REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Services with Utility Data Contractors, LLC to Provide all Professional Services to Upgrade Silicon Valley Power’s Geographic Information System, for a Maximum Compensation Amount Not-to-Exceed $1,596,900, to be Funded by Silicon Valley Power
Report
BACKGROUND
The City’s Electric Utility, Silicon Valley Power (SVP), currently utilizes a Geographic Information System (GIS) developed by Environmental Systems Research Institute, Inc. (Esri). This system helps SVP manage assets, plan infrastructure, analyze data, and response to outages. To maintain vendor support and modernize the GIS, SVP must complete three related upgrades:
ArcGIS Pro
SVP’s existing platform, ArcGIS Desktop (ArcMap), is an older 32-bit system. Esri has released ArcGIS Pro, a modern 64-bit platform that uses a modern service-based industry-specific data model with enhanced functionality. Because ArcMap will no longer be supported after March 1, 2026, SVP must upgrade to ArcGIS Pro. This upgrade will allow SVP to perform faster and more advanced data analysis, work more efficiently with very large datasets, use integrated 2D and 3D mapping for clearer visualization, and take advantage of better integration with other GIS tools and services.
ArcFM Editor XI
SVP also uses ArcFM 10.8.1, a software extension developed by Schneider Electric to expand SVP’s GIS capabilities. To remain supported and compatible with the ArcGIS Pro upgrade, SVP must migrate from ArcFM 10.8.1 to ArcFM Editor XI.
ArcFM Mobile
As part of this transition, SVP plans to implement ArcFM Mobile, which will give both field and office staff access to real-time data and tools. With ArcFM mobile, staff will be able to access and update asset information in real-time, perform inspections and manage work orders more efficiently, collaborate seamlessly between field and office teams, work offline with full access to maps and records, and use advanced functions such as network tracing, digital markups, and field data collection.
Together, these upgrades will modernize SVP’s GIS system, ensure continued vendor support, and provide staff with improved tools for asset management, infrastructure planning, and outage response.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposals (RFP) was conducted, with the award recommendation based on “best value”.
RFP 23-24-81 was issued through the City’s e-procurement system to solicit proposals from qualified firms to perform the required GIS upgrades for SVP. Four responsive proposals were received from the following firms:
• Arini Geographics, LLC
• iSpatial Techno Solutions Inc
• TRC Solutions, Inc
• Utility Data Contractors, LLC (UDC)
A three-member evaluation panel, consisting of staff from SVP’s Asset Management Division and Support Services Group reviewed and scored the proposals. The panel applied the evaluation criteria and weights published in the RFP, including experience, technical capability, and cost. Following evaluation, the panel determined that the proposal from UDC provided the best value and fully met the requirements of the RFP.
The proposed agreement with UDC provides for all professional services required to complete the GIS upgrades, including:
• Migration of SVP’s Geometric Network to the Utility Network
• Installation and configuration of ArcGIS Pro, ArcFM Editor XI, and ArcFM Mobile
• Data migration from the current GIS system to the new Utility Network model
• Design and implementation of the new Utility Network architecture
• Training and knowledge transfer for SVP staff
• Technical documentation, testing, and deployment support
• Hypercare support following go-live
The term of the agreement is approximately two years, through July 3, 2028. Compensation will be on a fixed-fee basis, with payments tied to the successful completion of key project deliverables, including system design architecture, production environment, and support services after go-live. Travel costs will be billed separately as an additional expense. Table 1 provides a summary of the cost.
Table 1 - Cost Summary
|
Cost Element |
Total |
|
Professional Services |
$1,408,056.45 |
|
Estimated Travel Costs |
$38,836.00 |
|
Contingency |
$150,007.55 |
|
Maximum Compensation |
$1,596,900.00 |
Ongoing software support after project completion will not be part of this agreement. Instead, software maintenance, updates, and technical support will continue to be covered under SVP’s existing licensing agreements with Esri (for ArcGIS Pro and Utility Network) and Schneider Electric (for ArcFM Editor XI and ArcFM Mobile).
ENVIRONMENTAL REVIEW
The proposed actions involve the approval of amendments to existing agreements for program and project management services. Any associated capital improvements have been or will be evaluated under the California Environmental Quality Act (“CEQA”). Therefore, the proposed actions do not constitute a “project” within the meaning of CEQA pursuant to section 15061(b)(3) of Title 14 of the California Code of Regulations as it can be seen with certainty that there is no possibility that the proposed approvals will have a significant effect on the environment.
FISCAL IMPACT
The maximum compensation under the proposed Agreement with Utility Data Contractors, LLC (UDC) is $1,596,900. The proposed amount includes a contingency of $150,007.55. Sufficient funds are available in the FY 2025/26 Operating Budget in the Electric Utility Operating Fund and may be included in capital projects budget where appropriate.
This report has been coordinated with the Finance Department and 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 Utility Data Contractors, LLC (Agreement) to provide all professional services to upgrade Silicon Valley Power’s Geographic Information System, for a term ending on July 3, 2028, with a maximum compensation not-to-exceed $1,596,900, to be funded by the SVP Operating or Capital Fund; and
2. Authorize the City Manager or designee to take any actions necessary to implement and administer the Agreement including negotiating and executing future amendment(s) to (1) add or delete services associated with the services, (2) extend the term as needed to complete the project, and (3) make de minimis changes, provided that the total maximum compensation does not exceed $1,596,900, subject to the review and approval as to form by the City Attorney.
Staff
Reviewed by: Nico Procos, Director of Silicon Valley Power
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Proposed Agreement for Services with Utility Data Contractors, LLC