D00620CITY OF SAIN'T PAUL
OFFICE OF THE MAYOR
•
ADMINISTRATSVE ORDER
BUDGET REVISION
No.: . .� Gb�z o2b
Date: July 19, 1995
Gs #: 16871
ADMINISTRATIVE ORDER, Consistent with the authority granted to the Mayor in Section 10.07.4 of the CiTy Charter and
based on the request of the Director of the Department of Pi �61ic Workc
W art�end the 19 45 hudget of the Public Works En�ineerin� Fund furxl, the Director of the Departmerrt
of Finance and Management Services is authorized to amend said budget in the following manner:
Curtent Arziended
&xi�et � Budget
1
2
3
4
5
6
7
205
205
205
205
205
205
205
- 12103 - Dlll
- 12I03 - 0219
- 12103 - 0256
- 12103 - 0275
- 12103 - 0518
- 12103 - 0856
- 12103 - 0857
Ful] Tune Permanent
Fees-Other Professional Services
Registrauon Fees-Local
Off. Fquip Maint. Conttact
Mayor s Conringency
Data Processing Sohwaze
Data Processing Hazdwaze
Totals
570,410.00 535,000.00 $105,410.00
�6,895.32 �5,000.00 $11,895.32
5411.00 $2,400.00 52,511.00
$3,460.00 $4,579.60 $8,039.60
$159,351.00 ($81,550.00) $77,801.00
$2,750.00 $8,473.10 $10,623.10
$6,445.63 $26,097.30 $32,542.93
$249,122.95 $0.00 $249,122.95
To release monies frnm Mayor s Contir�ency to cover the 1995 GIS implementaHon plan as remmmended by the Public Works GIS task force.
A copy of their implementaHon report is attached.
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Prepared by. Activdy Mana9er
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Request�ad by _�cyartment c r
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ApprovetlB M ar !<�
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:ANTACT PEfl50N & PHONE
Rick Person 266-6122
# OF SIGNANRE PAGES
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,J3�9s��� � GREEN SHEET No.iss
�} INITIA TE MfTIAVO!
��f'(� ASSIGN QDEPpRTM£NTDIRECTOR � GNCAUNqL
NUMBFAFOit QCITYATTORNEY O CITYCLERK
qWTING OBUDGEfD�RECTOR ❑j FIN&MGT.SERVICESDIR.
� �MAYOR(ORASSISTANI) ❑1 RidcPersm
� (CLIP ALL LOCA7ION5 FOR SIGNATURE) O ASSOCfATE _ O DEPAfi 15AY7
Transfer of Mayor s Contingency budget withm P.W. Engineering activity.
RECOMMENDATIONS:lNprwe (A) or Rejecf (R)
PLANNINGCOMMISSION CIVILSERVICECOMMISSION
CIB COMMITTEE
_ S7AFF _ _
_ DISSRICT(YJUNCII _ _
SUPPOqTS WHICH CAUNCIL OBJECTIVE?
INITIATING PROBLEM. ISSUE, OPPORTUNI7Y (WHO, WHAT, WHEN.
PEASONAL SERVICE CONTRACiS MUST ANSWER THE fOLLOWING GNJESTIONS:
7. Has tliis persoNfirtn ever worked under a conVac[ for this department?
YES NO
2. Has this persoNfirtn ever been a city employee?
YES NO
3. Does this person/firm possess a skill rrot nrnmafly possessed by any curren[ ciry employee?
YES NO
Explain all yes answers on separate sheet and attach to green sheet
NhiY):
The 1995 GIS implementation plan commits the Deparunent of Public Works to build a common shared database of as-built
infrastcucture drawings and records oriented and positioned to the Ramsey County Global Positioning System base map where all
informafion about a locarion or project can be obtained; integration of maintenance management syscems for sewers, lighting, alleys,
streets, bridges and other non- Public Works ufilities; use of the GIS to control and coordinate ali acUvides in the public right of way.
The monies necessary to support the GIS implemenCadon pian were approved in Mayor's Contingency budgets and require expensing from
various budgets within the infrasWcture management activiry.
ADVANTAGES iF APPROVED:
Necessary hazdwaze, softwaze and licensing will be puzchased and used to build the infrastructure layers over the base map in the GIS
base, a combination of formal classes and on site 7aining will be provided ro employees involved in buIlding the GIS, with each quazter
6on requiring an esrimated 100 manhours monies wil] be used to utilize current staffing without the assistance of a consultant.
RECEi!!ED
�ISADVANTAGES IF APPROVED:
None
BUDGET OFFICE
�ECEIVED
�� 21 1 99S
CITY r.� r,,. _
DiSADVANTAGE5IF N07 APPROVED:
monies are transfened to spending budgets, the e�sting Infrastrucnue Management budget dces not allow for GIS unplementation to
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OFTRANSACTION $ 0 00 COST/REVENUE BUDGETEO (CIRCLE ONE) YES No
�Dt:GSO'SRCE '�:� °.,Ilg�reeringFfznd ACTIVITYNUMBER
FINANCIAL INFORMAifON: (EXPLAIH)
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Public Works GIS Task Force
Report and Implementation Pian, june,1995
Public Works has been working with Ramsey Counry since 1987 to develop a GIS resource for
use throughout the City of Saint Paul, investing several hundred thousand dollars to assist the
County with GPS data collection, mathemadcal adjustment of the data, stereo digirizing of physical
features, and support services. The work accomplished thus faz will help ensure that the County
GIS program also accomplishes our local objectives and interests.
