HomeMy WebLinkAbout07-244 Resolution No. 07-244
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
GEOGRAPHIC TECHNOLOGIES GROUP
FOR THE PURCHASE OF HTE LAND MANAGEMENT DATABASE CLEANUP
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED that Olufemi Folarin, City Manager, and Diane Robertson,
City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City
of Elgin with Geographic Technologies Group for the purchase of HTE Land management database
cleanup, a copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: October 10, 2007
Adopted: October 10, 2007
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
i'
AGREEMENT l
THIS AGREEMENT,made and entered into this lay of 6Ci'?�U�,,
P.I,2007 by and between the CITY OF
ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")and Geographic Technologies
Group, a North Carolina corporation, authorized to do business in the State of Illinois(hereinafter referred
to as"VENDOR").
WHEREAS, the CITY desires to engage the VENDOR to furnish certain professional services in
connection with the HTE Land Management Database Address Clean-up(hereinafter referred to as the LX
ADDRESS CLEAN-UP);and,
WHEREAS, the VENDOR represents that it has the necessary expertise to furnish such professional
services upon the terms and conditions set forth herein below.
NOW,THEREFORE, it is hereby agreed by and between the CITY and the VENDOR that the CITY does
hereby retain the VENDOR for and in consideration of the mutual promises and covenants contained
herein,the sufficiency of which is hereby acknowledged,to act for and represent it in all consulting matters
involved in the LX ADDRESS CLEAN-UP,subject to the following terms and conditions and stipulations,
to-wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the MIS Director of the
CITY,hereinafter referred to as the"MANAGER".
B. VENDOR shall provide to the CITY the services as set forth in the Scope of Services
attached hereto as Attachment A. In the event of any conflict between the terms and
provisions of this Agreement and the terms and provisions of Attachment A, the terms
and provisions of this Agreement shall control.
II. SCHEDULE AND PROGRESS REPORTS
A. Prior to the commencement of any work under this Agreement, the VENDOR shall
provide to the MANAGER a detailed schedule outlining the steps to be taken during the
LX ADDRESS CLEAN-UP, and scheduled dates of completion for each. The schedule
shall be subject to the approval of the MANAGER, and the approved schedule shall be
attached hereto and incorporated herein as Attachment B (hereinafter referred to as the
PROJECT SCHEDULE).
B. The VENDOR shall submit to the MANAGER monthly a status report keyed to the
PROJECT SCHEDULE. A brief narrative shall be provided by the VENDOR identifying
progress,findings and outstanding issues.
III. WORK PRODUCTS
All work products prepared by the VENDOR pursuant hereto including, but not limited to,
reports,studies,and recommendations shall be the property of the CITY and shall be delivered
to the CITY upon request of the MANAGER provided, however, that the VENDOR may
retain copies of such work products for its records.
IV. PAYMENTS TO THE VENDOR(Not To Exceed Method)
A. The CITY shall reimburse the VENDOR for services under this Agreement a lump sum
amount of $18,612.36, regardless of actual Costs incurred by the VENDOR unless
SUBSTANTIAL modifications to the LX ADDRESS CLEAN-UP are authorized in
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writing by the MANAGER. VENDOR shall perform the services pursuant to this
Agreement according to the schedule attached hereto.
B. The CITY shall make periodic payments to the VENDOR based upon actual progress
within 30 days after receipt and approval of invoice. Total of periodic payments to the
VENDOR shall not exceed the amount shown in paragraph A above,and full payments
for each task shall not be made until the task is completed and accepted by the
MANAGER.
V. INVOICES
A. The VENDOR shall submit invoices in a format approved by the CITY. Progress
reports as described in Paragraph II.B shall be included with any invoices or payment
requests.
B. The VENDOR shall maintain records showing actual time devoted and cost incurred.
The VENDOR shall permit the authorized representative of the CITY to inspect and
audit all data and records of the VENDOR for work done under this Agreement. The
VENDOR shall make these records available at reasonable times during the Agreement
period,and for a year after termination of this Agreement.
VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any
time upon fifteen (15) days prior written notice to the VENDOR. In the event that this
Agreement is so terminated, the VENDOR shall be paid for services actually performed and
reimbursable expenses actually incurred prior to termination, except that reimbursement shall
not exceed the amount set forth under Paragraph IV above,and the CITY shall have no further
liability to the VENDOR arising from such termination.
