REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE FOLLOWING:
SAN BERNARDINO COUNTY
BOARD GOVERNED COUNTY SERVICE AREAS
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE FOLLOWING:
BIG BEAR VALLEY RECREATION AND PARK DISTRICT
BLOOMINGTON RECREATION AND PARK DISTRICT
IN-HOME SUPPORTIVE SERVICES PUBLIC AUTHORITY
INLAND COUNTIES EMERGENCY MEDICAL AGENCY
SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
AND RECORD OF ACTION
November 19, 2024
FROM
LYNN FYHRLUND, Chief Information Officer, Innovation and Technology Department
SUBJECT
Title
Agreement with Environmental Systems Research Institute, Inc. for Proprietary Software Licensing with Maintenance and Support Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body for San Bernardino County:
a. Approve an Enterprise Agreement with Environmental Systems Research Institute, Inc., for the provision of proprietary software licensing with maintenance and support services, implementation services, and training in the amount of $6,000,000, for the period of December 9, 2024, through November 30, 2027.
b. Authorize the Chief Information Officer and Assistant Chief Information Officer, to approve amendments and change orders to the Enterprise Agreement with Environmental Systems Research Institute, Inc., in Recommendation No.1a for future amendments to the Agreement, including license and service additions as needed, subject to review by County Counsel, provided that such updates do not exceed the $6,000,000 or change the duration of the Agreement as authorized in Recommendation No. 1.
c. Direct the Chief Information Officer or Assistant Chief Information Officer to transmit printed copies of any amendments to the Agreements in Recommendation No. 1b to the Clerk of the Board of Supervisors within 30 days of acceptance and execution.
2. Acting as the governing body for the Board Governed County Service Areas, approve Eligible Entity Acknowledgement Statement subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
3. Acting as the governing body for the San Bernardino County Flood Control District, approve Eligible Entity Acknowledgement Statement subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
4. Acting as the governing body for Big Bear Valley Recreation and Park District, approve Eligible Entity Acknowledgement Statement subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
5. Acting as the governing body for Bloomington Recreation and Park District, approve Eligible Entity Acknowledgement Statement, subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
6. Acting as the governing body for In-Home Supportive Services Public Authority, approve Eligible Entity Acknowledgement Statement subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
7. Acting as the governing body for Inland Counties Emergency Medical Agency, approve Eligible Entity Acknowledgement Statement subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
8. Acting as the governing body for San Bernardino County Fire Protection District, approve Eligible Entity Acknowledgement Statement subject to the terms of the Enterprise Agreement in Recommendation No. 1, for the provision of proprietary software licensing with maintenance and support services, implementation services, and training for the period of December 9, 2024, through November 30, 2027.
(Presenter: Lynn Fyhrlund, Chief Information Officer, 388-5501)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The cost of the Enterprise Agreement (EA) with Environmental Systems Research Institute, Inc. (Esri), not to exceed $6,000,000, is funded by an ongoing allocation of General Fund approved by the Board on June 11, 2024 (Item No. 110), which includes consecutive incremental annual costs of $1,660,000, $1,700,000 and $1,730,000, and a not-to-exceed amount of $910,000 for license and service additions as needed during the EA term. Sufficient appropriation is included in the Innovation and Technology Department (ITD) Geographic Information System (GIS) 2024-25 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
ITD utilizes GIS to enable departments to visualize, understand, and interpret data. GIS is a computer system for mapping software that visualizes, analyzes, interprets, and displays data through the lens of geography. Esri is a company headquartered in Redlands within the County and is the industry leader best known for its suite of GIS software products called ArcGIS. ArcGIS is a geospatial software designed for viewing, editing, managing, and analyzing geographic data, through maps, applications, dashboards, and reports, to reveal relationships, patterns, and trends from a wide variety of information.
Over the past several years, the County has embraced Esri’s GIS technologies, integrating them across departments. GIS technologies have enhanced communication and provided actionable data that has contributed to improved decision-making. Notable efforts include the County Fire Protection District’s Office of the Fire Marshal, which utilizes GIS to provide field damage assessments after natural disasters, leveraging a digital platform to expedite recovery efforts and assist the public in the aftermath of catastrophic events. The Public Works Department relies on GIS for managing roads, flood control facilities, and survey needs. The Land Use Services Department utilizes GIS to convey zoning, permitting, and other administrative information to the public. Additionally, GIS allows the County to share data publicly, including administrative boundaries, parcel boundaries, and County-maintained roads through its open data portal.
This EA will enable County departments to continue utilizing the GIS platform, including training, professional services, and the necessary licensing to conduct County business. Licensed software includes ArcGIS Online and ArcGIS Enterprise for creation and sharing of content, tools to analyze data and imagery, real time analytics, access to the annual Esri user conference, and field data collection tools, among many other tools.
On December 10, 2019 (Item No. 47), the Board of Supervisors (Board) approved EA No. 19-803 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. Six subsequent amendments were approved by the Board for this EA, including service and licensing changes and additions and executions of the annual extension periods, for a final amount of $4,774,650 and a final contract period through December 19, 2024.
ITD recommends the approval of Esri EA to enable County departments, users, and affiliated entities to explore, analyze and visualize spatial data for informed decision-making across diverse fields. Recommendation Nos. 1b and 1c will allow the Chief Information Officer or Assistant Chief Information Officer to approve amendments and change orders to the EA to increase, add, or change licensing and service levels as the County’s needs change during the term of the EA, which will ensure continued optimal County use of the Esri platform. Recommendation Nos. 2 - 8 will allow the following existing agencies to continue to participate in the Esri EA: Board Governed County Service Areas, San Bernardino County Flood Control District, Big Bear Valley Recreation and Park District, Bloomington Recreation and Park District, In-Home Supportive Services Public Authority, Inland Counties Emergency Medical Agency, and San Bernardino County Fire Protection District.
PROCUREMENT
Purchasing supports the non-competitive procurement of Esri services based on their proprietary software licenses and support services. Licensing and support services for Esri software are only available through Esri, as they are the exclusive provider. Due to the high level of integration of Esri’s GIS platform in existing County applications and systems, transitioning to another GIS platform is not feasible for the County at this time. Additionally, the County employs highly trained staff who are experienced with Esri’s GIS platform, and retraining current employees or hiring new staff for a different platform would be both costly and disruptive. Finally, Esri is the only provider of enterprise-grade GIS software that performs all of the functions required by County such as geocoding, geoenrichment, and parcel fabric; there is no functional equivalent GIS software equivalent.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on October 22, 2024; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on October 29, 2024; Risk Management (Gregory Ustaszewski, Staff Analyst II, 386-9008) on October 1, 2024; Finance and Administration (Carl Lofton, 387-5404; Iliana Rodriguez, 387-4205; Ivan Ramirez, 387-4020; Jessica Trillo, 387-4222; and Paul Garcia, 386-8392, Administrative Analysts) on November 1, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on November 1, 2024.