HomeMy WebLinkAboutTR-17-97 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: SPECIAL GENERAL PURPOSE AND ADMINISTRATION COMMITTEFile#
Bate: March 6, 1997 Res. #
Report#:_—TR_J7 97 File#: By-Law#
Subject: GEOGRAPHIC INFORMATION SYSTEM IMPLEMENTATION STRATEGY
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
1. THAT Report TR-17-97 be received;
2. THAT the Purchasing By-Law be waived;
3. THAT authorization be granted to award Phase II and III (Data and Software
acquisition and installation) for a Geographic Information System to Malone Given
Parsons subject to Malone Given Parsons providing a revised bid to reflect revisions
to the scope of work as identified below, to be financed from the GIS Reserve; and
4. THAT authorization be granted to purchase hardware requirements from 3C
Completer Computer Consultants Inc.
BACKGROUND AND RECOMMENDATIONS
1.0 Malone Given Parsons was awarded Phase I of the Proposal Call for Consulting Services for
the development of a Geographic Information System (GIS) for the Municipality of Clarington
(Attachment "A"). They have been working with a staff committee comprised of
representation from all departments, to prepare an implementation strategy. The purpose of
this report is to update Council on the status of the project and to seek authorization to
proceed to the next stage, specifically the request for proposal for software and installation
(original Phase II and III detailed in Attachment "A").
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1.1 Phase II and III of the proposal was for consultants to guide in the selection process for data
and hardware/software acquisition and installation by preparing a Request for Proposal for
distribution to potential vendors and assisting in the review and selection process.
1.2 It is recommended that the original Request for Proposal for Phase II and III be revised due
to changes in the terms of reference since the original request for proposal was issued.
D_ELnD ECYCLE
THIS IS PRIMED Q4 REGYGLED PAPER
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1.3 The major revision proposed to the original Phase II and III is to delete the hardware
acquisition component. It is recommended by staff that the Municipality continue in its
efforts to maintain the integrity of the computer network and thereby waive the Purchasing
By-Law for hardware purchases and remain with the current supplier,3C Complete Computer
Consulting Ltd.
1.4 It is recommended that in order to provide consistency in the implementation process that
Malone Given Parsons be awarded Phase II and III, subject to a maximum cost of$25,000
(being the original bid provided by Malone Given Parsons when Request for Proposal
RPF94-6 was issued). A revised bid is required both due to the changes in the terms of
reference as described in paragraph 1.3 above, as well as expiry of their original bid.
2. EXECUTIVE SUMMARY OF THE PHASE I-GIS IMPLEMENTATION STRATEGY
Goal
GIS technology is one tool to help in managing and integrating information that is required
for day-to-day business operations and strategic planning for the provision of services in the
Municipality. The goal is to develop an effective information system that will enhance
business operation and decision-making in the face of continuing resource constraints.
Success Measures
The measures of success for the implementation strategy are that:
• information is shared and not duplicated by departments
• external data from provincial, regional and private sector groups can be effectively
integrated
• updating effort is minimized
• human and financial resources are minimized
• there is wide access and timely access to information and applications for all users
• the implementation of GIS increases the operational efficiency of departments
Data Architecture
The central element of the Clarington GIS is a shared data model. This allows various
departments to develop data sets which are built to a consistent standard which allows it to
be shared across departments and with other organizations such as the Region of Durham,
the conservation authorities and school boards. While this requires a time-consuming
process to develop consensus on the data structure, the advantages include:
• reduced costs for both users and data providers;
• more timely and appropriate maintenance procedures;
• improved quality of data
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A priority for mapping is the production of an accurate parcel base map. The Municipality
has the option of building on the Bell Canada mapping project, developing its own mapping
with other partners to a higher quality and accuracy or entering into a licensing agreement
with Teranet, the public-private company responsible to automate the land registry system.