VII. TERM
This Agreement shall become effective as of the date the VENDOR is given a notice to
proceed and,unless terminated for cause or pursuant to Article VI, shall be deemed concluded
on the date the CITY determines that all of the VENDOR's work under this agreement is
completed. A determination of completion shall not constitute a waiver of any rights or claims
which the CITY may have or thereafter acquire with respect to any term or provision of the
Agreement.
VIII. NOTICE OF CLAIM
If the VENDOR wishes to make a claim for additional compensation as a result of action taken
by the CITY, the VENDOR shall give written notice of its claim within 15 days after
occurrence of such action. No claim for additional compensation shall be valid unless so
made. Any changes in the VENDOR's fee shall be valid only to the extent that such changes
are included in writing signed by the CITY and the VENDOR. Regardless of the decision of
the MANAGER relative to a claim submitted by the VENDOR, all work required under this
Agreement as determined by the MANAGER shall proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall
be deemed to constitute a default,and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if
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either party,by reason of any default, fails within fifteen(15) days after notice thereof by the
other party to comply with the conditions of the Agreement,the other party may terminate this
Agreement.
X. INDEMNIFICATION
A. To the fullest extent permitted by law, VENDOR agrees to and shall indemnify, defend
and hold harmless the CITY, its officers, employees, agents, boards and commissions
from and against any and all claims, suits,judgments, costs, attorneys fees, damages or
other relief, including but not limited to workers compensation claims, in any way
resulting from or arising out of negligent actions or omissions of the VENDOR in
connection herewith, including negligence or omissions of employees or agents of the
VENDOR arising out of the performance of this Agreement. In the event of any action
against the CITY, its officers, employees, agents,boards or commissions,covered by the
foregoing duty to indemnify, defend and hold harmless such action shall be defended by
legal counsel of the CITY's choosing. The provisions of this paragraph shall survive any
completion,expiration and/or termination of this Agreement.
XI. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution,approval or attempted execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. The VENDOR shall provide, pay for and maintain in
effect, during the term of this Agreement, a policy of comprehensive general liability
insurance with limits of at least$1,000,000 aggregate for bodily injury and$1,000,000
aggregate for property damage.
The VENDOR shall deliver to the Purchasing Director a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or terminated
without thirty(30)days prior written notice to the City.
The Certificate of Insurance which shall include Contractual obligation assumed by the
VENDOR under Article X entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance,
alternatively,if the insurance states that it is excess or prorate,it shall be endorsed to be
primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of not
less than$500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
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XIII. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there shall be no
discrimination against any employee or applicant for employment because of sex, age, race,
color, creed,national origin, marital status, of the presence of any sensory, mental or physical
handicap,unless based upon a bona fide occupational qualification, and this requirement shall
apply to, but not be limited to, the following: employment advertising, layoff or termination,
rates of pay or other forms of compensation and selection for training, including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of sex,
race, color, creed,national origin, age except minimum age and retirement provisions, marital
status or the presence of any sensory, mental or physical handicap. Any violation of this
provision shall be considered a violation of a material provision of this Agreement and shall be
grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by
the CITY.
XIV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto;provided,however,that no assignment shall be made without
the prior written consent of the CITY.
XV. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and
other provisions of this Agreement and the VENDOR shall remain liable to the CITY with
respect to each and every item,condition and other provision hereof to the same extent that the
VENDOR would have been obligated if it had done the work itself and no assignment,
delegation or subcontract had been made. Any proposed subcontractor shall require the
CITY's advanced written approval.
XVI. NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership,joint venture, employment
or other agency relationship between the parties hereto.
XVII. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable,all other portions of this Agreement shall remain in full force and effect.
XVIII. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe the
scope of intent of any provision of this Agreement,nor shall they be construed to affect in any
manner the terms and provisions hereof or the interpretation or construction thereof.
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XIX. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a duly
executed amendment hereof,or change order as herein provided.
XX. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane
County,Illinois.
XXI. NEWS RELEASES
The VENDOR may not issue any news releases without prior approval from the MANAGER,
nor will the VENDOR make public proposals developed under this Agreement without prior
written approval from the MANAGER prior to said documentation becoming matters of public
record.
XXII. COOPERATION WITH OTHER VENDORS
The VENDOR shall cooperate with any other Vendors in the CITY's employ or any work
associated with the LX ADDRESS CLEAN-UP.
XXIII. INTERFERENCE WITH PUBLIC CONTRACTING
The VENDOR certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute regarding bid
rigging.
