This is a service / maintenance or supply contract in Urbana, Illinois. Contact the soliciting agency for additional information.

The City of Urbana is seeking statements of qualifications (SOQ's) from firms for miscellaneous, on-call services to support the City's Geographic Information Systems (GIS). The consultant selected should be capable of providing a range of services from basic technical GIS maintenance/edits, map creation, and analysis up to and including administrator level tasks like developing scripts and other automations, drafting processes/procedures/BMP's, developing and coordinating budgets/staff, QA/QC, and coordinating effective data management with City IT staff. This project includes miscellaneous GIS professional services for a period through the end of fiscal year 2025. Purpose and Need for Project In recent years, the City identified substantial enhancement needs in regard to its GIS. The Public Works Department developed a rudimentary list of GIS needs/enhancements and outlined a basic concept that resulted in the City hiring its first GIS Specialist in 2022. Since then, the City engaged a GIS consultant to perform a basic geospatial analysis and progress score to assist in better defining our gaps and developing recommendations for improvements (see Attachments for the full report). Question Submission Deadline:February 16, 2024, 5:00pm Question Response Deadline:February 20, 2024, 5:00pm Pairing consultant recommendations with input from other staff about GIS needs and staff bandwidth, the City has decided to pursue a GIS on-call services contract with a consultant that can provide a variety of services through multiple staff. The selected consultant will essentially act as City's interim GIS Coordinator, developing and implementing a GIS improvement plan with City staff input. 3.2. Project Scope This project includes miscellaneous GIS professional services for a period through the end of fiscal year 2025 (June 30, 2025). The selected consultant should be capable of providing basic technical services like GIS maintenance/edits, map creation, and analysis up to and including administrator level tasks like network communications, strategic planning, policy recommendations, and budgeting. The consultant's project manager will be granted one network user account with the City, a dedicated computer at the City, and remote access through a City-provided laptop. Periodically, the consultant will be expected to work on-site at the Public Works Department for meetings, work sessions, or staff support services. The City of Urbana is a member agency of the Champaign County GIS Consortium (CCGISC). The CCGISC staff run the ESRI platform's infrastructure for County-wide servers and manage County-wide data. CCGISC hosts two ESRI servers for County-wide data, and they host an ESRI server for data owned by Urbana, including much of our infrastructure asset data and Urbana's public GIS portal. By contrast, the City's IT Department plays a minimal role in maintaining the City's GIS software and data. IT updates software on desktops, manages the ESRI licenses, hosts the City network drives, and manages accounts on the portal. The City of Urbana GIS Assessment, included in the Attachments, was completed in March 2023. Below are some updates that are relevant to this Assessment: During 2024, the City will transition to a different enterprise asset management (EAM) software. For sewer inspections, the City is currently transitioning from GraniteNet to WinCan. In 2024, the City will complete a City-wide effort to collect high-quality data for the majority of City-owned manholes (both storm and sanitary) and inlets, including location, pipe depth and size, and structure condition. The Urbana GIS Assessment included a listing of GIS needs. The following list highlights the identified needs which the City hopes to address or pursue within the next two years: Staffing and Resources SR-2: Plan for updating and maintaining GIS software. SR-3: Assess hardware and network to plan for upgrades. User Engagement and Mobility UE-2: Training desktop staff. UE-3: Capital Improvement Plan workflow for staff and public. UE-4: Training field staff. UE-5: Method for end-users to report data inaccuracies. Interoperability and Automation IA-4: Map regular workflows for City staff to determine what steps could be automated or made more efficient using GIS or another integrated software. Standards and Processes SP-1: Improve folder tree structure for M: drive. SP-2: Improve organization of locally stored GIS data. SP-3: Begin documentation of standards and processes. SP-4: Improve organization of data in Portal for ArcGIS. Data Quality and Integrity DQ-3: Incorporate as-built data into GIS. DQ-4: Audit existing data for completeness and accuracy. The following tasks may be included in this project: Review key staff's GIS needs/wants and updated task plan. Provide "other" recommended upgrades for high functioning municipalities. Develop 2-year GIS improvement plan complete with tasks, schedule, resources/funding for us to pursue resource/funding gap needs. Discuss timeline for GIS improvement plan, internal/external resources availability/skills, and identify resource/funding gaps needed to meet timeline. Develop standards for GIS data ownership and maintenance by City departments and divisions. GIS data documentation. GIS metadata and documentation. The City will provide the following data as information for interested firms: GIS Assessment for City of Urbana - March 2023 (see Attachments) City of Urbana Public GIS Portal Champaign County GIS Consortium (CCGISC) CCGISC Work Plan & Report FY24 Pavement Condition Map for City of Urbana Champaign-Urbana Sidewalk Explorer Map Urbana Tree Inventory 3.3. Timeline March 2024: City Selects Firm and Begins Contract Negotiations April 2024: Agreement Executed and Notice to Proceed