TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 34429 with Environmental Systems Research Institute, Inc., of Redlands, CA, to provide software licensing, training services, maintenance, and support, to increase the annual contract amount from $200,000 to $285,000 for the first extension term, with a 10 percent contingency in the amount of $28,500 for the second extension term, for a revised annual contract amount of $313,500. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 34429 with Environmental Systems Research Institute (ESRI), Inc., to increase the annual contract amount from $200,000 to $285,000 for the first extension term, with a 10 percent contingency in the amount $28,500 for the second extension term, for a revised annual contract amount not to exceed $313,500.
On July 5, 2016, the City Council adopted Resolution No. 16-0056, and awarded a contract to ESRI, in an amount not to exceed $790,833 for the first year; thereafter, in an annual amount not to exceed $200,000, for three years, with the option to renew for two additional one-year periods, for continued software licensing, maintenance, and technical support of the City’s enterprise Geographic Information System (GIS), and, for implementation of the DataLB open data portal. The City’s software license enabled staff to conduct spatial analysis, create maps, share data, and provide open data to the public. In addition to software licensing, one-time funding for professional services was authorized to build and release DataLB, an open data platform powered by ESRI software.
ESRI products are used by multiple City departments to:
• Create maps that inform decisions and provide situational awareness. The mapping and associated geospatial analysis capabilities are critical to the work of Development Services, Energy Resources, Fire, Police, Water, and Public Works Departments.
• Serve as an authoritative data source for other software, such as systems that provide asset and inventory control, enable public safety analysis, and generate compliance reports.
• Enable in-field data access and/or collection. Field staff with mobile devices can view and update information in real-time.
In addition to serving City staff, ESRI products are used to provide transparency and self-service to the public via DataLB. DataLB houses nearly 100 datasets and several interactive web maps, such as MapIT, Coyote Sightings, and Crime Incidents. DataLB received over 52,000 views in calendar year 2019.
The contract amendment is required due to increased use of ESRI products. Staff requests an increase in contract authority to ensure adequate software licensing. Not increasing contract authority will limit the number of staff who may access the ESRI product suite, leading to bottlenecks and lowered productivity.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on January 15, 2020, Purchasing Agent Tara Yeats on January 14, 2020, and by Budget Management Officer Rhutu Amin Gharib on January 21, 2020.
TIMING CONSIDERATIONS
City Council action is requested on February 11, 2020, to ensure that adequate ESRI licensing is obtained for City staff to keep pace with growing demands for GIS software and services.
FISCAL IMPACT
The annual contract cost will not exceed $313,500, which encompasses $285,000 for licensing, maintenance, and support, and a 10 percent contingency of $28,500.
Of the current $200,000 annual maintenance cost, $188,190 is currently appropriated in the General Services Fund Group in the Technology and Innovation Department (TI) and is recovered from client departments via the annual TI Memorandum of Understanding (MOU). Sufficient appropriation exists for the incremental increase of $96,810, accumulated from prior years’ operational savings. The incremental appropriation for the annual maintenance cost will be requested through the FY 21 budget process and will then be allocated to user departments via the annual TI MOU.
This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER