3.4. SR 10-18-2010/-1//
Elk REQUEST FOR ACTION
River
TO ITEM NUMBER
Ma or and Ci Council 3.4.
AGENDA SECTION MEETING DATE PREPARED BY
Consent October 18, 2010 ustin Femrite, P.E.
ITEM DESCRIPTION REVIEWED B~/
Authorization of Quote for GIS Mapping Lori ohnson, Ci Administrator
REVIEWED BY
ACTION REQUESTED
Approval of the low quote submitted by Bolton &Menk Inc. for professional services to develop and
implement a webhosted GIS mapping application that will be made available to City staff.
BACKGROUND/DISCUSSION
Since starting with the City, I have been reviewing the existing maps for our streets, storm sewer, sanitary
sewer, and trail systems. While a lot of information is contained in these maps, they are not fully up to
date or consistent in their appearance. Many of the maps were created in AutoCAD. AutoCAD is a
good program for mapping these systems but it requires a license and working knowledge of the program
to use and view the maps. This makes for sharing of information difficult between departments. I have
solicited quotes to compile all of the existing information and have it hosted on a GIS mapping
application so all City staff can use it. There are no license costs, additional software, or in depth user
training required to get started with the web hosted mapping application. The mapping application will
function similar to the Sherburne County Beacon mapping program. All City staff will be given a user
name and password and will be able to access the mapping application from anywhere they can browse
the Internet. We will continue to keep our AutoCAD maps current for the large scale printed copies.
It is our goal to have all the City owned assets mapped and incorporated into the online mapping
application. This will be accomplished over the coming years as staff time allows for the in-depth data
collection process of each individual system component.
We have been in communication with the Elk River Municipal Utilities to assure their electrical and water
system could also be mapped on the same system in the future. At this time the ERMU systems will not
be mapped on the GIS application due to some more comprehensive conversions that will be required to
their existing AutoCAD maps before they can be hosted. I will continue to work with them through the
conversion so adding them to the GIS application can be accomplished easily in the future.
I have obtained three quotes for the incorporation of our maps into a webhosted application. The quotes
are as follows:
United Services Group, Elk River - $38,396.20 plus internal hardware upgrades
Bonestroo, St. Paul - $25,500.00 no hosting fee or hardware required
Bolton &Menk, Inc., Ramsey - $16,000.00 no hosting fee or hardware required
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\IO-18-2010\Quote RFA.doc
The prices for the work range from $16,000 to $38,000. I reviewed the proposed work included in each
detailed proposal. United Services Group will not host the information for the City. This would require
internal hardware upgrades and staff time to management the information. The proposals offered by
both Bolton & Menk Inc. and Bonestroo offer the City a very similar user friendly mapping application
with the functions required to get started with the implementation of a GIS mapping system. A large
portion of the costs associated with all of the proposals is the transition of all of our data into a form that
will work with the GIS mapping application. Common to all of the proposals is that all of this data will
remain the property of the City of Elk River. This will allow us to have our already converted data hosted
with a different consultant or provider in the future if desired.
FINANCIAL IMPACT
The costs for this project will come from the adopted 2010 Engineering Budget.
ATTACHMENTS
None
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\City Council\Counal RCA\Agenda Packet\10-18-2010\Quote RFA.doc