HomeMy WebLinkAboutC24340 RBF Consulting, Inc. - GIS Consulting ServicesCITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Award Contract No. c24340 for GIS Consulting Services
SUBMITTED BY: Mark Greenwood, P.E., City Engineer
APPLICANT: RBF Consulting Inc.
74-410 Highway 111
Palm Desert, CA 92260
DATE: September 22, 2005
CONTENTS: Proposal
Contract
Recommendation:
By minute motion:
1. Award Contract No. c24340 to RBF Consulting, Inc. in
the amount of $69,484.00;
2. Set aside a 10% contingency and
3. Authorize the Mayor to execute same.
Discussion:
The City has steadily increased its use of GIS technology and it has become a
critical tool in our land planning and development as well as maintenance of the
City's infrastructure. We have reached a point in the development and usage of
this technology at which a master plan is needed to ensure all departments
benefit from the continued development of GIS technology, and that existing
systems and data can be integrated with our GIS System in the future.
An RFP was advertised calling for proposals to assess our current technologies
and work processes and to make recommendations for future use of GIS
technology. Ten different firms responded; RBF Consulting, Inc. was selected
based on completeness of the proposal, experience, past performance and staff
availability.
Contract No. C24340
Award Contract GIS Consulting Services
September 22, 2005
Page 2 of 2
Funding is available in the Public Works Professional Services Account 110-
4300-413-3010.
Therefore, staff recommends that City Council award the contract to RBF
Consulting, Inc. in the amount of $69,484.00 to complete the GIS Engineering
Support Services; set aside a 10% contingency, and authorize the Mayor to
execute the same.
Submitted Yy:
City Engineer
Approval:
Do
Infi
!K vewer
on Systems Director
9444-402
Homer Croy
ACM for Developmen ervices
Carlos Orte
City Mana r
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Department H ad:
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Michael ErranYevP.E.
Director of Public Works
Paul Gibson
Finance Director
G.Tub Works'StafY ReportsQOO5lSeptember 22k4 Award Contract GIS Services RBF ConsultinglAward contract GIS services RBF Consulling.doc
CONTRACT NO., C24340
AGREEMENT
THIS AGREEMENT, made and entered into this _,day of , 2005, by and
between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to
as "CITY" and RBF Consultinq, hereinafter referred to as "CONSULTANT".
WITNESSETH:
WHEREAS, CONSULTANT is a corporation, the principal members of which are
Professional CONSULTANTS duly registered under the laws of the State of California;
and
WHEREAS, CITY desires to engage CONSULTANT to render certain technical
and professional CONSULTANTING services as set forth in Exhibit "A"
(CONSULTANT'S Proposal of Services) in connection with the design of Protect: GIS
Engineerinci Support Services.
NOW, THEREFORE, the parties hereto agree as follows:
(1) CITY hereby agrees to engage CONSULTANT to perform the
technical and/or professional services as hereinafter set forth.
(2) CONSULTANT shall perform all work necessary within the
schedules provided herein to complete the services set forth in Exhibit "A" attached
hereto and by reference incorporated herein and made a part hereof.
Gi\PubWorks\GIS\2005\ContractsOESIGN AGREEMENT-RBF GIS.Ooc
CONTRACT NO. c24340
(3) All information, data, reports and records and maps as are existing
and available from the CITY and necessary for the carryings out of the work outlined in
Exhibit "A" hereof shall be furnished to CONSULTANT without charge by CITY and
CITY shall cooperate in every way reasonable in the carrying out of the work without
delay.
(4) CONSULTANT represents that, it employs or will employ at its own
expense, all personnel required in performing the services under this Agreement.
(5) All of the services required hereunder will be performed by
CONSULTANT or under its direct supervision, and all personnel engaged in the work
shall be qualified and shall be authorized or permitted under state and local law to
perform such services.
(6) The execution of this Agreement by the parties hereto does not
constitute an authorization to proceed.
authorized CONSULTANT to proceed.
CITY's Director of Public Works has not
(7) The CONSULTANT shall work closely with the CITY's Director of
Public Works, or his designated representative, who shall be the principal officer of the
CITY. The CONSULTANT shall review and receive the Director of Public Works
approval of the details of work as it progresses. The Registered Civil CONSULTANT
hereby designated by the CONSULTANT as its representative for supervision of the
work required by this Agreement is STEVE BEIN R.C.E. No. 43800.
(8) The CONSULTANT warrants that he has not employed or retained
any company or person, other than a bona fide employee working solely for the
consultant, to solicit or secure this Agreement, and that he has not paid or agreed to
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CONTRACT NO. c24340
pay any company or person, other than a bona fide employee working solely for the
consultant, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration, contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty, CITY shall have the right to annul this
Agreement without liability, or in its discretion to deduct from the contract price or
consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
(9) The right is reserved by the CITY to terminate the Agreement at
any time upon seven (7) days written notice, in the event the project is to be abandoned
or indefinitely postponed, or in the event the CONSULTANT'S services, in the sole
judgment of CITY, are unsatisfactory or because of the CONSULTANT'S failure to
prosecute the work with diligence or within the time limits specified or because of his
disability or death. In any such case, the CONSULTANT shall be paid the reasonable
value of the services rendered, based upon CONSULTANT'S standard hourly rates, up
to the time of the termination. The CONSULTANT shall keep adequate records to
substantiate costs and provide copies of original timecards in the event of termination or
suspension.
(10) All documents including tracings, drawings, estimates, reports,
investigations and computations shall be delivered to and become the property of the
CITY. CITY acknowledges and agrees that all plans, specifications, reports and other
design documents prepared by CONSULTANT pursuant to this agreement shall be
used exclusively on this project and shall not be used for any other work without the
written consent of CONSULTANT. In the event CITY and CONSULTANT permit the re-
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CONTRACT NO. c24340
use or other use of the plans, specifications, reports or other design documents, CITY
shall require the party using them to indemnify and hold harmless CITY and
CONSULTANT regarding such re -use or other use, and CITY shall require the party
using them to eliminate any and all references to CONSULTANT from the plans,
specifications, reports and other design documents.
(11) The CONSULTANT shall comply with all federal, state and local
laws, ordinances and regulations applicable to work.
(12) No change in the character or extent of the work to be performed
by the CONSULTANT shall be made except by supplemental authority in writing
between CITY and the CONSULTANT. The supplemental authority shall set forth the
changes of work, extension of time and adjustment of the fee to be paid by CITY to the
CONSULTANT, if any.
(13) In connection with the execution of this Agreement, the
CONSULTANT shall not discriminate against any employee or applicant for
employment because of race, religion, color, sex or national origin. The CONSULTANT
shall take affirmative actions to insure equal employment opportunity and that
employees are treated during their employment without regard to their race, religion,
color, sex or national origin. Such actions shall include, but not limited to, the following:
employment, upgrading, demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay, or other forms of compensation and selection for
training, including apprenticeship. This clause shall be included in each related
subcontract, if any, awarded by the CONSULTANT.
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CONTRACT NO. c24340
(14) The CITY agrees to pay the CONSULTANT for the work required
by this Agreement on the following basis:
CONSULTANT shall submit invoices monthly for services performed in
the previous month not to exceed the total contract amount of: $69,484.00 (Sixty Nine
Thousand Four Hundred Eicihty Four Dollars: NO 001100 ONLY). CITY agrees to
pay all undisputed invoices within thirty (30) days of receipt of invoice. CITY agrees to
notify CONSULTANT of disputed invoices within fifteen (15) days of receipt of said
invoice.
(15) The CONSULTANT agrees to complete the work and submit the
Final Design CONSULTANTING phase as displayed in Exhibit "A".