Many GIS layers have already been or are being created in ArcInfo, notabiy the Ramsey County
base map (Cadastral and Geodetic layers), many demographic layers (departmental address-based
and census data), and the city street map (Local Geographic, Adminisuative and numerous
resource layers). Public Works, Water and NSP are working on developing Infrastructwe Layers.
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Attribute Data
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Source: Adaoted £rom Wisconsin Land Records Committee,
St�rv Reuort ��r,1986.
Conversion to ArcInfo:
Tareet Completion Daxes
F Ratnsey County: Eazly 1996
F Public Worl:s: 199G
� Pub.Wks/Water/NSP: 1997
F PWCS/CIS/Depaztment
StafE: Ongoing thm 1997
F- Public Woiks: Mid 1995
F Public Works: Mid 1995
t— Ramsey County: Eazly 1996
In early 1994 Public Works began to more intensively develop our in-house GIS capability,
anricipating the availabiliry of the County GIS database in ArcInfo forxnat in eazly 1996. We aze
already using these capabiliries to support decision making, manage land-based informauon, and
disseminate infonnarion within the City and to the public previously not pracrical to provide.
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This report and implementarionplan further builds on the investments Ramsey County, Saint Paul
• Public Works, and the WaterUtility have already made in GIS. The plan is a result of ineetings of
a Public Works GIS Task Force comprised of Bill Cutting, Pat Byrne, Dan Haak, Paul St. Martin,
John Maczko, Tom Kuhfeld, Gary Erichson, Rick Person, Dennis Grittner, Bob Rcettger and
Kevin Nelson. Additional input was provided by Ed Warn, I.arry Lueth and A1 Shetka.
In Public Works, GIS will meet these and other long-term business needs:
• Use GIS to move furrher towazd the paperiess office, creating a common shared
database of as-built infrastructure drawings and records oriented and posiuoned to the
Ramsey County base map, where all available information about a location or project
can be obtained. i3se the shared GIS to totally replace manually-maintained maps and
drawings, and integrate all maps and as-built CADD drawings into one database.
• Integrate Maintenance Management Systems for sewers, lighting, alleys, streets,
bridges and other faciliries into one common, shared GIS, to provide staff with the
necessary informarion to decide when to repair, rebuild, or do nothing so that Public
Works can ma7cnnize the return on Saint Paul's infrastructure investments.
• Through conrinuous updating to keep it current, use the GIS to control and coordinate
all activities in the public right of way. This will help the Department simplify planning
and design of facility construction and maintenance, minimize construction delays due
to unforeseen field condiuons, reduce traff`ic delays and damage to adjacent faciliries.
• Reduce over a period of yeazs Public Works' costs for processing capital improvement,
storm sewer and street maintenance assessments; use GIS to idenrify addirional SAC
credits, under- and unassessed pazcels, etc.
• I. Current status of GIS development
A. Outside of Public Works
1. Ramsey County Ultimap-to-ArcInfo base map conversion
Ramsey County has invested over $1,000,000 developing the countywide GIS
system for land parcels and physical features, all tied to ground control established
using the Global Positioning System (GPS). They have completed a pilot for 9
sections (sq. mi.), 3 in St. Paui, and are now maldng decisions about daza
structure. The County wili complete conversion of GIS databases from Ultimap
to ArcInfo in early 1996. The City will have immediate access to the up-to-date
version of the base map. Public Works will forward recafied quarter secuons to
the County as they aze completed, to replace and update the existing line work.
2. LIEPPermit & License System; Real Estate Division uses
LIEP received responses in May to an RFP for a permit system which will have a
central GIS component. The Real Estate Division has used Uirimap for severai
years to generate project notification mailing lists, and for processing assessments,
and will switch over to ArcInfo when the County completes data conversion.
3. Water Ufility Water Network Management System
The Water Utility and iYs consultant are developing a water distribution system
overiay and Maintenance Management System (MMS), to be cornpleted in 1998.
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4. NSPpilot gas/electric GIS
• NSP is using ArcInfo to develop its pilot electric and gas system GIS within the
city limits of Saint Paul. NSP should be required to include abandoned facilities.
B. Public Works Build GIS Project
Public Works has committed to take the lead in coordinaring development of a
Citywide GIS, providing base maps, and sharing various facility and map overlays.
1. SEreet map-based applications development
The Mapping Section has loaded the street map and approximately 80 distinct
overlays into ArcInfo/ArcV'iew. This levei of mapping and GIS analysis is usefui
for many purposes in Public Works and throughout the City, and is being
continuously refined as development of the GIS resowce proceeds.
