Agenda Item
City Council
Item #: 3.5. 11/15/2022 File #: 22-0570
TO: Honorable Mayor and Members of the City Council
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Agreements between the City of Orange and Environmental System Research Institute, Inc. (ESRI) for (1) Enterprise License Agreement for the Citywide Geographic Information System (GIS), and (2) ESRI Enterprise Advantage Program to assist the City in creating GIS applications, data conversion and training.
2. SUMMARY
The ESRI Small Municipal and County Government Enterprise Agreement (EA) is a three- year agreement that will grant the City access to ESRI Enterprise License software on an unlimited basis including maintenance on all software for the term of the agreement.
3. RECOMMENDED ACTION
1. Approve Enterprise Agreement (EA) with Environmental System Research Institute, Inc. for a three-year term (ESRI Quotation # Q-479546) totaling $331,500 paid in three one-year increments $110,500 each for the period December 7, 2022, through December 6, 2025, and authorize the Mayor and City Clerk to execute on behalf of the City. The cost includes one license of the ArcGIS Data Interoperability Extension for Desktop ArcGIS.
2. Approve the ESRI Enterprise Advantage Program (EEAP) Agreement with Environmental System Research Institute, Inc. for a three-year term (ESRI Quotation #Q-479549) in the amount of $153,040 for the period February 8, 2023, through February 7, 2026, to assist the City in the creation of GIS applications throughout the city, data conversion and training and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $484,540 and will be funded through:
Information Systems (780) $331,500
Computer Replacement (790), GIS Model Migration (20272) 153,040 Total: $484,540
5. STRATEGIC PLAN GOALS
Goal 3: Enhance and promote quality of life in the community c: Support and enhance attractive, diverse living environments.
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
The Geographic Information System (GIS) is overseen by the GIS group within the Public Works City of Orange Printed on 11/10/2022Page 1 of 3
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Item #: 3.5. 11/15/2022 File #: 22-0570
The Geographic Information System (GIS) is overseen by the GIS group within the Public Works Department. GIS has transformed the way City information is accessed across all departments. What was originally available in the form of paper maps, can now be accessed by all employees and the public in a digital format on our GIS Open Data Hub for public access and internally through our GIS Enterprise Portal.
Three years ago, the City Council approved a three-year agreement with ESRI for an Enterprise License Agreement (EA) for expanded enterprise GIS software licensing and to acquire the ESRI Enterprise Advantage Program (EEAP) to assist with application development, data conversion, and training.
The City now has a centralized GIS database for all our datasets which can be used by all City departments through our GIS Enterprise Portal. The GIS system has become an integral part of City operations and are being integrated with business systems across all departments. This centralized GIS database along with The ArcGIS Living Atlas provides the ability to launch ESRI local government solutions quickly and with little data conversion on the City Enterprise and Public Open Data Hub.
The ESRI Small Municipality and County Government Enterprise Agreement (EA), which covers cities with populations of 125,001 to 150,000, provides several benefits including:
· A lower cost per unit for licensed software
· Reduced administrative and procurement expenses
· Maintenance on all ESRI software deployed under the agreement · Complete flexibility to deploy software products when and where needed · Unlimited deployments of the GIS software throughout the City · Hosted user conference
The EA (ESRI Quotation # Q-479546) is a three-year agreement for a total amount of $331,500. It will be paid in three one-year increments $110,500 each for the period December 7, 2022 through December 6, 2025, which includes $500 per year for the Data Interoperability extension.
The ESRI Enterprise Advantage Program (EEAP) is a flexible, scalable framework to help organizations maximize their investment and implement ESRI technology in a way that meets specific organizational needs. The main components of the EEAP are the Technical Advisor (TA) hours and the Learning and Service Credits.
The Technical Advisor is assigned to the City to act as a facilitator and advocate to identify activities that support the City’s short and long-term goals for GIS implementation. Learning and Services Credits are intended to provide a means for focused consulting services, training, managed cloud services, and premium support services to address specific objectives.
The EEAP (ESRI Quotation # Q-479549) is a three-year agreement for a total value of $153,040.
The distribution of EEAP services are as follows:
Year 1 (2/8/2023 - 2/7/2024) Roll over remaining Learning & Services credits and purchase 100 City of Orange Printed on 11/10/2022Page 2 of 3
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Item #: 3.5. 11/15/2022 File #: 22-0570
Technical Advisor hours for $37,900
Year 2 (2/8/2024 - 2/7/2025) 50 Learning and Services credit and 50 technical Advisor hours for $57,570
Year 3 (2/8/2025 - 2/7/2026) 50 Learning and Services credit and 50 technical Advisor hours for $57,570
A summary of total authorized costs by fiscal year is presented below:
Interoperability
Extension
EA Costs EEAP Costs Total
YR 2023 $ 500 $ 110,000 $ 37,900 $ 148,400
YR 2024 500 110,000 57,570 168,070
YR 2025 500 110,000 57,570 168,070
Totals $ 1,500 $ 330,000 $153,040 $ 484,540
7. ATTACHMENTS
· ESRI Quotation #Q-479546 (ESRI Small Municipal and County Government Enterprise Agreement)
· ESRI Quotation # Q-479549 (ESRI Enterprise Advantage Program) City of Orange Printed on 11/10/2022Page 3 of 3
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