(16) In the event that any judgment is entered in any action upon this'
Agreement, the party hereto against whom such judgment is rendered agrees to pay the
other party an amount equal to the reasonable value of the legal services performed in
his or its behalf in such action and that such amount may be added to and made a part
of such judgment.
(17) This Agreement shall be binding on the successors and assigns of
the parties, but it shall not be assigned by the CONSULTANT without written consent of
the CITY.
(18) The CONSULTANT shall be an independent contractor, not an
employee of the CITY.
(19) Prohibited interests are as follows:
No officer, member or employee of the CITY during his tenure or one year
thereafter shall have any interest, direct or indirect, in this Agreement or the proceeds
5
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CONTRACT NO. C24340
thereof. The parties hereto covenant and agree that to their knowledge no member of
the City Council, officer or employee of the CITY has any interest, whether contractual,
non -contractual, financial or otherwise, in this transaction, or in business of the
contracting party other than the CITY, and that if any such interest comes to the
knowledge of either party at any time a full and complete disclosure of all such
information will be made in writing to the other party or parties, even if such interest
would not be considered a conflict of interest under applicable laws.
The CONSULTANT hereby covenants that he has, at the time of this
Agreement, no interest, and that he shall not acquire any interest in the future, direct or
indirect, which would conflict in any manner or degree with the performance of services
required to be performed pursuant to this Agreement. The CONSULTANT further
covenants that in the performance of this work no person having any such interest shall
be employed by the CONSULTANT.
(20) The CONSULTANT shall indemnify and save harmless the CITY,
its officers and employees from and against any liability, loss, cost or expense resulting
from any injury or damage to persons or property caused by the negligent acts or
omission of the CONSULTANT, its agents or employees, while engaged in the
performance of this Agreement. The CONSULTANT shall submit to CITY, prior to the
Notice to Proceed is issued, certification of adequate coverage for "errors and omission"
insurance in amounts approved by the City Attorney. Any such insurance shall not be
canceled prior to written notice to and approval from the CITY.
(21) In case of conflicts within the contract documents, the document
precedence shall be as follows:
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CONTRACT NO. c24340
(a) This Agreement;
(b) Exhibit "A" (CONSULTANT'S Proposal of Services, and any
written modifications thereto).
IN WITNESS WHEREOF, said parties have executed this Agreement the
date first hereinabove written.
CITY OF PALM DESERT RBF Consulting
Municipal Corporation
Buford A. Crites, Mayor Authorized Signature
Date: Date:
ATTEST:
Rachelle Klassen, City Clerk
APPROVED AS TO CONTENT:
Michael Errante, P.E.
Director Of Public Works
David J. Erwin, City Attorney
G:kPubWorkslGIS\2005\ContractskOESIGN AGREEMENT•RBF GIS.doc
CONTRACT NO. C24340
EXHIBIT "A"
CONSULTANT'S PROPOSAL
OF
SERVICES
G:\PubWorks�GIS12005XContractslDESIGN AGREEMENT-RBF GIS.doc
GIS Development Services
Proposal
Prepared for:
The City of Palm Desert
Public Works Department
73510 Fred Waring Drive
Palm Desert, CA 92260
Submitted July 22, 2005
iN 10.104496
• Inventory
• Needs Assessment
• GIS Strategic Plan
Prepared by:
CONSULTING
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74-410 Hlglway 111
Palm Desert, CA 92260-4114
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CITY OF PALM DESERT
Geographic Information System Development Services
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-• Building GIS RBF has been selected by many other jurisdictions to perform GIS Needs
Technology for Assessments and develop Strategic Plans for the implementation of effective GIS
data, applications, and integration with existing municipal processes. While each
the City of City is unique, RBF's knowledge of the City of Palm Desert and the operational
Palm Desert needs of the affected departments along with our extensive experience in GIS
implementation makes RBF uniquely qualified for this project. RBF has
provided services to the City of Palm Desert for decades and we are prepared to
support the City as it seeks to take advantage of new technologies and to improve
efficiency and work flow for staff' at the city.
RBF has extensive experience in the design and planning of large GIS
infrastructure projects. We have provided quality services to many large public
entities assisting them in the assessment, development, maintenance and
improvement of their GIS systems.
As GIS technology has evolved, RBF has adopted new approaches and has
prepared to assist clients in using the most current technologies that are
applicable to their needs. RBF looks forward to providing these services to the
City of Palm Desert during the development of this Needs Assessment and
Strategic Plan for the City's Development Services.
Mr. Steve Bein will be the Project Manager for this project. With over 17 years
of GIS experience, he is committed to providing close consultation and support
to staff at the City. Mr. Bein has developed a reputation for listening carefully to
clients and assisting them in the implementation of their goals. Mr. Bein will
have the full support of the wide range of recourses available at RBF including
GIS professionals in our Palm Desert and Irvine offices.
This document contains a proposed project understanding, scope of work, and fee
as well as additional information that may be of use as the City moves forward
.. with its plans to improve its technology infrastructure. This document contains
the following sections:
Section 1:
Executive Summary
Section 2:
Representative Projects
Section 3:
Project Fee (in a separate envelope)
.. Section 4:
Project Understanding
Section 5:
Project Approach
rr L� SECTION 1: INTRODUCTION
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CITY OF PALM DESERT
Geographic Information System Development Services
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Ongoing GIS The following projects represent GIS projects and implementation programs
Experiienee completed in the last five years by RBF and the staff members proposed for the
City of Palm Desert project. All of these projects were completed within the
-- budget and schedule established for each program.
Rancho California Since 1993, RBF has provided ongoing GIS services to the Rancho California
Water District GIS Water District, including GIS data development and maintenance. Most recently,
Master Plan RBF provided the Rancho California Water District with a comprehensive GIS
— Implementation and Master Plan that identified the needs of Engineering, Planning, Operations, and
Data Conversion Maintenance staff at the District. The Plan included a review of the District's
Temecula, CA daily operations and procedures, interviews with District staff, an inventory of
.. the District's existing maps and documents, preparation of a conceptual database
design, evaluation of potential GIS systems to be implemented at the District,
RBF Ron selection of the GIS system for the District, and development of the
Prime Consultant implementation plan for their system.
M
Total Project Value:
$1,750,000
Completed: Ongoing
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CON{VITNa
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RBF also provided complete
data conversion services for
the Rancho California Water
District. RBF converted 750
as -built drawing sets with
over 4,080 map sheets that
included 14,820 water
service connections, 4,290
valves, 3,630 unique main
pipe segments, and among
other features, 4,360 fire
hydrants. The conversion
also included the development of custom GIS coding forms for extraction of
information off as -built drawings for data entry into the Oracle Relational
Database Management System and graphic database entry into the GIS.
SECTION 2: REPRESENTATIVE PROJECTS
Riverside County
Integrated Project
(RCIP)
Riverside County, CA
RBF Role:
Consultant Team Member
Total Project Value:
$2,600,000
Completed: 2005
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CITY OF PALM DESERT
Geographic Information System Development Services
RBF Consulting, as part of a multi-
disciplinary consultant team, worked
with Riverside County officials on the
development of the Riverside County
Integrated Project (RCIP). The project
is a comprehensive three-part program
that will determine solutions to the
planning, conservation, and
transportation needs of Riverside
County residents. The primary goals of
the RCIP include: updating the
Riverside General Plan; identify transportation corridors or toll roads which can
be planned to address current congestion problems and meet the County's future
transportation and transit needs; and create a Multiple Species Habitat
Conservation Plan to ensure the preservation of open space, endangered species,
and prime habitat areas through an area -wide permitting process. The three -
tiered integrated project will incorporate public opinion and the input of a variety
of stakeholders, including environmental organizations, business associations,
and property owners, as well as the Riverside County Transportation
Commission and state and federal regulatory agencies. RBF provided services in
two areas of the plan: transportation engineering / planning services and project -
wide Geographic Information System (GIS) management. RBF provided data
creation, GIS analysis, and mapping services using ArcG1S, Arclnfo and
ArcView GIS programs for the three project components, acting as the hub of the
project wheel, integrating the work of many consultants to make the project most
effective in these areas.
