The Board previously approved a Strategic Plan cost of $30,000.  This item is being brought back to the Board as Information because the cost of solving the problem is greater than the original estimate.

Presently the District has installed Trapeze software that contains a Geographical Information database and provides Transportation with support for bussing.  The District has attempted to use this same software to support the many iterations required to handle school assignment. 

Due to the coming demand created by Concurrency, the rapid growth in the county, and the Boards desire to look at many alternative plans it is necessary to provide software to support faster, more efficient, and more accurate response to Board requests.

The combination of Environmental Systems Research Institute (ESRI) software, Trapeze software and data improvements, and Davis Demographics, Inc planning software to create school boundaries will provide the required response. 

The present manual system will not provide the required solution. 

Additionally, the solution allows the District to import mapping information from the Clay County GIS systems with minimal human intervention.  This is created today with a Global Positioning Satellite System being transported in a car over new roads in new subdivisions by Facilities and Transportation people. 

Strategic Plan approval was for $30,000.  This is required software to support the District and the cost has increased in order to correct problems and provide a complete solution.  New cost is $114,191.  Increased cost of $84,191 resulted from research and creation of better definition than what was available at time of Strategic Planning.

Costs:                 ESRI         Trapeze                Davis                     Total

One Time Cost                      $44,601             $53,090               $97,691

Annual Fees      $12,000          $2,000              $2,500                $16,500

TOTALS           $12,000        $46,601             $55,590              $114,191

Benefits:

1.       Labor reduction in capturing GIS information on new roads directly from the County. 

2.       Correct information in regard to present roads not accurate within our existing data base.

3.       Ability to create faster response to Board “what-if” questions.

4.       Ability to respond to Concurrency requests from developers.

5.       Bus routing specialists will provide better routing plans.

6.       Present system would require significant additional employee allocations and management.  This avoids the human resource cost.

Management believes that the District cannot meet the processing Requirements of Concurrency without this software.