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File #: 2022-2049   
Type: Consent Calendar Item
Body: City Council
On agenda: 7/5/2022
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)
Attachments: 1. Exhibit 1 - Original Agreement, 2. Exhibit 2 - Second Agreement

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