TITLE
Recommendation to approve agreement between the Long Beach Gas and Oil Department and Nobel Systems to provide Geographical Information Systems data conversion and software implementation in the amount of $3,595,000. (Citywide)
DISCUSSION
The Long Beach Gas and Oil Department (LBGO) currently has 455 paper engineering drawings (atlas sheets) detailing approximately 900 miles of natural gas mains and 900 miles of services. There are also approximately 150,000 service orders, 17,800 repair orders, 14,000 gas pipe retirements (once a portion of gas pipe is replaced, that pipe is "retired" in LBGO's asset inventory) and 9,700 work orders, all currently documented exclusively on paper. Some of the paper records date to as early as the 1920's and 1930's and access to these documents is only available through files physically located in the Gas Administration Building. In an effort to greatly improve operational efficiency as well as enhance coordination with City Departments that have already converted their geographical data to electronic files, in May 2005, LBGO distributed a Request For Proposals for data conversion and data input for the LBGO infrastructure paper record system.
After an extensive evaluation of the eight proposals received, two vendors were selected for final evaluation. Of these vendors, none were from Long Beach and there were no Disadvantaged Business or Women-Owned Business Enterprises. The proposal submitted by Nobel Systems (Nobel) was selected to complete the required data conversion and software implementation program. Nobel has developed a project plan that includes a Geodatabase, code compliance database and ArcGIS database to provide a single point of data entry consistent with industry standards. Its proposal is to design and build a gas distribution Geodatabase within the City's current Geographical Information System (GIS).
As a consultant providing assistance to Nobel, Advantica will assist in the design and development effort. Advantica will install required software provided by Miner & Miner. The costs for Advantica's consulting and Miner & Miner's software licensing are also included in the agreement.
Once the project is complete, all atlases, work orders, service orders, etc., will be available electronically to LBGO staff via PC tablets. This will eliminate the need for staff to obtain information from paper sources. The converted files will afford other City department's on GIS access to LBGO's atlases electronically, and, in addition, will enable LBGO employees to access GIS files from the Public Works and Water Departments. This information will be available to all GIS users in the City. The project will also provide data for capital improvement project prioritizing and design, provide for daily updating of the pipeline system, and provide an efficient means of maintaining pipeline records and drawings. Additional benefits include the re-engineering of processes such as leak survey, gas flow modeling, valve maintenance, atmospheric corrosion control, service order generation, and meter information.
LBGO must meet certain requirements detailed in the Code of Federal Regulations regarding operations and maintenance of our gas pipeline. Currently, all of these processes are detailed on paper files. When the Department of Transportation (DOT) performs its annual audit, providing proof of compliance is currently unwieldy, as Engineering manually coordinates all of this information by paper processes. This project will provide code compliance software to enable LBGO to provide detailed reports regarding any compliance issues brought forth by DOT auditors. In the event we fail to conform to DOT requirements, the Department is subject to significant fines.
It is estimated that this project will take two years to complete from project initiation. This project may exceed the estimated two-year completion, however, any additional costs need no further council approval, as they will be added to the direct purchase order used for this project. LBGO processes its construction contracts in this method.
This matter was reviewed by Deputy City Attorney Richard Anthony on June 1, 2006 and Budget Management Officer David Wodynski on June 2, 2006.
TIMING CONSIDERATIONS
City Council action is requested on June 13, 2006 in order to begin the project.
FISCAL IMPACT
The fiscal impact of this proposal is $3,595,000, of which $2 million is currently appropriated in the Gas Fund (EF 301) and the Department of Long Beach Gas and Oil (EN). An additional $1.5 million for the project and $95,000 for a full-time GIS Analyst position in the Technology Services Department is included in the Fiscal Year 2007 Proposed Budget.
Approximately $2.6 million of the total amount is for the Nobel project (including costs for Advantica and Miner & Miner); $200,000 for travel and training expenses, and maintenance fees; a 20 percent contingency amount of $560,000; and $150,000 in hardware and networking costs.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CHRISTOPHER J. GARNER |
APPROVED: |
DIRECTOR OF LONG BEACH GAS AND OIL |
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GERALD R. MILLER |
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CITY MANAGER |
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES