ADMINISTRATIVE COMMITTEE
2.	CONSIDER EXPENDITURE OF BUDGETED FUNDS FOR THE PURCHASE OF INTEGRATED TECHNOLOGY SUPPORT HARDWARE AND DATA
Meeting Date:		August 11, 2009	Budgeted:	Yes
From:		Darby Fuerst,	Program/	Capital Asset Purchases
		General Manager	Line Item No:	and Services and Supplies
Prepared By:		Eric Sandoval	Cost Estimate:	$11,615
General Counsel Approval: N/A
Committee Recommendation: The Administrative Committee reviewed this item on August 11, 2009 and recommended __________________.
CEQA Compliance: N/A

SUMMARY: Staff seeks authorization to purchase new hardware and updated digital data for use at the District for various information technology functions. These Information Technology (IT) products are used by staff in their daily functions.

RECOMMENDATION: Staff recommends approval of expenditures not-to-exceed $11,615 to purchase the items listed in the table below.

ITEMS DESCRIPTION	ESTIMATED COST
44” Large Format Contex Scanner	$8,726
Monterey address, ownership and geocoding data	$2,889
TOTAL	$11,615

IMPACT TO STAFF/RESOURCES: The District’s budget for Fiscal Year 2009-10 includes funds in the Capital Assets portion and the Services and Supplies protion of the budget for these purchases. Because the cost of the scanner is slightly more than was budgeted for under Capital Asset Purchases, the difference ($126) will be taken from the Data Processing budget listed under Services and Supplies.

BACKGROUND: The Geographic Information Systems (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.

As part of the 2005 MPWMD GIS Implementation Plan, a phased 5-year implementation strategy was recommended and is being followed by staff. 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. Through the data mining process, MPWMD staff has discovered relevant and historical data sets in hardcopy format which include as-built-engineering drawings, mylars, geology maps, groundwater maps and historical aerial photo mosaics.

Currently, MPWMD does not have an in-house option available to make use of these data or the ability to convert to digital format. Based on current pricing for outsourcing, the return on investment for a large format scanner has a break-even estimate of four years. Additionally, through our cooperative agreements with the County of Monterey and AMBAG, MPWMD has determined that the county parcel, ownership and transportation data are incomplete for MPWMD staff needs. These proprietary data are available and will be used to fill these data gaps.

EXHIBITS

None

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