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Agenda Report
June 10, 2024
TO: Honorable Mayor and City Council
FROM: Department of Information Technology
SUBJECT: AUTHORIZE THE CITY MANAGER TO AMEND CONTRACT NO. 3201 1 WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC.
(ESRI) BY $400,000 FOR A TOTAL AMOUNT NOT-TO-EXCEED OF
$800,000 FOR AN ENTERPRISE LICENSE AGREEMENT OF GIS
SOFTWARE AND TO EXTEND THE CONTRACT TERM BY 3 YEARS
RECOMMENDATION:
It is recommended that the City Council:
I
I
1. Find that the recommended action is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to amend Contract No. 3201 1 with Environmental Systems Research Institute, Inc. (ESRI) to increase the contract amount by $400,000 thereby increasing the total not-to-exceed amount from $400,000 to $800,000 and to extend the contract term for three years, though July 1, 2027.
Competitive bidding is not required pursuant to City Charter section 1002(0), contracts for labor, material, supplies, or services available from only one vendor; and
3. To the extent this could be considered a separate procurement subject to the Competitive Selection Process, it is recommended that the City Council grant the proposed contract amendment an exemption pursuant to Pasadena Municipal Code (PMC) Section 4.08.049(B), contracts for which the City's best interests are served.
BACKGROUND:
The City first implemented a Geographical Information System (GIS) in 2001, primarily to support the City's utility and planning services. At that time, software from Environmental Systems Research Institute, Inc. (ESRI) was selected as the City's enterprise GIS solution, and remains the leading CIS on the market today, used by -n
MEETING OF6/10/2024AGENDA ITEM NO.4
Authorization to Amend Contract No. 32011 with ESRI. Inc.
June 10, 2024
other municipalities such as the city of Los Angeles, Los Angeles County, Burbank, Glendale, Rancho Cucamonga, Riverside County, and the state of California. This software is an open and interoperable GIS technology platform that provides mapping, analysis, and data management. The software has become integral in many City departments such as Water and Power, Public Works, Planning and Community Development, Transportation, Police, Fire, and Public Health.
ESRI CIS software is a proven technology used by crime analysts, epidemiologists, planners, inspectors, engineers, chemists, technicians, and application developers as a decision support tool and as an information management system for essential business applications including public safety dispatch, licensing, permitting, asset management, 311 customer support, and vehicle routing. Over 300 GIS datasets consisting of water, power, fiber utility networks, public safety data, parking meters, traffic signals, address points, parcels, zoning, political boundaries, street centerline, sewer lines, and trees are managed with the ESRI software.
In support of the department uses above, back on April 12, 2021, City Council approved a three-year contract, 32011 , with ESRI for an Enterprise License Agreement (ELA) for GIS software. This contract will expire on July 1, 2024, and staff recommends extending the contract for another three years. A renewed three-year ELA will provide the following benefits:
Unlimited use of GIS software for all City departments
Removal of technology barriers to enhance staff collaboration, and support collaboration and mutual aid efforts with neighboring cities Provide the technology and licensing to support Fire's Rose Parade Operations and Housing's Homeless Count
Reduce administrative processing time for software licensing, maintenance, services, and training for staff
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Additionally, unrestricted access to software, maintenance, services, and training through the ELA have resulted in further integration ofGIS within City business functions, provision of easy to use, intuitive tools and applications available anywhere on multiple devices, delivery of near real time information, outreach through social media platforms, expansion of 3D visualization capabilities, improvements to the accessibility and timeliness of information for staff and the public, and the development of highly supportive analysis and metrics for insightful decision-making and strategic planning.
City departments have increased usage ofGIS resources since the signing of the ELA in 2018, including access to the City's cloud-based CIS platform, ArcGIS Online, which now has over 1,000 active users. This is an average increase of 67 percent in the utilization of this cloud service because of the ELA. Below are examples of how City departments have leveraged the cloud service to meet their department objectives:
Authorization to Amend Contract No. 32011 with ESRI. Inc.
June 10, 2024
Planning: Support community engagement efforts for the Historic Places Pasadena program.
Public Health: Canvassing the community to inform the public about the City's Childhood Lead Poisoning Prevention program.
Pasadena Outreach Response Team (PORT): Coordinate resources for the City's unhoused population.
Water and Power: Conduct City asset inspections and alert the public about outages.
Library: Encourage exploration through One City, One Story interactive Story Maps.
Public Works: Encourage citizen participation at Pasadena's Community Compost Hubs through an interactive GIS map.
Police: Leverage GIS field technology for compliance with California's Racial and Identity Profiling Act (RIPA).
Given these overwhelming benefits, staff recommends extending the current contract, 32011, with ESRI through July 1, 2027, and increasing the contract amount by $400,000 to cover the annual cost of ESRI software licensing and maintenance, estimated at $116,700. This will also provide the flexibility to add new products and services that may provide a benefit to the City during the extended contract period.
COUNCIL POLICY CONSIDERATION:
The proposed contract extension provides for a consistent annual budget for ESRI GIS products and significant savings on these products through continuation of an ELA,as opposed to purchasing these separately. Therefore, it is consistent with City Council's strategic planning goal to maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is exempt from the CEQA pursuant to State CEQA Guidelines Section 15061 (b) (3), the "common sense" provision ofCEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The proposed action will not result in any new development or physical changes.
Authorization to Amend Contract No. 32011 with ESRI. Inc.
June 10, 2024
FISCAL IMPACT:
The maximum cost of this action will be $400,000 over three years beginning in FY2025. Funding for this action will be addressed by the utilization of existing annual budgeted appropriations in DolT operations account 50114008-811400 (IT Ops-GIS).
Annual licensing and maintenance will be $116,700, and the contract includes additional capacity to fulfill department specific requests or purchase any new product offerings or services over the term of the contract. There are no indirect or support costs anticipated because of this contract.
Respectfully submitted,
JONATHAN LANG
Acting Chief Information Officer
Department of Information Technology
Prepared by:
fff1f Jonathan Robinson
GIS Administrator
Approved by:
_rA^J_Ar—
/IARQUEZ
City Manager
Attachment A: Taxpayer Protection Amendment