SR - AGR-6397 - CITYWIDE GIS AND ESRI ENTERPRISE ADVANTAGE PROGRAM1. SUBJECT
Agreements between the City of Orange and Environmental System Research Institute, Inc.
(ESRI) for (1) Enterprise License Agreement for the Citywide Geographic Information System
(GIS), and (2) ESRI Enterprise Advantage Program to assist the City in the software upgrade and
GIS data conversion.
2. SUMMARY
Upgrade ESRI GIS software currently in use by the City from limited user licenses to enterprise
licensing to expand access of GIS tools to all City staff and make GIS services available to the
general public.
3. RECOMMENDED ACTION 7_771
(1) Authorize the appropriation from the Information Systems (780) unreserved fund balance to
the following expenditure account number:
780.1601.51670.00000 Information Systems — Professional Services $75,000
(2) Authorize budget adjustments for the following expenditure account numbers as follows:
Account Number Fund Decrease
790.1601.56033.20273 Computer Replacement $55,000
100.5011.51670.00000 General Fund $15,000
600.8011.51620.00000 Water Fund $ 5,000
Total Budget Adjustments $75,000
(3) Approve Enterprise Licensing Agreement (ELA) with ESRI for a three- year term (ESRI
Agreement No. 2015ELA2281) totaling $310,000 paid in three -year increments of $75,000,
$100,000, and $135,000 and authorize the Mayor and City Clerk to execute the documents on
behalf of the City.
ITEM 1 10/11/16
(4) Approve the ESRI Enterprise Advantage Program (EEAP) Agreement between the City of
Orange and ESRI in the amount of $130,000 to assist the City with implementation of the
Local Government Information Model, data conversion, and training (ESRI Agreement No.
2015EAP2282) and authorize the Mayor and City Clerk to execute the documents on behalf of
the City.
(5) Authorize the City Manager to sign each one -year extension as long as they are consistent with
this Agreement.
4. FISCAL IMPACT
With the recommended budget adjustment and the appropriation, there is no net increase to the
City's budget as funding is being reallocated from multiple funding sources to just one. Upon
approval of the budget adjustments and appropriation, funds will be available in the following
accounts:
780.1601.51670.00000 Other Professional Services $ 75,000
790.1601.56033.20272 GIS Model Migration $130,000
Total $205,000
5. STRATEGIC PLAN GOAL(S) _777]
2d. Be a fiscally healthy community — Effectively manage and develop City assets.
3. Enhance and promote quality of life in the community - c). Support and enhance attractive,
diverse living environments. - e) Develop and strengthen collaborative partnerships to enhance
and promote quality of life programs, projects, and services.
4c Provide outstanding public service — Enhance technology to improve public accessibility to
information and services.
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Element Goal 1.0: Ensure water, sewer, and storm drain systems that meet the needs
of residents and businesses.
Policy 1.1: Provide sufficient levels of water, sewer, and storm drain service throughout the
community.
Land Use Elements Goal 1.0: Meet the present and future needs of all residential and business
sectors with a diverse and balances mix of land uses.
Policy 1.4: Ensure that new development reflects existing design standards, qualities, and features
that are in context with nearby development.
Policy 1.6: Minimize effects of new development on the privacy and character of surrounding
neighborhoods.
Public Safety Element Goal 6.0 Provide public safety services of the highest quality.
Policy 6.3: Provide and use up -to -date technology to improve crime prevention, fire suppression,
and emergency services.
ITEM 2 10/11/16
Q Pfinted on Recycled Paper
7. DISCUSSION and BACKGROUND
Background
The GIS has provided City's mapping services for the past 27 years. Situated in Public Works'
Engineering Division, the GIS Section has provided mapping services to all city departments as
well as servicing the general public. Started from paper maps in late 1989, the GIS operation has
transformed City mapping over the past 27 years. Today, the GIS operation produces a large
variety of map products (hard copy and electronic copy) for all city departments. It also provides
various project specific needs, manages engineering project records, and disseminates various GIS
information to the public on the Internet.
The City's GIS operation makes use of the software ArcGIS, developed by ESRI. This is a widely
utilized software by public agencies as well as private organizations. The ArcGIS software
provides a wide spectrum of GIS functionalities needed by the City, including map digitizing,
management of geographically based data, perform geographic data analysis, make map
productions, and publishing interactive maps on the Internet. The current ArcGIS license allows
for a maximum of 13 users in 3 departments
A GIS Master Plan was developed in 2014, describing the need to establish GIS governance and
the development of a deeper GIS organizational structure. Significant progress has occurred in the
GIS industry for establishing standardized GIS data models to improve the efficacy of data
maintenance workflows as well as supporting current web technology and building mobile field
applications that take advantage of the latest developments in communications technology.
The Need to Upgrade
Based on the recommendations of the GIS Master Plan, staff is requesting that the City Council
approve the ESRI Enterprise License Agreement (ELA) for expanded enterprise GIS software
licensing and acquire ESRI Enterprise Advantage Program (EEAP) as a means to adopt a
centralized relational database GIS Local Government Information Model (LGIM).
LGIM is a GIS data model organized around typical services or functions of a local government
body, such as water, sewer, stormwater, public safety, land records, public works, etc. The LGIM
provides a framework, including a data structure and basic data dictionary for coding and building
GIS data. This common framework also means that data can be shared within and between local
government entities. Maintaining shared data eventually results in higher quality datasets that
extend beyond a single jurisdiction, and this maintenance can also be done at a lower cost as well.
Shared data can be maintained by a department for whom such data maintenance is critical, saving
other departments the cost of developing similar datasets.
