March 21, 2023
Information Technology
DATE: March 21, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
Resolution for Technology Related Services with Esri
FINANCIAL IMPACT: There is no fiscal impact resulting from adoption of this resolution. The proposed standing orders/outline
agreements are not a commitment to spend. Only pre-
approved adopted budget dollars can be used with these
certified vendors.
PREVIOUS COUNCIL
ACTION:
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STATEMENT OF THE
ISSUE:
City staff is seeking authorization to establish standing orders/outline agreements with technology related
vendors which allow the City to expedite the procurement and deployment of software systems and other
technology related solutions.
RECOMMENDED ACTION:
ADOPT a resolution renewing standing orders,
establishing outline agreements for technology related
services from Esri, and authorizing the City Manager to negotiate and execute licensing, maintenance,
procurement agreements and purchase orders on forms
acceptable to the City Attorney in an amount not to
exceed $250,000 per year for fiscal years 2023-2024
through 2026-2027 - Information Technology Department
(Sue Hartman 510-620-6874).
AGENDA
REPORT
March 21, 2023
DISCUSSION:
The utilization of standing orders/outline agreements by the Information Technology Department began in fiscal year 2000-2001. It is an effective way for the City to reduce costs and respond more quickly to service needs.
The requested resolution will cover City-wide maintenance for the Esri Geographic Information System (GIS) software which is comprised of desktop, backend database, and web GIS software including ArcGIS Advanced, ArcGIS Standard, and ArcGIS Basic licenses (floating and single-use), ArcGIS extension licenses, ArcGIS for Server license, and an enterprise geodatabase database license (incorporated as part of the ArcGIS for Server license) as well as upgrading the ESRI system to a cloud based enterprise version.
The Esri GIS software has been the City’s standard since 2001. This industry standard software is the leader in geoprocessing capabilities. The requested resolution will enable the City to renew its software maintenance with Esri and thereby stay current with the latest releases of the software and receive as needed City-wide technical support to maintain the software. Esri is the only vendor that can provide maintenance for its software.
Consistent with the City’s practice, the procurement of goods or services under the authority of this resolution will comply with the City’s internal protocols and all agreements and/or purchase order will be on forms acceptable to the City Attorney.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution 2023-2027 Esri (Proposed)
Attachment 2 – Esri Maintenance Quote
Attachment 3 – Master License Agreement (2011MLA2605)
Attachment 4 – Sole Source Approval
Attachment 5 – Small Government Enterprise Agreement Justification