Title
Recommendation to Authorize the City Manager to Execute a Three-Year Consolidated Agreement with Environmental Systems Research Institute, Inc. (Esri) for Enterprise Geographic Information System (GIS) Software License Maintenance and Support, in an Amount Not to Exceed $150,000, with the Option of One Three-Year Extension, for a Total Six-Year Compensation Not to Exceed $300,000. (Information Technology 705)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Environmental Systems Research Institute, Inc. (Esri) provides essential Geographic Information System (GIS) services and software to City of Alameda (City) departments and community members through internal and external websites. In 2018, four different City departments had separate contracts with Esri. As part of the Technology Strategic Plan, it was recommended that the City consolidate the four individual department agreements into a single consolidated agreement to promote standardization and lower the cost per unit for licensed software.
BACKGROUND
Esri is headquartered in Redlands, California, and Esri’s ArcGIS software is an open and interoperable technology platform that provides mapping, analysis and data management. Esri’s Small Government Term Enterprise License Agreement program provides a cost-effective way to deploy GIS into City operations and business processes.
Recommendations were made in the 2018 Technology Strategic Plan to move away from the existing separate licenses with Alameda Municipal Power (AMP) and Police, Fire, and Public Works Departments and to move to a consolidated Enterprise License Agreement, which provides:
• Access to the Local Government Information Model for data format fields such as standard address formats, which provides more centralized collaboration across departments vs. separate data management by each department;
• Unlimited number of users;
• A lower cost per unit for licensed software;
• Substantially reduced administrative and procurement expenses;
• Maintenance on all Esri software deployed under the enterprise agreement;
• Complete flexibility to deploy software products when and where needed;
• Thousands of ArcGIS online templates for data collection;
• Best Practices on data management - create a group for easy sharing of data layers between ArcGIS online users internally;
• Web maps that can be easily created and distributed to the public;
• Maps that are accessible via browser, smartphone, tablet and other mobile devices;
• Ability to embed maps into social media such as Twitter and Facebook for better public outreach; and
• Four user conference passes for staff and web training.
DISCUSSION
Use of Esri products by City staff is on the rise across departments for creating custom mapping and data analyses, which are used by crime analysts, planners, and engineers. After meeting with several City departments, the vendor discussed developing staff’s use of data mapping with the Agreement tools specifically as follows:
• The Fire Department is interested in developing Site Safety Program data layers to identify hazard lists and layouts of commercial buildings to assist Fire personnel before entering a dangerous building;
• The Police Department is interested in following best practices of standard address data formats, which is one of the benefits of the location platform that Esri follows;
• The Recreation and Parks Department is interested in developing 3D walking tours in parks for residents to see park sites for reservations, and develop park maps for infrastructure such as irrigation and water shut off data layers that can be shared with Public Works and other departments;
• The Building and Planning Department is interested in the mobile solution Esri offers for Building Supervisors for Code Enforcement where staff can fill out survey forms in the field and upload to their Land Management System. They are also interested in the newly released ArcGIS Urban platform that provides tools specifically for improved city planning;
• AMP has used Esri for many years for their mapping solution and under this Agreement they are now able to use additional licenses beyond the 50 licenses under their individual agreement; and
• Because of the thousands of existing Esri ArcGIS templates, more City departments will be able to create maps internally rather than requesting them from the Building and Planning Department, which will free up staff time.
Esri GIS provides the technological and scientific support necessary to create programs and processes that increase environmental sustainability. Public Works can use the Esri desktop software to increase the efficiency of fleet vehicles by optimizing standard routes and subsequently reducing fuel consumption. Additionally, Public Works can use Esri’s ArcGIS Online to promote investment in smart city initiatives such as smart street lights and irrigation.
GIS is integral to City operations, decision making, and communications. Esri GIS services and software provide geographic information to those who need it including analysts, decision makers, field staff, and the public through mobile, web, and desktop clients. Esri’s Enterprise License Agreement program provides a cost-effective way to deploy GIS into City operations and business processes such as permitting, licenses, asset management and public safety dispatch.
Esri is an international supplier of GIS services and software and in the event of a major disaster, such as during the fires in Monterey County, they assist cities with Disaster Preparedness during disaster events with up-to-date mapping needs.
Staff recommends awarding a three-year agreement to Esri in the amount of $150,000 (Exhibit 1). The agreement also permits one three-year agreement extension at the same terms and compensation, and up to $300,000 total compensation for the contract, at the sole discretion of the City Manager, based upon satisfactory performance of all aspects of the contract and subject to budgetary approval.
ALTERNATIVES
The City can continue to contract separately for each department using GIS software and not benefit from volume discount pricing.
FINANCIAL IMPACT
The Agreement with Esri is $50,000 annually with a total cost of $150,000 for the three year agreement and not to exceed $300,000 for up to six years, including the optional extension. (Exhibit 2). Funding to cover the annual cost of the contract has been identified in the Information Technology Department’s Budget.
|
Contract |
Approval Date |
Authorized Amount |
Expended to Date |
|
2019 Proposed Consolidated Agreement (3 Years) |
|
$150,000 |
|
|
2023 Option to Extend to Consolidated Agreement (3 Years) |
|
$150,000 |
|
|
TOTAL |
|
$300,000 |
$0 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
City Council’s approval of this Agreement is required by section 2-59.3 of the Alameda Municipal Code (AMC). The City Attorney’s approval as to form is required by 2-59.1 of the AMC.
ENVIRONMENTAL REVIEW
This action is not a project for the purposes of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 10561(b)(3) as there is no possibility that this action may have a significant effect on the environment.
CLIMATE IMPACTS
There are no climate impacts from this Agreement.
RECOMMENDATION
Authorize the City Manager to execute a three-year consolidated agreement with Environmental Systems Research Institute, Inc. (Esri) for Enterprise Geographic Information System (GIS) software license maintenance and support, in an amount not to exceed $150,000, with the option of one three-year extension, for a total six year compensation not to exceed $300,000.
CITY MANAGER RECOMMENDATION
By approving this action, the City would be able to consolidate its agreement with Environmental Systems Research Institute, Inc. for the GIS software license maintenance and support. This will provide greater efficiencies and is intended to improve utilization within the organization.
Respectfully submitted,
Carolyn Hogg, Director of Information Technology
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Agreement
2. Department Licenses
3. Quote and Terms
cc: Eric Levitt, City Manager