2. Base map-based applications development
a. Base-map rectification
The Build Base Map Committeehas recommendedprocedures and a schedule
for recrification of the City's 250 quarter secuon base maps.
b. Facility overlays
Existing facility drawings in Autocad include bridges, lighting system, and
planametric data (edge of pavement, curb cuts and sidewalks). The Mapping
. Section created pilot sewer and lighting overlays to the base map. Sewer,
lighung and signal overiays to the base map need to be completed. Edge of
pavement, curb cuts, and sidewalks aze 1985 data and need updating using a
combinauon of as-buiit CADD and scanned drawings, and photogrammetry.
C. TARG Citywide GIS finplementation Group
The TARG GIS Group's primary objecrive is to prepare a citywide implementation
plan. Several departments have begun working on internal plans (e.g., Public Works
Build GIS, PED's information system strategic plan section, and LIEP's Integrated
Pemrit & License 5ystem), which can be compiled into a cirywide pian by early 1996.
The City currently has four ArcInfo licenses, a 3-pac Unix license in Public Works,
and one fixed license in Real Estate. ArcInfo is used for creating applications,
displaying output from other databases (e.g., Oracie, Sybase, dbase2), and/or loading
data into those applications for graphicai display. ArcV'iew2 is primarily for viewing
data and graphic applicarions created in or accessed through ArcInfo. It can be
packaged with a macro creation module caited Avenue. Public Works has one
ArcView2+Avenue for UNIX, and LIEP has five ArcView2 DOS licenses.
Departments which have not purchased necessary GIS hazdware and software should
budget for at least minimai levels in the 1996 budget. Three-pac ArcInfo licenses cost
$16,000 and one fixed license costs $8,000. Aic�ew2 for UNIX costs $1,995
($3,495 with Avenue) and $995 ($1,995 with Avenue) for Windows or Macintosh
(release date Summer 1995). In most environments (e.g., UNIX ethemet, Novell),
any availabie ArcInfo/ArcV'iew licenses aze accessable to all networked workstarions.
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II. Benefits from GIS Reported by Other Local Governments
. A. Quantifiable Benefits Attributable to GIS in San Jose, California
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San Jose Department of Public Works' GIS includes eight subsystems: Pavement
Management System; Sewer Management System; Tr�c Operadons Management System;
Buildings MaintenanceSystem; Storm Drain ManagementSystem; Bridge Management
System; and Parks/Landscape Management System. Based on experience implementing
the system since 1985, San Jose quantified estimates of the following Idnds of benefits:
• Avoidance of Higher Futwe Maintenance, Repair, Reconstruction, and Replacement
Costs -- better ability to guide present acrions to avoid higher future costs, due to
more accurate and timaly information about the current condition of infrastructure,
and more systematic development of maintenance strategies and setting of priorities.
San Jose Public Works staff estimate that use of the GIS subsystems to idenafy and
target $5,000,000 in annual maintenance expenditures for pavements, uaffic facilities
and sewers over the first ten years of system impiementation has avoided
$196,000,000 in major rehabilitation or reconstruction.
Effecave sewer management involves perfornung preventive maintenance and repair
instead of total line rehabilitation at much higher future costs. Through early
detection supported by the Sewer Management System, structural defects have been
eliminated through point repairs at a unit cost of $1,000, compared to $9,000 for
reconstrucdng an average 300-foot segment. Using an estimate that five percent of
inspected segments are defective, annual savings are pmjected at $280,000.
• • Increased MaintenanceProducdviry -- more e�cientuse of resources due to bettei
informarion, pinpointing what maintenance tasks should be done and the manpower,
tools, and materials needed for each task.
Traffic Operarions maintains thousands of lights, signals, signs, and markings, all
requiring condition monitoring and preventive maintenance. GIS has enabied staff to
perform an estirnated i0 percent more efficiently, for savings of $360,000 annually.
Costs of emergency sewer eplacement are 34 percent higher than scheduled
maintenance. Idenrifying sewer segments most susceptible to blockage, and direcring
cleaning to those segments has enabied Public Works to reduce annual blockages to
2,000, saving an esrimated $280,000 annualiy.
• Reduced Costs of Tort Setdemants and Insurance, by reducing hazazdous condirions
through better maintenance. Traffic Operauons esrimates the annual costs to the City
for clams alleging traffic hazards are approxunately $75Q000. GIS is part of ongoing
efforts to identify potenril hazazds and reduce 10 percent of claims.
Other GIS benefits, although of considerable value, cannot be quanafied as confidendy:
• Reduced disruprion in Ciry servics, and lost work hows due to faciliry breakdowns;
• Capture of unsystemarized knowledge of City staff who retire or leave the City;
• Lower energy consuption by the public and less lost time, tlu�ough more effecuve
maintenance of pavements and control of traffic in the public right of way;
• Improved construction design and materials decision making, through better
ixacldng of faciliry life-cycle csts and performance;
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• Increased efficiency in gathering, processing, and analyzing infrastructure costs;
• • Increased ability to compete for federal, state and local funding by demonstrating
that Public Works manages and maintains assets efficiently, through more
comprehensive tracking of infrastrucnue values and costs; improved bond issue
ratings and reduced debt service cosu.
