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Home My WebLink About08-04-1999 Agenda Item 6B SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. / ~ ~~ AGENDA ITElV~ f. MEETING DATE: AUGUST 4,1999 CITY MGR.: ORIGINATING DEPT.: COMMUNITY DEVELOP. DEPT. HEAD:1 PUBLIC WORKS DEPT. HEAD: SUBJECT: Digital Cadastral Base Map of Saratoga (GIS System) -Approval of Purchase Recommended Motionfsl: 1. Approve the purchase of a Digital Cadastral Base Map of Saratoga (GIS System) and operating software from Barclay Mapworks, Inc. in the amount of $27,985.50 (17,939 parcels @ $1.50/parcel + $300 for installation and training + $777 for software). 2. Accept the proposal from Barclay Mapworks, Inc., to digitize the City's General Plan, Zoning, Geologic, and Service Area maps into Cadastral form in the amount of $3,000. Report SummarX: The purchase of the Digital Cadastral Base Map of Saratoga (GIS System) from Barclay Mapworks, Inc., of Hayward, represents a significant milestone in the modernization and automation of the City's Planning, Building and Engineering capabilities that will significantly improve service to the public. The Cadastral Base Map of Saratoga is one piece of a larger Cadastral Base Map of Santa Clara County developed by Barclay Mapworks for the County of Santa Clara to modernize the County's parcel database into a GIS format. Barclay Mapworks possess the exclusive license from the County to develop, maintain and market this map and data base. By clicking a parcel on the base map, one can access considerable information available about the parcel. The information on the County Cadastral Base Map includes: - Parcel Boundaries - Assessor Parcel Numbers - Recorder Book and Page #'s - Air Parcels - Rights of Way - Highways, Private Roads, Misc - Street Names - Parks, Schools and Other Major Features - Building Footprints - Power Lines, Railroads, Utilities - Survey Control Points - City Boundaries - Township and Rancho Boundaries - Hydrologic Features The purchase of the GIS System will give the City a license for two workstations; one to be located at the Planning Counter and the other to be located in the Engineering office. Included in Barclays attached proposal is a digitization of the City's General Plan, Zoning, Geologic, and Service Area Maps which were last updated 10 years ago. It is not possible to update these maps with current software. Also included in Barclays proposal is the purchase of the necessary ArcView software which will allow staff to customize both the City Base Map and the digitized City Maps to include any combination of information the City desires. Separately purchased AutoCAD software will allow the creation of additional map layers over the base map such as the City's storm drain system which is currently being developed by Engineering staff in house utilizing the Barclay Map system and software on loan from the West Valley Sanitation District. As information changes on the County Base Map, the City will be able to purchase updates to the Saratoga Base Map at a cost of $2,690.85 per update ($0.15 per parcel). Updates are available twice a year, although it is anticipated that only one update annually will be necessary. In the future, the digitized City Maps and any custom map layers can be updated in house. It is therefore recommended that the Council (1) Approve the purchase of a Digital Cadastral Base Map of Saratoga (GIS System) and operating software from Barclay Mapworks, Inc. in the amount of $27,985.50 (17,939 parcels a~ $1.50/parcel + $300 for installation and training + $777 for software}; and (2) Accept the proposal from Barclay Mapworks, Inc., to digitize the City's General Plan, Zoning, Geologic, and Service Area maps into Cadastral form in the amount of $3,000. Fiscal Impacts: Funding for this purchase exits in the adopted F.Y. 99-00 budget as follows: • $15,388.50 in Activity 4010 (Zoning Administration) • $10,000 in Activity 4015 (Inspection Services) • $2,992.75 in Activity 4020 (Development Regulation) • $2,604.25 in Activity 5015 (Storm Water Management) Advertising, Noticing and Public Contact: Nothing additional. Consequences of Not Acting on the Recommended Motions: The GIS System and associated software will not be purchased and the City will continue to rely on its outdated maps. The City will not have access to the County's Cadastral Data Base. Follow Ug Actions: The GIS System and associated software will be purchased and the system will be installed. Attachments• 1. Proposal from Barclay Mapworks, Inc. BARCLAY MAPWORKS, INC. 2612 Barrington Court Hayward, CA 94545 (510)732-3700 Phone (510)732-3701 Fax DATA WORK AUTHORIZATION Company: City of Saratoga Date: July 15, 1999 Contact: James Walgren Project #: Address: 13777 Fruitvale Avenue Client P.O. #: Saratoga, CA. 95070 quote By: David W. Clausen Telephone: 408-868-1232 Fax: 408-741-0940 X New Job Exact Redo Redo w! Change SPECIFICATIONS Project Description: Digital Cadastr; al Data City of Saratoga 17,939 parcels including condos and townhouses Will include Parcels, Right-of-Ways and Street Text Delivered in NAD 83, CA.State Plane Coordinate, Region 3 Data Description: County Cadastral Base Map includes Assessor Parcel Numbers Edgematch all map tiles Construct layers Quantity: 17,939+ parcels Hardware Specs: Pentium PC Software Specs: ArcView3.1 Format: 1- Shape Files 2- Estimated Delivery Date: July 20, 1999 Terms: Due upon receipt of data Piease sign~and return immediately for this project to begin and meet established deadlines. Estimate expires 45 days from the above date. Authorized by: COST ESTIMATE DATA County Base Map $ 26,908.50 License Design Work $ Production $ 2,500.00 4 Thematic Maps MATERIALS Color Proofs $ 500.00 $125 per 3G" plot Hardware $ not included Software $ 777.00 ArcView 3.1 SERVICE Annual Support $ Data Configuration $ 300.00 & Installation Training $ SUBTOTAL $ 30,985.50 OTHER $ SUBTOTAL $ 30,985.50 TAX $ SHIPPING $ TOTAL $ 30,985.50 Authorized by: Date: Date: