ITEM:		CONSENT CALENDAR
12.	CONSIDER EXPENDITURE OF BUDGETED FUNDS FOR INFORMATION TECHNOLOGY INFRASTRUCTURE UPDATE
Meeting Date:			July 18, 2011	Budgeted:	Yes
From:			Darby Fuerst, General Manager	Program/ Line Item No:	Software
Prepared By:			E. Sandoval	Cost Estimate:	$16,000
General Counsel Review: N/A
Committee Recommendation: The Administrative Committee reviewed this item on July 11, 2011 and recommended approval.
CEQA Compliance: N/A

SUMMARY: Staff seeks authorization to purchase new, upgrade, and replacement software for Geographic Information Systems (GIS), watershed analysis, ground & surface water modeling, and topographic data processing. These software upgrades are for use at the District for various information technology (IT) functions which will be used by staff in their daily functions.

RECOMMENDATION: Staff recommends approval of expenditures not-to-exceed $16,000 to purchase the items listed in the table below:

Product	Price
ArcEditor upgrade	$5500
LP 360 Topo data processing SW	$7750
ESRI QA/QC module	$2750

IMPACT TO STAFF/RESOURCES: The FY 2011-12 Information Technology budget includes partial funds of $13,422 in the Capital Assets portion of the budget for these line item purchases. The remaining amount of $2,578 will be funded from the Data Processing portion of the budget.

BACKGROUND: The GIS platform serves many purposes for MPWMD data analysis needs that include: map production, spatial analysis in support of engineering, water resource management, fisheries, conservation, and rationing analysis. All of these functions require the examination of geographic data, management, and dissemination of these data throughout the District. The effectiveness of the GIS to better serve the MPWMD staff and the public is dependent on the accuracy and completeness of available data. The proposed software upgrade will allow staff to effectively manage the District’s data management functions and serve the internal and external customers of the District.

As part of the 2005 MPWMD Geographic Information Systems Implementation Plan, a GIS system was recommended to provide non-technical staff, Board members, and the public access to the spatial information, maps, and data. At its July 2007 meeting, the MPWMD Board approved the initial phase of a software upgrade from a single-user development system to an enterprise-wide system. As part of this strategy, data mining and providing data conversion capabilities have been a top priority. The sheer volume of available GIS data in the Monterey Bay region is significant and every opportunity has been made to incorporate existing data whenever the opportunity is available, as long as the data meets MPWMD’s needs for spatial accuracy, currency, and completeness. Currently, staff’s ability to process existing data and provide geospatial products for District projects is hampered by current software licensing restrictions. Funds requested are for the purchase of software upgrades and associated modules to continue with data processing and project support.

With the software upgrade, staff will be able to successfully model existing conditions and alternate water flow scenarios and create graphic rich products with greater ease. The alternative solution is to hire additional staff or consultants, but was determined to be a much more costly solution. Currently, MPWMD does not have an in-house option available to make use of this data or the ability to process the information. The purchase of the software will complete a critical component in the GIS Implementation Plan to enhance and build GIS tools for ease of use, analysis, permitting, and conservation needs.

EXHIBITS

None

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