B. City of Orlando/Orange County GIS
Opportuniries for sharing and exchanging informarion grow rapidly as GIS develops,
particulazly in communities which have formed partnerships between public agencies and
private utiliries. Worldng together to develop a common system used by all facilitates the
ready exchange and use of base maps, faciliry maps, and atlribute data
The City of Orlando/Orange County, Florida GIS, for example, is covered by an Interiocal
Agreement signed by the County Assessor, the County Commission and the Orlando City
Council in 1986. More than 20 agencies are direcrly involved in the agreement, including
engineering, planning, zoning, building, public works, information services, urilities,
adnunistrarion, real estate management, elecrions, cable television, and auditing.
The Orlando/Orange County GIS was designed to improve access to land records needed
by every agency. It has replaced 8,500 redundandy maintained maps supporting functions
as varied as city and county zoning, sanitary sewer and water distribution by the county
Public Utilities Department, and sanitary sewer maintenance by the city of Orlando
Wastewater Department. The GIS automates all Appraiser's mapping functions and
provides valuauon, sales, and neighborhood data in graphic and/or tabulaz output formats.
The GIS supports key development and planning functions at the city and county,
� including subdivision approval and uacking, annexadon, address assignment, zoning
enforcement, public safety applications, CADD, stormwater management, and higher-level
funcrions such as growth management and transportation planning.
Quantified monetary benefits from the Orlando/Orange County GIS have included
$640,000 in additional property tax revenues collected in one month in 1992 using GTS
data analysis; commercial property taYes $5 miilion ahead of projections; and a cable
television audit project retuming thousands of dollars in monthly revenues. Orange
County generated$8 millionin 1993 throughits stormwatermanagement urilityGIS. The
flood plain applicarion has reduced residents' flood insurance premiums 2� percent.
Appro�mately 50 staff work directly with GIS, about 20 in the county's GIS Deparanent,
where some are designated shared staff, and another 17 in the Appraiser's Mapping and
Records section. In the City of Oriando, seven staff develop GIS applicarions and seven
work in the Engineering Department. All other pazdcipaung agencies assign key staff to
work on their own project prioriries, unplementation, and data maintenance.
C. San Diego City and County Regional Urban Information System
Efficiency nnprovements in current activiues constitute the primary class of quantifiable
benefits for comparisan to system costs in a benefitJcost model. Benefits that can be
identified are `quantifiable', while those that cannot be rigorousiy quantified aze
`intangible'. Quantifiable benefits include increased eff'iciency, avoided costs, and added
capabilides. Intangible benefitsinclude greaterdatacredibility, widerdata sharing, greater
timeliness, and greater responsiveness. Also, higher joint benefits result from increased
informarion sharing and analysis capability over a lazger data set in mulri-user systems.
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. Category 1 Benefits: Mapping and Drafting. This category includes producing, updaung,
and maintaining maps and drafting funcrions associated with engineering drawing.
Through use of computer aided design and drafting (CADD), technicians have already
achieved labor input reductions compared to manual drafting in the range of 50-60 percent,
while improving the ability to consider more design alternatives, reduce praiuction
scherlules, improve quality of drawings, and coordinate better among technical disciplines.
A well-designed GIS can further enhance efficiency gains from CADD by providing a
framework for extracting and reusing details from existing maps and drawings.
Productiviry gains come about because users can simultaneously update or change the same
informarion in mulriple records and maps, instead of making individual updates to each
record or map, thereby reducing labor an addiuona120 to 30 percent. GIS easily
assimilates, integrates, and presents data collected and stored independently by Public
Works divisions and funcaons.
GIS can lead to positive changes in the focus of arguments. As use increases over rime,
managers, foremen and technicians become more confident that the data are accurate, and
discussions became more focused toward questions of policy.
Category 2 Benefits: Collecting, Verifying, and Recording Geographic Data. GIS enables
users to check for data qualiry during entry and produce more consistent outputs. This
includes collection and verificauon of geographically-referenced information through fieid
inspecrion and other data searches. Esors that remain hidden in long tables and columns
of figures stand out plainly on GIS graphic outputs.
Category 3 Benefits: Using and Analyzing Maps and Geographic Data. This category is
• the highest pay-off area from GIS. It includes analyzing and using ail of the maps,
drawings, and geographically-referenced data built up during GIS implementation. GIS
significantly reduces the time required to gather, cross-reference and query this data. Labor
ef£iciencies can reach 50 percent, through reductions in time spent finding and accessing
maps and geographically referenced records and refiling them after use.
D. Denver GIS Generates $10 Million Annualiy for Storm Sewer System
In the mid-1980's the Denver Wastewater Management Department began developing an
equitable approach to storm sewer utility billing based on the impervious area of land
parcels. With 160,000 parcels to measure, the process was too labor intensive and cosdy,
and would have require 80 years to complete. Instead, Wastewater Management used
ArcInfo to combine photogrammetry, image processing, and computer mapping to
complete the project in two years. Each individual parcel stored in the two GIS layers
(parcel and impervious) are linkedby a unique code. The GIS deternunes the charge from
the percentage of impervious area compared to total parcel area.
Additional information specific to a parcel is available from several associated databases.
The system allows seroice representarives to view customer billing informauon on a
screen, along with a graphic representation of the parcel and its impervious areas.
