Title
a. Approve and authorize the Director of the Information Technology Department to execute Amendment No. 2 to the Agreement between Latitude Geographics Group Ltd. and the County of Monterey extending the term for one (1) year for a revised agreement term of October 10, 2016 through October 9, 2020, adding $3,763.79 for a revised total not to exceed $103,763.79, with no change to the scope of services;
b. Approve the non-standard agreement provisions as recommended by the Director of Information Technology; and
c. Approve and authorize the Director of the Information Technology Department to execute order forms and change order forms as necessary to secure services by the County.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Information Technology Department to execute Amendment No. 2 to the Agreement between Latitude Geographics Group Ltd. and the County of Monterey extending the term for one (1) year for a revised agreement term of October 10, 2016 through October 9, 2020, adding $3,763.79 for a revised total not to exceed $103,763.79, with no change to the scope of services;
b. Approve the non-standard agreement provisions as recommended by the Director of Information Technology; and
c. Approve and authorize the Director of the Information Technology Department to execute order forms and change order forms as necessary to secure services by the County.
SUMMARY/DISCUSSION:
The Information Technology Department (ITD) currently has an agreement with Latitude Geographics Group Ltd., to support a GIS database and application web mapping application that is utilized by Monterey County Departments. ITD now wishes to extend the agreement by one (1) year to allow services to continue.
Latitude Geographics’ product, Geocortex Essentials provides the County with the ability to share web mapping with the public, over the internet, and with County staff, over the intranet. The Resource Management Agency, Office of Emergency Services, Health Department, Department of Social Services, Recorder - County Clerk’s Office, Agricultural Commissioner’s Office, Monterey County Sheriff’s Office, Probation Department and other departments use Geocortex in day-to-day operations that require location intelligence. The benefits provided to the County range from ensuring the validity of property assessments, identifying locations that require assistance from the County’s Public Works staff, and identifying the spread of agricultural pests or communicable diseases. The public can use our internet to find historical and other popular locations throughout the County.
The original Agreement was modified to meet standard software support and maintenance industry’s terms and was approved by the Board of Supervisors November 14, 2016. In addition, Latitude Geographics Group Ltd., is based in Canada and is subject to insurance requirements not standard in the United States. In the opinion of ITD staff, the non-standard modifications to this Agreement with Latitude Geographic Group Ltd., posed minimal risk to the County and was accepted by the Board. There is no change to these provisions by extending the term of the Agreement and adding additional funds.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the Agreement and cannot approve based upon the following non-standard provisions: non-standard indemnification and insurance provisions. Risk does not approve non-standard indemnification and insurance provisions. These provisions were approved by the Board as part of the approval of the Original Agreement; they remain as originally approved in this Amendment No. 2.
FINANCING:
The funds for payment of the costs of the Information Technology Department’s use of this Agreement have been included in the FY 19-20 Approved Budget for the Information Technology, ITD 1930, Budget Unit 8433, Appropriation Unit INF002. Each of the other Department’s using Latitude Geographics Group Ltd., licenses will create their own purchase order request and pay for their use of their licenses.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Latitude Geographics’ product, Geocortex Essentials, provides the County with critical location intelligence tools. As described in the second paragraph of the Summary Discussion above, these tools are used in every area engaged in the County’s strategic initiatives.
X Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Lynnette Beardsall, Management Analyst II, 759-6938
Approved by:
_______________________________________Date:_________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments:
Latitude Geographics Group LTD Agreement; Latitude Geographics Group LTD Amendment No. 1; Latitude Geographics Group LTD Amendment No. 2