TO: Board of Supervisors
FROM: Meg Ragan, Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Revenue Agreements with City of American Canyon, St. Helena, Calistoga and Yountville for GIS services.
RECOMMENDATION
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Approve and authorize Amendments to the following Revenue Agreements to provide continued access to the County’s Geographic Information System resources and services: Amendment No. 1 to Agreement No. 7975 with the City of St. Helena; Amendment No. 1 to Agreement No. 7976 with the City of American Canyon; Amendment No. 1 to Agreement No. 7977 with the City of Calistoga; and Amendment No. 1 to Agreement No. 8126 with the Town of Yountville. (Fiscal Impact: Revenue Varies, Information Technology Services; Budgeted; Discretionary)
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BACKGROUND
Geographic Information Systems (GIS) is a computer system for capturing, integrating, storing, analyzing, sharing and displaying geographically referenced information. This complex data management system requires a significant investment in computer hardware, software, personnel and other resources. County staff were approached by the three cities and Town of Yountville at different times to provide this service to them. In July 2013, the Board approved the following revenue agreements: Agreement No. 7975 with the City of St. Helena, Agreement No. 7976 with the City of American Canyon, and Agreement No. 7977 with the City of Calistoga. Agreement No. 8126 for the Town of Yountville was approved in May 2014.
Today’s amendments are backdated to March 24, 2026 and contain new language that replaces outdated language and updates the Service Availability Fee to $1.50 per parcel from $0.45 per parcel.
The cost structure of the agreements is devised in a two-part fee structure. The first part is a Service Availability Fee (SAF). This is a flat fee paid by the Cities and Town to access the County’s GIS resources such as internal web mapping applications and the data warehouse. The revised SAF is based on $1.50 per parcel within the Cities’ jurisdictions and is calculated by the total parcels per Cities or Town multiplied by $1.50. For fiscal year 2025/2026, this equates to $3,476 for the City of St. Helena, $8,340 for the City of American Canyon, $2,525 for the City of Calistoga and $1,280 for the Town of Yountville. Napa County will continue to collect the SAF from the Cities and Town each year based on the number of parcels. The second part of the fee structure allows each city to receive additional services from the County’s GIS staff based on the actual hours worked and their hourly weighted labor rate.
Requested Actions:
1. Approve and authorize the following Revenue Amendments for continued GIS services:
a. Amendment No. 1 to Agreement No. 7975 with the City of St. Helena for a maximum of $10,000;
b. Amendment No. 1 to Agreement No. 7976 with the City of American Canyon for a maximum of $15,000;
c. Amendment No. 1 to Agreement No. 7977 with the City of Calistoga for a maximum of $10,000;
d. Amendment No. 1 to Agreement No. 8126 with the Town of Yountville for a maximum of $6,278
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? |
Geographic Information Services, subdivision 4200007 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
ITS must maintain the GIS system on its own behalf regardless of whether the Cities or Town use the system. These agreements provide revenue for usage of the system and reimbursement for expenditures made by the County at the Cities’ or Town’s requests. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Automatic renewal clauses were written in the original agreements, and these revenues will continue to be included in the future ITS budgets. |
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Consequences if not approved: |
If not approved, the Cities or Town would not have continued access to the County’s GIS system, and the County would not realize the additional revenue in exchange for that access. |
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Additional Information |
County Strategic Initiative: Integrity & Collaboration |
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.