Fort Walton Beach Council agenda — 02-08-11 regular — reading text

Plan. Engineering & Utility Services Director) ATTACHII•IENTS: Letter to DCA. ( PDF) City's ORC Responses ( PDF) cc. 110125. EAR Based Amendments Exec Summary ( PDF) RESULT: ADOPTED [ UNANIMOUS] MOVER: Dennis Reeves, Council Seat 3 SECONDER: Mile Minich, Council Seat 4 AYES: Holmes, gossom, Reeves, Minich, Nabors, Rigdon, Rynearson 14. 2. Request City Council Approval to Submit a Joint Grant Application. Synopsis: Authorizes staff to draft and submit a matching funds grant application with the West Florida Regional Planning Council for Brownfields clean -up funding at 25 Miracle Strip Parkway SW. to the U.S. EPA for supplemental Brownfield clean -up funds. Engineering & Utility Services Director) ATTACHMENTS: Cost Detail Sheets ( PDF) Phase II Final Report ( PDF) RESULT: ADOPTED [ UNANIMOUS] MOVER: Bobby Nabors, Council Seat 5 SECONDER: Joyce gossom, Council Seat 2 AYES: Holmes, gossom, Reeves, Minich, Nabors, Rigdon, Rynearson 14. 3. CRA Synopsis: Requested by Councilman Minich Executive Assistant) RESULT: ADOPTED 14 TO 31 MOVER: Mile Minich, Council Seat 4 SECONDER: Bull Rigdon, Council Seat 6 AYES: Mile Holmes, Dennis Reeves, Mike Minich, Bull Rigdon NAYS: Joyce gossom, Bobby Nabors, Dick Rynearson 3. 1 CRA Board Appointments Synopsis: Appointment to the CRA Board of Commissioners. City Clerk) ATTACHMENTS: Christa Machado application ( PDF) Martin Owen application ( PDF) Doug Reed application ( PDF) Tara Wesley application -CRA ( PDF) CRA Statute 163 ( PDF) City Council ofFort Walton Beach Page 9 --- ftcket Pid. 22 Regular Meeting Minutes January 25, 2011 Thomas Knowles application -CRA ( PDF) RESULT: WITHDRAWN 15. CITY MANAGER REPORTS 16. CITY ATTORNEY REPORTS 17. MAYOR/COUNCIL COMMENTS 18. ADJOURNMENT Quasi -Judicial - denotes that the item must be conducted as a quasi-judicial hearing in accordance with Florida Statutes a CL Action -Direction -Discussion items may be acted upon by the City Council by either a motion with vote in accordance with Robert' s Rules of Order, or by a consensus of the Council. 2 Any person who decides to appeal any decision made with respect to any matter at this meeting a will need a record of the proceedings, and for such purpose may need to ensure that a verbatim co record of the proceedings is made, which record includes the testimony and evidence upon which P the appeal is to be based. ( Chapter 286. 0105, F. S.) L N C Ri C 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. a c 2 City Council ofFort Walton Beach Page 10  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 8, 2011 Subject: Purchase of GIS Hardware & Software 1. BACKGROUND: I. I. During the FY 2009 -10 Budget Policy Workshop, City Council approved Staff purchase GF' S equipment and to implement the Geographic Information System ( GIS) program in -house in lieu of hiring a consultant to implement the program. 1. 2. Since the FY 2009 -10 Budget Policy Workshop, the Engineering Division has purchased real -time GPS equipment and has completed approximately 30% of the field data collection of the water, sanitary sewer, and stormwater infrastructure systems. 1. 3. With large sections of the infrastructure systems input into the GIS geodatabases, it is necessary to upgrade the City' s GIS hardware and software and fiber optic network in order to consolidate, analyze, and transmit the GIS information. 2. DISCUSSION: 2. 1. The City contacted ESRI, the vendor for the City' s current GIS software, ArcGIS, to explore the possibility of upgrading the City' s GIS hardware and software. Two options were quoted: purchasing the necessary hardware and software with annual maintenance or a new enterprise licensing program that allows the City access to all ESRI programs for one annual fee. 2. 2. Option No. 1 includes the following items: 2. 2. 1. Purchase ArcGIS Server - $ 201000 2. 2. 2. Purchase Three ( 3) New Seats of ArcINFO - $21, 200 2. 2. 3. Continue Annual Maintenance Fees for Current Software - $ 6, 000 per year 2. 2. 4. Annual Maintenance Fees for ArcGIS Server - $ 5, 000 per year 2. 2. 5. Annual Maintenance Fees for ArcINFO Licenses - $ 3, 600 per year 2. 3. Option No. 2 includes the following items: 2. 3. 1. Purchase the Small Municipal & County Government Enterprise Licensing Agreement ( SGELA) Program for a Period of Three ( 3) Years - $ 25, 000 per year 2. 4. In evaluating; each option over a similar three ( 3) year period, it was determined that Option No. 2 was the best option for the following reasons:  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 8, 2011 Subject: Purchase of GIS Hardware & Software 2. 4. 1. The SGELA gives the City access to all ESRI programs with unlimited licenses for one annual fee that is based on population. 2. 4. 2. The annual fee includes all maintenance for all programs. 2. 4. 3. The SGELA also includes a 5% discount on instructor -led training, a $ 5, 000 credit for the ESRI Virtual Classroom, two dedicated technical support staff, and two complimentary ESRI User Conference Registrations. 2. 4. 4. Over the three year period, the City would save $ 10, 000 over Option No. 1. 2. 5. In addition to the GIS software requirements, the City would also be required to upgrade the hardware to accommodate the data and new ArcGIS Server program, receive ArcGIS Server Jump Start installation and configuration support, and twenty 20) days of instructor -led training from ESRI. 3. FINANCIAL INFORMATION: 3. 1. The SGELA requires a three ( 3) year Enterprise Licensing Agreement with an annual fee of $25, 000 for a total of $75, 000 over the three -year period. for the to purchase the hardware to 3. 2. The estimated cost City necessary server accommodate ArcGIS Server is $ 35, 000. 3. 3. The estimated cost for the ESRI ArcGIS Server Jump Start support and instructor -led training is $ 17, 500. 3. 4. The total estimated cost of the necessary GIS hardware and software upgrades is 77, 500. 00 for FY 2010 -11. If approved, sufficient funding is available in CIP 5114 - GIS Mapping. 4. RECOMMENDATION: 4. 1. City Council authorization to enter into a three ( 3) year Small Municipal & County Government Enterprise Licensing Agreement ( SGELA) with ESRI for GIS programs and services and to purchase the necessary hardware, software, and training to accommodate the City' s ongoing GIS Mapping Program (CIP 5114). 4. 2. City Council authorization to utilize up to $ 80, 000. 00 from the FY 2010 -11 CIP 5114 GIS Mapping) budget for the annual fee for the first year of the SGELA and the purchase of the necessary hardware, software, and training.  4 City of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 8, 2011 Subject: Purchase of GIS Hardware & Software SIGNATURE BLOCK: Michael Beedie Completed 01/ 31/ 2011 11: 27 AM Dave Jenzen Completed 01/ 31/ 2011