FROM: James D. Herberg, General Manager
Originator: Lorenzo Tyner, Assistant General Manager
SUBJECT:
title
RENEWAL OF ESRI GIS ENTERPRISE LICENSE AGREEMENT SUBSCRIPTION AND SUPPORT
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve 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
B. Approve a not to exceed contingency of $19,100 (5%).
body
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 renewal agreement for three years and payment for software support and maintenance is executed on an annual basis.
RELEVANT STANDARDS
• Protect OC San assets
• Maintain a proactive asset management program
• Maintain and adhere to appropriate internal planning documents including the Facilities Master Plan and the Sewer System Management Plan
• 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, 2021.
PROPOSED SOLUTION
Renew the annual software maintenance for ESRI GIS software before December 31, 2021 to maintain continued support and software enhancements from ESRI.
TIMING CONCERNS
The renewal must be completed prior to December 31, 2021.
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 2018 - Board approved the renewal of the Sole Source ESRI GIS Enterprise License Agreement for a three-year period commencing December 31, 2018 through December 30, 2021, for a total amount not to exceed $317,000; and approved a contingency of $15,850 (5%).
ADDITIONAL INFORMATION
N/A
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. The items purchased through the process are budgeted in the FY 2020-21 and 2021-22 Annual Budget.
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