REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Environmental Systems Research Institute, Inc. for ArcGIS Geographic Information System Software and Support Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In 2010, the City implemented ArcGIS Geographic Information System from Environmental Systems Research Institute, Inc. (ESRI) to capture, store, manage, analyze, and display location-based information. With location being a common attribute across City services and assets, collecting this information into a central location has enabled the City to operate more efficiently.
The ESRI ArcGIS system is integrated with City business applications such as the Police Computer Aided Dispatch (CAD), Police Records Management System (RMS), Asset Management, and Permit Management systems. These systems provide staff and the public access to location-based information, enabling operational effectiveness, data driven decision making, cross departmental and regional coordination, citizen engagement and transparency. Maps and data built on the ESRI ArcGIS platform support tracking underground assets, routing emergency responses, managing land and building permits and inspections, coordinating stadium events, and planning for emergency services.
The current agreement with ESRI, which was approved by the City Council in 2019 will expire on August 16, 2022.
DISCUSSION
Approval of the proposed agreement will renew the agreement with ESRI for three years through August 16, 2025. The agreement provides the City with unlimited use of the system at a fixed cost of $82,500 per year for a total of $247,500 over three years. While pricing increased by 10% under this proposed agreement, ESRI demonstrated that they have not had a price increase since 2013, and it is consistent with the increase in the Consumer Price Index of 10.2% from 2019 to 2022. Therefore, staff deemed the increase to be fair and reasonable.
This recommendation meets the single/sole source criteria in Section 2.105.160(b)(2) of the City Code “When required to ensure operation or function to match other products with respect to repair, expansion, or completion of a system, existing structure or program currently in use by the City, including, but not limited to, utility and technology purchases required to achieve interoperability with existing systems or programs.”
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 FY 2022/23 operating budget has sufficient funding to cover the costs for this contract and no further budget action is required.
COORDINATION
This report was 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. Authorize the City Manager to execute an agreement with Environmental Systems Research Institute, Inc. for Arc GIS Geographic Information System software and support services for a three-year term starting on or around August 17, 2022 and ending on or around August 16, 2025, with maximum compensation not to exceed $247,500, subject to the appropriation of funds;
2. Authorize the City Manager to execute amendments to add and/or delete system functionalities, subject to the appropriation of funds; and
3. Authorize the City Manager to renew the agreement with Environmental Systems Research Institute, Inc. at the end of the three-year term, for as long as the software is being used by the City and subject to the appropriation of funds.
Staff
Prepared by: Gaurav Garg, Director, Information Technology/CIO
Reviewed by: Cynthia Bojorquez, Assistant City Manager
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Agreement with ESRI