title
CC - CONSENT ITEM: Approval of a Software License Agreement with Esri in an Amount Not-to-Exceed $120,000 to Support the City’s Geographic Information Systems (GIS) Program.
body
Meeting Date: January 22, 2024
Contact Person/Dept: Johnnie Griffing/Information Technology Department
Phone Number: 310-253-5976
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/17/2024)
Department Approval: Michele Williams, Chief Information Officer (01/02/2024)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve an Enterprise Software License Agreement with Esri in an amount not-to-exceed $120,000 to support the City’s Geographic Information System (GIS) Program.
BACKGROUND
In 1998, the Information Technology Department initiated efforts to implement an enterprise Geographic Information System (GIS) that would support the needs of all City departments. To date, this effort has resulted in the acquisition of over 150 digital data layers including aerial photography, land parcels, zoning, general plan, bus routes, and natural hazard information. The primary objective of the City’s GIS program is to create stable and accurate GIS databases that other City systems and processes rely upon, provide customized GIS applications, and to facilitate spatial analysis services for City departments and the public.
DISCUSSION
Since the inception of the GIS program, the City has utilized software tools from Esri, formerly known as Environmental Systems Research Institute. This vendor is widely recognized as the leading provider of GIS software products. Esri was founded in 1969 as a privately held consulting firm specializing in land-use analysis. Esri later developed a core set of GIS software application tools. The vendor currently offers over 80 software products to assist agencies with developing and maintaining GIS applications.
On November 11, 2011, City Council authorized entering into Esri’s Small Government Enterprise Software License Agreement. This program provides local governments with populations between 25,000-50,000 with unlimited use and access to all of the Esri software products. This program also allows the City to obtain software updates for all products upon being made available by the vendor. Thereafter City Council renewed the agreement for three-year terms on December 8, 2014, February 12, 2018, and January 25, 2021.
The terms for the renewed agreement are unchanged. The vendor continues to provide excellent client support for their products and remains current with GIS industry trends. Given these factors, staff recommends renewing the enterprise software maintenance contract with Esri for another three-year term.
Pursuant to Culver City Municipal Code (CCMC) Section 3.07.055.E, this procurement is exempt from formal bidding procedures which exempts bidding requirements where items to be purchased are computer software, hardware maintenance or software maintenance services.
FISCAL ANALYSIS
Authorization to renew the enterprise software license agreement with Esri for a three-year term would result in a total expenditure of $120,000 (including applicable taxes). This amount would be paid in three equal annual payments of $40,000. The first payment would be paid in February 2024 with the subsequent payments occurring in December 2025 and December 2026. The payments for year 2 and year 3 would be paid in December as that is the actual renewal month for the agreement.
Sufficient funding is appropriated in the Adopted Budget for Fiscal Year 2023-2024 in Account No. 10124100.600200 (Information Technology - Repairs and Maintenance) for the first annual payment of $40,000. Should the City Council approve this agreement, staff will request appropriate funding for future years as part of the annual budget process.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve an Enterprise Software License Agreement with Esri for a term of three (3) years for an amount not-to-exceed $120,000 which shall be paid in three (3) equal annual payments beginning February 2024;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.