Title
a. Authorize and approve the Chief Information Officer to execute a non-standard Amendment No. 1 with Environmental Systems Research Institute, Incorporated for continuance of, and support and maintenance of licenses, required for the County’s geographic information system, increasing the Agreement amount by $962,700 for a total Agreement amount not to exceed $1,735,300 in the aggregate for the term of July 1, 2020 through July 15, 2026; and
b. Authorize the Chief Information Officer or his designee to execute order forms, service renewals, and such documents as necessary to implement the agreement; and
c. Accept non-standard contract provisions as recommended by the Chief Information Officer; and
d. Authorize the Chief Information Officer or his designee to sign up to two (2) amendments to this agreement, extending the term by one (1) year each, where the additional costs per year do not exceed ten percent (10%) of the prior year’s license renewals, subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize and approve the Chief Information Officer to execute a non-standard Amendment No. 1 with Environmental Systems Research Institute, Incorporated for continuance of, and support and maintenance of licenses, required for the County’s geographic information system, increasing the Agreement amount by $962,700 for a total Agreement amount not to exceed $1,735,300 in the aggregate for the term of July 1, 2020 through July 15, 2026; and
b. Authorize the Chief Information Officer or his designee to execute order forms, service renewals, and such documents as necessary to implement the agreement; and
c. Accept non-standard contract provisions as recommended by the Chief Information Officer; and
d. Authorize the Chief Information Officer or his designee to sign up to two (2) amendments to this agreement, extending the term by one (1) year each, where the additional costs per year do not exceed ten percent (10%) of the prior year’s license renewals, subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
SUMMARY:
The Information Technology Department (ITD) entered into a master agreement with Environmental Systems Research Institute, Incorporated (ESRI Inc.) in 2016 to support the needs of several County Departments that use various ESRI products, including geographic information system (GIS) products for County desktops, GIS products for County servers, and County access to GIS online data. In September 2019, ITD requested and was authorized sole source authorization from the Contracts/Purchasing Officer to continue services with ESRI Inc.’s proprietary software system. The proposed agreement allows the County to continue uninterrupted service through 2026.
DISCUSSION:
The County has an annual Geographic Information System (GIS) software license with ESRI Inc. This software captures, stores and analyzes geographic data, allowing numerous County Departments to access location intelligence to manage their resources in serving the public. For example, the Recorder-County Clerk’s Office uses ESRI-licensed products to verify property and parcel information for taxation; the Agricultural Commissioners Department uses their ESRI-licensed products to track pest migration; the Monterey County Sheriff’s Office uses their ESRI-licensed products to track crime statistics.
Currently, County Departments and agencies utilize ESRI software licenses to develop and maintain GIS data for their day-to-day operations and serve the data to County residents and visitors as maps, location services, and open data.
The proposed agreement will allow the County to continue business operations without interruption.
OTHER AGENCY INVOLVEMENT:
County Counsel approves the amendment as to form, while noting the following non-standard provisions: non-standard termination provisions; mutual indemnification; limitations on vendor’s liability to County to the amount of vendor’s insurance; and non-standard records return provisions.
FINANCING:
The funds for payment of the costs of the Information Technology Department’s use of this Agreement have been included in the FY 2022-2023 Approved Budget for the Information Technology, ITD 1930, Appropriations Unit INF002. Should funding be reduced and/or terminated, the County may terminate this agreement by giving thirty (30) days’ written notice of such action to the Contractor. Transactions relating to future fiscal years will be included in each respective Recommended Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Amendment No. 1 to the Environmental Systems Research Institute, Inc. for continuance of, and support and maintenance of licenses, required for the County’s geographic information allows for business operations to continue without interruption.
__Economic Development
X Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
____________________________ Date: _______________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
ESRI Agreement
ESRI Amendment No. 1