Working with the public relations firm, RBF administered an extensive program
to create the public outreach web site (www.rcin.orlr), a GIS based "draw your
own map" site on the internet. The public enters a zip code, or an assessor parcel
number, and a map is drawn of the proposed land uses in the new general plan,
the conservation plan for their neighborhood, and any transportation corridors, all
in a simple browser application. Also, an online comment form was created for
public input for the public hearing process. RBF also participated in the public
hearings for the Planning Commission by registering speakers as they arrived at
the venue and then pulling up their parcel on a map in the context of their
neighborhood with the proposed General Plan Land Uses displayed while they
were speaking.
In addition, RBF is now making online custom mini-EIR reports. For the mini-
EIR's, the public is allowed to enter their APN or address online, and the GIS
produces a PDF file with the sections of the MSHCP project report that
specifically apply to their property (irrelevant information is left out resulting in
an average 40 pages of the otherwise 2000 page project document).
"" L SECTION 2: REPRESENTATIVE PROJECTS
GO.SUL-O
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Enterprise Geographic
Information System
Pinal County, AZ
RBF Role:
Prime Consultant
Total Project Value:
$2,700,000
Completed: 2005
P,rwV Counry
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CITY OF PALM DESERT
Geographic information System Development Services
RBF Consulting is providing surveying and related services for the enterprise
Geographic Information System (GIS) for the Pinal County Department of Public
Works. The project includes implementing a flexible county -wide GIS;
accomplishing parcel base map in short-term; accomplishing County right-of-
way research and mapping in phased implementation over a period of 3 to 5
years; developing a survey control network on section comers providing control
for all project components; and providing a framework for follow-on applications
serving all County departments.
RBF also delivered a LiveMap GIS web site allowing staff to access and query
the spatial data. The web site assisted staff with using the GIS data without
learning any new mapping software.
SECTION 2: REPRESENTATIVE PROJECTS
an
sm
Citywide Sewer and
Water Atlas Conversion
and Automated
Mapping GIS
Development Project
Santa Barbara, CA
RBF Role:
Prime Consultant
Total Project Value:
$1,200,000
Completed: On -Going
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C)TY OF PALM DESERT
Geographic Information System Development Services
RBF Consulting (RBF) continues to provide GIS services under contract with the
City of Santa Barbara to provide Geographic Information Systems (GIS) services
for a large-scale GIS conversion and implementation project. The project was a
24-month effort requiring the expertise of RBF personnel from multiple offices.
The project involved the conversion of over 300 sheets of sewer and water
utilities, included the GPS location and mapping of 15,600 facility locations, and
covers over 26 square miles. The GIS provides the City with an automated
mapping system of their water and sewer facilities and allows City staff to
quickly and accurately track the maintenance and improvements to water and
sewer systems and efficiently respond to emergencies. To help map such a large
number of water and sewer facility points in the short time allotted for the initial
facility location portion of the job, RBF utilized a differential Global Positioning
Systems (GPS) strategy to expedite the project survey. The project strategy
involved the use of preprogrammed GPS receivers to save critical time and
money in the facility location phase of the project and maintain the project's
schedule. RBF continued its services by integrating the GIS created earlier with
a Water Master Plan using H2O-Map and a Waste Water Master Plan using
H2O-Sewer. Coordinating with RBF engineers and water resource planners,
RBF's GIS professionals continue to provide GIS implementation and database
services to support the City as their GIS matures.
... SECTION 2: REPRESENTATIVE PROJECTS
COM�y,.TIMO
CONSULTING
■ ■ ■ C.�
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ow RBF Consulting (RBF) provides Public Outreach GIS technology
for public hearings, community meetings and other public forums.
GIS information including maps, reports, photographs and scanned
documents can be quickly accessed and displayed, thereby providing,;
clear and precise data to government officials and the public.
During public meetings, the GIS application supports public testimony,
as speakers approach to discuss issues for a specific geographic area,
the GIS team displays the subject property and related information.
Additional information can be viewed including site photographs,
_ scanned images of engineering drawings or tabular information describing the subject property. The GIS data can be
stored on a local computer or accessed via the Internet to generate maps and visuals.
In addition, project web sites are established, allowing the public to access specific information used in the public
hearings. The system can also be configured to allow the public to submit comments on specific issues such as
general plan changes. You can check our implementation of this exciting technology by visiting www.rcip.org on
the web. Be sure to click on the "Maps" button and check out the "Draw Your Own Map" function which was built
entirely using ESRI's ArcIMS technology.
This technique has been used extensively during the planning commission and Board of Supervisor meetings for
the Riverside County Integrated Plan Project (RCIP). The RCIP project spanned three years and included 14 planning
commission public hearings, four Board of Supervisor meetings and numerous community meetings with public
involvement. The GIS Public Outreach application has also been successfully used for military base re -use meetings,
project interviews, team meetings, local government public hearings and private company status meetings. This
application uses GIS technology to support communication between project team members, agency staff and the
public.
RBF supports its Land Development clients using
GIS technology to create detailed land plans to
track development and sales activities. Working
with several national land development companies,
RBF provides GIS expertise to build geo-spatial
databases that integrate existing legacy databases
to create a system for viewing, analyzing and
displaying specific development information.
Clients access data via a secure and password
protected, LiveMapGIS° web site using an internet
browser. RBF's GIS team maintains the web
site and updates the GIS data periodically based
on client needs. Detailed maps and reports are
generated and displayed on the web site allowing
clients quick access to vital information. This
process allows clients to get weekly and month
end permitting, construction, and sales information
in minutes versus hours or days.
M10M
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■ ■ ■ C.�
RBF Consulting (RBF) is working with the City of Thousand Oaks, CA to
develop and integrate a GIS and Computerized Maintenance Management
System (CMMS). The resulting spatial data will support the creation of a City -
Wide Water Master Plan and the City's ongoing water system operations.
The spatial data will be prepared using available as -built drawings, field
verification information, the City's own condition assessment database, and
available county GIS parcels. Individual feature datasets will be developed for
utility pipes and associated water apparatus. The water pipe and apparatus
data will be obtained using the information shown on the as -built drawings.
The as-builts, which are scanned to a TIFF format, will also be geo-linked
to each pipe segment and water apparatus point feature allowing users to
quickly view the associated original drawings for that specific water feature.
A hydraulic model will be prepared using GIS data as the input source for the
modeling software and as a graphic display tool for model results. Project
data will be available City-wide through existing installations, a GIS web based
mapping application, and a RBF-developed project website.
RBF is playing a pivotal role to integrate water system information with zoning and land use data to spatially prepare
water demand statistics for the water model under development. The City's land use and zoning information will be
reviewed as it relates to water consumption for residential and commercial / industrial areas. The review includes an
analysis of current and future water demands based on predicted land uses. As a final step to the demand analysis,
the City's General Plan will be used to validate the demand projections.
The City of Thousand Oaks has maintained the water system using a series of atlas maps, scanned as -built drawings,
maintenance records and more recently, computer databases. This project provides an opportunity to enhance the
existing information systems, develop an integrated solution using GIS technology and a spatially aware hydraulic
modeling and CMMS application.
RBF Consulting is currently preparing a comprehensive update to the City's 1988
General Plan. The comprehensive General Plan Update involves a process of both
consolidating and updating the City's existing 1988 General Plan. A General Plan Update
web site is being developed and maintained as part of the public participation process.
