DATE: November 15, 2022
TO: Mayor and City Council
FROM: CIO/Director of Information Technology
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Agreement with ESRI for a Small Municipal and County Government Enterprise Agreement (SGEA) in an Amount not to Exceed $303,000
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with ESRI for a Small Municipal and County Government Enterprise Agreement (SGEA) in an amount not to exceed $303,000.
SUMMARY
Staff is seeking authorization to spend funds to update the current standard ESRI license to an Enterprise agreement. The City has utilized ESRI for its GIS platform for over twenty years. Over this time, ESRI Enterprise has continued to develop added features and enhancements that have grown beyond the standard offering to make this upgrade desirable and needed to stay current in the GIS landscape. Migrating ESRI to the Enterprise platform also aligns with the IT Department’s philosophy of expanding technical tools available to end users while staying current in an ever-evolving geospatial landscape.
BACKGROUND AND DISCUSSION
The City of Hayward has been utilizing ESRI for over twenty years and is seeking to update to the Enterprise platform. Across the Bay Area, our peers utilize ESRI Enterprise in their daily operations to create maps and applications for end users while simultaneously empowering the user community to create and control their own GIS data and workflows.
In the current environment, GIS has implemented many web-based maps and applications for end users but has been limited in expanding these offerings to more users due to licensing constraints. The Enterprise platform provides licensing for the entire organization at a predictable cost. This aligns with the shift in the GIS industry towards web-based GIS services that empower end users to create and control their own GIS data and workflow. In addition, this expands on the trend of providing relevant data in a visual format to edit and update records and allowing for real-world decisions.
There are a number of additional key features of the Enterprise platform that demonstrate the advantages of this solution.
Flexibility to Deploy Solutions
It provides the entire organization the ability to access, create, edit, and use geospatial data, maps, and applications in a secure cloud environment. Staff can use web-based applications to edit their data in the office or they can do a site visit with GIS field tools and edit their data to capture the environment with boots on the ground. This data is then immediately available to internal stakeholders and to our residents through custom-tailored web maps and dashboards.
ESRI Toolset Expansion
With the Enterprise platform, the organization gains access beyond desktop tools to an expansive GIS software library that includes analytics software, field applications for nearly all staff members, and GIS data reviewer, which assists with data quality control. The GIS team would also gain access to toolsets to help balance the system workload and expand GIS disaster recovery offerings.
Enterprise License Cost Step-up
To help agencies budget and plan for the increased cost of the Enterprise platform, ESRI offers a gradual ramp-up to the full cost over a three-year period. Full details of this gradual increase are outlined in the Fiscal Impact section.
FISCAL IMPACT
ESRI is the sole provider of ESRI software and offers the Small Municipal and County Government Enterprise Agreement (SGEA) for purchase of the Enterprise version of ESRI software. The proposed agreement enables the City to upgrade to the Enterprise version of ESRI software by increasing the annual software maintenance the City pays ESRI. The total amount paid over three years for ESRI Enterprise software maintenance is not to exceed $303,000, which includes a 5% contingency. The annual costs for this upgraded software maintenance (Enterprise version) are structured to step up gradually over a three-year time frame. Costs are approximately $74,000 for year one, $105,000 for year two, and $124,000 for year three. Funding will be allocated for these services by using a combination of IT Operating and CIP budget, subject to Council approval.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Strengthen Organizational Health. Specifically, this item relates to the implementation of the following project:
Project 18: Identify, assess, and upgrade systems, infrastructure, and technology to modern architecture and design (modernize technology and systems) Staff is bringing forth this new item because of the need to expand advanced GIS tools, applications, and software to the organization in a cost-effective manner.
NEXT STEPS
If Council approves this item, then staff will proceed with the negotiation and execution of the contract with ESRI for the upgrade to the Enterprise platform.
Prepared by: Nathaniel Roush, IT Manager
Recommended by: Adam Kostrzak, CIO / Director of Information Technology Approved by:
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Kelly McAdoo, City Manager