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V ` REQUEST FOR COUNCIL ACTION COUNCIL MEETING DATE: February 9��'6'iQ 9 2015 ITEM NO: � ��0 Department Approval: � Administrator Reviewed: Agenda Section: Name Adam T. Edwards Public Works Director/ Title Public Works Director City Engineer's Report Item Description: Utility Mapping Improvements for Sanitary Sewer, Water Distribution and Storm Sewer. Exhibits A. Bolton and Menk Utility Mapping Accuracy Improvements Proposal, January 20, 20l 5. 1. Purpose. The purpose of this action item is to gain Council approval to authorize Bolton and Menk to update the City GIS system. 2. Issue. The current mapping which is available to Staff for our City's utilities in most areas can be considered schematic at best. In other areas utility mapping is not depicted digitaily requiring staff to depend on historical drawings and maps. 3. Background. The City's GIS application is hosted by Bolton and Menk. Since 201 l the City and our consultants have been actively collecting GPS points on our sanitary sewer and water systems. Prior to Bolton and Menk the GIS system was administered by Boonestro. The City originally converted to digital mapping in 2008 as part of an effort to modernize the planning and zoning management in the City. The GIS portion of that process cost$18K. 4. Proposal.Now that this data has been collected it needs to be integrated into the GIS application. The GPS data will need to be mapped and old data removed. At the same time the attributes, such as pipe size or installation dates, associated with the points will be updated. Some GPS points have been collected on the storm system, but the system is not completely or thoroughly mapped. Bolton and Menk and Public Works will continue collection efforts this summer. In addition to routine planning and maintenance the storm system mapping will be used for the MS4 permitting process. In the future GPS collections and updates on any of our utilities will occur as they happen,monthly at a minimum, so as to prevent future backlogs of data. 5. Funding. Bolton and Menk provided the following not to exceed estimated fees. Also identified below is the ro osed fundin source. Task Fee Fundin source Remarks Sanita Sewer Ma in $7,500 Sewer Fund Water Distribution s stem $8,500 Water fund Storm Sewer Coilection $6,480 Storm Water Fund Collection will be augmented with Public Works Personnel. Storm Sewer Ma in $7,000 Storm Water Fund TOTAL $29,480 6. Recommendation. I recommend Council authorize Bolton and Menk to complete the GIS improvements. The GIS Mapping system is one of the most important tools the City has for using in planning,responding, and decision making. Its accuracy is crucial to the successful development and maintenance of the city's infrastructure. COUNCIL ACTION REQUESTED: Move to authorize Bolton and Menk to update the City GIS system.