Project announcements, workshop summaries, and project progress will be maintained
on the web site.
RBF is also providing the City with the capability to publish live GIS mapping products on
' the project web site using RBF's proven technology called LiveMapGIS®. The LiveMap
GIS` site provides City staff with immediate access to the planning information. The
results of requested modifications can be viewed and studied online at the City, using
a secure, password protected website. As project status maps and data are posted to
the secured site, the tools make the job of project management and communication
easier within RBF and the City. Further, no additional training or learning of new GIS
programs is required by City Staff since this application uses a standard web browser.
The GIS web site will also be expanded for public use providing unprecedented access to "approved" planning maps
and documents in a user-friendly and interactive web environment. To see a sample of the use of ArcIMS technology
.,. for this planning application go to www.livemapgis.com.
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CITY OF PALM DESERT
Geographic Information System Development Services
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GIS Project References
Steve Bassler
City Engineer
City of Lancaster
44933 Fern Avenue
^ Lancaster, CA 93534
661-723-6093
Patricia Eble
GIS Manager
City of Santa Barbara
Public Works Department
^ 630 Garden Street
Santa Barbara, CA 93102-1990
(805) 564-5487
Andy Webster
Planning & Capital Projects Manager
Rancho California Water District
42135 Winchester Road
Temecula, CA 92590
(951) 296-6900
111121111101C SECTION 2: REPRESENTATIVE PROJECTS
Lcaw�uanwo
CITY OF PALM DESERT
Geographic /nonnadon System Development Services
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Please see sealed envelope provided separately.
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*f I P.W. SECTION 3: FEE ESTIMATE
Lcow�van«c
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Steven R. Bein, P.E.
Vice President
Geographic Information Systems
Registration:
1989, Civil Engineer, CA, 43800 (Expires
6/30/2005 )
Years of Experience: 19
Education:
,�. M.S., 1986, Civil Engineering/Water
Resources, Stanford University
B.S., 1985, Civil Engineering, University
of Colorado
Certificate, 1994, Arc/Info, ESRI
Certificate, 1995, ArcView
Professional Affiliations
Chairman, Geographic Information
�. Systems Committee, Geomatics
Division, American Society of Civil
Engineers (ASCE)
Chairman, Technology Committee, Civil
Engineers and Land Surveyors of
California (CELSOC)
Instructor, Geographic Information
Systems Program, University of
California, Irvine Extension
Member, Urban and Regional Information
Systems Association (URISA)
... Member, American Society of Civil
Engineers (ASCE)
Member, Geographic Information
Technology Association (GITA)
Member, National Honorary Civil
Engineering Fraternity of Chi
Epsilon
_ Member, National Honorary Civil
Engineering Fraternity of Tau Beta
"MM. -JA==N
RBF "Excellence In Team work "Award Winner
..
Mr. Bein's project experience includes Geographic Information Systems
(GIS); Civil and Transportation Engineering; GIS analysis, master
planning, needs analysis, database design, system specification and
selection, training, and operation. Mr. Bein has applied his talents to the
development of computer aided engineering applications, facilities
management, and spatial information systems. His experience makes
him an ideal candidate for any project team proposing the manipulation
and analysis of spatial data. Mr. Bein manages projects utilizing many
systems including AutoCAD, ArcGIS, ArcInfo, and Intergraph
Microstation. In addition to his experience in GIS and CADD, Mr. Bein
is also a registered Civil Engineer with experience in transportation
engineering, subdivision design, and water resources engineering. Mr.
Bein has worked in a consultant training program for one year at Caltrans
District 12 performing highway design on an Intergraph CAD system.
Mr. Bein is also a specialist in hydrology and hydraulics engineering and
has developed many of the computerized routines used for such analysis
at RBF.
RELEVANT EXPERIENCE:
Water System Master Plan and GIS (Thousand Oaks, CA) — Mr. Bein
served as GIS Task Manager to develop and integrate a GIS and
Computerized Maintenance Management System (CMMS). The resulting
spatial data will support the creation of a Citywide Water Master Plan and
the City's ongoing water system operations. The spatial data will be
prepared using available as -built drawings, field verification information,
the City's own condition assessment database, and available county GIS
parcels. Individual feature datasets will be developed for utility pipes and
associated water facilities. Project data will be available Citywide through
existing installations, a GIS web based mapping application, and a RBF-
developed project website.
Rancho California Water District (Riverside County, CA) 1992-1994
- As Project Manager, Mr. Bein was responsible for the development of a
GIS Master Plan for the District including a needs analysis, system
design, development plan, and training program. The Master Plan has
been implemented with system procurement and installation of the GIS
system, data conversion, and development of supplementary programs for
water and sewer facility management.
Water and Wastewater Utilities Conversion (Santa Barbara, CA) -
Mr. Bein served as Project Director for this $1 million project that
provided the City with a complete automated mapping system and GIS of
their sewer and water facilities. The project involved the conversion of
over 300 water and wastewater atlas sheets, include the mapping of
14,000 facility locations, and cover over 26 square miles. Mr. Bein
developed a unique strategy in mapping the large number of facility
locations in a short time involving preprogrammed GPS receivers. To
keep this large and complex project on track, Mr. Bein also created a
Project Management web site that uses GIS Internet technologies to allow
City officials to monitor online maps the progress of the overall citywide
project for the whole City.
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Steven R. Bein, P.E.
sm Vice President
Geographic Information Systems
Pinal County ROW Mapping and Enterprise GIS Project (Final
County, AZ) 2003 - Mr. Bein is assisting County Staff with GIS design,
survey, and mapping services for the implementation of an enterprise
Geographic Information System (GIS) for the County of Pinal. Mr. Bein
is responsible for managing the GIS efforts for this project. Starting with
the goal of mapping transportation right-of-way throughout the County,
Mr. Bein's responsibilities include master planning and implementing a
flexible county -wide GIS, managing the development of a parcel base
map in the short-term, accomplishing the County ROW research and
mapping in a phased implementation over three to five years, developing
a survey control network on section comers providing control for all
project components, and providing a framework for follow-on GIS.
applications serving departments throughout the County.
Riverside County Integrated Project (RCIP) (Riverside County, CA)
2001 - Working with Riverside County officials, Mr. Bein is GIS
Manager responsible for the coordination of Geographic Information
System analysis and data for the Riverside County Integrated Project
(RCIP). The project is a comprehensive, three-part program which will
determine solutions to the planning, conservation and transportation
needs of Riverside County residents. He is providing data research and
creation, GIS analysis, and mapping services using Arc/Info and ArcView
GIS programs for a General Plan Update, a Multiple Species Habitat
Conservation Plan, and a Regional Transportation Plan to include 2 new
toll roads. With GIS acting as the hub of the project wheel, Mr. Bein is
integrating the work of 18 consulting firms using Internet based
collaboration and a consolidated GIS approach to make the project most
effective.
The Irvine Company Investment Properties Group LiveMap (Irvine,
CA) 1998 - LiveMapTM, the brainchild of Mr. Bein, was developed using
the latest GIS Internet technologies. LiveMapTM is a dynamic Internet
mapping tool that is designed to allow clients to access, edit, and query
GIS data via the Internet using only a standard web browser. The
Investment Properties Group at The Irvine Company uses LiveMapTM to
view maps of their parcel ownership in this rapidly changing area and edit
information online. Security is provided to provide a private transfer of
the maps and data to users anywhere in the world.
The Irvine Company TICMAP (Irvine, CA) 2003 - TICMAP is an
application that is based on LiveMapTM technology. TICMAP allows for
the organization of multiple datasets shared by the various local agencies
and private corporations in one centralized location providing ease of
access and avoiding redundant datasets. It contains over 100 datasets
including polygons, lines, points, and annotations from various sources
such as The Irvine Company, Irvine Ranch Water District, FEMA, and
USGS. TICMAP allows multiple users to access the data for which they
are authorized, simultaneously, by using unique usernames and passwords
for each user and encrypted secure socket technology for added security.