Technology Specifications
The proposed technology architecture consists of a UNIX based GIS server with both the GIS
software and relational database software. The higher-powered users would work in the GIS
software but the majority of users would be connected through the network at the desktop
with customs applications developed with the standard desktop tools such as Microsoft Office
or Wordperfect Suite. The Windows upgrade will allow for cost-efficient implementation of
GIS applications.
Management Framework
There are a variety of management models for GIS in other municipalities including having
GIS as a function of the Information Systems Section, based in one of the individual
departments such as Planning or Public Works or managed by an inter-departmental
committee. The proposed management framework is that a GIS Committee would provide the
best approach given budget constraints and the need to co-ordinate the implementation across
all departments.
Priority Applications
Based on a review of the business functions of various departments, the priority applications
for development over the S year implementation are:
• General Query and Analysis of Property Related Information
• Development Application Tracking System
• Input and analysis of information on administrative districts
(eg. neighbourhoods, wards, traffic zones)
• Facility and Asset Inventories
• Routing and Service Allocations
Phasing
The GIS would be implemented in a phased manner with the initial development and
applications in the Planning and Development Department. It will take some time to prepare
the mapping and develop the initial applications. The Planning Department also has the
technical staff required for the mapping and database development. With initial applications
developed, the GIS would be expanded for use across the corporation. Further applications
would be developed to meet the business needs of each department.
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2.1 BUSINESS CASE
The costs of the GIS implementation over the proposed implementation schedule are
indicated below.
PRELIMINARY BUDGET FORECAST
1997 1998 1999 2000 2001
Hardware 40,000 50,000 50,000 20,000 20,000
Software 59,000 15,000 10,000 15,000 10,000
Updates/Maintenance 19,000 22,800 22,800 22,800
Application Development 20,000 20,000 20,000 20,000 20,000
Data Conversion 7,000 10,000 3,000
Training 6,000 5,000 5,000 5,000 5,000
Total 132,000 119,000 110,800 82,800 77,800
Less: Reserve (132,000) (12,000) 0 0 0
Total 0 107,000 110,800 82,800 77,800
Less: Historical Tax Levy 0 (50,000) (50,000) (50,000) (50,000)
Commitments
Additional Tax Levy Support: 0 57,000 60,800 32,800 27,800
To be requested in future
years Capital Budgets
The benefits of GIS implementation include increased staff efficiency, increased capability
for analysis,improved decision-making and actual expenditure reduction through matter such
as the following:
• reduction of duplicate data inventory
• reduced staff time for responding to inquiries
• reduced staff time for public notice
• improved staff time for review of local and regional infrastructure facilities
• improved analytical capabilities
• potential for improved facility location (fire stations, recreation and park facilities)
• enhanced billing processes (for matters such as snow clearing)
• improved automation of development process
• improved linkages to Regional, conservation authority and provincial data
The GIS implementation would allow for improved efficiency and increased capability to
contain future staff costs. There are significant up-front costs and the real benefits are not
realized until three to five years into the implementation. There are also significant on-going
efforts to maintain data and there are costs of upgrading hardware and software. However,
in a number of these instances, these would be replacing existing systems and processes (eg.
mapping is currently updated).
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3. CONCLUSION
The next phase of the implementation is the acquisition and installation of software and
hardware. It is recommended that Malone Given Parsons be awarded this phase as discussed
above. A request for proposal document will be prepared by the Municipality's consultant
in consultation with the GIS Committee. The consultant's experience will be utilized to
develop the technical requirements and evaluation criteria. Product demonstrations would
be undertaken. Because GIS software is so specialized, it is suggested that the software be
selected first to ensure that the hardware selection will fully support the software system.
It is recommended that the Purchasing By-Law be waived for the purchase of the hardware
consistent with current practice to maintain the integrity of the network and that the
Municipality's computer consultant,3C Complete Computer Consulting Ltd.be utilized. Staff
are seeking authorization to proceed on this basis. Funds for the initial stages of this work
have been approved in prior years capital budgets and set aside in the GIS Reserve Account.