Wastewater Management billed an addiuonai $15Q000 in the first month of operauon. The
department expects the total value of the completed GIS database to be$10-11,000,000.
GIS provides a cost-effecrive means of obtaining the revenue needed to maintain the storm
sewer system before it began to deteriorate sign�cantly.
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E. GIS serves as mapping, planning and analytical tool at MCWS
• The Twin Cities Metropolitan Council Wastewater Services (MCWS) GIS contains
accurate records about any combination of l0,OQ0 `points of interesY throughout the
MCWS system For any given sewer pipe staff can call up its size, service area, slope
features, average flow rates, last inspecrion date, maintenancerecord, proximity to roads
and surface waters, access holes, connecrions to municipal sewer systems, and data about
the surrounding geology, hydrology and tapography. MCWS is currendy working with
local governments to obtain access parcel data, easements and other informarion.
The MCWS GIS began in the mid-1980s as a mapping tool, but it quickly outgrew its
original uses and has become a planning and analydcal tool as well. Data from computer
maps, charts, tables, and databases on a variery of topics from demographics to housing
density are used in system. The GIS predicts where problems are most likely to occur and
how fast a particulaz sewer will reach capacity based on projected growth in the vicinity.
III. 1995 Public Works Build GIS project priorities
A. Begin base map rectification project
The base map recrificauon pmject is a result of ineetings of a Committee comprised of Bill
Cutting, MikeMurphy, RickPerson, Rudi Paczkowski, Bob Basques, and Kevin Nelson,
with addirional input from Paul St. Martin, Dan Haak, John Maczko, and 7oe Mueller.
The foundadon of any good GI5 is a hase map that meets the needs of all users. The City
has utilized the Ramsey County base map since 1990, which includes property lines
(digitized from the hand drawn county property map quarter sections) and planameaic
� features (visible curb/edge-of-pavement, curb cuts, sidewalks, boulevard trees and
buildings stereo-digiuzed from 1985 aerial photography). This information is contained in
appmximately 250 individual Autocad drawings, one for each quarter section in the ciry.
The base maps have been used primarily as general information and for engineering
planning such as creating large scale maps, rather than for anything approaching
engineering accuracy. As projects have been built over the years, a tremendous amount of
computerized property and planametric information has been created for smail project
areas. This inforxnation has generaliy not been put back into the map drawings to update
them, and in some cases may be not consistent with the present base map informarion.
Because it is derived from aerial photography, the planametric informarion is fairly accurate
within .3 to 1 foot (.1 to .3 meters), althoughmost physicai changes made since 1985 have
not been added. The property information, however, is generaily off by as much as 2-20
feet (.6-6 meters) and in some cases by as much as 50 feet (15 meters).
Conecting enors and omissions on the maps using established standards and procedures is
calied rectification. Rectificarion involves moving pazcel boundary lines around to snap to
points calculated from original plats and other information such as published comer
coordinates. This `e]iuuuates' digiuzing and human errors resuldng from using paper maps
as the source data when the base maps were computerized in 1986-1991.
The Traffic Division, Bridge Division, Mapping Section, Survey Section Paving Division,
and others have or are developing several overlays and databases that can be brought into
the ArcInfo GIS environment. These overlays have been created using the present base
map or street map, and may require minimal survey work to verify locauons.
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R�ctification Pr�ject Recommendations
The Committee has established standards for building and maintaining the base map to a
reasonable level of accuracy, ±1-2 ft (30-60 centimeters) for each map feature. It is
estimated that it will take approxinoately 80-120 hours to rectify a typical quarter secuon.
As more ea�perienceis gained, the process should speed up signif'icantly. The committee
makes the following recommendations:
4.
5.
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11
12.
Use the staudard procedures and base map standards dated Janaary 12, 1995.
Form a group of five or six CADD technician staff inembers (one from each
Division) to work directly on base map rectificarion an average of 20 hours per
week. This may require reprioritizauon of funding and activities in some Divisions.
Dedicate Rudi Paczkowski's time fully to base map work, and significandy reduce
"free" work for map users ouuide the department.
Base map work should be under che technical supervision of the Survey Section.
Create a posifion for a GIS Technical Supervisor in Survey secrion with specific
training in Survey and GIS. That person would oversee base map work and be
cross-trained to do the types of work already being done by Mike Murphy.
Public Works will forward line work from rectified quarter secrions to Ramsey
Counry as they aze completed, to replace and update the exisung base map line
work. A new set of "Ciry Base Maps" will thus be created over time as each quarter
secrion is rectified. Ramsey County will maintain the master copy of the base maps
and parcel information on one large server containing all of the data.
All Divisions and individuals should transition inta using the standard base map over
time, using ArcInfo and/or Autocad Data Extension for access. Access standards will
be established by a technical group under the direcrion of the GIS coordinator.
Each Division is responsible for creating and maintaining their facility overlays and
databases. This may require reprioririzauon of funding and activiues in some Divisions.
Building overlays should begin now, since most nsers may use the standard base map
in iu present state and still have an acceptable degree of accuracy. Facility overlays in
as much as possible should be put on quarter sections that have been rectified.
Overall GIS coordination, including base map rectificarion and maintenance, should
be under the direcrion of the new Right of Way Division.
