SR 10-15-2019 3F
City Council
Report
City Council Meeting: October 15, 2019
Agenda Item: 3.F
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Web Development
Subject: Approval of Agreement with Environmental Systems Research Institute, Inc.
(Esri), for renewal of Geographic Information System (GIS) Software License
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an agreement with Environmental Systems Research Institute, Inc. (Esri), a
California-based company, for software licensing related to the City’s enterprise
Geographic Information System (GIS) for the Information Services Department. This
recommended award is made as an exception to the competitive bidding process
pursuant to Section 2.24.250(b) and is for a total amount not to exceed $168,300
(including a 10% contingency of $15,300) for three years, with one additional three-year
renewal option in the amount of $168,300, on the same terms and conditions, for a total
amount not to exceed $336,600 over a six-year period, with future year funding
contingent on Council budget approval.
Summary
The City of Santa Monica is heavily reliant on the availability of data to inform decision
making, manage day-to-day operations, optimize service delivery, and improve citizen
engagement. Many data repositories exist in the City. The enterprise Geographic
Information System (GIS) is one of the largest and most impactful data sources utilized
by City staff, residents and businesses. GIS data is used by staff to manage
geographical data and provide geospatial functionality for numerous software
applications. The City’s GIS program relies solely on Esri software, which meets the
requirements of enterprise scalability and enables compatibility with similar systems in
neighboring jurisdictions, thereby enabling data sharing. The Esri system licenses will
soon expire. Staff recommends entering into a new multi-year license agreement with
Esri for use of their software, product support, and training.
Discussion
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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 manage, analyze,
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 every department. Some of
these maps are interactive and made available for public consumption via the City’s
website.
City departments use GIS to support critical operations, such as development of public
notifications for City projects; dispatch of public safety resources; management of
hazardous material storage; management of infrastructure and assets, including
wastewater, storm drain, water systems, fiber optics, and utilities; management of traffic
control systems; facilitation of street sweeping and refuse collection operations; updates
and studies for land use, redevelopment, zoning and general plan activities; and,
property ownership tracking.
In addition to the explicit functionality provided by the Esri system, GIS integrations are
becoming more integral to software systems. Systems such as permitting and project
tracking systems, those used for fire and police analysis, as well as asset management
systems within public works are reliant on the Esri enterprise GIS. In addition to the
benefits provided to City operations and to staff, the enterprise GIS benefits local
businesses and the public, as it is the source of several data streams currently available
for public consumption via the City’s open data portal.
Esri is the dominant provider of GIS software, particularly for public sector agencies,
resource sharing amongst jurisdictions straightforward. Given the City’s widespread use
of Esri, the annual enterprise license agreement is a cost-saving option designed for
cities like Santa Monica. The enterprise license agreement allows the City to deploy an
unlimited number of core Esri products, such as software for staff desktop computers
and City enterprise servers. At this time, staff recommends entering into a new
enterprise license agreement with Esri for a three-year term, with one option to renew
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for one additional three-year term. Esri requires that a new agreement be executed at
the beginning of each term.
Past Council Actions
6/25/2013
(Attachment A)
Authorize three-year agreement with Esri for system licensing,
including product support and training.
11/22/2016
(Attachment B)
Authorize three-year agreement with Esri for system licensing,
including product support and training.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Esri to furnish and provide enterprise Esri licenses, including product
support and training as an exception to competitive bidding per Muni Code 2.24.250(b),
as competition does not exist because only Esri possesses the unique ability or
capability to meet the particular requirements of the solicitation, such as a good or
service that is copyrighted, patented or otherwise only available fr om one license
holder. The compatibility of this service is of paramount consideration. 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 also used by other government agencies 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 annual enterprise license
agreement is a cost-saving option designed for cities like Santa Monica.
b. competition does not reasonably exist because only one vendor possesses the
unique ability or capability to meet the requirements of the solicitation, such as when
a good or service is copyrighted, patented or otherwise only available form one
license holder, including, for example, proprietary goods of original equipment
manufacturers and/or their authorized exclusive distributors.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General, Water, Wastewater and Big
Blue Bus funds in various Capital Improvement Program (CIP) and department
accounts to award an agreement with Esri for software licensing related to the City’s
enterprise Geographic Information System (GIS).
Agreement Request
FY 2019-20
Request
Amount Account #
Total Contract Amount
(over six year term)
$13,545 01140005.523310 $81,270
$5,455 01140001.529230 $32,730
$20,000 01180001.529230 $120,000
$2,500 50500001.525080 $15,000
$2,500 51500001.525080 $15,000
$7,000 C6004770.689000 $42,000
Contingency (account TBD) $30,600
$51,000 $336,600
Future year funding is contingent on Council budget approval.
Prepared By: Justin Mank, GIS Systems Analyst
Approved
Forwarded to Council
Attachments:
A. June 25, 2013 Staff Report (Web Link)
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B. November 22, 2016 Staff Report (Web Link)
C. City of Santa Monica OAKS - ESRI
,1, I
s •••• ,. ... a.,.tt ' CITY OF SANT A MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative , the City
compiles and maintains certain information . That information includes the name of any
person or persons who is seeking a "public benefit." If the "public benefit" is sought by
an entity, rather than an individual person , the information includes the name of every
person who is : (a) trustee , (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include :
1. Personal services contracts in excess of $25 ,000 over any 12-month period;
2. Sale of material , equipment or supplies to the City in excess of $25 ,000 over a 12 -
month period ;
3 . Purchase , sale or lease of real property to or from the City in excess of $25 ,000
over a 12 -month period ;
4 . Non-competitive franchise awards with gross revenue of $50 ,000 or more in any
12-month period ;
5 . Land use variance , special use permit , or other exception to an established land
use plan , where the decision has a value in excess of $25 ,000;
6 . Tax "abatement , exception , or benefit" of a value in excess of $5 ,000 in any 12-
month period ; or
7 . Payment of "cash or specie " of a net value to the recipient of $10 ,000 in any 12 -
month period .
Name(s) of persons or entities receiving public benefit:
Environmental Systems Research Institute, Inc
Name(s) of trustees , directors , partners , and officers :
Jack Dangermond -Pres ident
Lau ra Dang ermond -V ice Pres ident
Donald Berry , Jr. -Directo r of O peration s
Name(s) of persons with more than a 10% equity , participation , or revenue interest:
"The Jack and Laura Da ngermond Trust , establishe d under the laws of t he State of Californ ia on October 7 , 2 00 0 ,owns 100 % of
the outstanding voting , and equity secu ri ti es of Environmental Systems Research Insti tu te , Inc. Ja ck and Laura Dangermond are
the trustees and sole beneficiaries of th e trust."
Prepared by:~_C_h_ri.,,,.s ~Jo-ih,..n~r<----1---+--1-------Title : Manager , Commercial & Gov't Con trac ts
Signature :___._-----~-"""---'-__:__-=--'-----+------Date : 9/21/tq I '1
Email : info@esri .com Phone: 909-793-2853
FOR CITY US E ON LY :
Bid /PO /Co ntract # __________ _ Pe rm it# _________ _
REFERENCE:
Agreement No. 10950
(CCS)