01-04-2000 - Geographic Information System ShowcaseTO: City Manager.and City Council Memorandum
AGENDA.
FROM: Jeffrey W. Collier, Director
Publice Services Department ITEM NO. B-8c
DATE_ January 4, 2000
SUBJECT: GEOGRAPHIC INFORMATION SYSTEM SHOWCASE
SUMMARY:, Digital Map Products is -offering the City of West Covina the opportunity
to . serve. - as as "showcase"_city for their, CityGIS.com geographic
information system. The , City Council will consider funding the City's
participation -as a showcase city. until June 30, 2000 in an amount not to
exceed $18,400.
BACKGROUND:
For, a number` of years the City of West Covina has discussed and studied the potential
purchase of a geographic information system. A geographic information system (GIS)
allows computerized map imaging data to be coupled with various databases. This
allows decision -makers and City staff to have much faster access to information, to query
the data and to graphically display the results.
At a minimum, GIS systems generally interface street and parcel mapping with property
database information-' derived from the Tax Assessor's rolls and Census Bureau
demographic information. This can also be combined with many other databases and
imaging to graphically display information in . -a format previously unavailable to most
local governments.. This allows staff to query" the information in the databases and to
graphically present maps that show locations`of various key sites, incidents, etc. Some of
the various opportunities afforded by a GIS system to local cities include:
Economic Development
Site selection (by zoning; site size, etc.)
Economic data on income levels in the community .
Public Works
Display of infrastructure improvements:
Capital improvement planning
Land Use Planning:
Display of land use'maps
Site queries for planning studies
Preparation of public notification map and list (300' radius notification)
Building/Code Enforcement
Aerial photography to ascertain location/existence of improvements
Graphic display of code violations
Mapping to display location building inspection requests on a daily basis.
Law Enforcement
Physical Identification of crime patterns
Aerial photography for use in analyzing traffic accident and crime scenes
Rapid access to property owner information
Fire
Map display of fire -and hazardous material risk areas
Accurate aerial photography for use in fire attack plans
Street maps for preparation of "run. maps
GIS SHOWCASE
Pale 2 = January 4. 2000 "
In1996, the, City found .that the cost of a GIS system was not affordable within current.
budget constraints, as it exceeded $600,000. In addition, the purchase -of a GIS ' system
would also require the hiring of at" least one, and possibly two .GIS technicians at a cost of
approximately $100,000 per year..
In speaking with other cities that have purchased or developed their own GIS - system,
they have .found" that . it is an invaluable tool: However, it is common that the
development process can take one to -three years to reach: implementation and requires a . .
significant commitment.of staff time in training and system refinement
Another hurdle in the cost. of a GIS system has been the increasing cost to acquire parcel
data from.the Los Angeles County Tax Assessor's Office. Several years ago the City was
quoted a price of approximately $30,000.. That price is now over $60000.
In an attempt to look at ways to make. GIS more affordable to local cities, the San Gabriel-
Valley Council of Governments (SGVCOG) has begun an effort to investigate ways to... .
combine the efforts of cities in the San Gabriel Valley to potentially achieve a -lower cost -
for, the parcel data from the County. I In this process, a SGVCOG subcommittee has met
on several -!occasions with .Digital .Map Products, a-., licensed 'vendor -of the County's,
database. ,.In these discussions, Digital Map -Products displayed their.CityGIS:com system
which .-provides cities with basic ?-GIS capabilities -,.and information oh. -an _intemet
siibscription.basis, without the normal major capital expenditure required and without the
cost of added GIS support staff. Staff is not aware of any other .vendor providing GIS
service via an internet subscription. .
The CityGIS.com was well' received during initial meetings with. the SGVCOG
subcommittee and Digital Map Products has offered .to make their system available'
within two cities in the Valley at'a reduced cost to serve as a "showcase" .to allow all
Valley cities. to see the system.- Once the showcase.cities are in operation, the system will
be 'presented to' .the SGVCOG's Planning Director's Committee, . Public- Works
Committee and the Governing -Board.
DISCUSSION:
As part of the SGVCOG's effort and Digital Map Products' offer to make GIS .available
to. a greater number of cities in the San Gabriel Valley, the City of West. Covina 'has .
offered to -serve as a showcase city for the CityGIS.com system; subject to City;Council
approval.. In doing so,, Digital Map Products" has offered to make their .CityGIS.com-
system available to the City for the balance of the fiscal year at -a cost of $18,400.
In considering the CityGIS.com system, staff from Public Services,' ;"Police, ` Fire,,
Information Systems, Redevelopment Agency and the "City Manager have reviewed the
system "and .all have been impressed with the capabilities the system would. add to the
City. staff s'capabilities. " The system is much simpler to use than many other "GIS
systems, making it possible for a greater number of staff members to benefit from its,.
availability. Staff also was impressed with the ability to access information and provide'
it to the public or City decision -makers very quickly. • .
The system utilizes.the following database information:
❑ Thomas Bros. Maps database
❑" Los Angeles.County Assessor parcel database
o FEMA and Geo-hazards data
❑ 1-meter Color imagery(low resolution aerial photography)
Using this information, the CityGIS.com system will include the following application -
modules':
❑ General Map
o Notification
❑ Property Information
Z:memoltr Jwc.ca.citygis.01
GIS SHOWCASE
Page 3 - January 4: 2000
❑ Site Selector.
❑ Demographics
v Flood Zone
❑ Code Enforcement
❑ Any other modules developed during the course of the showcase (currently
Digital Map Products is proposing one new module per month)
Information, on the current modules is included on the attached information provided by
Digital Map Products.
As proposed, Digital Map Products has stated that they can•have .the system up and
operating in West Covina within 10-14 days (by January.18).