Esrimated costs for base map rectificarion options aze as follows. Options 1, 2, and 3
assuxne an accuracy objecave of ±1-2 ft(30-60 centimeters) for each map feature.
1. Work ued to Residenrial Street Paving projects $SO,OOO/yeaz
2. Work excelerated and completed within 2 years $500,000/year
3. Work done by consultant and completed within 2 years $1,000,OOOJyear
4. Accuracy to .1 ft, requiring extensive field surveying $10,000,00Q/year
The Committee recommends that the department utilize Oprion i, with updating of
planametric features for quarter section requiring it immediately in support of facility
overlay development. Costs for Options 1 and 2 are for exisdng staff resources
devoted to the rectificaaon project, and do not require any "new" funding.
Acombination of inserting as-built Autocad drawings of CSSP and street paving
prajects, and soft copy photogrammetry from the 1996 countywide aerial
photography flight as background data, should be used to update the planametric
data. If the Department obtains digital orthophotography citywide at high enough
resolution, planametric feature updating couid be achieved with minimal effon.
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B. Complete loading available street map overlays into ArcInfo/ArcView2.
• T'he digital street maps are composed of five groups of layers: ADMINISTRATIVE
BOUNDARIES (Council Wards, Legislarive Districts, Planning Districts, Snow Plow
DistriMS, Zip Codes, etc.), PUBLIC FACII,ITIES (Schools, Library Sites, Police Staaons, etc.),
ENVIRONMENTAL (Land Cova, Parks, Streams and Creeks, Drainage Districts, etc.), ROAD ID
(Highways, Sueets, Alley, Bridges, etc), and DOVJNTOWN MAP.
C Reoriention of lighting overlay to base map, link to LMM using Arcinfo.
The Lighting Maintenance Management system (LMM) tracks the maintenance history of
26,000 individual lights on any one of the 23,500 poles in St. Paul. Over several yeazs of
creating and refining the system, Computer Services modeled the user interface from the
old paperwork and Filemaker system previously in use, in order to ease user acceptance.
LMM provides extensive reporting and tracldng capabilities faz beyond the old system.
The LMM logs trouble reports from citizens, develops work orders for crews, maintains
billing records, ffacks equipment use and records a history of all work done to each pole.
LMM has information on each pole and light, wattage and circuitry, reports on repairs,
costs or defened work orders, and data on maintenance history of each pole and light.
The mapping display and analysis capabiliries of GIS can enhance LMM in many ways.
Computer Services has already developed useful pilot capabiliues in ArcInfo, linking LMM
Sybase queries directly to the street map for display. Any set of poles meeting any
combination of maintenance history factors can be easily displayed, revealing trends and
problem areas requiring new or different maintenance ueatment. For example, display all
poles with a certain fixture rype relamped during the previous two yeazs: if relamped more
• than once, secure manufacturer's rebate for faulty fixtures. Maps for crews can be
generated showing day ar night maintenance schedules, improving their roudng efficiency.
D. Begin sewer system overlay and MMS design.
A Sewer Division committee consisting of Gary Erichson, Roger Puchreiter, Larry Lueth,
Ed Warn, Joe Mueller, Paul St. Martin, Dick Hedman and Pat Byrne developed a
comprehensive program for repair, rehabilitarion, replacement, and maintenance of the
sanitary and storm sewer system.
The committee concluded that the Division needs a long term, systematic, cost effecrive,
hieraz�chical program, including a revised sewer condirion inspection program expanded to
all parts of the sewer system, and a maintenance management system using a combinarion
of life cycle costing analysis of available sewer condition surveys, analysis of case studies
of similar Ciries, and an analysis of recent trends for CSSP project years.
The committee recommended that the planning phase of the program shouid coincide with
rapid development of a sewer infrastructure GIS, combining the following related
databases needed for analysis. The GIS should connect data from inspections with all other
'definable and determinabie' data so that answers to questions about what's happening,
where is it happening, and to what extent is it happening aze easy to answer. The
following related projects will be undertaken by Sewer Division, Mapping and PWCS:
1) SCHEDULING REPAIl2S/INSPECTIONS/LOCATIONS OF SEWER PROJECTS.
All infrastructure should be located on GIS maps: pipes, ditches, ponds, transitions
(manholes, bends, reducers, joints) structures, catch basins, leads, pump stations
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(including parts that need separate referencing), and other structures such as flood walls.
• This requires the following to be available in the sewer GIS:
a. Segment of sewer from nansition point to transirion point (95% of hansiaon points
aze muiholes), material of sewer, slope of sewer, direction of flow, changes; also,
points of interest such as start and end of repair pmject).
b. Invert and ground elevation of each transition point.
c. Diameter, material, x-section of sewer.
d. Age of sewer, conuact number.
e. Elevation of ground water. MCWS may already have this available.
f. Known or assumed soil conditions.
g. Type of surface cover over sewer. This layer is being worked on as the paved and
graded street map and should also eventually include an index of pavement x-
sections sunilar to our index of sewer x-sections.
h. Location of other public utiliues.
i. Locadon of private utilities.