XXIV. SEXUAL HARASSMENT
As a condition of this contract, the VENDOR shall have written sexual harassment policies
that include,at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment,utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights,and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies must be provided to the Department of Human Rights upon request 775
ILCS 5/2-105.
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•
XXV. WRITTEN COMMUNICATIONS
All recommendations and other communications by the VENDOR to the MANAGER and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The MANAGER may also require other recommendations and communications by
the VENDOR be made or confirmed in writing.
XXVI. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the VENDOR
shall comply with all applicable Federal, State, City and other requirements of law, including,
but not limited to, any applicable requirements regarding prevailing wages, minimum wage,
workplace safety and legal status of employees. VENDOR shall also at its expense secure all
permits and licenses,pay all charges and fees and give all notices necessary and incident to the
due and lawful prosecution of the work, and/or the products and/or services to be provided for
in this AGREEMENT."
XXVII. NOTICES
All notices,reports and documents required under this Agreement shall be in writing and shall
be mailed by First Class Mail,postage prepaid,addressed as follows:
A. As to CITY:
Jeff Massey
MIS Director
City of Elgin
150 Dexter Court
Elgin,Illinois 60120-5555
C. As to VENDOR:
Curtis A.Hinton
President
Geographic Technologies Group
648 North Spence Ave
Goldsboro,NC 27534
IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this
Agreement in triplicate as though each copy hereof was an original and that there are no other oral
agreements that have not been reduced to writing in this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
By:_ !— ci — By: �..
City Clerk City Manager
6
(SEAL)
For the VENDOR:
Dated this) day off
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,A.D.,2007
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ATTEST: �., S , �4Q ("1(
By: 1/1/(itk
— By
Secretary ;? ,. President
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City of Elgin, Illinois °F iic
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LX Address Clean-up Services
Proposed Scope of Work - LX Address Clean-up Services
The City of Elgin is seeking a solution to update the parcel tax identification number in its existing HTE Land
Management Database using data obtained from its parcels GIS database layer. The City's Parcel GIS data layers
are derived from both Cook County's and Kane County's parcel data layers and is believed to have the most
accurate parcel address and tax identification records. The project will require generating links between the current
GIS data sources and the HTE database for validation or correction of the parcel tax identification numbers in the
City's HTE database. The project will require computer based matching and reporting of parcels that can not be
matched.
Process Overview
The following steps are the procedures that will be performed for this project:
1. GTG will procure a copy of Elgin's LX Address Database.
2. GTG will perform necessary linking of Cook County GIS Data layers with Cook County tax data to establish
an address for the Cook County parcels.
3. GTG will create an address points data layer by geocoding the LX address database against the linked
Cook County GIS Data layers using parcel centroids.
4. Validation or correction of the LX Address records that match the addresses of the parcels will be
performed on the copy of the LX Address Database.
5. GTG will perform necessary linking of Kane County GIS Data layers with Kane County tax data to establish
an address for the Kane County parcels.
6. GTG will create an address points data layer by geocoding the LX address database against the linked
Kane County GIS Data layers using parcel centroids.
7. Validation or correction of the LX Address records that match the addresses of the parcels will be
performed on the copy of the LX Address Database.
8. GTG will compare the unmatched LX addresses against the street centerline and address points data.
9. GTG will fix obvious address problems, such as typographical errors.
10. GTG will provide Elgin with a report outlining all of the parcels that could not be matched or corrected.
11. GTG will provide Elgin with a report recommending step to resolve the outstanding issues.
12. GTG will deliver an LX database with cleaned up addresses.
13. GTG will deliver address points GIS data that was used to perform the validation.
Reporting and Deliverables
• GTG will provide the City of Elgin with a GIS data layer containing all of the address points that were
created as a result of the geocoding process.
• GTG will provide reports to the City that outline trouble areas that could not be resolved. There are many
potential reasons that GTG will not be able to directly verify the correct tax ID number for a parcel.
Reasons for this may be due to multiple parcels with the same address, incomplete addresses, lot or suite
numbers not identified in the LX database, or parcels that will require field verification. GTG will make
efforts to verify tax ID numbers for all the parcels within the City and will proceed under the understanding
that all tax ID numbers may not be verified.
Project Duration
The estimated completion time for this project is 2-3 months from the notice to proceed.
