TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Terry Hackelman, Information Technology Director
Tatyana Roujenova-Peltekova, Senior Management Analyst
SUBJECT:Title
Consideration of a Resolution Approving a Three-Year Enterprise Agreement with Environmental Systems Research Institute (Esri) for Geographic Information Systems (GIS) Software Licensing with a Total Amount of $105,000 (Information Technology Director Hackelman).
A) WAIVE FORMAL BIDDING (SOLE SOURCE)
B) ADOPT RESOLUTION NO. 22-0152
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Waive formal bidding in accordance with Manhattan Beach Municipal Code (MBMC) Section 2.36.140 (waivers), and
b) Adopt Resolution No. 22-0152 approving a three-year enterprise agreement with Environmental Systems Research Institute (Esri) for Geographic Information Systems (GIS) software licensing with a total amount of $105,000.
Body
FISCAL IMPLICATIONS:
Sufficient funds are available in the Fiscal Year (FY) 2022-2023 Information Technology budget and will be included in future budgets.
BACKGROUND:
GIS is an invaluable tool used by staff to view data in a geographical format to support analysis and improved decision-making, increase transparency by sharing data in an easy-to-understand form, and improve the functionality of critical system systems that integrate with GIS. For several decades, the City has been using GIS technology to provide quality, effective, and streamlined City services and operations by analyzing and interpreting geospatial data.
The continuous citywide utilization of the GIS services imposed the switch to Enterprise License Agreement (ELA) in 2013. With the expiration of the current three-year ELA on November 24, 2022, a new agreement is required to continue the GIS services for the organization.
DISCUSSION:
GIS services are licensed by Esri, a California-based company. Esri is the global leader in geospatial technology and the provider of GIS software. Nearly all public agencies utilize Esri software. Thus, it is critical for the City of Manhattan Beach to be on the GIS platform as the neighboring agencies for sharing data, resources, and expertise including mutual GIS support for disaster planning and emergency response.
The current enterprise licensing agreement supports the existing GIS services and integrations with critical enterprise City applications i.e. Enterprise Permitting and Licensing (formerly EnerGov Land Management), Enterprise Document Management, Work Order Management, and upcoming Enterprise Resource Management (ERP)/Enterprise Asset Management module. Furthermore, to support transparency and citizen access to information, the City website provides an extensive library of GIS resources such as:
• Map Gallery - City maps, street index, zoning, trash schedule, speed limit, parking, and other useful information;
• Interactive Mapping application - online interactive GIS mapping of the City’s geographic information;
• Story Maps - web maps with text, multimedia, and interactive functions for COVID - 19 dashboard, CIP 2022-2026, electric vehicle charging, City facilities, bike parking, etc.
• Open GIS Data Hub - City’s public platform for open GIS datasets and applications available to the public for exploration and map creation;
GIS has a wide range of utilizations assisting in information dissemination/sharing, problem resolution, decision-making, and transparency. Mobile applications are another instance of the software’s versatility. For example, the Fire Department uses the system to view fire hydrant maps on their mobile devices. The Esri ELA provides the capabilities to develop more public safety GIS mapping applications in the future if needed. The agreement offers almost unlimited GIS software integrations, extension licenses, additional field users for ArcGIS Online (supports mobile devices), training discounts, and three annual Esri User Conference registrations.
The proposed ELA provides licensing, maintenance, and support for a 3-year total cost of $105,000 distributed over three equal annual installments of $35,000. The Esri product is sole-source with direct procurement from Esri. Therefore, staff recommends that the City Council a) waive the formal bidding requirement in accordance with the Manhattan Beach Municipal Code Section 2.36.140 (waivers), and b) adopt Resolution No. 22-0152 approving a three-year agreement to Esri for enterprise GIS software licensing with a total value of $105,000.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City Council’s consideration of a three-year enterprise agreement with Environmental Systems Research Institute (Esri) for Geographic Information Systems (GIS) Software Licensing has been determined to be exempt from CEQA pursuant to State CEQA Guidelines Section 15061(b)(3), the common sense exemption (formerly the “general rule”) that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question can have a significant effect on the environment, the activity is not subject to CEQA, as is the case with this item.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 22-0152
2. Agreement - Esri