TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Environmental Systems Research Institute, Inc. (ESRI), of Redlands, CA, for software implementation services (subscription), licensing and training services, in an amount not to exceed $790,833 for the first year; thereafter, in an annual amount not to exceed $200,000, for the maintenance and support for three years, with the option to renew for two additional one-year periods, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Environmental Systems Research Institute, Inc. (ESRI), for software subscription licensing and training services to implement the ESRI Hub. ESRI is the provider of the City’s Geographic Information System (GIS) platform. The Hub is an extensive collection of map-based data available for real-time analysis and use by decision-makers, first responders, and the public. The Technology and Innovation Department (TID) plans to leverage the ESRI Hub as an open data platform to display map data and analytics to the general public and internal City departments.
By making the data available to residents, City workers and private industry, the Hub will help Long Beach to better understand the community and City departments, and enhance the coordination of construction, road paving and public safety efforts, among other things. The Hub will also support the business entrepreneur by graphically showing potential commercial property and zoning information. In addition, the HUB will be able to supply analytical information that can help entrepreneurs decide on the location of their business based on census information.
Some of the Hub’s features include:
• Capability for all City employees to complete self-service mapping;
• An open enterprise solution architecture that would transform the City’s GIS data layers into open web services;
• Ready-to-use apps and extendable templates;
• An open data portal for dissemination of the City’s map and tabular data; and,
• Ability for all City departments, the Long Beach business community and academic institutions to access data and use apps.
The initial phase of the project is anticipated to begin fall of 2016 with new features becoming available through 2017 and beyond. ESRI and TID will work closely with the i-team and City staff to develop the Hub applications. In addition, TID will be reaching out to the local colleges and universities to bring on interns who are studying GIS to help with the implementation of the Hub.
A competitive procurement is not feasible because of the unique features of the current ESRI product. A survey of similar services provided for implementation of the Hub revealed that ESRI’s pricing is reasonable.
A competitive bid process was conducted in 1992, when the City formed a GIS Policy Board to oversee the selection and implementation of a new GIS system. This Board was created to ensure Citywide commitment to a common system. Under the direction of the Policy Board, a Request for Proposal (RFP) was prepared and distributed to the major GIS system vendors. As a result of this process, ESRI was selected as the most responsive proposer.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on June 20, 2016 and by Assistant Finance Director Lea Eriksen on June 17, 2016.
TIMING CONSIDERATIONS
City Council action is requested on July 5, 2016, to ensure that the contract is in place expeditiously.
FISCAL IMPACT
Contract costs will not exceed $790,833 for the first year and, thereafter, in an annual amount not to exceed $200,000 for the maintenance and support for three years. Funding to support the implementation of the HUB will come from the i-team and TID for year one. The funding breakdown is as follows:
• $150,000 from the i-team grant match in the General Grants Fund (SR 120)
• $640,833 from Technology and Innovation (IS 385)
Sufficient funding is budgeted in the General Grants Fund (SR 120) in the City Manager Department (CM) and the General Services Fund (IS 385) in the Technology and Innovation Department (TI). Application support and maintenance costs for year two, and thereafter, will be funded by TID. Costs will be recovered from departments using GIS and will be budgeted in the annual TI MOU starting in FY 17. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER