SR-06-25-2013-3BCity Council Meeting: June 25, 2013
Agenda Item: 313
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Agreement with Esri for GIS Software License Agreement Renewal
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sole source professional service agreement with Esri, a California -based
company, in an amount not to exceed $167,535 for a 3 -year GIS software license
agreement renewal. The license of the system, including product support and training,
would not exceed $167,535 over a three year period with future year funding contingent
on Council budget approval.
Executive Summary
The Information Systems Department's Web Development Division oversees the City's
Geographic Information System (GIS) program. This program relies on Esri software to
develop and manage its GIS data in support of a wide variety of critical City functions,
including public safety and City planning matters. Esri is the only provider of software
that meets the large scale requirements of the City and compatibility with similar
systems in neighboring jurisdictions for data sharing. The license of the system,
including product support and training, would not exceed $167,535 over a three year
period.
Background
The City has been using Esri software since 1993 to develop and manage its
Geographic Information System (GIS). A GIS is a system designed to capture, store,
manipulate, analyze, manage, and present all types of geographical data. Merging
cartography, statistical analysis, and computer science technologies, the City uses its
GIS to project data onto maps in support of a broad spectrum of projects and operations
in almost every department.
Almost every department in the City uses the GIS to support critical operations such as
project notifications; land use studies; police and fire dispatch; identification of
hazardous material storage and critical populations; public works infrastructure such as
1
wastewater, storm drain, and water systems, underground and overhead utilities; traffic
controls; street sweeping and refuse collection; redevelopment studies; general plan
updates; property ownership tracking; management of CityNet; and others.
Discussion
The City has entered into individual year -to -year software maintenance agreements with
Esri, but has never before entered into a multiple year agreement or a professional
service agreement. The City seeks to enter a three -year contract with Esri to take
advantage of discounted pricing and freeze the licensing price for the three year period.
Vendor Selection
Esri is the dominant provider of GIS software, is the only provider of enterprise GIS
software, and is used by most jurisdictions in the region, including Los Angeles County,
City of Los Angeles, and Culver City. Esri is used by many government agencies,
including the county and neighboring cities, with which the City integrates GIS data for
regional public safety and planning initiatives. The need to operate the GIS in an
enterprise environment and to share data with neighboring jurisdictions, such as Los
Angeles County, make Esri the only viable provider of GIS software.
Given the City's widespread use of Esri, the enterprise license agreement provides
significant cost savings over purchasing individual licenses. The enterprise license
agreement allows the City to deploy unlimited quantities of core Esri products and
software for desktop computers and enterprise servers. Software maintenance is
included for the term and includes technical support for named callers, new software
releases, upgrades, updates, and internet -based training.
2
Financial Impacts & Budget Actions
The agreement to be awarded to Esri is $55,845 per year for three years for an
agreement total not to exceed $167,535. Funds for FY 2013 -15 have been included in
the FY 2013 -15 Proposed Budget, pending Council approval. Each year, the contract
will be charged to the following accounts:
01247.579250
$13,545
01304.533580
$20,000
25671.544010
$2,500
31661.544010
$2,500
C410113.589000
$7,000
01266.522310
$1,800
01576.522310
$1,800
15551.522310
$1,200
12681.544010
$400
01403.555210
$400
01226.522540
$600
01231.522310
$400
27441.544010
$800
06402.522310
$1,200
14211.533580
$1,700
TOTAL $55,845
Budget authority for subsequent years will be requested in each budget cycle for
Council approval. Future funding is contingent upon Council approval and budget
adoption.
Prepared by: Keith Kurtz, Internet Systems Analyst
Approved: Forwarded to Council:
�.�
Jo olf Rod Gould
i Information Officer City Manager
3
Reference:
Agreement No. 9751
(CCS)