City of San Clemente Fire Response GIS Analysis (San Clemente,
CA) 1997-1998 - As Project Manager, Mr. Bein was responsible for
creating and manipulating a complex network model to display real time
fire truck routing scenarios based on speed limit and time impedance
values. The results of these analyses assisted the City of San Clemente
Steven R. Bein, P.E.
Vice President
Geographic Information Systems
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and other developers to determine the best location of a fire station for
future development planning.
Natural Community Conservation Plan GIS Analysis and Mapping
(Orange County, CA) 1993-1996 - Mr. Bein served as Project
Manager/Analyst and managed the development of supporting analysis
for this major environmental project document including thousands of
tabulations for vegetation, endangered species, and area boundaries. Mr.
Bein was also responsible for the creation of more than 75 maps and
exhibits published with the project document to support the more than
3,000 pages of text.
City of Garden Grove General Plan Update (Orange County, CA)
1994-1996 - Mr. Bein was responsible for the development of the data
necessary to use the Arc/Info GIS software for the analysis of parcel level
information required for the update of the General Plan for the City of
Garden Grove. This project includes the conversion of existing
AutoCAD data to a useful GIS format and construction of a large
database for the City.
University of California, Irvine (Orange County, CA) 1993-1995 -
The University of California at Irvine retained RBF to perform a utility
master plan of the campus. Mr. Bein acted as the project manager for the
utility mapping portion of this projected. Mr. Bein coordinated the
production of a digital aerial base map in AutoCAD and the development
of a utility mapping system which would satisfy the University's CADD
production needs while utilizing their existing computer equipment. Mr.
Bein was responsible for the CADD conversion of as -built maps and
consolidation of all existing digital information into a single seamless
CADD utility atlas map.
California Polytechnic State University, San Luis Obispo (San Luis
Obispo County, CA) 1994 - Mr. Bein headed a team which converted
the paper mapping data available for utilities on this central California
campus into a seamless AutoCAD mapping system. Mr. Bein
coordinated the development of a digital aerial map to form the base for
all the utility data. Mr. Bein was also responsible for the field location
(both horizontal and vertical) of utilities affecting the alignment of a new
campus utility corridor or utilidor.
California State University, Long Beach (Los Angeles County, CA)
1994 - As Project Manager, Mr. Bein was responsible for the mapping of
utilities across the campus as they affected a proposed utility corridor and
new central plant. Utilities included water, reclaimed water, sanitary
sewer, storm drain, irrigation, communications, and electrical. Mr. Bein
headed a team of RBF professionals who converted the available paper
mapping information into a seamless AutoCAD drawing. Mr. Bein was
also responsible for the field survey which included GPS control
monumentation, conventional field survey, and subsurface investigation
to accurately locate the underground utilities both horizontally and
vertically.
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Violet Gray
Senior GIS Analyst
Years of Experience: 15
Education:
M.A., 1994, Geography, University of
California, Santa Barbara
B.A., 1989, Geography, University of
California, Santa Barbara
Professional Affiliations:
Vice Chair, Channel Islands Regional GIS
Collaborative
Ms. Gray is an experienced GIS professional with an extensive
background in GIS and municipal GIS implementation projects. Her
previous experience includes GIS projects in both urban and
environmental domains. Including many years of experience using ESRI
software and data formats. She has extensive experience in applying GIS
system solutions to a wide variety of project challenges, as well as
building specialized tools for unique data processing needs. Ms. Gray
has a strong understanding of the development, management, and
analysis of geographic data including complex issues of geographical
projection, geographical data formats and structures, and the design of
analytic models.
RELEVANT EXPERIENCE:
City of Lancaster Citywide GIS (currently underway)— Ms Gray is
responsible for site interviews, data and document evaluation, and
development of a report on this City-wide GIS needs analysis and
implementation project. The project goal is to evaluate existing City
systems and processes and provide a road map for the development of
GIS technologies which will assist in the coordination of various City
departments, integration with existing City systems and processes, and
development of a 5 year plan for the implementation of an enterprise GIS.
This project includes the development of a public outreach web site where
residents and developers will have access to City documents and
information freeing City staff to perform their duties within their
respective departments.
Future Water Demand Analysis (Montecito Water District (MWD) -
Prior to joining RBF, Ms. Gray worked closely with the Engineering
Manager at the Metropolitan Water District to analyze the current zoning
and parcel size structure in all three planning areas within the Montecito
Water District boundaries. The project goal was to identify the water
demand on the district under a variety of planning scenarios. In addition
to a generalized solution to the demand at build -out, cartographic
modeling was used to identify zones of high potential density increase.
Constraints on the model representing the Coastal Zone Boundary and
other special districts were applied to develop a realistic view of the
district with respect to increasing population density. A set of large
format exhibits was created for use in public meetings to illustrate the
issues during public discussions.
Housing Element GIS Support (City of Buellton, CA) - Prior to joining
RBF, Ms. Gray designed and led the development of a GIS system for the
City of Buellton to support their Housing Element update. The project
included data development, analysis and cartographic components and
required close interaction with planners and City staff in order to identify
workflow and analytic approaches. The success of this project led to the
decision to expand the use of GIS to include public works infrastructure
elements as well as planning components.
.,
Violet Gray
Senior GIS Analyst
Infrastructure and Planning GIS Design and Implementation (City of
Buellton, CA) - This project was a two-year, two -phased project
involving a major development of GIS data to support the General Plan
Update for the City of Buellton. The design area used for the Housing
Element was more than doubled from the City limits out to include an
extended planning area. All existing City data were in CADD format and
were converted into shapefiles. Data tables were designed and built for
each of these data layers including detailed engineering information about
the quality and history of individual features. In addition, new datasets
such as a Street Centerline layer, and a Coast Live Oak distribution layer,
were developed using head's up digitizing on high -resolution ortho-
photos. This project also involved the incorporation of the 2000 census
data at the block level, and Santa Barbara County Assessor's parcel
database.
Cartographic and Analytic Support (Streets and Waterways Division,
City of Oxnard, CA) -Prior to joining RBF, Ms. Gray participated in
providing GIS data, cartography and analytic support to an on -call
engineering services contract for the City of Oxnard Streets and
Waterways Division. This project involved the extensive production of
large format map sets as planning exhibits, and background data analysis,
mining information from GIS data for tabular reports and for designing
work plans.
Additional Experience:
Ms. Gray spent many years as a research assistant and instructor in the
Geography Department at the University of California, Santa Barbara.
,.. During that time, she worked on a wide variety of projects including
remote sensing and image analysis, vegetation mapping, spatial decision
support analyses for projects as varied as bus route placement and land
reserve design. She has designed and built single purpose GIS systems
and Graphic User Interfaces (GUIs) using ESRI programming platforms.
She has extensive training in both the theory and practice of many GIS
application areas. In addition, Ms. Gray is a skilled cartographer and
received several departmental cartography awards during her graduate
education.
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Jim McPherson
Senior GIS Technician
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Years of Experience: 5
Education:
B.A., 2000, Geography, California State
University, Long Beach
Certificate, 2004, Geodatabase, ESRI
Certificate, 2000, ArcView 3.2, ESRI
Certificate, 2002, AutoCad 2000
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RBF "Excellence In Teamwork"Award Winner
Mr. McPherson's experience includes Geographic Information Systems
(GIS) technology for utility, environmental, engineering, and planning
projects. He is experience in database design, GIS analysis, data
automation, data creation and cartographic presentation.