2) PEFtMTT (Service Connection) MANAGEMENT SYSTEM
The Urility Coordina6on Committee recommends locating all sewer service connecrions
within the public way. All addresses and PINs will be referenced to the Ramsey County
property talcarion database. Some informarion on permits is land-use or ownership based
and we needthat referenceas well as SAC status. Existingpermitinformarion: 1) locarion
of connection to public system; 2) alignment in public way; 3) alignment on private
property; 4) depth at property line; 5) type and size of permit in public way; 6) date of
construction of pernut, date of completion of pemrit, date of inspecrion, name of inspector.
• 3) CONDTTION SURVEY DATABASE
Sewer Maintenance has been video-taping sewers smallerthen 36" since 1982. A walk thru
inspection program for larger sewers was half completed before discontinued in 1985. It
has since restarted. A new raring system is being developed that betterdocuments existing
condition, to help prioritize repairs or replacements, and predict remaining lifespan.
Criteria for prioritizing survey locations wili be based on the definable factors of age,
material, groundwaterelevations, soil troublespots, etc., pavingprojectiocation, or sewer
rehabilirarion pmgrams may decide where and when paving projects are scheduled.
Each record in the survey database will contain: problem locarion (start and end), problem
code, recommendedaction, final disposiuon, who inspected, who determinedproblem
code, who assigned recommended acrion, who accomplished acrion, dates of all of the
above, project number reference eithez recommended or actual.
4) SEWER MAINTENANCE MANAGEMEN'I' SYSTEM
Similar to the Lighting and Bridge MMS's, the Sewer MMS will keep track of inspecuon
rourines, repair occurrences, personnel requirements, time and cost of actions, frequency
analysis to indicate other problems, etc. It will be a combinarion of all components of the
GIS system discussed in this section.
5) STORM WATER MANAGEMENT SYSTEM
Land use and zoning data (from Ramsey County property tax database) are important, as
well as building code data for type of industry or land use (from LIEP Permit System
GIS), drainage boundaries, ponds, trunk lines, and lines that dischazge to water bodies.
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Required input data other than above is observed flows. Once water records and pennit
Iocations are tied in it will be possible to automatically determinedesign flow in a pipe
average and peak, and keep track of differences between observed and projected flows.
7) SEWER DESIGN
The GIS mapping system, when complete, can be used for preluninary engineering design,
with locarions verified by survey. There is sufficient modeling of the sewer system
available already for storm sewer design which can be built into sewer GIS applicarions.
8) BILLING FOR SEWAGE TREATMENT AND SSSC
Correct idendficarion of a service by either address or building service/meter locarion,
address of owner, address of who is billed, address of vacant sites not receiving water or
sewer service (from Ramsey County property tasarion database).
E. Integrate facility and map overlays, GSOC, use-of-street permit, encroachment
permit and other databases for right-of-way control.
The I3rility Coordination Committee made recommendations on ways Public Works can
take greater responsibility for all utiliry and construction work, both public and private,
within the public way, and improve the process. Team members were John Maczko, Tom
Kuhfeld, 7oel Doren, Lany Lueth, John 7ansky and Gary Erichson.
The Committee looked at the direct costs of utility work (excavation, backfiiling, etc.),
. indirectcosts (traffic delays, parkingproblems), and environmentaland aestheticconcerns,
to name a few. Examples include neighborhoods torn up for extended periods, newly
consuucted roadways torn up for maintenance, inadequate access to private property
during construction, damage to newly installed facilities, and safety to the public and
workers. ff Public Works, Water, and urility companies had better information in advance
about what projects were coming up, everyone could coordinate repairs or upgrades to
their faciliries before jobs aze completed. Pemut prceessing time could aiso be reduced.
The new Right-of-Way Division will provide a single pubiic way and utility coordination
point. Utility Coordination Committee participants feit that when completed, a common,
multilayered, county-wide GIS system, with each utility on one or more layers, would
provide a great improvement in the ability to accurately locate utilities, coordinate
construcrion and other activities in the public way, and provide for better public way
conuol, as well as assist in selecring better locations for new or refurbished utiliries.
Computer Services has already developed some pilot applicauons in ArcInfo, linking
LMM, street sign and GSOC queries direcdy to the street map for display. As interfaces
are perfected, staff will have simultaneous access to locations of lighting and signal
conduit, sewer and water mains/service connecuons, acuve use-of-sueet and encroachment
pemuts, and GSOC work tickets.
GIS could be used to facilitate addirional consolidation of Gopher State One Call locating
and marking activides. Under this concept, dating back to 1989, Public Works and Water
agreed that the use-of-street permit desk at Traffic Operations would act as the GSOC
central site, and that the Water Utility Dispatcher would be added as a remote site, along
with existing sites at Dale Street Traffic and lOth Floor Annex Sewers. With one central
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receiving site, Public Works and Water could save $10-15,000 annuaily in duplicate GS OC
• chazges. I.onger term, Water, Sewers and Tr�c staff could be cross-�ained to locate more
than one facility type, instead of sending multiple staff and vehicles to the same site.
