City Council
Report
City Council Meeting: October 15, 2019
Agenda Item: 3.F
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services Department, Web Development
Subject: Approval of Agreement with Environmental Systems Research Institute, Inc. (Esri), for renewal of Geographic Information System (GIS) Software License Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute an agreement with Environmental Systems Research Institute, Inc. (Esri), a California-based company, for software licensing related to the City’s enterprise Geographic Information System (GIS) for the Information Services Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) and is for a total amount not to exceed $168,300 (including a 10% contingency of $15,300) for three years, with one additional three-year renewal option in the amount of $168,300, on the same terms and conditions, for a total amount not to exceed $336,600 over a six-year period, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica is heavily reliant on the availability of data to inform decision making, manage day-to-day operations, optimize service delivery, and improve citizen engagement. Many data repositories exist in the City. The enterprise Geographic Information System (GIS) is one of the largest and most impactful data sources utilized by City staff, residents and businesses. GIS data is used by staff to manage geographical data and provide geospatial functionality for numerous software applications. The City’s GIS program relies solely on Esri software, which meets the requirements of enterprise scalability and enables compatibility with similar systems in neighboring jurisdictions, thereby enabling data sharing. The Esri system licenses will soon expire. Staff recommends entering into a new multi-year license agreement with Esri for use of their software, product support, and training.
Discussion
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The City has been using Esri software since 1993 to develop and manage its Geographic Information System (GIS). A GIS is a system designed to manage, analyze, and present all types of geographical data. Merging cartography, statistical analysis, and computer science technologies, the City uses its GIS to project data onto maps in support of a broad spectrum of projects and operations in every department. Some of these maps are interactive and made available for public consumption via the City’s website.
City departments use GIS to support critical operations, such as development of public notifications for City projects; dispatch of public safety resources; management of hazardous material storage; management of infrastructure and assets, including wastewater, storm drain, water systems, fiber optics, and utilities; management of traffic control systems; facilitation of street sweeping and refuse collection operations; updates and studies for land use, redevelopment, zoning and general plan activities; and, property ownership tracking.
In addition to the explicit functionality provided by the Esri system, GIS integrations are becoming more integral to software systems. Systems such as permitting and project tracking systems, those used for fire and police analysis, as well as asset management systems within public works are reliant on the Esri enterprise GIS. In addition to the benefits provided to City operations and to staff, the enterprise GIS benefits local businesses and the public, as it is the source of several data streams currently available for public consumption via the City’s open data portal.
Esri is the dominant provider of GIS software, particularly for public sector agencies, resource sharing amongst jurisdictions straightforward. Given the City’s widespread use of Esri, the annual enterprise license agreement is a cost-saving option designed for cities like Santa Monica. The enterprise license agreement allows the City to deploy an unlimited number of core Esri products, such as software for staff desktop computers and City enterprise servers. At this time, staff recommends entering into a new enterprise license agreement with Esri for a three-year term, with one option to renew 3 of 5
for one additional three-year term. Esri requires that a new agreement be executed at the beginning of each term.
Past Council Actions
6/25/2013
(Attachment A)
Authorize three-year agreement with Esri for system licensing, including product support and training.
11/22/2016
(Attachment B)
Authorize three-year agreement with Esri for system licensing, including product support and training.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Esri to furnish and provide enterprise Esri licenses, including product support and training as an exception to competitive bidding per Muni Code 2.24.250(b), as competition does not exist because only Esri possesses the unique ability or capability to meet the particular requirements of the solicitation, such as a good or service that is copyrighted, patented or otherwise only available from one license holder. The compatibility of this service is of paramount consideration. Esri is the dominant provider of GIS software; is the only provider of enterprise GIS software; and, is used by most jurisdictions in the region, including Los Angeles County, City of Los Angeles, and Culver City. Esri is also used by other government agencies with which the City integrates GIS data for regional public safety and planning initiatives. The need to operate the GIS in an enterprise environment and to share data with neighboring jurisdictions, such as Los Angeles County, make Esri the only viable provider of GIS software. Given the City’s widespread use of Esri, the annual enterprise license agreement is a cost-saving option designed for cities like Santa Monica. b. competition does not reasonably exist because only one vendor possesses the unique ability or capability to meet the requirements of the solicitation, such as when a good or service is copyrighted, patented or otherwise only available form one license holder, including, for example, proprietary goods of original equipment manufacturers and/or their authorized exclusive distributors. 4 of 5
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General, Water, Wastewater and Big Blue Bus funds in various Capital Improvement Program (CIP) and department accounts to award an agreement with Esri for software licensing related to the City’s enterprise Geographic Information System (GIS).
Agreement Request
FY 2019-20
Request
Amount Account #
Total Contract Amount
(over six year term)
$13,545 01140005.523310 $81,270
$5,455 01140001.529230 $32,730
$20,000 01180001.529230 $120,000
$2,500 50500001.525080 $15,000
$2,500 51500001.525080 $15,000
$7,000 C6004770.689000 $42,000
Contingency (account TBD) $30,600
$51,000 $336,600
Future year funding is contingent on Council budget approval.
Prepared By: Justin Mank, GIS Systems Analyst
Approved Forwarded to Council
Attachments:
A. June 25, 2013 Staff Report (Web Link)
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B. November 22, 2016 Staff Report (Web Link)
C. City of Santa Monica OAKS - ESRI