Title
Recommendation to Authorize the City Manager to Execute a Third Amendment to the Agreement with Digital Map Products to Extend the Term by Two Years, for an Amount Not to Exceed $36,000 per Year, for a Total Seven-Year Expenditure Not to Exceed $252,000 for Government Data Mapping Services. (Information Technology 2611)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) is in the fifth year of the an Agreement with Digital Maps, a local government data mapping service. Compensation is $36,000 annual. Staff wishes to execute a third amendment to the Agreement to extend the term by an additional two years at a costs of $36,000 per year. .
BACKGROUND
Digital Maps, also known as GovClarity®, is a local government data mapping software platform and mapping tool designed specifically to assist cities and counties and other local agencies access, visualize, analyze and deploy location data. GovClarity’s spatial data integration and government data mapping platform provides a common system for agencies to easily access, create, analyze and maintain location data. City departments that currently have access to this tool are Public Works, Community Development, Finance, Police and Fire as well as Housing Authority.
On July 1, 2016, the City entered into a one year Agreement with Digital Map Products with compensation not to exceed $36,000 (Exhibit 1).
In July 2017, the City and Digital Map Products executed an Amendment to the Agreement revising the terms as follows:
• Extend the termination date to June 30, 2018 with compensation not to exceed $72,000 (Exhibit 2).
• The second amendment extended the term on a year-by-year basis, for up to three (3) additional years with total compensation not to exceed $180,000 (Exhibit 3).
The City desires to execute a third amendment to the Agreement for which the compensation is $36,000 annually for an additional two (2) years with total compensation not to exceed $252,000 (Exhibit 4).
DISCUSSION
The City has contracted with Digital Map Products for their GovClarity data mapping tool since July of 2016. In July of 2017, the City and Digital Map Products executed a First Amendment to the Agreement, extending the term of the agreement for an additional three years. The increase with the extended term and the inclusion of year’s three to five, the overall contract expenditure exceeded $75,000 which required City Council approval in 2017.
The City is in the fifth year of the second amended agreement and desires to execute a third amendment for an additional two years. At that point, the city will determine whether to continue to use Digital Maps for their GIS needs or migrate completely to the citywide enterprise ESRI GIS solution.
Therefore, staff is recommending that the City Council approve the Third Amendment to the Agreement in the amount of $36,000 per year, for two additional years, with total compensation for the seven-year agreement not to exceed $252,000 (Exhibit 4).
ALTERNATIVES
• Authorize the City Manager to execute the third amendment
• Do not authorize the City Manager to execute the third amendment, thereby causing the City to discontinue using Digital Maps for GIS needs and will not have a GIS solution until the ESRI enterprise implementation project is completed in 2022.
FINANCIAL IMPACT
The funds for this contract are budgeted in the Information Technology Internal Service Fund (705). Sufficient funding is included in the proposed two-year budget to cover the cost of this contract for Fiscal Years 2021-23.
|
|
Approval Date |
Amount |
|
Original Agreement (FY 2016-17) |
July 2016 |
$36,000 |
|
1st Amendment (FY 2017-18) |
July 2017 |
$36,000 |
|
2nd Amendment (FY 2018-21) |
July 2018 |
$108,000 |
|
3rd Amendment (FY 2021-23) |
July 2021 |
$72,000 |
|
Total |
|
$252,000 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Pursuant to Alameda Municipal Code Section 2-59.3, City Council approval is required.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a Third Amendment to the Agreement with Digital Map Products to extend the term by for two years, for an amount not to exceed $36,000 per year, for a total seven-year expenditure amount not to exceed $252,000 for government data mapping services.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval to execute a Third Amendment to the Agreement with Digital Map Products to extend the term by two years for an amount not to exceed $36,000 per year.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Agreement
2. First Amendment
3. Second Amendment
4. Third Amendment
cc: Eric Levitt, City Manager