The acquisition of suitable parcel base mapping is also critical. Staff are working with the
Region and other parties for a joint licence agreement with Teranet. Assuming that the
negotiations can be successfully completed,funds from the 1996 Planning consulting account
will be carried forward for this acquisition via the 1996 Treasury year end transfer report.
Respectf y submitted, Reviewed by,
arie A. Marano, H.BSc.,A.M.C.T., W.H. Stockwell,
Treasurer. Chief Administrative Officer.
MAM/DC/NT/hjl
Attachment
Attachment "A"
PROPOSAL CALL FOR CONSULTING SERVICES
FOR
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
GEOGRAPHIC INFORMATION SYSTEM
RFP94-6
Sealed proposals, clearly marked as to contents,for the requirements specified herein, submitted to
the:
Corporation of the Municipality of Clarington
Purchasing Office
40 Temperance Street
Bowmanville, Ontario,
L1C 3A6
Proposal will be received until 2:00 pm (local time) Thursday, December 22, 1994.
The lowest or any proposal not necessarily accepted.
Proposals received past the closing time and date will not be accepted. All proposals to remain open
for acceptance by the Municipality for sixty days.
Inquiries for additional information may be directed to Lou Ann Birkett, Purchasing and Supply
Agent, at (905)623-3379, Ext. 268.
CONTRACT
By acceptance of this contract, neither the consultant(s) nor any person, firm or corporation
associated or affiliated with or subsidiary to same,shall submit proposals for the subsequent Request
For Proposals for Hardware/Software acquisition.
SCOPE
The GIS will support daily functions of staff members of all municipal departments with regards to
use, analysis and maintenance of spatially oriented information in terms of graphic and non graphic
data.
The system will involve the exchange of data and graphic information with other Information systems
and agencies, and therefore, must provide the means to efficiently communicate with various other
platforms.'
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The system must incorporate long term growth and capacity. The project will proceed in stages,most
likely starting with a scaled approach expanding to support all departments some of which may be
at remote sites.
The consultant(s) will conduct the research and present the recommendations to Council members,
senior management and staff. Additionally, these findings will be communicated through timely
progress reviews leading up to the final written report.
Project coordination and supervision will be provided by the Municipality's Computer Systems
Division in cooperation with all departments. For the purpose of this document all departments refer
to the following functional areas:
Planning
Public Works
Treasury
Community Services
Clerks
Fire
Economic Development
Computer Services
Administration/Mayor and Council
The project will proceed in three phases as follows:
PHASE I - REQUIREMENTS STUDY/SYSTEM DESIGN
A GIS requirements/needs analysis of each department for the Municipality of Clarington.
The Systems Division will support the consulting efforts by coordinating meetings with the
appropriate personnel throughout all Municipal departments. Additionally, the Municipality's
Computer Systems Division will provide information on the existing equipment and the Municipality's
Information System's long term strategy.
The analysis and recommendations must include but are not limited to:
1. Identification of the processes and activities relying on map and GIS information.
2. Identify existing information flow through the organization and the associated
applications.
3: Identification of .both graphic and non graphic data requirements including the
relative accuracy needs of each departmdnt. Address existing data and required
information not available. Identify the potential sources and a prioritization for
acquisition of the data to address both current and future needs .
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4. Inventory of current map data files and other spatially oriented information.
5. Identify existing hardware platform and the potential for inclusion in the GIS solution.
A detailed requirements document to report on the results of the analysis complete,but not restricted
to the conclusions determined in steps 1 through 5. Include the scope of participation; the objectives
of the system; the data entry, processing, retrieval, and display functions required; the functional
requirements and the specifications of hardware devices. It will identify a strategy for managing and
maintaining both graphic and non graphic databases and the transferability between the GIS and
other systems.
A document to describe the detailed design of database development to address the contents, the
specifications,relationships and sources of data to be incorporated into the GIS data base. It should
identify and define map features,non graphic data and the relationships among the features or other
data. It must identify existing source material or provide acquisition methods to obtain required data
and related services from outside sources.
