Fort Walton Beach Council agenda — 09-11-2007 workshop agenda — reading text

CITY OF FORT WAL TON BEACH City Council Workshop Agenda - September 11, 2007 - 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 1. General Public on items of City business. ( No Backup) 2. Presentation by Geographic Technologies Group on GIS Needs Assessment. (Utilities Director) ( See Backup) 3. Discussion to determine if there is an interest to modify the Settlement Agreement with Lamar Signs. ( CDS Director) ( See Backup) 4. Discussion regarding status of the Great Neighborhoods Program. ( CDS 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 September 11 , 2007 Workshop Agenda General Public on items of City business) Agenda Item Number: WA- 1  CITY COUNCIL WORKSHOP September 11, 2007 Workshop Agenda Presentation by Geographic Technologies Group on GIS Needs Assessment 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: September 4, 2007 Subject: GIS Needs Assessment Presentation by Geographic Technologies Group Background: The City began using geographic information systems ( GIS) in 1992 to automate map production and improve its analytical capabilities. The technology has, up to now, been used primarily in the Utilities, Community Development Services ( CDS), and Public Works Departments. The City and Okaloosa County partner once evety three years to fund a project to update the aerial photography of the County. From the updated aerial maps, the Gty updates its current GIS. However, this process only allows the Gtyto update the aboveground assets. Over the past two to three years, numerous hurricanes have ravaged the Gulf Coast area. In the aftermath of these hurricanes, limited lmowledge of the location of underground infrastructure assets has delayed necessary responses to minimize the impact of service interruptions, broken water mains, damaged sewer mains, etc. Developing a GIS database of the water, sewer, and stormwater infrastructure will assist Gty crews in pinpointing the location of water mains, services, valves, fire hydrants, water meters, sanitaty sewer manholes, sewer mains, sewer laterals, storm sewer inlets and manholes, and storm sewer mains during day-to- dayoperations and emergency situations. A GIS program provides the necessary information to identify and prioritize capital improvement projects and to streamline numerous business processes within the Gty. A Gtywide map of the water, wastewater, and stormwater systems will be developed using a " smart" database containing all of the required asset information, including pipe size, pipe material, condition, spatially-correct location, etc. On Januaty 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 Gty. Because of the recent catastrophes that have occurred in the Gulf Coast area, the Utilities Department determined that developing a Geographic Information System ( GIS) Asset 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. W5tA In the FY 2006- 07 budget, a new five- year Capital Improvements Program ( OP) was established to begin development of the Citis 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 available needs and benefits of a Citywide GIS. Discussion: On Januaty 12, 2007, the Citis Purchasing Department advertised Request for Proposal ( RFP) 07- 112 for engineering / consulting services for GIS Needs Assessment & Implementation Plan Development. 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, and to determine whether GIS might increase the efficiency and effectiveness of City operations. The consultcJ.nt 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 finn. City Council approved the selection of GTG to complete the GIS Needs Assessment & Implementation Plan at the April 24, 2007, regular Council meeting. Upon Council Staff approval, negotiated a detailed scope of work and a contract was executed with GTG. Prior to beginning the Needs Assessment phase of the project, GTG distributed a GIS Needs Assessment Questionnaire ( See Attachment No. 2) to staff in each City department. Each department was required to complete the questionnaire prior to the project kick-off meeting, which was held on July 11, 2007. The questionnaire allowed City staff to answer questions concerning the current state of mapping, networking, and business processes and to provide input on the future of the City's GIS program. The Kick-Off Presentation ( See Attachment No. 3) served to inform each department about the scope of work, schedule, and overall goals and objectives of the project. Departmental interviews were conducted after the Kick-Off Presentation to discuss each department' s responses to the questionnaire and to allow GTG to discuss the potential advantages of GIS for each department. GTG analyzed the responses from the questionnaire and the interviews in order to develop a GIS Needs Assessment document. The first draft of the GIS Needs Assessment document is complete and has been submitted to each department for Staff review and comment. In order to determine City Council' s vision of GIS for Fort Walton Beach, Staff requests that each Council member complete the attached GIS Needs Assessment Questionnaire. GTG shall also provide a preliminary presentation of the goals and objectives and schedule for the project and the major discoveries and recommendations from the GIS Needs Assessment. Conclusion: No Council action is required for this item. This item is presented for informational purposes and to update Council on this project. 2 Prepared and Submitted By: l tM \2. " 001 Michael Beedie, Utilities Operations Manager Date 7-- ~ o1 Date Reviewed and Concur: 1; &/())- dJt{tv "- S anahan, J y City Manager Date Attachments: 1. RFP 07- 112 GIS Needs Assessment & Implementation Plan Scope of Work 2. GIS Needs Assessment Questionnaire 3. Geographic Technologies Group Kick-Off Presentation 3  City of Fort Walton Beach GIS Needs Assessment and Implementation Plan Development Exhibit A: Scope of Services (June 28, 2007) PHASE I: GIS NEEDS ASSESSMENT TASK 1 PROJECT KICK-OFF PRESENTATION GTG WILL GIVE A ONE-HOUR PRESENTATION INTRODUCING THE GIS NEEDS AsSESSMENT AND STRATEGIC IMPLEMENTATION PLAN. GTG WILL DESCRIBE THE PROCESS INCLUDING DATA GATHERING TECHNIQUES, EVALUATION AND ANALYSIS, AND FINAL PRODUCTS. THIS INTRODUCTION WILL ALSO INCLUDE THE FOLLOWING: PROJECT GOALS AND OBJECTIVES AN EXPLANATION AND DESCRIPTION OF THE NEEDS ASSESSMENT QUESTIONNAIRE. EACH DEPARTMENT WILL HAVE RECEIVED A HARD COPY AND E- MAIL VERSION OF THE QUESTIONNAIRE. THE INTERVIEW SCHEDULE WILL BE REVIEWED DURING THIS INTRODUCTORY PHASE. GTG WILL ALLOW TIME FOR QUESTIONS AND ANSWERS AFTER THE PROJECT INTRODUCTION. TASK 2 DEPARTMENTAL INTERVIEWS AND NEEDS ASSESSMENT GTG WILL CONDUCT 1- 2 HOUR INTERVIEWS WITH THE FOLLOWING CITY DEPARTMENTS: COMMUNITY DEVELOPMENT SERVICES CITY CLERK' S OFFICE CITY MANAGER FINANCE FIRE HUMAN RESOURCES INFORMATION TECHNOLOGY PARKS & RECREATION POLICE PUBLIC WORKS UTILITIES A WORKSHOP WILL ALSO BE HELD WITH THE MAVOR AND CITY COUNCIL MEMBERS IN ORDER TO EDUCATE THE MEMBERS OF THE PROPOSED SCOPE AND TO RECEIVE THEIR FEEDBACK AS TO