Fort Walton Beach Council agenda — 01-26-2010 Regular — reading text

COPIES TO MAYOR, COUNCIL & Daily f JW C nt APP INT D OFFICE S/ L News Ted Corcoran, IOM o DATE 1 iY Q President / CEO A1MIl. 6 AND0 TAL S. M S - NG 0 COO CUMULUS iSE Rfi 1JCST. Security & Soimc 34 Miracle Strip Parkway, S. E. - P.O. Box 640 Fort Walton Beach, FL 32549 - Office: 850 -244 -819 wwW. fwbchamber.com 29- THIS PAGE IS LEFT INTENTIONALLY BLANK QcliL  CITY COUNCIL MEETING January 26, 2010 Consent Agenda Approval to utilize 2008 -09 Carry -Over funds in the amount of $50, 000 to partner with Okaloosa County for an updated aerial photography project Synopsis: Project is consistent with the GIS mission and was approved by City Council in the FY 2009 -2010 Budget Policy Workshop Agenda Item Number: 3. 5  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert T. Mearns, City Manager From: Michael D. Beedie, P. E., City Engineer Date: January 15, 2010 Subiect: Partnership with Okaloosa County for Aerial Photography Project 1. BACKGROUND: 1. 1 Every three years, the City of Fort Walton Beach and Okaloosa County partner on a project to update the aerial photography of Okaloosa County. 1. 2 The last aerial photography project was completed in 2007 and due to funding shortfalls was limited in its resolution. 2. DISCUSSION: 2009, City Council 2. 1 During the FY 2009 -10 Budget Policy Workshop held on May 19, approved the funding for the 2010 Aerial Photography project with Okaloosa County as part of the GIS Asset Management Budget Policy Issue. 2.2 The City' s portion of the required funding for the 2010 Aerial Photography project will result in a fly over to develop updated color aerial photography of the Greater Fort Walton Beach area to a three ( 3) inch resolution, the development of orthophotos of the area, and the development of three- dimensional data. 2.3 Okaloosa County will provide the project management and technical assistance to the contractor, some ground control, some image processing, and digital elevation model DEM). 3. FINANCIAL INFORMATION: to $ 50, 000 for aerial 3. 1 During the Budget Policy Workshop, City Council approved up photography from FY 2008 -09 carryover funds from CIP 5114 —GIS Mapping. 3. 2 If approved, funding is available in Utility Services Account No. 401 -8114 -536 -6997. A budget transfer would be required. 31- 4. RECOMMENDATION: City Council authorization to utilize up to $ 50, 000 from CIP 5114 4. 1 Staff requests carryover funds to partner with Okaloosa County on a project to update the aerial photography of the Greater Fort Walton Beach area. 5. SIGNATURE BLOCK: 5. 1 Submitted By: Michael D. Beedie, P. E., City Engineer 5. 2 Reviewed and Concur: 1 1 `J m B andy Wunker, Finance Director 5. 3 Reviewed for Agenda: ' a"I K Ort T. Mearns b 1lv Manager 32- FY 2009 -10 Budget Policy Meeting GIS ASSET MANAGEMENT Policy Decision Should the GIS Asset Management program be completed in- house? Background 1. In FY 2007 -08, the City completed a GIS Needs Assessment and Implementation Plan. In FY 2008 -09, City Council approved a budget of $ 300K to begin the field data collection phase of the GIS Mapping project —the first phase of the 5 -year, $ 1. 5M project. 2. Due to declining revenues this year, it was decided to place this project on hold until June 2009 in order to analyze return on investment alternatives to implementing the project. Discussion 1. Staff has determined that the Engineering Division is capable of collecting the required field data for the potable water, sanitary sewer, and stormwater infrastructure systems if funding is approved by City Council to purchase two Real Time Kinematic ( RTK) GPS units with sub - centimeter accuracy and two GPS handheld units with sub -meter accuracy. 2. Three Engineering employees and two Survey employees would provide the manpower to collect the necessary horizontal and vertical data for infrastructure assets throughout the City' s service area. The newly purchased GPS equipment can also be used by City employees to generate as- built information for capital projects, verify as -built drawings submitted by developers, and allow staff to become more efficient in its day -to -day operations. 3. Collecting all of the required field data in -house is expected to take two to three years. This will be similar to, but on a larger scale than, the MicroPaver Pavement Condition Assessment project completed in FY 2007 -08 that took over 2, 000 man hours to complete. 