RELEVANT EXPERIENCE:
Cambria Community Services District (Cambria, CA) 2004 - Mr.
McPherson served as a GIS Analyst for the build out reduction study and
water master plan for the Cambria Community Services District (CCSD).
Tasks varied from creating data, viewshed analysis, slope analysis,
identifying areas of high fire risks, watershed analysis, and providing
thematic maps to show the findings of the analysis. Other responsibilities
included working with the CCSD and the County of San Luis Obispo
officials to identify land use differences between the two agencies, as well
as working with the local fire department to determine areas of fire risk.
Primary programs used were Arclnfo, ArcView, ArcGIS, and AutoCAD.
Riverside County Integrated Project (RCIP) (Riverside County, CA)
2001- 2003 - GIS Technician. Mr. McPherson was responsible for
creating thematic maps for public presentation, as well as participating in
public meetings that helped bring GIS data to both the public and policy
makers. Other responsibilities included updating land use data received
from the County.
Marblehead Coastal (San Clemente, CA) 2001 - 2004 - As a Project
Technician, Mr. McPherson converted, created and analyzed data for
various constraints pertaining to the project site, which included
analyzing vegetation, endangered species, and slope analysis, and how
they related to various agencies' jurisdiction. Thematic maps were than
created to show the results of the various analyses.
Moorpark Specific Plan (Moorpark, CA) 2003 - Mr. McPherson
served as Project Analyst using GIS tools to create, convert and revise
data. Mr. McPherson worked closely with the project planners, engineers
and biologist using GIS data to analyze the project site, which included
tabulations for vegetation and endangered species, as well as determining
elevation data and how it related to those species.
Irvine Community Development Company (Orange County, CA)
2000-01 - Mr. McPherson has created various thematic maps used for
land planning purposes, as well as creating, revising and analyzing
various data sets using Arclnfo, Arc View, and AutoCAD software
programs.
Jesse Lenaker PROJECT TEAM RESUME
GIS Specialist
Survey Technician
Years of Experience: 4 Mr. Lenaker is based in RBF's Palm Desert office and is experienced in
ESRI based GIS applications including ArcGIS and ArcView as well as
survey support calculations and survey preparation for all phases of
Education: subdivision construction staking. He also has extensive experience with
Coursework, Mt. San Jacinto Junior GIS 3D terrain modeling and earthwork volumetric calculations including
College, Menifee, California initial project estimates, remedial grading calculations and post grading
conflict resolution.
Professional Affiliations: He has experience with post -processing collected survey field data such
Associate, California Land Surveyors as design topography, subdrain topography, remedial grading topography,
Association and collected project control data for boundary analysis or aerial
topography.
Mr. Lenaker assists with coordination of GIS and survey tasks on various
projects, and has experience with ArcGIS, AutoCAD, GPS software, and
other GIS and surveying software programs.
RELEVANT EXPERIENCE:
Rancho California Water District (Temecula, CA) 2003- current — As
a GIS Specialist, Mr. Lenaker assisted in the conversion of the Districts
easements from recorded paper documents to GIS features. As part of an
annual contract, Mr. Lenaker scanned paper documents and provided
georeferencing and linking to the COGO based features that were created
in ArcGIS.
Harveston (Temecula, CA) 2001- current - As the project's primary
survey technician, Mr. Lenaker has been involved with providing office
survey support for every aspect of this projects' development. The
project, to date, has included aerial topography, mass and rough grading,
remedial grading quantification, various projects such as the Harveston
Lake and the Harveston community park, precise grade surveying and
home site construction.
Greer Ranch ('Temecula, CA) 2000- current - Mr. Lenaker provided
office survey calculations & survey support for this multiphase project in
Murrieta.
Via Vaquero Reservoir (Temecula, CA) 2003-current - Mr. Lenaker
provided survey calculation services for this Rancho California Water
District project. The work included rough grading calculations for the
rocky site, layout of the tank, as well as layout of all of the piping.
Pechanga Casino Aerial Topography (Temecula, CA) 2003 - Mr.
Lenaker was responsible for planning this survey, which included
calculating the aerial target locations, providing the survey crew with the
appropriate calculations and reviewing the completed topographic map
for accuracy.
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CITY OF PALM DESERT
Geographic Infonnallon System Development Services
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Implementing We understand that the purpose of this project is to develop a detailed strategic
GIS Technology plan to implement additional GIS technologies at the City of Palm Desert to aid
and coordinate their development services. The City has expressed the need to
.. for the City of conduct a GIS Needs Assessment Report and prepare a GIS Strategic Plan.
Palm Desert These documents will assist the City with identifying common tasks, maps and
data, computer equipment and staff needed by various departments. The intent of
this project is to visit each department to evaluate their needs and determine how
GIS technology can best assist their daily tasks, integrate department data and
existing applications and provide better service to the public. In addition to the
evaluation, RBF will provide a proposed work plan for implementing the
identified needs.
Provide Direct Our technical approach, as outlined in this proposal, allows RBF staff to interact
Interaction with directly with City staff to identify common tasks, data maintenance activities and
City Staff goals for geographic related activities. We will conduct on -site interviews to
gain a perspective of each department's needs and current resources. The
interaction will allow RBF to identify additional business services and
coordination items between departments which will provide better municipal
services to the public. RBF's experience with other municipalities will allow us
to bring in winning strategies proven elsewhere and mold them to conform to the
unique requirements of Palm Desert.
Inventory Existing It is our understanding that the City of Palm Desert has a wide array of mapped
Documents and Maps, documents and data, including GIS data layers, that will ultimately be integrated
Hardware and Software into a GIS system either as GIS layers or scanned images. This information will
need to inventoried and assessed in order to perform future project design, and to
understand the volume of information that will be integrated into the GIS system.
Develop a The developed GIS Strategic Plan will consist of several sections including:
Comprehensive GIS • Report Introduction
Strategic Plan and . Executive Summary
Reps • Needs Assessment
• Conceptual Design Report
^
• Implementation Work Plan
Keep City Management RBF will also provide a GIS management presentation to be conducted for the
Informed and Educated Public Works Director or City Manager. The presentation allows City
on GIS Issues management to understand how implementing additional GIS technologies can
_ assist staff with managing geographic related data, coordinate better between
departments, and provide better service to the public.
FW SECTION 4: PROJECT UNDERSTANDING
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CITY OF PALM DESERT
Geographic Information System Development Services
Introduction RBF's approach to the City of Palm Desert Geographic Information System
Development Services project has been developed based on our 17 years of GIS
consulting and system implementation experience. Our process emphasizes the
interaction between City staff and RBF's GIS team to perform a Deeds Analysis
and develop to a Strategic Plan addressing a citywide solution.
RBF takes pride in our ability to understand the need for developing a citywide
GIS and in our experience implementing similar solutions for local governments
an approach which emphasizes coordination between various City departments
and services is best. Being a large local multidisciplinary firm provides a
significant benefit to the City of Palm Desert. We can provide flexible resources
that can be adapted to the City's priorities and generate products with minimum
impact to the City's daily operations.
Our philosophy regarding designing and implementing spatial databases is based
on providing practical solutions. Regardless of the scale or scope, the project
must work, meet users' and management's expectations and provide benefits to
the public as an integrated solution. RBF will work with the City to develop an
effective GIS strategic plan.
.. An outline our proposed technical approach follows. The details of our plan can
be found in the following narrative that is divided into 7 sub -sections:
• Task 1: Project Orientation
• Task 2: On -Site interviews
• Task 3: Infrastructure Assessment
• Task 4: Data Inventory and Assessment
• Task 5: Draft Report
• "Task 6: Final Report
• Task 7: City Review and Presentation
LSECTION 5: TECHNICAL APPROACH
r �
CITY OF PALM DESERT
Geographic Information System Development Services
F�
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Task 1: Project Initiation and Coordination
Overall Project Plan Upon securing a notice to proceed, RBF's Project Manager, Steve Bein, P.E.,
will begin discussions with the City's designated Project Manager to agree on a
PM detailed schedule for the staff interviews, review available documentation and
agree upon dates deliverables are due. Upon agreement of these issues, a dated
work plan will be delivered to the City.
