REPORT TO COUNCIL
SUBJECT
Title
Action on Addendum No. 4 to Software License Agreement Contract No. 2005-204 with Telvent USA LLC to Allow for Continued Operability of the Currently-Installed GIS System [ Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
On July 19, 2005, Council approved the purchase of a Geographic Information System (GIS) for the Electric Department, Silicon Valley Power (SVP), and on October 31, 2005, entered into Software License Agreement No. 2005-204 with Telvent USA LLC for the management of information and records associated with the electric infrastructure. In an effort to meet utility best practices and develop an electronic master record of our electrical network and all its components, ArcFM (Facilities Management) system was implemented with ArcGIS (GIS system). The system stores information in a single location that presents an accurate representation of the electric network. It also stores design attributes of all components along with their location coordinates in the database. The engineering group within SVP uses the ArcFM and ArcGIS systems to map, analyze and plan new developments. The operations group heavily relies on this system to plan, monitor and respond to outages. In addition, this system has been integrated with other important, specialized applications including Osmose Utilities Services, Inc.’s O-Calc Pro (program which is used for utility pole loading calculations) and the OSMOSE Database which contains detailed surveys of each electric pole in the network. The GIS software has become integral to supporting the functions of the utility and managing field assets. On April 23, 2013, Council approved Addendum No. 1 which expanded the previous license agreement to an Enterprise-Wide License Addendum (ELA). On July 12, 2016, Council approved Addendum No. 2 to extend the term of this Software License Agreement for an additional three-year term, and on September 26, 2019 Addendum No. 3 was approved to extend the term of the Software License Agreement for an additional year.
DISCUSSION
Future deployments for increased functionality and efficiency to the utility will include integrating into the GIS system (ArcFM) information from SVP’s data historian system which will allow capability of bringing live metering data to a specific point on the map. The other planned functional deployment is adding a Fiber Management module that is readily available within ArcFM. Future deployments of an Outage Management System (OMS) will need a fully functioning and available GIS system.
Currently, the ArcFM product is a leader in utility management and SVP has invested a large amount of capital and staff hours to build and optimize SVP’s system in this platform. In order to support further deployment and provide price stability to the City, Addendum No. 4 was negotiated for a three-year term at a lower price than what SVP paid two years ago.
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The total cost of Addendum No. 4 is $180,000 over a three-year period. Funding for the first year of the agreement is $60,000. Sufficient funds in the FY 2019/2020 Adopted Budget are available in SVP System Support program’s budget. It will also be included in the proposed FY 2020/21 budget.
COORDINATION
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 <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute Addendum No. 4 to Software License Agreement Contract No. 2005-204 with Telvent USA LLC in an amount of $180,000 to allow for continued operability of the currently installed GIS system.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Addendum No. 4
2. Miner and Miner Software License Agreement