CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of RFP 19-209, GIS Database Consolidation, to SSP Innovations for an amount not to exceed $147,490
body
DEPARTMENT: Electric Utility
SUBMITTED BY: Lucille Podlesny, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Since 1994, the City has been using Geographic Information Systems (GIS) software to help manage, analyze and present information that is tied to geographic locations. ESRI is the leader in the GIS industry and has developed several tools and extensions which have become part of the City’s database. The Electric Utility’s data currently resides on version 10.2.1 of the GIS software. With the release of version 10.6.1, ESRI has introduced a technical requirement that the business tables and ArcSDE tables must be in the same database. Therefore, the Electric Utility must perform a database consolidation to allow for the upgrade to version 10.6.1, which is a requirement of the Cityworks implementation currently underway.
With the Utility’s use of the extension ArcFM Designer for engineering design work, there is a requirement for the consolidation to be performed without the loss of existing work. Due to ESRI’s requirements for the consolidation, this will be technically detailed and difficult work, so the Utility requires a vendor that has proven experience successfully completing similar projects for other utilities
In September 2019, the Electric Utility issued RFP 19-209, GIS Database Consolidation, to contract with an ESRI preferred partner to conduct the consolidation.
DISCUSSION:
|
Advertisement Date: |
09/20/2019 |
Notices Sent: |
157 |
|
Opening Date: |
10/15/2019 |
Planholders: |
12 |
|
|
|
Proposals Received: |
1 |
One response was received from the following vendor:
A selection team comprised of staff from the Electric Utility and IT Department evaluated the response, which was scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Firm (30%)
2. Suitability and Quality of the Approach/Methodology (30%)
3. Milestones and Deliverables (25%)
4. Outcomes to be Achieved (15%)
After review and scoring of the response, the selection committee invited SSP Innovations to attend a Skype phone interview to confirm their experience, qualifications and clarify items presented in the proposal. Following the interview, the team was satisfied with the vendor’s responses and chose not to re-score the proposer after the phone call. Staff recommends the award of the GIS consolidation project to SSP Innovations.
Staff reached out to other vendors to understand why they did not respond. Non-responding vendors advised that they did not have time to submit a proposal to the RFP, they did not have time for the project and/or they were not an ESRI Platinum Partner, which was a requirement for this project.
FISCAL IMPACT:
CIP#: CE125 - Enterprise Resource Planning Software Migration
Within the budget for project# CE125, are funds budgeted for the GIS Database Consolidation. Of the total amount noted below, $200,000 is allocated to this project. The requested award of $147,490 is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101300-551504 |
Electric Utility |
$702,500 |