Public Works Agency
www.santa-ana.org/public-works
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 19, 2024
TOPIC: Geographic Information System Data Services
AGENDA TITLE
Award a Purchase Order Contract with Lightbox Parent, L. P. for Geographic Information System Data Services Subscription (Specification No. 24-024) (Non- General Fund)
RECOMMENDED ACTION
Award a Purchase Order Contract with Lightbox Parent, L. P. to provide Geographic Information System Data Services for a total not to exceed amount of $281,326, including an annual contingency of $5,000, for a term beginning on April 16, 2024 and expiring April 15, 2029.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA) uses a Geographical Information System (GIS), a computerized database management system, for storage, management, analysis, and display of geographic data. Effective GIS systems require landbase data such as right- of-way, street centerlines, street names, and parcel ownership data must be on the system and must be continuously updated.
Lightbox Parent, L. P. is the sole provider of the solutions provided to the City, including GovClarity. GovClarity is a cloud-based civic data integration and government data mapping solution designed to provide data access, analysis, and maintenance of location data. Tailored specifically for state and local government agencies, GovClarity provides tools such as interactive maps, agency-specific data access, notification creation, zoning customization, asset inspection management, and additional services to aid with PWA, Planning, Disaster Management, Risk Analysis, and other government tasks.
City staff currently uses GovClarity to access high quality aerial photography and property owner information in order to make informed decisions about spatial based workflows. Users are able to generate mailing labels for property owner notifications and see the relationships between many different geographic information layers such as
Geographic Information System Data Services
March 19, 2024
4 1
1 3
Council Wards, Neighborhoods, Zoning, Transportation Analysis Zones, Permit Parking Districts, and Water, Sewer and Storm Drain infrastructure.
Staff recommends awarding a purchase order with Lightbox Parent, L.P. to continue using GovClarity for a five-year term beginning on April 16, 2024 and ending on April 15, 2029 (Exhibit 1).
Software Procurement
Santa Ana City Ordinance No. NS-3041 authorizes the City to make non-bid purchases of services, supplies, materials, and equipment whenever it shall appear that there is only one reasonably available source. Staff researched available procurement options and product offerings in the market and determined that the Geographic Information System Data Services offered by Lightbox Parent, L. P. meets PWA specifications.
Additionally, the application is industry-specific and unique to this vendor. It is not generally available and, as a result, the solicitation of bids would be unproductive.
FISCAL IMPACT
Funding is available in FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
Fiscal Year Accounting
Unit – Account
#
Fund
Description
Accounting Unit,
Account
Description
Amount
2023-24
(Apr-Jun)
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$13,687
2024-25
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$54,748
2025-26
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$54,748
2026-27
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$55,370
2027-28
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$57,888
Geographic Information System Data Services
March 19, 2024
4 1
1 3
Fiscal Year Accounting
Unit – Account
#
Fund
Description
Accounting Unit,
Account
Description
Amount
2028-29
(Jul-Mar)
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$44,885
Total $281,326
EXHIBIT(S)
1. Order Form with Lightbox Parent, L. P.
Submitted By: Nabil Saba, Executive Director of Public Works Approved By: Tom Hatch, Interim City Manager