Title
Recommendation to Authorize the Interim City Manager to Execute a Second Three-Year Consolidated Agreement with Environmental Systems Research Institute, Inc. (Esri) for Enterprise Geographic Information System (GIS) Software License Maintenance and Support, with Pricing Increase from $50,000 per Year to $55,000 per Year in an Amount Not to Exceed $165,000, for a Total Six-Year Compensation Not to Exceed $315,000. (Information Technology 60626070)
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, the City executed a three year Small Municipal Government Enterprise Agreement (SGEA) with the option to extend the agreement for an additional three years (Exhibit 1). The Program Level 3 Small Government Enterprise Agreement pricing increased in 3/1/2020 from $50,000 per year to $55,000 per year and now requires City Council approval (Exhibit 2).
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.
As part of the 2018 Technology Strategic Plan, the existing separate licenses with AMP and Police, Fire, and Public Works Departments were consolidated into a Enterprise License Agreement, which allows:
• 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 can be easily created and distributed to the public;
• Maps are accessible via browser, smartphone, tablet and other mobile devices;
• Can embed maps into social media such as Twitter and Facebook for better public outreach; and
• Provides four user conference passes for staff and web training
DISCUSSION
The City continues to increase its demand for GIS in multiple departments and has begun to develop a comprehensive five (5) year GIS Strategic Plan which includes deployment and configuration of ArcGIS Enterprise as part of the license purchased in 2019. This deployment serves as the foundational software environment to take full advantage of the benefits available with the use of the Esri SGEA and moving away from a decentralized GIS environment where departments are on differing versions of ESRI and storing data on End of Life servers. The estimated completion date to migrate to ArcGIS Enterprise is third quarter GIS project is scheduled to be completed by
In 2020, the pricing increased from $50,000 per year to $55,000 per year and is one of the first of its kind in ten years. Esri, however, has also increased the products offered in the SGEA including:
• ArcGIS Monitor <https://protect-us.mimecast.com/s/Tu1JCxkw9msljJ2u88IB8?domain=esri.com>
• ArcGIS Tracker <https://protect-us.mimecast.com/s/2GyTCyPxMnt13NltMAaNz?domain=esri.com> for AGOL and Enterprise and
• Parcel Fabric Services and Utility Network Service User Type Extensions for Enterprise <https://protect-us.mimecast.com/s/fygECzpy9of1zR0tgCTBr?domain=enterprise.arcgis.com>.
Therefore, staff recommends that the City Council approve the Second Three-Year Consolidated Agreement with Esri for Enterprise Geographic Information System (GIS) Software License Maintenance and Support, with pricing increase from $50,000 per year to $55,000 per year in an Amount not to exceed $165,000, for a Total Six-Year Compensation not to exceed $315,000.
ALTERNATIVES
The City Council may:
• Approve the recommendation to execute the second three year annual subscription increase from $50,000 per year to $55,000 per year not to exceed $165,000.
• Deny the recommendation to execute the second three year annual subscription of SGEA and no longer have a GIS solution.
FINANCIAL IMPACT
The Agreement with Esri is $55,000 annually with a total cost of $165,000 for the three year agreement and not to exceed $315,000 for up to six years, (Exhibit 2).
The funds for this agreement are budgeted in the Information Technology Internal Service Fund (606). Sufficient appropriations are available to cover the cost of this contract for Fiscal Year 2022-23.
Year of Agreement |
Amount |
2019 |
$50,000 |
2020 |
$50,000 |
2021 |
$50,000 |
2022 |
$55,000 |
2023 |
$55,000 |
2024 |
$55,000 |
Total: |
$315,000 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Pursuant to Alameda Municipal Code Section 2-59.3, City Council approval is required because the City has contracted with Environmental Systems Research Institute, Inc. (Esri) for more than 3 years and the contract will be in excess of $75,000.
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 IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the Interim City Manager to execute a second three-year consolidated agreement with Environmental Systems Research Institute, Inc. (Esri) for enterprise geographic information system (GIS) software license maintenance and support, with pricing increase from $50,000 per year to $55,000 per year in an amount not to exceed $165,000, for a total six-year compensation not to exceed $315,000.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
By,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Original Quote and Agreement
2. Second Quote and Agreement
cc: Dirk Brazil, Interim City Manager