REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 23, 2024
FROM
LYNN FYHRLUND, Chief Information Officer, Innovation and Technology Department
NOEL CASTILLO, Director, Department of Public Works - Surveyor
CHRIS WILHITE, Assessor-Recorder-County Clerk
SUBJECT
Title
Amendment to Agreement with Environmental Systems Research Institute, Inc. for Mapping and Analysis Software
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 7 to Enterprise Agreement No. 19-803 with Environmental Systems Research Institute, Inc., adding 19 learning and service credit bundles for a total not-to-exceed amount of $649,800, increasing the total contract amount from $4,774,650 to $5,424,450, with no change to the contract period of December 20, 2019 through December 19, 2024.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post 2023-24 budget adjustments as detailed in the Financial Impact section, for additional Environmental Systems Research Institute, Inc. learning and service credit bundles.
(Presenter: Lynn Fyhrlund, Chief Information Officer, 388-5501)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
FINANCIAL IMPACT
Approval of this item will result in the use of additional Discretionary General Funding (Net County Cost). The cost for 19 learning and service credit bundles is $649,800. The Innovation and Technology Department (ITD) Geographic Information System (GIS) 2023-24 budget includes $125,000 for approximately three Environmental Systems Research Institute, Inc. (Esri) learning and service credit bundles and has savings of $84,148 in Services and Supplies available to fund this purchase. For the remainder amount, a 2023-24 budget adjustment of $440,652 is requested to increase ITD’s Services and Supplies offset by a decrease in Salaries and Benefits, which are available due to vacancies. These adjustments result in no net impact to ITD’s 2023-24 budget.
|
Fund Center |
Commitment Item/ GL Account |
Description |
Action |
Amount |
|
1200101000 |
52002445 |
Other Professional and Specialized Services |
Increase |
$440,652 |
|
1200101000 |
51001010 |
Regular Salary |
Decrease |
$440,652 |
The Assessor-Recorder-County Clerk (ARC) parcel map and associated data is supported by the existing Esri ArcGIS platform. For 2024-25, the ARC requires one-time Discretionary General Funding of $288,000 to provide temporary help to augment existing staff during the migration from the legacy data model to the modern Esri ArcGIS Parcel Fabric (Parcel Fabric). A request for additional Discretionary General Funding totaling $288,000 for the ARC will be included as part of the 2024-25 Recommended Budget.
The Department of Public Works - Surveyor Division (Surveyor) may require additional one-time Discretionary General Funding in 2024-25, should adequate savings not materialize, to provide staff for land survey quality control services during the data conversion to the modern Parcel Fabric. If the Surveyor requires additional Discretionary General Funding in 2024-25, a budget adjustment will be requested at that time.
BACKGROUND INFORMATION
GIS provides answers to questions regarding the location of things, where events occur, resource deployment, and opportunity for action. By incorporating location data points, GIS augments existing departmental information, allowing organizations to visualize, understand, and analyze data in ways that reveal relationships, patterns, and trends of a wide variety of information through the use of maps, reports, and charts. Esri, a company headquartered in Redlands, is the industry leader in GIS technologies.
Many County departments utilize Esri products to optimize their services to the public. For example, Esri’s GIS platform is integrated in numerous County applications and programs such as Land Use Services’ EZ Online Permitting application, Code Enforcement’s Fire Hazard Abatement program, the Sheriff’s HOPE team homeless outreach program, Office of Homeless Service’s Point-In-Time Count application, County Fire’s damage assessment application, and the Department of Public Health - Environmental Health Services’ pool and restaurant inspection application.
The recommended amendment adds 19 learning and service credit bundles at a total cost of $649,800 that grant access to Esri resources for professional services, including training and expert assistance. Part of these learning and service credits will be utilized to assist the County in the complex conversion of its parcel data from the legacy data model it currently resides in to the modern Parcel Fabric. The Parcel Fabric is a record driven data model with built-in quality management that allows staff to more easily manage the County’s complex parcel basemap in a unified, countywide data model. This will allow for the capture of parcel history as parcel records change. It also provides more robust positional adjustment tools that will allow the Surveyor to effectively ensure the positional accuracy of the parcel basemap. Additionally, these learning and service credits enable ITD to effectively implement new products, support departments in expanding their usage of the Esri ArcGIS platform and resolve technical support issues with professional services from Esri.
On December 10, 2019 (Item No. 47), the Board of Supervisors (Board) approved Enterprise Agreement No. 19-803 (EA) with Esri in the amount of $2,175,000, to provide software licensing, maintenance and support services, implementation, training, and 40 annual Esri User Conference registrations from December 20, 2019, through December 19, 2022, with one two-year option to extend.
On June 9, 2020 (Item No. 28), the Board approved Amendment No. 1 to the EA, increasing the total amount by $48,000, from $2,175,000 to $2,223,000, for additional services, software licenses, and authorized callers who are designated staff recognized to contact Esri service support staff, with no change to the term.
On May 18, 2021 (Item No. 38), the Board approved Amendment No. 2 to the EA, increasing the total amount by $253,050, from $2,223,000 to $2,476,050 for additional software and learning and service credits, with no change to the term.
On January 25, 2022 (Item No. 29), the Board approved Amendment No. 3 to the EA to reduce the ArcGIS Tracker for ArcGIS Enterprise Term Licenses from 100 to 25 and add 100 ArcGIS Tracker for ArcGIS Online Term Licenses at no cost, with no change to the term.
On June 14, 2022 (Item No. 34), the Board approved Amendment No. 4 to the EA, increasing the total amount by $124,200, from $2,476,050 to $2,600,250 for additional learning and service credits and the transfer of the ArcGIS Indoors licensing from the on-premises Enterprise platform to the cloud hosted Esri ArcGIS Online platform, with no change to the term.
On December 6, 2022 (Item No. 26), the Board approved Amendment No. 5 to the EA to extend the term of the EA by two years, for a total period of December 20, 2019 through December 19, 2024, and increased the total amount by $2,050,000, from $2,600,250 to $4,650,250. The extension allowed County departments to continue using Esri software and included maintenance, support, training, and 50 annual registrations for the Esri User Conference to support existing products, continue implementing new products, and resolve technical support issues that arise.
On June 13, 2023 (Item No. 45), the Board approved Amendment No. 6 to the EA, increasing the total amount by $124,400, from $4,650,250 to $4,774,650, adding one license for cloud-based demographic mapping and analysis and two learning and service credit bundles, with no change to the contract period of December 20, 2019, through December 19, 2024.
PROCUREMENT
Licensing and support services for Esri software are only available through Esri, as Esri is the only provider of their proprietary software licenses and support services. The Purchasing Department concurs with the non-competitive purchase of these services from Esri. Due to the high level of integration of Esri’s GIS platform in existing County applications and systems, changing to another GIS platform would not be feasible for the County at this time.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on March 18, 2024; Purchasing (Christina Reddix, Buyer III, 387-2060) on March 18, 2024; Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-7022) on March 18, 2024; Public Works - Surveyor (Tom Herrin, County Surveyor, 387-8147) on April 5, 2024; Assessor-Recorder-County Clerk (Vanessa Sanchez, Chief Appraiser, 382-3201) on April 5, 2024; Finance (Iliana Rodriguez, 387-4205, and Penelope Chang, 387-4886, Administrative Analysts) on April 5, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on April 8, 2024.