Mr Bein will coordinate execution of the work plan, with particular attention to
the interactions between the City and RBF that are necessary to maintain the
project schedule. The objectives established for the overall project in this first
phase will be to:
• Administer and coordinate work for timely and effective completion
• Control resource allocation for maximum economy
• Maintain appropriate communications
Dalivetabl" . Project initiation meeting
• Work plan and schedule
Task 2: On -Site Interviews
.. Data Gathering After final identification of the project participants and potential interviewees,
the RBF team will develop a custom questionnaire for the participants based on
questions that have been most useful in previous studies. These survey forms
will be forwarded to the City's Project Manager at least two weeks prior to the
On -Site interviews. The City's Project Manager will distribute the questionnaire
to project participants.
The survey forms are designed to collect information regarding (among other
things) the following topics:
• Existing data processing resources and procedures (hardware, software and
databases)
• Existing activities which use geographically referenced information
• Current problems and difficulties in performing activities or retaining
information in support of activities
• Anticipated applications
• Information sources and users
"" LPW SECTION 5: TECHNICAL APPROACH
CITY OF PALM DESERT
Geographic Intbrmadon System Development Services
0M
Base Mapping An important topic will involve development of a plan for a common base map
Requirements requirement for the City's GIS. Several key points must be reviewed and
consensus reached. In addition to other topics, we expect to discuss:
• Base map precision and existing data sources
• The various forms of photogrammetric products currently available
(including digital aerial photography, planimetric/topographic products,
rectified photography and others)
• The availability of geodetic control and potential application for GPS
technology to provide ground control for a citywide base map. Of
importance will be the general direction the City wishes to take with respect
to a common base map
• The availability of scanned documents and identification of how they will be
— used in connection with the base map on -screen and in print.
• The precision and availability of other government agencies GIS base maps
We will also consider remedies to barriers stemming from technology,
organizational issues or financial constraints. We will introduce a series of
possible alternatives as points to "talk from."
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Participants Based on our discussions we understand the project participants will include staff
from:
• Building and Safety
• Planning
• Public Works
The interviews will supplement insights gathered from the responses to the
survey forms. Perhaps more importantly, they create an opportunity for the
project participants to clearly explain their needs. The interviews will be used to
gather information including:
• Existing operations and uses of geographic information
• Existing applications currently used in business processes
• Data flows to, from, and through departments
• Difficulties in meeting departmental mandates in a manual working
environment.
.•. • Levels of understanding of the technology among staff
• Potential GIS applications which may be needed
• Institutional opportunities and/or barriers that may exist
Approximately 1-1/2 to 2 hours should be allocated for each interview.
L I Pw. SECTION 5: TECHNICAL APPROACH
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CITY OF PALM DESERT
Geographic Information System Development Services
Half -Day Technology To put the entire project into perspective, and to be sure that no major issues
Workshop remain unexamined; we propose to conduct a workshop following our interviews
with the project participants.
We recommend a workshop approach for several reasons:
• Provides an opportunity for input by the project participants and gain a
common understanding of developing a citywide GIS. The workshop
provides an avenue for staff and management to "buy in" to the technology.
"" • GIS system design is a process that requires a logical sequence of steps. A
workshop setting encourages not only the identification of needs but also
recognition of the nature of the process itself and enlightened understanding
— of the implication of decisions to be made.
• A group setting provides a forum in which opportunities can be discussed
.� and discarded without committing lengthy discussions to writing and then
reviewing each alternative.
The planning and consensus workshop will result in the identification of
applications and review functional requirements, the definition of a system
configuration and database designs; and the determination of base mapping needs
and implementation tasks. The goal of the workshop is to identify viable
�. directions and to work through, collectively, the implications for each. Of equal
importance will be reaching consensus among participants as to system
expectations and administration needs. The workshop will conclude with a
.. reiteration of the points of consensus reached during our On -Site interviews and
the workshop.
Deliverables • Survey questionnaires
• Participant interviews
• Planning and consensus workshop
" L SECTION 5: TECHNICAL APPROACH
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CITY OF PALM DESERT
Geographic Informadon System Development Services
Task 3: Infrastructure Assessment
Review Existing RBF will review the following issues:
Operations and Needs
• The present state of the computing environment
• The present state of CAD, GIS and Information Technology resources
• The present need for automation and data sharing among departments
• What data is automated and what is manual
• How additional GIS technologies will benefit project participants, and the
proper configuration for such a system
• Identification of the need for storing and maintaining historical data and
records
• How project participants currently share geographic information
• The long-term organizational impacts which can be anticipated
• A reasonable time frame for implementation and estimated costs
• Implementation phase -in over time, and sequence of activities
• Base map precision needed to support citywide GIS activities
System Applications RBF will review the potential GIS applications we have identified with the
and Funetionahty project participants. These applications should be carefully catalogued since they
Requirements will drive the GIS system design.
Our approach to developing an overall system design and integration plan
emphasizes the definition of system applications. We strongly believe that an
applications -driven approach with a clear statement of application priorities,
required data, users affected and implementation requirements produces the best
solution. An applications -driven approach also provides a framework for a
logical integration plan and subsequent preparation of database and system
specifications.
Some of the priority applications to be evaluated include:
• Development of a document management application for georeferencing
and linking engineering drawings, grant deeds, and other technical
documents to the City's GIS features.
• Development of an internal (Intranet) GIS based mapping application for
City staff to access the documents above.
• Development of a traffic and accident modeling application to track and
display the substantial traffic information in the City's GIS and other
databases.
• Development of an application to integrate, organize and map the City's
maintenance calls.
• Integration of the City's HTE Permitting Application with the City's GIS
data.
• Integration for and development of user friendly screens in the GIS for
L SECTION 5: TECHNICAL APPROACH
CON�YLf1M�.
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CITY OF PALM DESERT
Geographic information System Development Services
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the City's Pavement Management Application
• Development of a Public Information System for dissemination of public
counter information through an Internet based GIS mapping application.
.-� • Development of a GIS layer for the City's right-of-ways by providing
survey and mapping services using coordinate geometry (COGO) and
linking of the scanned recorded documents into the GIS.
—
System Configuration The design of a system configuration and its associated database must flow from
and Database Design the prioritized applications needed by the project participants. Current GIS
^� software and data, hardware and communications facilities must be evaluated and
will affect the system design. Discussion items include:
• Graphic data elements and tabular attributes, which will be required to
support identified applications
• Implications of those data requirements relative to current data collection and
maintenance standards and how they will affect the City's ability to take
advantage of existing data
• Communication and data transfer issues to be addressed
• Standards that must be adopted to facilitate data sharing
• Alternative technologies (if any) which should be investigated
• Required links to existing systems
• Maintenance of historical records and data
This analysis will conceptually identify necessary communication links and
define feasible communications hardware and software options. The discussions
will also identify how these links will be accomplished and potential
methodologies for data transfer between existing computer systems and the GIS.
Deliverables • Infrastructure Assessment Appendix to Report
.. Task 4: Data Inventory and Assessment
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Data Inventory RBF will research and inventory existing maps and documents. We will assess
the importance of documents and the current geodetic structure of maps. In
addition we will develop a data dictionary reporting the age, data quality,
approximate number of pages and other important information about data sets
and records. Due to the vast collection of historic and current documents and
data at the City, coordination with City staff will provide us with a subset of
documents to review which conforms to the budget provided in this contract.
