FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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RENEWAL OF ESRI GIS ENTERPRISE LICENSE AGREEMENT SUBSCRIPTION AND SUPPORT
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve Amendment No. 3 of Agreement 334620 with Environmental Systems Research Institute, Inc. for the renewal of the Sole Source GIS Enterprise License Agreement, for a three-year period commencing December 31, 2024, through December 30, 2027, for a total amount not to exceed $494,000; and
B. Approve a not to exceed contingency of $24,700 (5%).
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BACKGROUND
Geographic Information System (GIS) solutions for desktop, web, database, and mobile GIS currently being used at the Orange County Sanitation District (OC San) are provided by Environmental Systems Research Institute, Inc. (ESRI). The GIS provides a framework for gathering, managing, and analyzing data through a map interface. The Information Technology (IT) Division maintains the different GIS applications to support the business needs of OC San.
To properly maintain OC San’s enterprise GIS program, the IT Division requires the purchase of software licensing and maintenance for the ESRI GIS suite of products through the Enterprise License Agreement (ELA). The ELA will help maintain our existing programs including hydraulic modeling, pipeline condition assessment, underground service alerts, and integration with OC San’s asset management software IBM Maximo. The Amendment is for a three-year renewal agreement, with payments for software support and maintenance made on an annual basis.
RELEVANT STANDARDS
• Protect OC San assets
• Maintain a proactive asset management program
• Maintain a culture of improving efficiency to reduce the cost to provide the
current service level or standard
PROBLEM
The annual software maintenance for ESRI GIS software expires on December 30, 2024.
PROPOSED SOLUTION
Renew the annual software maintenance for ESRI GIS software before December 31, 2024, to maintain continued support and software enhancements from ESRI.
TIMING CONCERNS
The renewal must be completed prior to December 31, 2024.
RAMIFICATIONS OF NOT TAKING ACTION
Not renewing the annual software maintenance will cause OC San to lose support and software enhancements from ESRI and consequently negatively impact the stated relevant standards.
PRIOR COMMITTEE/BOARD ACTIONS
October 2021 - Approved Amendment No. 2 of Agreement 334620 with Environmental Systems Research Institute, Inc. for the renewal of the Sole Source GIS Enterprise License Agreement, for a three-year period commencing December 31, 2021 through December 30, 2024, for a total amount not to exceed $382,000; and approved a not to exceed contingency of $19,100 (5%).
ADDITIONAL INFORMATION
N/A
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 8, Page 4, Information Management Systems) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• ESRI GIS Enterprise License Agreement (Amendment No. 3)