TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Agreement No. 250120B with Environmental Systems Research Institute, Inc.
RECOMMENDATION
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Approve and authorize Agreement No. 250120B with Environmental Systems Research Institute, Inc., for a maximum of $350,100 for GIS license software for the term of August 1, 2024 through July 31, 2027. (Fiscal Impact: $350,100 Expense; Information Technology Services Fund; Budgeted; Discretionary)
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BACKGROUND
Environmental Systems Research Institute, Inc. (ESRI) is the global market leader in Geographic Information Systems (GIS) and has been a long-time provider for GIS support to Napa County. ESRI’s mapping software
is the most powerful mapping and spatial analytics technology available. Several years ago, Napa County’s GIS team began moving critical needs to the ESRI Cloud ArcGIS Online. At inception, the GIS team was able to support Napa County’s Emergency Operations Center (EOC) and other initiatives without the likelihood of the data center going offline during emergencies. As GIS support has expanded, other departments found that the ArcGIS Online offerings (such as Collector and Survey 123) could dramatically decrease the dependency
on paper driven data collection and reporting in their insect trapping program, which has led to operational efficiencies and cost savings.
In recent years there has been an increase in users as GIS support was critical to Public Safety Power Shutoff (PSPS), fire incidents, and COVID-19 planning and response. Additionally, the user base has advanced from viewing and editing data to creating data collection and management projects. These progressions have increased the ability to protect community members and their property while reducing staff time and
resources.
GIS data has become more important to countywide decisions and processes. In addition to the online needs, there has also been an increase in the use of ArcGIS Desktop products, particularly ArcGIS Pro and its advanced tool features. Furthermore, GIS services and data are moving to the Microsoft Azure cloud environment. As this transition continues, the user base is also expected to grow, further increasing the demand to purchase additional licenses to address the ongoing needs of the County.
While the County has historically procured ESRI services through annual purchase orders, with each yearly renewal licensing costs have increased at a fairly fixed rate, to a point that doubled in 5 years. On June 8, 2021, the County approved Agreement No. 220024B with ESRI committing to a three-year agreement generating significant cost savings compared to an annual renewal.
With the approval of today’s requested action, ITS will be able to enter into a new three-year agreement with ESRI for a maximum of $350,100 for the term of August 1, 2024 through July 31, 2027, for mapping software licensing with an annual licensing cost of $116,700. This agreement will provide a scalable user account and license approach that adjusts as GIS is used more and more by County departments and staff. Additionally, access to software and new systems is unlimited and allows ITS to modernize and scale systems to the appropriate size while keeping them updated much easier. ESRI is the sole source vendor for this level of GIS technology and is the leading vendor for almost all government entities in the U.S, allowing increased collaboration with other government agencies at every level and facilitating geospatial standards and best practices set by the Federal Geographic Data Committee and GIS community.
Requested Action: Approve and authorize Agreement No. 250120B with Environmental Systems Research Institute, Inc., for a maximum of $350,100 for GIS license software for the term of August 1, 2024 through July 31, 2027.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services, Applications and Development, subdivision 42000-01. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The GIS technicians need to add Developer licenses to continue day to day County business operations without interruption. Licensing needs are anticipated to increase as additional projects incorporate GIS data and mapping, onsite and in the cloud. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Annual cost of $116,700 to be budgeted in ITS’ Applications and Development subdivision. |
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Consequences if not approved: |
If not approved, the County will not receive the benefits of multi-year contract such as cost savings and unlimited access to software and systems. Additionally, with annual renewals there will be an immediate need to purchase additional Enterprise, Advanced, and Developer licenses as County needs grow. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.