F. AIJ,EY INVENTORY and MAINTINANCE SYSTEM
The current alley inventory maintained consists of Complaint and Repair Files (work
lustory) in FilemakerPro and hand-drawn maps. T'he Mapping Secuon completed an alley
network overlay in AutoCad, consisting of the alley right-of-way within each block, color-
coded by alley type. As checking is completed, the inventory is being loaded into ArcInfo,
each segment is `tagged' with its II? number, and the Filemaker database is transferred and
associated with the inventory using the ID number as the key. A�V'iew can be used to
generate routing maps and conduct analysis and display for alley queries. Alley GIS
implementarion should model the ea�isting user interface to the greatest extent feasible, from
paper maps and Filemaker files currently in use, in order to ease user acceprance.
G. PAVF.MENT MANAGEMENT 3YSTEM
Street Design entered 1990 and 1992 distress rarings for arterial routes into a Filemaker file
using the same rating system as in 1982, 1984 and 1486 (the latter in Sybase). Datacan be
sorted to generate information on street condition, e.g., for developing the CIB Program
and lists for maintenance overlays. Street Design completed a 1994 condition survey,
using a raring system comparible with the MnDOT Pavement Management System.
The Mapping Secrion completedoverlaysof the Graded and Paved StreetMap and CSSP
and Paving Project Maps in AutoCad, consisting of the street right-of-way, color-coded by
type of surface and project year. Pavement Management SysCem design and
• implementarion should model the existing user interface to the greatest extent feasible, from
maps, Sybase and Filemaker files already in use, to ease user acceptance.
1V. Public Works Build GIS Project Impiementation Plan
A. 1995 Action Stens
1. Begin base map rectification project under the direction of the Survey Section. Project
will be undertaken in house by division technical staff. There may be internal costs
associated with devoring existing staff to the project, which may require reprioritization
of funding and acrivities in some Divisions, but they do not require "new" funding.
There may also be external costs if other projects are postponed or not completed.
Each quarter section will require an esrimated 100 hours. Using a figure of 225 quarter
secrions, the total number of hours estimated to complete the rectificarion project is:
225 quarter secdons x 100 hours = 22,500 hours over 10 years, or 2,250 hours/year.
Step 1: Compile documents, plau, hardshells, original surveys for quarter secrion
being rectified. Can be done by clericai, non-CADD technicians, or intems
and represents 1/3 of the time required to rectify one quarter section.
Step 2: Mark-up documents, check coordinates and stauoning; create Autocad file
for quarter section showing all features on the standard map;
calculatejprorate all active line work using lot and block dimensions,
referenced to survey data; enter stationing, other survey data, and other
notations. This work will be under the direction of the Survey Secaon
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(Mike Murphy, Rudi Pazckowski, and assistant chief surveyor), and
represenu 1/3 of the time required to rectify one quarter section.
�� Step 3: Replace e�cisring line work with calculated/prorated line work. This work
will be accomplished under the direction of the Survey Section by I?ivision
CADD technicians (Bob Basques, Pete Gallagher, Tuan Ngo, others) and
represents 1/3 of the time required to recrify one quarter secaon.
Estimated 1995 costs: 1,250 hours x$20 =$25,000.
2. Begin sewer system overlay in house using division technical staff, and compiete
sewer maintenance management system design.
The Mapping Secrion created a pilot sewer system overlay in AutoCad for four quarter
sections of the city in the Highiand Park area, coincident with the pilot water overlay
created by the Water Utility's consultant. Using the hand-drawn sewer plan sheets,
these attribute data were entered for each main segment or transition point: material,
diameter and age of sewer; invert and ground elevauon of transition point. Service
connections were entered for a smalier area from the main to the building.
The Sewer Division recommends that this addirional data be entered for each main
segment: slope, direction of flow, x-section, and contract number of sewer. Attribute
data to be entered for service connecdons aze: depth at property line; type and size of
connecdon in public way; date of conshuction.
The pilot area required 60 hours to complete, including four hours of research time. It
is estimated that researching and entering all line, point and attribute data will require
�� approximately 100 hours per section. Using a figure of 55 sections (out of 60) with
full sewer system, the total number of hours estimated to complete the sewer system
overlay to the base map is: 55 sections x 100 hours = 5,500 hours.
Estimated 1995 costs: 2 hours x$20 =$45,000.
3. Begin lighting and signal conduit overlays. Project will be undertaken in house by
division technical staff, without consultant assistance or additional staffing.
The Mapping Section created a pilot lighting system overlay (light poles, fixture ID's,
conduit and pull boxes) in AutoCad for one circuit (ZS poles) along three blocks of the
Highland Pazk area. The pilot took 2 hours to complete. Using a figure of 23,000
light poles, the total number of hours esrimated to complete the lighdng system overlay
is 23,000{25 x 2 hows = 1,800 hours. Total hours esCimated to complete the signal
conduit overlay: 350 signalized intersections x 2 hours = 700 hows.
Estimated 1995 costs: 1,000 hours x$20 =$20,000.
4. As they are completed or enhanced, Infrastructure Management, Survey Section and
Computer Services will continue to integrate facility and other map overlays, Cf SOC,
use-of-street permit, encroachment permit and other databases for right-of-way control.
5. Infrastructure Management, Street Maintenance and Computer Services will complete
alley overlay & maintenance system design and Pavement Management System desia .
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