REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Agreements to Arini Geographics, LLC and Lynx Technologies for Enterprise Geographic Information System (GIS) Professional Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara’s Enterprise Geographic Information System (GIS) program, managed by the Information Technology Department (ITD), was established to digitally transform and unify the City's approach to spatial data management. More than fifteen years ago, the City transitioned from siloed, department-specific GIS efforts-characterized by inconsistent data and limited accessibility-to a fully integrated enterprise system. This transformation has significantly improved data integrity, access, and operational efficiency across City departments.
By centralizing spatial data and integrating GIS with key business systems such as Lucity, Accela, and Hexagon Computer Aided Dispatch, the program has enhanced asset management, work order processing, emergency response, permit management, and mobile data access. Tools like infoMap 4.0 and MapSantaClara further support these functions, enabling effective service delivery.
Recognized by the White House and Esri, Santa Clara’s Enterprise GIS is an important resource for decision-making, infrastructure maintenance, and public engagement. Continued investment in GIS will further enhance its role in land use planning, infrastructure management, public safety, crime mapping, regional planning, traffic management, and economic development, ensuring efficient operations and informed policy decisions.
To support the Enterprise GIS program, ITD engages consultants for professional GIS support services. The current agreement will expire on April 30, 2025.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposals (RFP) was conducted as the solicitation method for this procurement, with the final award recommendation based on “best value.”
The City published the RFP for GIS professional services on its e-procurement platform. In addition to the notifications sent via the City’s e-procurement platform, staff directly notified other GIS professional services firms to encourage participation. The City received three responsive proposals from the following firms:
1. Arini Geographics
2. Celerity
3. Lynx Technologies
Proposals were reviewed and evaluated by a three-member evaluation team composed of staff from ITD. Based on initial evaluation, Arini Geographics and Lynx Technologies were invited to participate in oral interviews to introduce their key personnel who would be assigned to the project and to provide an overview of their proposed GIS services. Subject matter experts from Water and Sewer Utilities, Department of Public Works, and Community Development Department participated in the interviews.
Arini Geographics demonstrated extensive experience in supporting the GIS needs of all City departments, with a comprehensive approach to citywide data management and analysis. The firm presented a strong ability to deliver solutions, integrate systems, support stakeholders, along with robust business processes and project delivery methodologies.
Lynx Technologies also has significant GIS project experience and will serve as an additional resource to support special projects as needed by City departments. Their expertise will support the City’s GIS program by providing specialized services on a project-by-project basis.
Therefore, staff recommends awarding agreements to both firms, as follows:
• Arini Geographics will provide both day-to-day operational support and as-needed professional services for special projects, with a maximum compensation not to exceed $5,346,885 for the initial four-year term.
• Lynx Technologies will provide as-needed professional services for special projects, with a maximum compensation not to exceed $200,000 for the initial four-year term.
Both agreements include an initial four-year term, with an option for four additional one-year extensions. Compensation for day-to-day operational services (provided by Arini Geographics) will be based on the hourly rates established in the agreement, with annual adjustments tied to the Consumer Price Index. Compensation for special projects (provided by both Arini Geographics and Lynx Technologies) will be specified in individual task orders.
Special projects may include the development of a GIS Master Plan and the creation of a sewer system GIS digital model. Each special project will be authorized through a task order under the terms of the agreements.
ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The amount of the Agreement with Arini Geographics will not exceed $5,346,885 and the amount of the Agreement with Lynx Technologies will not exceed $200,000 over the initial four-year term. The estimated spend by year for the initial term is specified in the table below:
|
Initial Term Estimated Annual Spend (5/01/2025 - 4/30/2029) |
|
Consultant |
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Total |
|
Arini Geographics |
$1,364,051 |
$1,302,214 |
$1,327,387 |
$1,353,233 |
$5,346,885 |
|
Lynx Technologies |
$50,000 |
$50,000 |
$50,000 |
$50,000 |
$200,000 |
|
Total by Year |
$1,414,051 |
$1,352,214 |
$1,377,387 |
$1,403,233 |
$5,546,885 |
The amount of the Agreement with Arini Geographics will not exceed $5,685,526 and the amount of the Agreement with Lynx Technologies will not exceed $200,000 over the four one-year options. The estimated spend by year for the option years is specified in the table below:
|
Option Years Estimated Annual Spend (5/1/2029 - 4/30/2033) |
|
Consultant |
Option Year 1 |
Option Year 2 |
Option Year 3 |
Option Year 4 |
Total |
|
Arini Geographics |
$1,379,771 |
$1,407,020 |
$1,435,001 |
$1,463,735 |
$5,685,527 |
|
Lynx Technologies |
$50,000 |
$50,000 |
$50,000 |
$50,000 |
$200,000 |
|
Total by Year |
$1,429,771 |
$1,457,020 |
$1,485,001 |
$1,513,735 |
$5,885,527 |
The annual budget includes ongoing funding of approximately $1.0 million in operating and capital funds to support GIS efforts. For additional projects above the budgeted amounts, funding will need to be identified on a project-by-project basis. The maximum compensation under the contract allows capacity for additional GIS projects that may be initiated over the contract period.
Funding for GIS services for the remainder of FY2024/25 is available in various budgets. Funds required for these agreements in the future years will be incorporated into the annual budgets or brought forward for City Council approval during the year as necessary.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute an agreement with Arini Geographics, LLC to provide GIS professional services for an initial four-year term ending April 30, 2029, with a maximum compensation not-to-exceed $5,346,885, subject to the appropriation of funds and review and approval as to form by the City Attorney;
2. Authorize the City Manager or designee to execute an agreement with Lynx Technologies to provide GIS professional services for as-needed special projects for an initial four-year term ending April 30, 2029, with a maximum compensation not-to-exceed $200,000, subject to the appropriation of funds and review and approval as to form by the City Attorney; and
3. Authorize the City Manager or designee (a) to take necessary actions to implement and administer both agreements, (b) exercise the options to extend the terms for up to four additional one-year terms through April 30, 2033, (c) increase the maximum compensation of the agreement with Arini Geographics, LLC after the initial four-year term by up to $5,685,527 for a revised maximum compensation of $11,032,412 over the eight years, and (d) increase the maximum compensation of the agreement with Lynx Technologies after the initial four-year term by up to $200,000 for a revised maximum compensation of $400,000 over the eight years, subject to the appropriation of funds and review and approval as to form by the City Attorney.
Staff
Reviewed by: Gaurav Garg, Director/CIO, Information Technology
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement with Arini Geographics, LLC
2. Agreement with Lynx Technologies