At the conclusion of the showcase period (June 30, 2000); the. City will have the
following options:
1. Discontinue the CityGIS.com subscription and all associated data licenses with no
further commitment.
2. Continue with only the data licenses selected by the City at rates/terms prevailing
today, protected'from scheduled price increases. The City can then use these data
sets to begin our own GIS program without CityGIS.com..
3. Continue with data licenses selected, by the City and a minimum one-year
subscription to CityGIS.com at rates/terms prevailing today, protected from
scheduled price increases.
4. Continue with data licenses selected- by the City and a site license to CityGIS.com
software that will run on the City's in-house server..,
If the City were to continue ,with the CityGIS.com system, further customization of the
system is available to the City. In discussions with Digital Map Products, they.noted that
they can work- with the City and develop customized applications for any City
departments at a negotiated price. Potential areas where customization would be
desirable includes:
❑ Purchase of higher resolution aerial photography (six inch pixel resolution- is
recommended over the -'base system— one,meter resolution).
❑ Add a 500-foot parcel and street map buffer around the City and/or add all
properties within the City's Sphere -of Influence (as approved by the Local
Agency Formation Commission).
❑ Obtain street, parcel, and aerial information on CD format for computers in Fire
Department units:
❑ Provide an interface with current City software systems, — Maintenance Work
Management System, Building/Planning/Code Enforcement's proposed Permits
Plus system, Fire Department's fire management system, Police Department's
system etc.
• x.
OPTIONS:
The City Council could choose to not participate in the showcase and monitor other cities
in'the San Gabriel Valley. The Council could also investigate other potential options for
purchase of a GIS system.
The 2000/2001 ' Capital Improvement Program includes $900,000 for the purchase .of a
GIS system. This system would. also have on -going annual costs of $110,000 to
$150,000+ for data licenses and staff to maintain the system. The Council could defer
acting on the proposed CityGIS.com _,system and purchase a ,complete GIS system in
u
GIS SHOWCASE
Page 4 -January 4, 2000
Although there are other 'GI S products available, the CityGIS.com system. is currently
offered solely by Digital Map Products. The company does not use other resellers for its
system. Thus; for this specific system, Digital Map. Products is determined to be a sole
source vendor.
FISCAL IMPACT.:
The participation in the showcase process will have a -.total direct not -'to -'exceed, cost. -of
$1,8,400 and minorindirect- costs for staff time to participate in displaying the system to
neighboring San Gabriel Valley cities. Staff believes that. the CityGIS.com system will
provide a broad benefit to the. entire City: Therefore, staff has identified the following
three recommended funding sources that will equally share.in funding this protect: .
AC # ®TINT..,. ' .
fii
AlVSOUNT-
General Fund Reserve Appropriations 110-304-2540-6900
$6,134
DER reserves (117-300
$6,133 .
RDA Housing reserves 862-300 *
$6J33
* A separateaction to appropriate RDA Housing Reserves. is coming before the Agency Board on
its. January 4, 2000 agenda.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Find that. Digital,t Map -,Products' is the sole source for the CityGIS.com system -and
waive all competitive.bidding requirements under the West Covina Municipal Code.
2: = Authorize the City Manager to execute an agreement with Digital Map .Products for
the *City's participation, as a showcase" for the CityGIS.com system at a cost not -to
exceed $18,400.
3. Approve funding,for this project from the following accounts:
ACCOUNT m ..�-•, �.,.: � � ` ��f. . � �'J � '
" AMOUNT
...
General Fund Reserve Appropriations 110-304-2540-6900
$6,134
DER reserves ' 117-300
$6,133 ;
RDA Housin preserves 862-300 *
$6;133
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CRY01S.com
PROFILE OF CAPABILITIES
CityGIS.com is a series of application software modules that facilitate processes performed by City staff on a
regular basis. CityGIS.com can be accessed on the Internet through most browser interfaces such as Microsoft
Explorer or Netscape Navigator. CityGIS.com can also be installed at the -City offices on a GIS map server and
accessed by staff via an internal. network. Both versions, can be bundled with. all the data elements _necessary to
get the City started with GIS.
CityGIS.com Data Elements:
• Parcel and Rights -of -Way High Resolution Imagery
• Thomas Bros. Maps Digital Database, FEMA and Geo-Hazard Data
• Low Resolution Imagery Property and Ownership Attributes
Access and Security (Standard):.
• CityGIS.com is accessed via the Internet or internal network. CityGIS.com includes program security
controlled by designated City staff.
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DIGITAL:
a PSOMAS solution using Digital Map Products Data
Welcome to CityGIS.com
CityGIS com is a subscription based service solution that
combines powerful GIS applications with a variety of valuable
user io data such as parcels. property/ownershipattributes. and
digital imagery C,IyGIS.com was developed by Psomas and
Associates using Digital Map Products data
More Information
If you are currently not a subscriber and are interested in '
receiving more information regarding CityGIS com, please
V leave your email address below. .e virll be happy to
provide you with details.
Check to be removed r
Page I
Notification; Module "(Standard):
Creates` notification listings of parcel owners within a buffered area by selecting a parcel, or series of .
parcels. The resulting tabular listings can be output to other office software such as Microsoft Excel.
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Property Information Module (Standard):
• Displays owner and property attributes by selecting a parcel. Parcel selection can be accomplished by
pointing, typing an address, or typing an Assessor Parcel Number.
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Allows user to type in selection,criteria for parcel selection such as.size,,zoning, location, etc. and
locates on a map of the City all parcelsmeeting such criteria.
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Flood Zone Module (Optional):
• Displays FEMA.flood zone information over a parcel map of the City and allows users to query specific '
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Code Enforcement Module (Optional):
• Provides a parcel map. of the City to track
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