Fremont City Council Meeting: 09/17/24 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5252) DOC ID: 5252
Updated: 9/9/2024 3:32 PM by Dina Lewis Page 1
ESRI SMALL GOVERNMENT ENTERPRISE AGREEMENT ANNUAL
SUBSCRIPTION RENEWAL - Authorize the City Manager, or Designee, to enter into an Agreement and to execute implementing documents with Environmental Systems Research Institute, Inc., for the annual software support and maintenance of the ESRI Small Government Enterprise Agreement Annual Subscription, in an amount not to exceed $525,300 for a 3-Year term.
Contact Persons:
Name: Sanford Taylor John Leon
Title: IT Director GIS Manager
Div/Dept: Information Technology Services IT Services
Phone: 510-494-4802 (510) 494-4831
E-Mail: [email protected] [email protected]
Executive Summary: In FY 2021/22, the City entered into an agreement with Environmental Systems Research Institute, Inc. for a Small Government Enterprise Agreement Annual Subscription. Staff recommends that City Council authorize the City Manager, or her designee, to enter into an Agreement and to execute implementing documents with Environmental Systems Research Institute, Inc., for the annual software support and maintenance of the ESRI Small Government Enterprise Agreement Annual Subscription, in an amount not to exceed $525,300 for a 3-Year term.
BACKGROUND: The City’s Geographic Information Systems (GIS) Division in the Information Technology Services (ITS) Department designs, develops, and maintains citywide geographic and tabular data sets as well as provides address assignment and street naming services. The utilization of GIS technology offers the City powerful information tools by which to spatially display a wide variety of information such as streets, parcels, addresses, parks and city facilities, land hazards/constraints, and aerial photos. This visual display of information provides intelligent maps and resources for staff to use in their daily responsibilities, as well as, for emergency service response.
In FY 2021/22, the City entered into an agreement with Environmental Systems Research Institute, Inc. for a Small Government Enterprise Agreement Annual Subscription.
DISCUSSION/ANALYSIS: The ESRI Small Government Enterprise Agreement Annual Subscription renewal (SGEA) is a three‐year agreement, which grants the City access to ESRI term license software on an unlimited basis including maintenance on all the ESRI software products offered through the SGEA for the term of the agreement. The SGEA also provides ESRI user conference registrations for five staff members and unlimited self-paced eLearning.
With the ESRI SGEA, the City has gained access to ESRI’s full suite of products and hosted services for the entire City organization, rather than a limited number of named users. The SGEA has enabled all departments to continue to apply GIS technology in technical and operational areas and to use the software products to develop new applications. This is essential for City Departments such as Police, Fire, Public Works (Engineering and Survey), Council Staff Report (ID # 5252) Meeting of September 17, 2024 Updated: 9/9/2024 3:32 PM by Dina Lewis Page 2
Maintenance Operations, Community Development (Planning and Building/Safety), Community Services (Landscape and Recreation Services), Human Services (FRC and Aging/Family Services), and Risk Management who depend heavily on GIS technology to provide services to the Community. The features offered through the SGEA has also directly benefited the City’s Emergency Operations Center (EOC) by providing unlimited licenses so that the GIS data can be stored in multiple locations to ensure that the EOC can continue to access GIS data in the event of a major disaster.
Software license renewal is exempt from competitive purchasing requirements pursuant to Fremont Municipal Code section 3.20.280(c).
FISCAL IMPACT: Funds are appropriated for the annual software support and maintenance of the ESRI Small Government Enterprise Agreement Annual Subscription in the Information Technology Services Department Operating Fund FY 2024/25 adopted operating budget (Fund 620). Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: The renewal of computer software licenses is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or her Designee, to enter into an Agreement and to execute implementing documents with Environmental Systems Research Institute, Inc., for the annual software support and maintenance of the ESRI Small Government Enterprise Agreement Annual Subscription and take any necessary implementing actions in an amount not to exceed $525,300 for a 3-Year term.