The inventory document includes:
Existing manual data records
Existing automated databases
Existing maps
�" l FW SECTION 5: TECHNICAL APPROACH
CITY OF PALM DESERT
Geographic Informatfon System Development Services
.r
"' • Digital graphic data being maintained, addressing issues such as accuracy,
coverage, timeliness, unique identifiers and other criteria needed to support
GIS applications
• Matrices showing map, graphic and facilities records information use by
participating departments with emphasis on portraying data sharing
opportunities and reducing areas of duplicated efforts
Deliverables • Data Inventory and Assessment Appendix to Report
Task 5: Prepare Draft Report
Preparation of Needs Following completion of the participant interviews and GIS workshop, RBF will
Assessment and Design begin drafting the City of Palm Desert GIS Needs Assessment Report and
Report Strategic Plan document. This document can be delivered to the project
participants within twelve weeks of completing On -Site interviews. RBF will
.. prepare a draft report consisting of the first two sections including:
• Needs Assessment
• Conceptual Design Report
These sections of the report will be delivered to the City for review and
comments. Following a review period of 3 weeks, RBF will modify the Needs
Assessment and Database Design based on the received comments. The final
section of the report "Implementation Plan' will then be drafted and a final report
submitted to the City within 4 weeks of receiving the draft report comments. The
final report includes:
• Report Introduction
• Executive Summary
• Needs Assessment
• Conceptual Design Report
• Implementation Plan
We find this approach allows participants to focus on current data needs,
geographic related activities and future database design independent of the
implementation plan. This results in a more detailed and thorough
implementation plan.
Preparation of The implementation plan is a working document that reflects a direction and
Implementation Plan overall plan for the City to follow in developing a citywide GIS. The purpose of
_ the implementation plan provides City management and technical staff with a
detailed discussion of the various tasks involved with developing a GIS. We will
discuss the individual tasks, schedule and budgetary costs to develop a GIS.
The task descriptions provide an overview and specific discussion concerning
d` L! FW SECTION 5: TECHNICAL APPROACH
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CITY OF PALM DESERT
Geographic Information System Development Services
activities to develop a GIS. We will describe activities to be performed during
each step, reflecting the organizational structure and staff needed for GIS
operations. The budgetary costs and schedule deal with the financial aspects of
GIS implementation.
The following plan components will accompany descriptions of the development
steps:
• Summary of Responsibilities: During each step, various departments will
be responsible for different activities. These parties may include existing
personnel assigned to the project, new personnel hired for specific system
integration functions, data conversion vendors, hardware and software
vendors and other consultants. The roles of these parties will be identified.
• Budget Estimates: RBF will prepare cost estimates for each component of
GIS integration. The components include hardware and software, conversion
^„ of existing geographic data and maps, data integration with existing digital
data, applications development, personnel and facility preparation.
• Schedule for System Integration: An overall schedule will be prepared,
based on an appropriate starting date accepted by the City's Project Manager.
The schedule illustrates reasonable timing for development steps based on
decisions made about system design and application priorities, as well as
expected multi -year funding requirements.
• Organizational Recommendations: RBF will suggest an organizational
structure that reflects the current need to access and maintain GIS related
data. We will also discuss the relationship with other government agencies
pertaining to GIS data sharing opportunities.
• System Recommendations: RBF will provide recommendations for the
system, software, and data requirements to best fit the needs of the City.
These needs will include discussion of the following:
• Existing systems, data, processes, and applications
• Identification of outside sources of information
-� How these integrate in work processes for the departments
• Maintenance of data and software applications
• Identification of Metadata requirements and standards
• Identification of Security Concerns
• Identification of effective Public Outreach methods
• A cost benefit analysis for recommendations
Deliverables • Revised Needs Assessment Report based on City staff comments
... • Revised Conceptual Database Design based on City staff' comments
^ I SECTION 5: TECHNICAL APPROACH
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CITY OF PALM DESERT
Geographic Information System Development Services
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"' • Draft Implementation Plan
Task 6: Prepare Final Report
City Review of Final GIS A final GIS Needs Analysis Report and Strategic Plan will be delivered to the
Strategic Plan City for review. The final report consists of the revised needs assessment and
database design, previously reviewed by City staff, and the Implementation Plan.
Following a period of review and comment, 3 weeks, by the project participants,
we will participate with the City to discuss amendments or refinements that need
to be incorporated into the final implementation plan. Within three weeks of the
review meeting, RBF will deliver the final GIS Strategic Plan to the City.
.. Deliverables . Final GIS Needs Analysis and Strategic Plan Report
Task 7: Final City Review and Management GIS Presentation
Presentation of the GIS To support participants in securing authorization to proceed with GIS
Strategic Plan implementation, we propose to present the GIS Strategic Plan to the City's
Management. This presentation includes an overview of our findings and
recommendations including specific details with respect to financial
-- considerations over the near term as well as long-term issues.
The presentation will include a discussion of the implementation schedule and
high points of the strategic plan. The presentation will also focus on
demonstrating GIS capabilities allowing management to gain a better
understanding of GIS and the benefits to the City of Palm Desert.
."
~ I FW. SECTION 5: TECHNICAL APPROACH
CITY OF PALM DESERT
Geographic Information System Development Services
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SCHEDULE
Achievable Project
Assuming a start date of May 1, 2004, we have developed the following schedule
.. Schedule Based on
for the City of Palm Desert GIS Strategic Plan. This schedule
is based on RBF's
Previous Experience
success in completing similar projects for local governments.
The schedule also
reflects our technical approach by providing time for staff to interact with RBF's
GIS team and review the document at key milestones.
The review procedure
allows staff to focus on specific issues and portions of the report without being
overwhelmed with information.
Notice to Proceed
August 15, 2005
On -Site Interviews
Aug 22 - Sept 9, 2005
Infrastructure Assessment
Sept 12 - Oct 10, 2005
Data Inventory and Assessment
Sept 12 - Oct 10, 2005
Deliver Draft Report to City
October 31, 2005
Complete City Review of Draft Report
November 21, 2005
Deliver Draft Final Report
December 5, 2005
Complete City Review of Draft Final Report
December 12, 2005
Deliver Final Report and Work Plan
December 19, 2005
GIS Needs Analysis and Report Presentation
December 20, 2005
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Oft L! ia3r, SECTION 5: TECHNICAL APPROACH
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CITY OF PALM DESERT
Geographic Information System Development Services
The following fee estimate includes Tasks 1 through 8, and includes all tasks as
outlined in our Technical Approach in Section 5. We have included hours by
task and hourly rates for each member of the project team, as well as an estimate
of total reimbursable expenses. This fee estimate is based on information
currently available to the consultant and will be finalized with the client based on
the agreed scope of services.
Staff
Steve Bein,
Violet
Jim
Jena Lonaker
PE
Gray
McPherson
Classification
Principal
Sr. GIS
GIS Analyst
GIS Specialist
PM
Analyst
Hourly Rate
$195
$152
$90
$90
COSTS
Task 1: PROJECT ORIENTATION
4
7
8
8
$3,284
Task 2: DEPARTMENT INTERVIEWS
16
40
0
0
$9,200
Task 3: IS INFRASTRUCTURE ASSESSMENT
16
16
32
12
$9,512
Task 4: DATA INVENTORY
20
24
40
40
$14,748
Task 5: DRAFT REPORT
20
30
20
$10,260
Task 6: FINAL REPORT
12
48
$9,636
Task 7: REVIEW AND PRESENTATION
8
12
$3,384
Task 8: PROJECT COORDINATION
20
30
$8,460
Reimbursable Expenses
$1,000
TOTAL
116
285
140
60
$69,484
LSECTION 3: FEE ESTIMATE
CON-T-9