Fort Walton Beach Council agenda — 04-08-08 workshop agenda — reading text

CITY OF FORT WALTON BEACH City Council Workshop Meeting Agenda - April 8, 2008 - 5: 30 P.M. City Council Chambers 107 Miracle Strip Parkway, SE Fort Walton Beach, FL 32548 CALL TO ORDER PLEDGE OF ALLEGIANCE Mayor Anderson APPROVAL OF AGENDA GENERAL PUBLIC 1. General Public on items of City business. ( No Backup) WORKSHOP AGENDA 2. Presentation by Geographical Technologies Group ( GTG) for GIS Strategic Plan Recommendations. Utilities Director) ( See Backup) ADJOURN Any person who decides to appeal any decision made with respect to any matter at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. (FS286.0105). The City of Fort Walton Beach adheres to the American with Disabilities Act and will make reasonable modifications for access to this meeting upon request. Please call City Clerk Helen Spencer at 850 -833- 9509 to make a request. For Hearing Impaired dial the City Hall TDD # 850 -833 -9925 or 1- 800 -955 -8771 TDD) or 1- 800 -955 -8770 ( Voice). Requests must be received at least 48 hours in advance of the meeting in order to allow the City time to provide requested service.  CITY COUNCIL WORKSHOP Apri1 11 9 2008 Workshop Agenda General Public Agenda Item Number: WA- 1  CITY COUNCIL WORKSHOP Apri1 11 9 2008 1 1 1 Workshop Agenda Presentation by Geographical Technologies Group GTG) for GIS Strategic Planning Recommendations Utilities Director) Agenda Item Number: WA- 2  CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Shanahan, City Manager From: Michael Beedie, Utilities Operations Manager Through: John Hofstad, Utilities Director Date: March 31, 2008 Subject: GIS Strategic Plan Final Recommendations Presentation Background: On January 21, 2006, City Council and the Department Directors met for a Strategic Planning Session to prioritize short -term (within two years) and long -term (within three to five years) goals of the City. Because of the recent catastrophes that have occurredInformation in the Gulf Coast area, the Utilities System ( GIS) Asset Geographic Department determined that developing a Management system for the underground infrastructure was a high priority item in enabling the City to provide a quick response to its customers after emergency situations. During the Strategic Planning Session, City Council agreed, with 25 percent voting the project as a Tier A item and 75 percent voting the project as a Tier B item. The GIS project was included in the Strategic Plan as a Short -Term Tier B Objective. In the FY 2006 -07 budget, a new five -year Capital Improvements Program (CIP) was established to begin development of the City's GIS program. A budget of $70,000 was appropriated in FY 2006 -07 to hire a consultant to complete a GIS Needs Assessment & Implementation Plan to determine the needs and benefits of a GIS program in both the Utilities Department and Citywide. Request for Proposal ( RFP) 07 -112 for In early 2007, the Purchasing Department advertised Assessment & Implementation Plan Development. engineering / consulting services for GIS Needs The RFP set forth the scope of work for a consultant to clarify how the various departments within the City currently manage spatial data and mapping needs, to identify areas of improvement, andThe to determine whether GIS might increase the efficiency and effectiveness of City operations. consultant would also be tasked with assisting the City in developing an understanding of both the benefits and costs of making changes to current modes of practice. Sixteen ( 16) proposals were received on February 20, 2007, and Geographic Technologies Group GTG), from Goldsboro, North Carolina, emerged as the top -ranked firm. City Council approved the selection of GTG to complete the GIS Needs Assessment & Implementation Plan at the April 245 2007, regular Council meeting. Upon Council approval, Staff negotiated a detailed scope of work and a contract was executed with GTG. Discussion: At the September 11, 2007, City Council Workshop, GTG presented their findings from the Needs Assessment phase of the project, which included input from all City departments. The Needs Assessment document will be included with the final submittal of the GIS Needs Assessment and Implementation Plan by GTG. Since that presentation, Staff and GTG have been working together to develop the final strategic plan document that maps out the implementation strategy for the City's GIS program. Part of the final implementation plan includes the results from a pilot project in the Downtown area that focused on the data collection and database development of the water, wastewater, and stormwater infrastructure. The pilot project also serves as a " test" of the geodatabase design and data dictionary to work out any " bugs" in the data collection and creation process. The pilot project consisted of field data collection in a total area of one quarter of a square mile bordered by Miracle Strip Parkway to the south, Brooks Street and Elm Avenue to the east, Ferry Road to the west, and Third Street to the north. The following data was collected during a one week period for the pilot project: 1. Water System —21 Fire Hydrants, 63 Water Valves, and 15, 769 linear feet of Water Mains 2. Wastewater System —78 Manholes, 3 Cleanouts, and 16, 194 linear feet of Wastewater Mains 3. Stormwater System — 57 Storm Inlets, 2 Headwalls, 3 Outfalls, and 5, 280 linear feet of Stormwater Mains GTG also reviewed all record drawings and survey information to verify or add to the field data. For For the wastewater and the water system assets, only horizontal information was collected. stormwater systems, horizontal and vertical data was collected. A final list of recommendations has also been prepared by GTG to " kick- start" the implementation of the City' s GIS program. The recommendations have been prioritized into a five -year implementation plan that focuses on the Utilities Department for the first two years and the remainder of the City departments in the final three years. Included with the list of final recommendations are the following highlighted items: 1. Appointment of a GIS Coordinator 2. Completion of a comprehensive Utilities Department GIS data inventory 3. Implement a GIS -based work order management system 4. Provide field access to GIS 5. Utilize GIS for emergency response 6. Provide GIS access to all City departments and divisions 7. Provide GIS access to the public The five -year plan also includes projected costs to conduct a full implementation of the GIS program. The total estimated cost for the five -year implementation of a Citywide GIS program is 2,0445100. The breakdown of the annual estimated costs is as follows: 2  1. Year One - $ 1, 013,700 ( Utilities Field Data Collection, GIS Software, and Training) 2. Year Two - $90,800 ( Complete Utilities Geodatabases and Training) 3. Year Three - $ 443, 300 ( Begin Citywide Implementation, Emergency Notification Software and Field Access Hardware) 4. Year Four - $ 336, 300 ( Mobile Computers, Public Access Software, and Public Access Kiosks) 5. Year Five - $ 160,000 ( Complete Citywide Implementation) The attached presentation details the status of the project to date, the process and results of the pilot project for the Utilities Department, and five -year implementation plan and associated costs. Conclusion: No Council action is required for this item. This item is presented for informational purposes and to update Council on this project. Prepared and Submitted By: i 031, 12ao4 Michael Beedie, Utilities Operations Manager Date tad, Utilities Director Date John Ho Reviewed and Concur: 1 Date oce , hanahan, City Manager Attachments: Technologies GIS Strategic Implementation Plan Findings and 1. Geographic Group Recommendations Presentation 3  3 22 \ 22 g§ ec \ e c 222x? 3 i 3 9 Q) a) X272 \ 7 oz g6> C) «\ 2\ G6mc l a a @2322 3\ 2222 c\ 2® 2 2 6 x 4/ a o« y y» x ®_£ j 3 3 2632 7{ 77 2 e - T z m= s m + n m a z D q Q 6 j \ 2& 2 2 L cz 3 E E 3 e E\ 9 : :. T) LL L O 2 2§ o \ £ 2=: < : 2 : -_ \ e o g E @ o x.::....,.... 2