Cost
LX Address Cleanup: 18612.36 (Altek
Total Cost 18612.36 ?1:440
Phase I
Geographic Technologies Group
•
ID Task Name Duration Start '07 Sep 23.'07 Sep 30,'07 Oct 7,'07 Oct 14,'07 Oct 21,'07 Oct 28.'07 Nov 4,'07 Nov11,'07 Nov 18,'07 Nov25,'07 Dec 2,'07 Dec9:07 =0,
� WTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSM_.TW:T:FSS.
1 g Procure Data horn City of Elgin Including a Copy of LX Database 2 days Wed 10/3/07 III - -- ---
2 Cook County 15 days Fri 10/5/07
3 Develop Address Points GIS Data front Cook County GIS Data 5 days Fri 10/5/07 (-
4 Perform Overay Analysis to Determine Parcels that do not have an 2 days Fri 10/12/07 _
Associated Address Point
.....5 Perform Data Analysis on Parcels end Address Data to Determine what LX 2 days Tue 10/16/07 I.
Addresses Correspond to Multiple Parcels
6 _ Update or Validate Records in the Copy of LX Database from Address Points 2 days Thu 10/18/07 i -
7 Develop Report Containing Findings and Addresses that can not be Verified 2 days Mon 10/22/07 -
•
''8 Develop Report Containing Recommendations on Future Data Validation 2 days Wed 10/24/07: -
Procedures
9 Kane County 15 days Fri 10/5/07
10 Develop Address Points GIS Data from Kane County Data 5 days Fe 10/5/07 —
11 Perform Overlay Analysis to Determine Parcels that do not have an 2 days Fri 10/12/07• _
Associated Address Point
12 Perform Data Analysis on Parcels and Address Data to Determine what LX 2 days Tue 10/16/07 .
Addresses Correspond to Multiple Parcels
13 Update or Validate Records in the Copy of LX Database frrom Address Points 2 days Thu 10/18/07 -
14 Develop Report Containing Findings and Addresses that can not be Verified 2 days Mon 1022/07 .
15 Develop Report Containing Recommendations on Future Data Validation 2 days Wed 10/24/07 .
Procedures
16 Develop Draft Report 5 days Fri 1026/07 .1M
17 Develop Foal Data Layer 5 days Fri 1026/07 —
18 Deliver Draft Report 0 days Thu 11/1/07 11/1
---19 Review of Data and Report by City 20 days Fri 112/07
20 Perform any Necessary Changes to Data 10 days Fri 11/30/07
21 Perform any Necessary Changes to Report 10 days Fri 11/30/07
22 Deliver Final Data and Report 0 days Thu 12/13/07 ♦12/
Project'schedule Task I I Progress Summary ^ Extemal Tasks k ` y{7r;,.-'I Deadline V
Date:Fri 921/07
Spirt Milestone ♦ Project Summary ^ External Milestone♦
Page 1
Geographic Geographic Technologies Group
"Technologies
Group 648 N Spence Ave
Goldsboro,NC 27534
Phone(919)-759-9214 Fax(919)-759-0410
Quote# 20-4849 solutions@geotci.com
DATE: August 29,2007
Quotation - City of Elgin, IL - LX Address Clean-up
To: Ship To: SAME
Jeff Massey, MIS Director
City of Elgin, IL
150 Dexter Court
Elgin, IL 60120
masses iCa.cityofelgin.orq
Contact Quote Valid for
Dawn Reim/Chip Craig 90 Days
QUANTITY DESCRIPTION UNIT PRICE AMOUNT
1 LX Address Clean-Up Services-PHASE I $ 18,612.36 $ 18,612.36
(See Scope of Work for details)
SUBTOTAL $ 18,612.36
TAX RATE 0.00%
• VIA • SALES TAX
CI(2 SHIPPING&HANDLING
�O� TOTAL $ 18,612.36
•A notice to proceed can be in the form of a purchase order or by noting the desire to proceed on letterhead.
Either can be faxed to 919-759-0410
Sales tax is not charged with proof of exemption
THANK YOU FOR YOUR BUSINESS!
• 4
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September 7, 2007 G N
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TO: Mayor and Members of the City Council N ,,
#9
CUSTOMER SERVICE
FROM: Olufemi Folarin, City Manager
Jeff Massey, Management Information Services Director
SUBJECT: Agreement with Geographic Technologies Group for HTE Land Management
Database Cleanup
PURPOSE
The purpose of this memorandum is to provide the Mayor and Members of City Council with
information to consider an exception to the procurement ordinance for professional services with
Geographic Technologies Group.
