TO:
Honorable Mayor and Members of the City Council
THROUGH:
John Jalili, Interim City Manager
FROM:
Bruce Moe, Finance Director
Leilani Flores Emnace, Information Systems Manager
Bonnie Shrewsbury, GIS Analyst
SUBJECT:Title
Agreement with Esri for a Three-Year Enterprise Wide Geographic Information Systems Software Licensing in the Annual Amount of $35,000 (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Waive formal bidding in accordance with Municipal Code Section 2.36.140; and
b) Authorize the City Manager to execute an agreement with Esri for a three-year enterprise wide Geographic Information Systems (GIS) software licensing in the annual amount of $35,000.
Body
FISCAL IMPLICATIONS:
The total cost of the enterprise wide license agreement is $35,000 annually. Sufficient funds are available in the FY 2013-2014 budget, and will be provided for in future budgets.
BACKGROUND:
Esri is the world's leading Geographic Information System (GIS) software platform and the standard GIS solution used in Southern California. Nearly all City, County and other agencies utilize Esri software. The City of Manhattan Beach being on the same GIS platform as neighboring agencies is critical in sharing data, resources, and expertise. This is especially true in GIS support for Disaster Planning and Emergency Response.
GIS integrates hardware, software, and data for capturing, managing, analyzing, and displaying all forms of geographically referenced information. GIS provides a graphical view, to understand, question, interpret, and visualize data in many ways that reveal relationships, patterns, and trends in the form of maps, globes, reports, and charts. GIS assists in answering questions and solving problems by looking at data in a way that is quickly understood and easily shared.
DISCUSSION:
One of the projects identified in the Information Systems Master Plan (ISMP) is the expansion of the City's Geographic Information System (GIS) as an enterprise wide platform. While the city has been using GIS since 1989, an upgrade in the license will provide the foundation of an enterprise wide platform. The current GIS software license will not adequately support other ISMP projects identified. Several of these projects planned for this fiscal year include Permitting, Document Management, Work Order Management, and Asset Management solutions. The Esri license upgrade would also provide future capabilities for our public safety departments whereby GIS mapping resources may be viewed on mobile devices. An Esri Enterprise License Agreement (ELA) will provide access to GIS integrations with the ISMP solutions currently identified, others to build on and enhance existing GIS services.
The City currently pays $11,150 annually in Esri software licensing costs. This includes a very limited amount of software solutions and desktop access. In comparison, for $35,000 annually, the ELA will provide the City with nearly unlimited GIS software integrations, extension licenses, as well as additional field users for ArcGIS Online (supports mobile devices).
The Esri Enterprise License Agreement will replace the City's current annual license with a net cost increase of $23,850 annually, which provides expanded GIS functionality in support of all City departments. This annual cost includes GIS software licenses, additional ArcGIS Online mobile users, and discounts on training. If the ELA is approved, deployment will occur within 60 days.
Esri licensing is available only through Esri, therefore competitive bidding is not possible. As a result, staff recommends that the City Council waive formal bidding for this requirement.
CONCLUSION:
Staff recommends that the City Council a) waive formal bidding in accordance with Municipal Code Section 2.36.140; and b) authorize the City Manager to exercise a three-year agreement with Esri for enterprise wide Geographic Information Systems (GIS) software licensing in the annual amount of $35,000.
Attachment:
1. Software Agreement with ESRI