REPORT TO THE CITY COUNCIL October 13, 2016 FROM: THOMAS C. ESQUEDA, Director Department of Public Utilities SUBJECT ..Title Award a contract for an amount not to exceed $139,500 to California CAD Solutions for professional consulting services to convert Geographical Information System (GIS) data from Oracle Spatial Extension (OSE) organization to Feature Data Object (FDO) organization for the Department of Public Utilities (DPU). ..Body RECOMMENDATION Staff recommends Council award a contract to California CAD Solutions for professional consulting services to convert GIS data from OSE organization to FDO organization. EXECUTIVE SUMMARY DPU is seeking professional consulting services to convert GIS data from OSE organization to FDO organization and update the dependent data maintenance and work processes to work with FDO. Currently, DPU efficiently maintains the sewer and water facilities GIS information in a spatial database using standard GIS software and custom routines. The OSE data model is outdated and current GIS software, operating systems and databases require the newer FDO data model for storage organization. BACKGROUND In March 2016, DPU started a similar process to hire a consultant for this work. There were twenty eight (28) prospective bidders resulting in one consulting firm submitting a SOQ, which was California CAD Solutions in Modesto California. The first effort was scoped smaller, advertised for a shorter time, reevaluated and then stopped. The smaller scope was initially focused on the data and did not include the critical updates to the maintenance routines and processes. For this current project, a notice inviting Statement of Qualifications (SOQs) was published on PlanetBids on June 28, 2016 and to The Business Journal on July 1, 2016. Thirty two (32) vendors became prospective bidders. The RFQ was advertised for five (5) weeks. The SOQ submittal deadline was August 5, 2016. One consulting firm submitted a SOQ, which again was California CAD Solutions in Modesto, California. A Selection Committee was assembled with five (5) members from four (4) departments representing Information Technology and GIS expertise. The Selection Committee members received the SOQ and were asked to evaluate the consultant's qualifications and recommend if the consultant should be interviewed. All Selection Committee members agreed that California CAD Solutions was qualified to perform the work and should be interviewed. California CAD Solutions was interviewed on August 17, 2016. During the interview, the Selection Committee members asked questions, took notes and evaluated the consultant on the following: * Understanding of the work to be done * Consulting firm's experience with similar projects * Consultant staff qualifications * Consultant availability * Consultant responsiveness, communication history and style After the interview, the Selection Committee discussed and evaluated the consultant by considering the information that was submitted in the SOQ and the interactions during the interview. The Selection Committee recommended that California CAD Solutions be selected based upon their understanding and experience of the work to be done, staff qualifications and availability as well as their stated approach to the client regarding communications and responsiveness. ENVIRONMENTAL FINDINGS By definition provided in the California Environmental Quality Act (CEQA) guidelines section 15378, this item does not qualify as a project for the purposes of CEQA. LOCAL PREFERENCE Local preference was not implemented because California CAD Solutions was the only responsive bidder. FISCAL IMPACT The expenditures will not have any impact on the General Fund since DPU and its divisions are Enterprise Funds. Adequate funding is available from the Water and Wastewater Management Divisions' operating funds to cover these professional consulting services. Attachment: Consultant Services Agreement