RECOMMENDATION
It is recommended that the City Council approve the professional services agreement for HTE
Land Management Cleanup in the amount of$18,612.
BACKGROUND
City staff is in the process of upgrading the Municipal Management Information System
(MMIS). The new system being implemented includes a new Geographic Information System
(GIS) interface to the MMIS Land Management database. The interface program is known as
Looking Glass. Looking Glass will allow for map based access to detailed information
contained in the MMIS, including parcel information, building permits, code enforcement cases,
development and planning cases, utility billing, work orders and other information. However,
for Looking Glass to function and the data to be accurately displayed, the MMIS Land
Management database must match the GIS database exactly. This degree of interoperability has
not been possible in the past and over the years inaccuracies have piled up in the Land
Management database. In order to make the GIS to Land Management interface work and to
realize the full potential of the Looking Glass product, the Land Management Database needs to
be cleaned up so the address and parcel information accurately matches to GIS information
received from Kane and Cook Counties. Geographic Technologies Group is the creator of the
Looking Glass GIS to MMIS interface and works exclusively with the HTE Land Management
database. There are no other vendors capable of providing the level of expertise and familiarity
with the data and database as Geographic Technologies Group. Existing staff, given their current
duties as well as the planned conversion in 2008 to the new HTE software, would not be in a
position to take on the additional responsibilities and complete them in a timely manner.
FITE Land Management Database Cleanup
• September 7, 2007
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
Sufficient funds are budgeted in the 2007 Budget, General Fund, MIS Professional Services
account number 010-2101-718.30-99 ($106,000) and available ($57,798) to enter into an
agreement with Geographic Technologies Group in the amount of$18,612.
LEGAL IMPACT
The agreement would require an exception to the procurement ordinance.
ALTERNATIVES
1. The Council may choose to approve the exception to the procurement ordinance
agreement with Geographic Technologies Group.
2. The Council may choose not to approve the exception to the procurement ordinance
agreement with Geographic Technologies Group.
Respectfully submitted for Council consideration.
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August 31, 2007 N 2,- ;
CUSTOMER SERVICE
TO: Mayor and Members of the CityCouncil
Y
FROM: Olufemi Folarin, City Manager
Jeff Massey, Management Information Services Director
SUBJECT: Agreement with Geographic Technologies Group for HTE Land Management
Database Cleanup
PURPOSE
The purpose of this memorandum is to provide the Mayor and Members of City Council with
information to consider an exception to the procurement ordinance for professional services with
Geographic Technologies Group.
RECOMMENDATION
It is recommended that the City Council approve the professional services agreement for HTE
Land Management Cleanup in the amount of$18,612.
BACKGROUND
City staff is in the process of upgrading the Municipal Management Information System
(MMIS). The new system being implemented includes a new Geographic Information System
(GIS) interface to the MMIS Land Management database. The interface program is known as
Looking Glass. Looking Glass will allow for map based access to detailed information
contained in the MMIS, including parcel information, building permits, code enforcement cases,
development and planning cases, utility billing, work orders and other information. However,
for Looking Glass to function and the data to be accurately displayed, the MMIS Land
Management database must match the GIS database exactly. This degree of interoperability has
not been possible in the past and over the years inaccuracies have piled up in the Land
Management database. In order to make the GIS to Land Management interface work and to
realize the full potential of the Looking Glass product, the Land Management Database needs to
be cleaned up so the address and parcel information accurately matches to GIS information
received from Kane and Cook Counties. Geographic Technologies Group is the creator of the
Looking Glass GIS to MMIS interface and works exclusively with the HTE Land Management
database. There are no other vendors capable of providing the level of expertise and familiarity
with the data and database as Geographic Technologies Group. Existing staff, given their current
duties as well as the planned conversion in 2008 to the new HTE software, would not be in a
position to take on the additional responsibilities and complete them in a timely manner.
1
.
HTE Land Management Database Cleanup
August 31, 2007
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
Sufficient funds are budgeted ($106,000) and available ($57,798) in the 2007 Budget, General
Fund, "MIS Professional Services", account number 010-2101-718.30-99 to enter into an
agreement with Geographic Technologies Group in the amount of$18,612.
LEGAL IMPACT
The agreement would require an exception to the procurement ordinance.
ALTERNATIVES
1. The Council may choose to approve the exception to the procurement ordinance
agreement with Geographic Technologies Group.
2. The Council may choose not to approve the exception to the procurement ordinance
agreement with Geographic Technologies Group.
Respectfully submitted for Council consideration.
jm