TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including subsequent amendments, with Environmental Systems Research Institute, Inc., of Redlands, CA, to provide information technology products and services, and software licensing, maintenance and support, in a total annual amount not to exceed $305,000, for a period of three years. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Environmental Systems Research Institute, Inc. (Esri), for information technology products and services to provide access to free trainings on software features and system upgrades and provide software licensing, maintenance, and support.
On July 5, 2016, the City Council awarded a contract to Esri for software licensing, implementation services, training services, and maintenance and support, for a period of three years, with the option to renew for two additional one-year periods. The City of Long Beach (City) uses Esri technologies to power geospatial needs throughout the organization. Geographic Information Systems (GIS) data powers operations at nearly every City department, and is most notably used by Development Services, Energy Resources, Fire, Police, and Water Departments. Esri’s product suite enables City staff to conduct geospatial analysis, create maps, exchange spatial data with other applications, and provide open data. These tools and capabilities make GIS one of the Technology and Innovation Department’s (TID) core service offerings.
Esri is an established vendor with the City with an existing contract in place for the licensing, maintenance, and support services for the City’s GIS program.
The following Esri products are heavily relied upon by multiple City departments. These products are proprietary to and only supported by Esri.
• ArcGIS Desktop - Desktop software that allows City GIS professionals and analysts to conduct geospatial analysis and editing.
• ArcGIS Online - Web-based software that allows staff from all levels of the organization to create and publish maps and/or analyze geospatial data.
• ArcSDE - Centralized database housing the City’s geospatial data, serving as a source of reference for other applications.
These products are used daily to conduct analysis and/or to produce data. Data generated through the Esri product suite is leveraged by City departments for creating maps, conducting analysis, or to feed into other systems. Although other geospatial products may be used to produce similar outcomes, the City has a long-standing investment in Esri products and migrating to a different platform (or platforms) will require significant research, planning, migration, testing, financial resources, and staff time.
Esri currently provides GIS software and services for 76 cities in Los Angeles County. The cities of Los Angeles, Pasadena, Riverside, Santa Monica, and Orange County have all entered into sole-source agreements with Esri.
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 when authorized by a Resolution adopted by the City Council.
A competitive procurement process for these services is not feasible because the Esri software is a proprietary suite of applications that are developed, implemented, and supported solely by Esri. No other alternative is possible without procurement of two brand new systems, resulting in the need for more City fiscal and human resources. This request is the most cost-effective and efficient solution to allow for continued use of the product suite.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on October 25, 2021, Business Services Bureau Manager Tara Mortensen on October 13, 2021, and by Budget Analysis Officer Greg Sorensen on October 21, 2021.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and execute a contract concurrently is requested on November 9, 2021, to ensure the continuation of services.
FISCAL IMPACT
The total amount of the contract will not exceed $305,000 annually. There is sufficient appropriation budgeted in the General Services Fund Group in the Technology and Innovation Department to support this activity. 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.
BODY
[Enter Body Here]
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER