Agenda Item #13.4
For Council Meeting of: July 23, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRIAN TICKNER, CHIEF INFORMATION OFFICER
INFORMATION TECHNOLOGY DEPARTMENT
SUBJECT: RENEWAL OF ENTERPRISE AGREEMENT WITH ESRI FOR GIS SOFTWARE AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Information Technology Department that the Council, by resolution: 1) waive competitive bidding pursuant to Section 3-08.100, subdivision (D) of the Santa Rosa City Code; and, 2) approve a contract amendment to F001808 for an additional six (6) year Small Enterprise Agreement with Environmental Systems Research Institute, Inc. (ESRI) for Geographic Information System (GIS) software in the amount of $1,099,800, for a total contract amount not to exceed $2,044,800.
EXECUTIVE SUMMARY
ESRI provides the GIS software used to create all internal and public-facing maps in use by the City. In addition, ESRI tools provide the platform behind all the GIS data, maps and applications that are used to improve access to city information and services. The ESRI government enterprise agreement will allow the City to continue using ESRI tools at a lower overall cost.
BACKGROUND
GIS maps and applications continue to be the standard method for creating and sharing spatial data and information relating to City infrastructure and services. The City’s GIS system is used by hundreds of users every day. As GIS work continues to expand and evolve, including supporting the new GIS-based asset management software, it is necessary for the City to continue our enterprise agreement with ESRI, which expires in August 2024.
PRIOR CITY COUNCIL REVIEW
On July 24, 2018, the City Council, by Resolution No. RES-2018-124, approved the use of the Small Enterprise Agreement with ESRI for a 3-year term, through August 16, 2021.
On August 3, 2021, the City Council, by Resolution No. RES-2021-137, approved the use of the Small Enterprise Agreement with ESRI for a 3-year term, through August 16, 2024.
ANALYSIS
Extending the enterprise agreement will continue to provide unlimited City-wide access to all ESRI software. This will also allow better flexibility and quicker access to deploy new GIS application features and functions as they arise, as well as maintain a lower cost-per-unit for licensed software. All departments and in-house contractors will be eligible to use the software and services included in the Enterprise Agreement.
FISCAL IMPACT
With this contract amendment, the ongoing expenditure amount for the ESRI software subscription and support will continue to be paid annually and be extended for an additional six years. The first payment amount for the contract extension is included in the current FY2024-2025 adopted Information Technology department budget within Enterprise Software Support account 350307 as a regular operating expenditure. Funds to pay the future years’ subscription and support costs are planned to be included in subsequent years’ budget proposals when presented to the City Council.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A (Small Enterprise Agreement)
PRESENTER
Matt Stull, GIS Coordinator
ESRI ENTERPRISE AGREEMENT RENEWAL
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