ArcGIS Online, ArcGIS Portal, ArcGIS for Local Government Applications, and a host of other
ArcGIS GIS tools and applications become significantly more accessible by adoption of the LGIM
GIS database structure standard.
The ELA is a negotiated agreement with ESRI. An ELA with ESRI provides a number of benefits,
the greatest of which is ease of access to software updates and licensing for new applications.
Under the ELA with ESRI, the City is entitled to unlimited expansion of ESRI software licensing
with the caveat that the price of the ELA would be renegotiated at the end of the three year contract
period, at which point the ELA would be re- costed to be commensurate with actual license usage
ITEM 3 10/11/16
Q Printed on Recycled Paper
at that time. This allows the City to test all ESRI software covered under the ELA to whatever
level the City sees fit. These terms also permit the City to develop and test new software and
applications, both third party and homegrown, before committing to the cost of acquiring
additional ESRI software. The ELA also provides subscriptions to ArcGIS Online. ArcGIS
Online is an ESRI cloud- hosted GIS application solution that the City is interested in implementing
for disseminating information to the public. Lastly, the ELA allows the City to designate two staff
members who may contact ESRI at any time for technical support. Many existing City solutions
can be upgraded using ESRI software, and the ELA is the best avenue for ensuring access to ESRI
products and support. The ELA would eliminate additional software costs associated with these
upgrades in other products.
Upgrade Costs
The ELA (ESRI Agreement 2015ELA2281) is a three -year agreement for a total value of
$310,000 The first year of $75,000 is in the current budget (FY17). In comparison, the current
user licenses are $18,000 per year for a three -year total of $54,000.
The first -year cost for the EEAP is $130,000, with the option for two additional years at a cost of
$80,000 per year. During the first year of the agreement, ESRI will assist the City in the GIS
software upgrade process. As part of the agreement, ESRI will assist the City in the hardware
specification needed to support the Enterprise GIS system, will help install the new software, and
will train City GIS and IT staff regarding system maintenance. In addition, the ESRI consultants
will assist the City convert from current GIS data, which consists of over 500 layers of data, to the
LGIM. The optional years will provide additional support as the City expands its use of GIS,
including integrations with other applications and additional training for staff. Although the initial
quote is $80,000 per year, if services at that level are not necessary, the amount may be less. In
the event that a renewal valued at greater than $80,000 is necessary, staff will bring the item back
to City Council for approval.
A summary of total authorized costs by fiscal year is presented below:
*NOTE: EEAP costs in FY 2017 -18 and 2018 -19 are optional.
8. ATTACHMENTS
• ESRI Agreement 2015ELA2281 (Enterprise License Agreement)
• ESRI Agreement 2015EAP2282 (EEAP Agreement)
JD;gl;ly
N:\Pub)ic Works\ADMIN\LYoung \Council Items \COUNCIL \Oct - 2016 \10 - 11\2016 -10 -11 ESRI GIS System Upgrade -Council Staff Report.docx
ITEM 4 10/11/16
Q Printed on Recycled Paper
ELA Costs
EEAP Costs
Total
FY 2016 -17
$ 75,000
$ 130,000
$ 205,000
FY 2017 -18
100,000
80,000*
180,000
FY 2018 -19
135,000
80,000*
215,000
Totals
$310,000
$ 290,000
$ 600,000
*NOTE: EEAP costs in FY 2017 -18 and 2018 -19 are optional.
8. ATTACHMENTS
• ESRI Agreement 2015ELA2281 (Enterprise License Agreement)
• ESRI Agreement 2015EAP2282 (EEAP Agreement)
CITY COUNCIL MINUTES OCTOBER 11, 2016
3. CONSENT CALENDAR
AGREEMENTS
3.4 Agreements between the City of Orange and Environmental System Research
Institute, Inc. (ESRI) for (1) Enterprise License Agreement for the Citywide
Geographic Information System (GIS), and (2) ESRI Enterprise Advantage Program
to assist the City in the software upgrade and GIS data conversion. (A2100.0; AGR-
6397)
NOTE: Mayor pro tem Murphy recorded an abstention due to a potential conflict with
employment.
ACTION: 1) Authorized the appropriation from the Information Systems (780) unreserved
fund balance to the following expenditure account number:
780.1601.51670.00000 Information Systems — Professional Services $75,000
2) Authorized budget adjustments for the following expenditure account numbers as
follows:
Account Number Fund Decrease
790.1601.56033.20273 Computer Replacement $15,000
100.5011.51670.00000 General Fund $15,000
600.8011.51620.00000 Water Fund $5,000
Total Budget Adjustments $75,000
3) Approved Enterprise Licensing Agreement (ELA) with ESRI for a three -year term
(ESRI Agreement No. 2015ELA2281) totaling $310,000 paid in 3 year increments of
$75,000, $100,000, and $135,000 and authorized the Mayor and City Clerk to execute the
documents on behalf of the City. 4) Approved the ESRI Enterprise Advantage Program
(EEAP) Agreement between the City of Orange and ESRI in the amount of $130,000 to
assist the City with implementation of the Local Government Information Model, data
conversion, and training (ESRI Agreement No. 2015EAP2282) and authorized the Mayor
and City Clerk to execute the documents on behalf of the City. 5) Authorized the City
Manager to sign each one -year extension as long as they are consistent with this
Agreement.
3.5 Four year agreement with Commercial Aquatic Services, Inc. for ongoing
maintenance, repair, and chemical supplies for the Hart Park Pool in the amount not
to exceed $132,045. (A2100.0; AGR 5576.B)
ACTION: Approved the agreement with Commercial Aquatic Services, Inc. and
authorized the Mayor and the City Clerk to execute on behalf of the City.
PAGE 5