4. Staff estimates $ 80K to purchase two RTK GPS units ( approx $ 30K ea) and two GPS handheld units ( approx $ 7, 500 ea), as well as the required software, training, and any incidentals. Policy Impact 1. The FY 2008 -09 budget for GIS Mapping is $ 300K. To begin this project, a total of $ 80K would be encumbered in FY 2008 -09 for GPS equipment, with another $ 100K requested in FY 2009 -10. 2. FY 2009 -10 funding would be used to continue the City' s partnership with Okaloosa County to update the aerial photography of the area ( which occurs once every three years), as well as for training and maintenance of the GPS equipment and GIS software. 3. Future funding in the amount of $ 50K annually for software and equipment training and maintenance as well as $ 50K to update the aerial photography every three years will be needed to continue the program. 4. Staff is able to perform the GIS Mapping project in -house over a period of two to three years at a cost of $ 180K, compared to the five -year, $ 1. 5M project cost originally identified. 5. Implementing the new GIS Asset Management program will increase the efficiency of staff in the Utility Services Department both in the office and in the field. The locations and elevations of all underground assets will be known and the City will be better able to plan CIP' s and avoid the chaos of not being able to locate valves, manholes, etc. after possible disasters. 6. If approved, the GPS equipment will be ordered in June 2009 and field data collection would begin as early as July 2009. Recommendation 1. Appropriate up to $ 80K of the FY 2008 -09 $ 300K budget for CIP 5114 GIS Asset Management to purchase GPS equipment in the current year to collect the required field data for the potable water, sanitary sewer, and stormwater infrastructure systems. 2. Appropriate $ 100K of the FY 2008 -09 $ 300K budget for CIP 5114 GIS Asset Management in FY 2009 -10 for maintenance of the software and equipment and to partner with Okaloosa County to update the aerial photography as part of a recurring partnership. 3- Special Council meeting 5 -19 -09 BUDGET POLICY ISSUES cont. GIS Asset Management cont. Policy Decision: Should the GIS Asset Management program be completed in- house? The presentation included information that in FY 2008 -09 City Council approved a budget of $ 300, 000. 00 to begin the field data collection phase of the GIS Mapping project - the first phase of the 5 -year, $ 1, 5M project, Staff can perform the project in -house with the purchase of 2 GPS units with sub -centimeter accuracy and 2 GPS handheld units with sub -meter accuracy at a cost of $ 80, 000. 00 ( from existing $ 300, 000. 00 budget funds), another $ 100, 000. 00 ( from existing $ 300, 000. 00 budget funds) would be used in FY 2009- 10 for equipment/software maintenance and aerial photography, and the project would require future funding in the amount of $ 50, 000.00 annually for software and equipment training and maintenance, as well as $ 50,000.00 to update the aerial photography every three years. Staff recommendation is to appropriate up to $ 80, 000 of the FY 2008 -09 $ 300, 000. 00 budget for CIP 5114 GIS Asset Management to purchase GPS equipment in the current year to collect the required field data for the potable water, sanitary sewer, and stormwater infrastructure systems; and appropriate $ 100, 000. 00 of the FY 2008 -09 $ 300, 000. 00 budget for CIP 5114 GIS Asset Management in FY 2009 -10 for maintenance of the software and equipment and to partner with Okaloosa County to update the aerial photography as part of a recurring partners ip. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Garvie moved to appropriate up to $ 80, 000 of the FY 2008 -09 $ 300, 000. 00 budget for CIP 5114 GIS Asset Management to purchase GPS equipment in the current year to collect the required field data for the potable water, sewer, sanitary and stormwater infrastructure systems; and appropriate $ 100, 000.00 of the FY 2008 -09 300,000. 00 budget for CIP 5114 GIS Asset Management in FY 2009 -10 for maintenance of the software and equipment and to partner with Okaloosa County to update the aerial photography as part of a Mr. Miller recurring partnership. seconded motion and it