REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 2 to Agreement with Arini Geographics, LLC for Geographic Information System (GIS) Consulting Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City’s Enterprise Geographic Information System (GIS) program is managed by the Information Technology Department. The program improves decision making and service delivery by enabling staff to visualize, analyze, interpret, and understand data to reveal patterns, relationships, and trends. Continued investment in GIS is more important than ever to support the City’s needs such as land use, infrastructure management, public safety, crime mapping, regional and community planning, traffic management and planning, and economic development.
On October 29, 2019, the City Council approved an Agreement with Arini Geographics, LLC (Arini Geographics) to provide enterprise GIS consulting services. This approval included authority for the City Manager to execute an amendment to the agreement to extend the term by two years through October 31, 2024 (the option was exercised via Amendment No. 1 on October 31,2022). During the term of the agreement, the following GIS projects have been completed and operationalized into the Enterprise GIS:
• Street Division Asset Management for Parkways & Boulevards Islands: This initiative entailed the cataloging of all boulevard islands and parkways in the City.
• Street Division Asset Management for Traffic Signs & Trees Updates: Asset datasets for over 1,300 of the City’s trees, as well as over 300 traffic signs were updated.
• Private Storm Drain Assessment: A mobile application was created that enabled field teams to score the quality and quantity of pollutants or trash entering the storm drain system at each water collection drain.
• Streets and Intersections Inventory: Completed GIS Inventory of 846 City streets and 1,519 intersections.
• City-owned Parking Lots Inventory: Completed an inventory of 92 active City-owned parking lots offering 7,607 parking spaces, totaling 3,456,416 square feet.
• Sewer Pipeline Digital Maps and Block Books: Block books were converted and updated into digital format utilizing the data stored in the City’s Enterprise Geospatial Repository (EGR). The updated digital data is available to the Water & Sewer Utility field teams via mobile applications.
• Silicon Valley Power 20-Year Load Impact Estimate Study: Created a parcel-level dataset depicting current and future energy use.
• Water Service Lateral Data Collection: A GIS-based mobile data collection application which enables field staff to input and record the required data into a cloud-based GIS database.
The agreement with Arini Geographics expires on October 31, 2024.
DISCUSSION
The current agreement with Arini Geographics has facilitated the successful completion of several key GIS projects as mentioned above. However, several GIS projects are actively underway and remain to be completed, including:
• Retired Parcel Document Access via infoMap: This integration provides access to retired parcel documents which reside in Laserfiche but are not available through the City’s online permitting portal.
• Stadium Common Operational Picture (COP) Upgrade: The COP is a comprehensive real-time web-based application providing multi-agency coordination and a shared view of stadium operations for events at Levi’s Stadium.
• Employee Web Map Viewer Upgrade infoMap 4.0: InfoMap provides convenient web-based accessibility and integrates one-click analysis tools, including generating mailing lists, locating addresses, parcels or creating property reports.
• Public Web Map Viewer Upgrade MapSantaClara: Due to the deprecation of the underlying technology behind the existing tool, an upgrade to MapSantaClara is in progress.
• Enterprise GIS Upgrade to ArcGIS 10.9.1.
• Storm Drain Digital Map Book Update: The City’s Storm Drain Digital Network and Map Books are being updated and printed map books created. The storm drain system will be integrated into the Enterprise Asset Management program.
Additionally, staff has initiated a Request for Proposals (RFP) process for GIS consulting services for a new contract term. This process is still underway, and staff requires additional time to evaluate the proposals and finalize an agreement with the selected firm.
As a result, staff is seeking City Council authorization to execute Amendment No. 2 to extend the term of the agreement by six months through April 30, 2025. Arini Geographics has agreed to maintain their current fee structure through this extended period. The not to exceed compensation will increase by $588,226 for a new not to exceed maximum compensation of $5,857,226.
Additionally, for clarity and transparency purposes, a new exhibit (Exhibit D, “Task Order Form”) has been added to the agreement to be used to define tasks or projects initiated under the agreement.
ENVIRONMENTAL REVIEW
The 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)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The amount of the Agreement with Arini Geographics will not exceed $5,857,226 dollars over the revised term of the contract. Funding for these services in FY 2024/25 is available in various budgets. For FY 2024/25, the planned project budget is $588,226.
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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute Amendment No. 2 for Enterprise GIS Consulting Services with Arini Geographics, LLC to extend the term by an additional six months through April 30, 2025, and increase the maximum compensation by $588,226 for a revised not-to-exceed compensation amount of $5,857,226, subject to appropriation of funds, and in a final form approved by the City Attorney; and
2. Authorize the City Manager to execute amendments to extend the term of the agreement, with no compensation increase and no new projects assigned, in the event a project is not completed by April 30, 2025, in a final form approved by the City Attorney.
Staff
Reviewed by: Gaurav Garg, Director/CIO, Information Technology Department
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Amendment No. 2 to Agreement with Arini Geographics, LLC
2. Amendment No. 1 to Agreement with Arini Geographics, LLC
3. Original Agreement with Arini Geographics