A document to describe the system design and specifications necessary for the acquisition, (Phase
II) including identification of all capital, implementation and ongoing operating costs for each
solution including any additional human resource requirements.This specification must provide an
organized and reasonable schedule and consider the Municipality's desire for a financially suitable
implementation plan.
PHASE H - DATA AND HARDWARE/SOFTWARE ACQUISITION
If Phase II is awarded,in accordance with the information provided in Phase I,the consultant(s) will
guide the selection process. This will be accomplished in the following stages:
1. The consultant(s) will prepare Request for Proposal (RFP) for distribution to potential
vendors. These RFP's will call for the acquisition of the GIS system and related services for:
a. The acquisition of required data and services from outside sources.This will include
acquisition of data,digitizing existing map data and/or providing related services that
may be necessary to convert or obtain data not included in the submission of PHASE
I.
b. The provision of hardware and software for the operation of the municipal GIS
system.
2. In conjunction with the appropriate municipal staff the consultant(s) will develop GIS system
evaluation criteria and arrange product demonstrations for the staff and council members.
3. Assist the Municipality in the selection of a vendor.
4. Develop the hardware,software and services acquisition contracts with the Municipality and
the selected vendor.
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5. Develop a detailed implementation schedule to include future requirements.
6. Provide any recommendations required for integration to the existing system infrastructure.
7. Provide human resource recommendations and training plans.
PRASE III - INSTALLATION
If awarded, Phase III phase will include further refinement and coordination of the detailed
implementation activities outlined in Phase II. It will entail the consultant(s), in conjunction with
municipal staff,to coordinate and supervise the activities of all GIS related service providers through
to the completion of the GIS implementation.Additionally, throughout this process,the consultant(s)
will be required to provide formal periodic project status updates to senior management and council
members.
These implementation activities will entail the scheduling and organizing of:
1. Computer hardware and equipment installation.
2. Installation and setup of the application software.
3. Address any data conversions and gathering.
4. Scheduling the timing of the training requirements.
5. Monitor the system's operational effectiveness and advise during the testing stages until such
time that the transition can be made to fully automated operations.
6. Ensure the provision of adequate technical, operational and user documentation.
EVALUATION OF SUBMISSIONS
Bidders are advised that only complete submissions for all three phases will be reviewed and
evaluated. Proponents may be requested to attend necessary meetings and/or provide additional
information during the review period.
The proposals will be evaluated according to the following general criteria but not restricted to:
1. Experience and success of the consultants) in designing such systems and working
with other organizations in implementing such systems.
2. Project schedule.
3. Total Consulting Fee.
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4. Compliance with proposal call submission requirements.
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SUBDIISSION REQUIREMENTS
1. A technical proposal to indicate consultant(s) understanding and to contain information on
the following:
a. A statement and discussion of the project requirements and objectives as perceived
by the consultant(s).
b. A statement on foreseen difficulties in the intention of the process herein together
,vith any potential or recommended approaches for their resolution. These
recommendations may take the form of services that may be required outside those
defined in the scope of this contract.
C. Identification of personnel who will most likely be assigned to the project.
Information regarding the positions, qualifications, responsibilities, and authority of
personnel must be defined.
2. Total estimated costs of proposed services must be submitted for all three phases, with an
estimated breakdown of costs to complete each phase including a contingency estimate for
l.b. above. The Municipality may award any or all PHASES whichever is in the
Municipality's best interest. Included should be a listing of various labour rates by personnel
and an identification of costs that are anticipated (such a telephone charges,travel etc.) and
will be added to labour and other direct costs for the completion of each project phase.
3. Relevant information on specific factors that qualify the consultant(s) to provide the services
necessary and include the following:
a. Consultant(s) experience in assisting organizations in using GIS technology.
b. Consultant(s) specific knowledge and experience in implementing GIS projects
specifically referencing:
1. Name and description of project;
2. Location of project;
3. Client name, address and contact person; and
4. Total cost and timetable.
C. A minimum of three installation references, whom the Municipality can contact for
recommendations on the quality of work performed.
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