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HomeMy WebLinkAboutCOD-010-03 Cl~jgglon REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, April 7, 2003 Report #: COD-O 10-03 File# AI 0rf)-)t7-O 3 By-law # Subject: GeoSmart Application Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-010-03 be received; 2. THAT Staff be authorized to submit an application to the Province of Ontario GeoSmart Funding program to the maximum allowable amount of $500,000 for a Municipal GIS solution; 3. THAT the Purchasing by-law tender requirements be waived for acquisition of GIS related applications including hardware, software and consultants; 4, THAT Staff be authorized to apply the unallocated funds in the GIS reserve fund totaling $ 30,000, plus any orthophoto/vector mapping unexpended funds from prior year budgets, to the application for funding; 5. THAT the application to the GeoSmart Funding program identify those funds that are subject to Council approval in the 2003 capital budget for GIS purposes; 6, THAT subject to GeoSmart Funding allocation, the approved capital funds for GIS identified in the 2003 budget be authorized for expenditure on the GIS solution identified in the application; 7. THAT subject to satisfactory negotiations for contributions (including in-kind contributions) to the benefit of the Municipal proposal, Staff be authorized to enter into Public/Private Partnership agreements for the purpose of obtaining GeoSmart funding toward a GIS solution; 8. THAT if there is any substantial change to, the intent of the resolutions contained herein, to the terms of the application or to any of the agreements negotiated to implement the GIS solution, Staff report back to Council. 1206 REPORT NO.: COD-010-03 Page 2 of 4 9. THAT the above resolutions be approved FORTHWITH SUbm_ by: a 1 ,,?-- Marie Marano, H,B.Sc., C.M.O, Dire r of Corporate Services a i Crome, M.C.I.P., RP.P. Director of Planning Services 1207 Reviewed bY()~-~ Franklin Wu, Chief Administrative Officer REPORT NO.: COD-01Q-03 Page 3 of 4 BACKGROUND: 1. A number of years ago the Municipality's GIS solution strategy was approved and has been evolving slowly in partnership with SHL System house. As a result of the firm's takeover there is no further development of the Municipal Partnership applications and no ability to move to upgraded Windows platforms. As a result the Municipality is forced to look to alternate solutions to complete the GIS program. Some of the applications that are used under the existing software will become obsolete, however a solution can be implemented which will migrate the data on the existing system to alternate applications. 2. Staff engaged the firm of Forhan Rogers as consultants, for a fee of $10,000, to put forward a migration strategy. This firm has provided information to assist the Municipality in putting forward an application to the Province of Ontario GeoSmart Funding Program. This program is primarily to assist smaller municipalities to become more technically advanced. The Province is encouraging Public/Private Partnerships with in-kind contributions from the private sector to help make up the Municipal contribution. The maximum available funding from the Province is $500,000. 3. Staff submitted a letter of intent to the Province and received approval to make a full application for funding on March 30, 2003. It is recommended that the Municipality of Clarington submit an application for the maximum funding, and negotiate with private firms to seek in-kind contributions to add to the Municipality's contribution. The Province's objectives in this program are to improve local government efficiency, to support local economic development and to increase access to land information over the internet. 4. It is recommended that the Municipality partner with Forhan Rogers and any GIS application vendors who are capable of providing the necessary GIS solutions. There are only two or three firms capable of meeting industry standards with their product. The intention would be to negotiate with the available vendors to come up with the best contribution options for the Municipality. Because the field is so limited, and in an attempt to remain reasonably compatible with the Region of Durham and the Area Municipalities, it is not considered necessary to tender the opportunity. In consideration of the time deadlines for the funding, it is also not considered to be in the Municipality's best interest to delay the process with a tender when it is known that the available vendors are very limited. 5. The firm of Forhan Rogers has provided written confirmation that they do not and will not benefit from any partnering agreements made by the Municipality with the additional private partners. 6. It is anticipated that the Municipality will also explore any opportunities that may be available to partner with Veridian and/or Hydro One on the orthophoto components of the GIS solution, and with the Board of Trade as a non funding partner for possible opportunities in economic development. Staff will be exploring other partnership opportunities with public sector agencies. 1208 -. REPORT NO.: COD-010-03 Page 4 of 4 7. There are limited unexpended funds in the GIS Reserve Fund of approximately $30,000, which are recommended to be committed through the application for funding. In addition it is recommended that any funds from the prior year budget that were earmarked for orthophoto or vector-mapping and other GIS applications which are eligible for inclusion in the application be applied. Contingent on Council's approval of the 2003 capital budget, and approval of the identified funds of approximately $380,000 for GIS purposes, these funds will be applied to the final solution. 8. The recommendations are requested on a FORTHWITH basis due to the tight timelines for submission. The application is requested by April ih for early consideration. It is thought to be in the Municipality's best interest to submit the application to meet the earliest deadline. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-3330 1209