Ramtech
Software Solutions Inc. for GIS Technical Services in the amount of $142,668 plus a 10%
contingency, for a total contract not to exceed amount of $156,935.
DISCUSSION:
The District utilizes a comprehensive geospatial information system (GIS) as a platform
upon which several critical operational and engineering applications are maintained.
Several components of public utility operations and management are dependent upon
database resources within the GIS systems, including planning, engineering, new
construction, maintenance, asset management, and customer service. GIS systems
continue to evolve technologically and offer an increasing number of useful applications for
utilities such as fiber network management, utility outage management, and work order
management among others.
Over the course of the last decade, the District has expanded the use of GIS to enhance
the quality of services to our rate payers. With this expanded use, there has been an ever
increasing need for integration with critical applications, system maintenance and database
upgrades. In 2019, the District's IT team identified the need for a GIS database migration
to ensure system reliability, database security, continued technical support and
compatibility with key applications.
In order to fully execute the GIS database migration staff determined the need to utilize
outside technical consulting services to conduct a comprehensive assessment of the
District's current system architecture, operational needs, and integration challenges. From
this evaluation it was planned for the consultant to provide the District a recommended
implementation plan.
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In August 2021, the District solicited technical proposals for the comprehensive
assessment from two firms recommended by the manufacturer of our software system
based on a strong background and familiarity with the technical requirements of the
services needed.
At the September 1, 2021 meeting, the Board of Directors authorized the General Manager
to execute a professional services contract with Ramtech Software Solutions Inc. in the
amount of $24,100 to conduct a comprehensive assessment of the District's GIS server
integration challenges.
Ramtech has completed the assessment and presented to staff a comprehensive report
including a recommended course of action to enhance and restore critical GIS functionality
and capabilities. The recommended scope of work would include:
• Esri GIS Database migration
• EsriArcGIS Desktop upgrade
• Schneider Software upgrades
• Esri ArcGIS Server upgrades
Upon review of the technical report and recommended actions for completion of the GIS
system upgrades and integration, staff has determined there to be no material benefit to
solicit additional competitive bids for these services due to Ramtech's insights and detailed
familiarity with the proposed work specific to the District's existing GIS system.
Ramtech Software Solutions Inc. has provided a technical proposal that meets the needs
of the District with a lump sum cost of $142,668. Staff is recommending this procurement in
accordance with District Code 3.08.050 Procedure for entering into an Agreement for
Special Services.
OBJECTIVES:
1.05.020 Objectives:
1. Responsibly serve the public
6. Manage the District in an effective, efficient and fiscally responsible manner.
FISCAL IMPACT:
This project was included in the 2022 Budget approved by the Board. Specifically,
$300,000 was included in the $1.1 million IT capital budget for GIS/OMS software. We
have reviewed both internally and with auditor's Moss Adams the scope of work for
capitalization, and the project qualifies for capital expenditure categorization (not expense).
ATTACHMENTS:
None.
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