REPORT TO COUNCIL
SUBJECT
Title
Action on an Amendment No. 2 to Agreement with Arini Geographics, LLC for Enterprise GIS Services to extend the term of the agreement
Report
BACKGROUND
In July 2015, Arini Geographics, LLC (Arini) was awarded an agreement to provide Enterprise Geographic Information System (GIS) services, with a contract total not to exceed $3,000,000. Amendment No. 1 was approved by City Council on July 17, 2018 to extend the term of the Agreement to June 30, 2019, with no additional funds requested.
The City has an active procurement underway for a GIS service provider. While staff completes the proposal evaluation, selection and contracting process, it is critical that the existing GIS provider services continue. The proposed Amendment No. 2 is a short term four-month extension of the current agreement to ensure time for the procurement process to be completed.
The proposed Amendment No. 2 would extend the term of the agreement through October 31, 2019 and modify the total not to exceed amount to $3,550,000.
DISCUSSION
Arini has provided Enterprise GIS services that include data gathering, analysis, mapping, and reporting citywide. Arini’s service during their contract term has been demonstrated by the completion of various innovative projects, introducing new business processes, and supporting enterprise operations, asset management, data visualization, transparency and shared information. Their recent project support of the new Public Safety Computer Aided Dispatch (CAD) system has been recognized as well. Arini was selected through a prior competitive RFP process that included a multi-department review and selection process.
Extending the existing GIS service agreement until the current procurement process is completed will not only allow for continued service support but would also allow for any needed transition services.
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)(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
Funding for the term of this agreement is available in the FY 2019/20 General Government Capital Budget and the Information Technology Department’s FY 2019/20 Proposed Operating 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> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve Amendment No. 2 to the Agreement with Arini Geographics, LLC to extend the term by four months, from July 1, 2019 through October 31, 2019 and to modify the not to exceed amount to $3,550,000 to provide Enterprise GIS services that includes data gathering, analysis, mapping, and reporting citywide to extend the term by four months, from July 1, 2019 through October 31, 2019 and to modify the not to exceed amount to $3,550,000.
Staff
Reviewed by: Gaurav Garg, Director of Information Technology/CIO
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Amendment No. 2