Efficient GIS mapping approach saves the City of Sebastopol $90,000 USD

The City of Sebastopol was in the process of adopting a new utility asset management system that could accurately track, locate, and manage work orders for various wastewater and water features. This system would rely on accurate GIS (Geographic Information System) data to represent real-world features.

However, they lacked the in-house capability to collect and connect datasets from their original and soon-to-be-created asset management systems. The Public Works Department initially relied on paper maps from 2005, that showed hand-drawn edits depicting changes in their network.

From working with the City of Sebastopol in the past, we knew that previous digital files of their assets existed and could likely be converted to a GIS format and verified in the field to avoid resurveying their entire system data. Completing this process meant full integration of GIS with their new asset management system, allowing City employees to view, locate and edit sewer and water features on their mobile devices and desktop software.

Teams from GHD and GHD Digital’s Location Intelligence team developed a cost-saving approach to transform existing AutoCAD files into the required spatial datasets. These datasets were based on our extensive regional experience and prior knowledge of drafting and water modelling exercises.

First, we transformed the City of Sebastopol’s existing model data into GIS-compatible features. We then reviewed dozens of drafting documents created since 2005, all representing new features that needed to be digitized and integrated into GIS moving forward. Next, after assembling the most up-to-date GIS representation of the City’s water and wastewater assets, we needed to retrieve rim elevations and any new features that did not have reliable locations.

To maximize the success of the data collected and to help public works staff locate specific features for work orders, we physically examined important features across the City alongside its employees. This process enabled our team to detail the remaining features through a high-accuracy Global Navigation Satellite System (GNSS) receiver capable of capturing locations within two to three centimeters of their real-world position.

After confirming and updating over 2,000 features, the data was integrated into the City of Sebastopol’s cartegraph asset management deployment, which facilitates regular maintenance and prioritizes the replacement of City assets.

Now, by implementing a GIS-based digital solution, the City of Sebastopol has the necessary digital capabilities to provide their employees with the means to accurately track, locate and manage work orders for various wastewater and water features.

Our cost-saving solution utilized existing data sources while filling in the gaps with field data collection. Going above and beyond to deliver the information in a web-enabled format, we prepared the City for quick integration of its water and wastewater assets into both the asset management system and the regional GIS viewer accessed by the City.

As a result, this approach saved the City of Sebastopol more than $90,000 USD in comparison to the nearest bidder and provided them with enormous value, such as the ability to capture as-built annotations in a web format and time savings to the project and city staff hours.

Now, the City of Sebastopol can quickly locate features for urgent work orders without needing a paper map in the field. Their new data offers the opportunity for newfound efficiencies and ease of access, helping them to better serve their citizens.