REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 13, 2023
FROM
LYNN FYHRLUND, Chief Information Officer, Innovation and Technology Department
SUBJECT
Title
Amendment to Agreement with Environmental Systems Research Institute, Inc. for Mapping and Analysis Software
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 6 to Enterprise Agreement No. 19-803 with Environmental Systems Research Institute, Inc., adding one license for cloud-based demographic mapping and analysis software at no additional cost, and two learning and service credit bundles at a total cost of $124,400, increasing the total contract amount from $4,650,250 to $4,774,650, with no change to the contract period of December 20, 2019 through December 19, 2024.
(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 not result in the use of additional Discretionary General Funding (Net County Cost). The additional license for cloud-based demographic mapping and analysis software, known as ArcGIS Business Analyst Advanced Online, is included in Amendment No. 6 to the Enterprise Agreement (EA) at no additional cost. The additional two learning and service credit bundles at $62,200 per bundle for a total cost of $124,400 are payable in 2022-23. Sufficient appropriation for the EA is included in the Innovation and Technology Department (ITD) Geographic Information System (GIS) 2022-23 budget and will be included in the 2023-24 recommended budget.
BACKGROUND INFORMATION
GIS provides answers to questions regarding location, 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. Environmental Systems Research Institute, Inc. (Esri), a company headquartered in Redlands, is the industry leader in GIS technologies.
Several County departments utilize Esri products to optimize their services to the public. Esri’s GIS platform, for example, 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, Homeless Services’ Point In Time Count application, County Fire’s damage assessment application, and Environmental Health Services’ pool and restaurant inspection application.
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.
On June 9, 2020 (Item No. 28), the Board approved Amendment No. 1 to the EA, increasing the total EA 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 EA 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 EA 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 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 length of the EA by two years, through December 19, 2024, and increased the EA 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.
The recommended amendment adds one newly available license for enhanced cloud-based demographic mapping and analysis software at no additional cost, and two learning and service credit bundles at $62,200 each, for a total cost of $124,400, that grant access to Esri resources for professional services, including trainings and expert assistance. These resources enable ITD to effectively implement new products, support departments in expanding their usage of the ArcGIS platform, and resolve technical support issues. Departments can also leverage professional training sessions to maximize the success of any future upgrades. Esri is including one license of ArcGIS Business Analyst Advanced Online at no cost to facilitate advanced business and community data analysis and visualization.
PROCUREMENT
The Board approved EA No.19-803 with Esri for proprietary licensing on December 10, 2019 (Item No. 47). 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 (Agnes Cheng, Deputy County Counsel, 387-5455) on May 26, 2023; Purchasing (Tevan Stremel, Buyer III, 387-2098) on May 6, 2023; Risk Management (Victor Tordesillas, Director, 386-8623) on May 6, 2023; Finance (Ivan Ramirez, Administrative Analyst, 387-4020) on May 26, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on May 30, 2023.