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Agenda Item
ASR
Control 25-000531 |
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MEETING
DATE: |
09/09/25 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Public Works (Approved) |
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Department contact person(s): |
Zac
Henson (714) 834-7452 |
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James
Reed (714) 967-0816 |
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Subject: Approve Amendment to Geographic
Information System Enterprise License Agreement
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $1,275,000 |
Annual Cost: FY 2026-27
$100,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/21/2024 #35, 12/14/2021 #30 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment 4 to renew the contract with
Environmental Systems Research Institute, Inc. for Geographic Information
Systems software licensing and support services, effective October 1, 2025,
through September 30, 2026, in an amount not to exceed $1,375,000, which
includes the $1,275,000 Enterprise Agreement Fee and $100,000 for as-needed
services, for a cumulative total amount not to exceed $5,799,300.
SUMMARY:
Approval of Amendment 4 to renew the
contract for Geographic Information Systems software licensing and support
services will provide the licenses, maintenance and technical support necessary
to perform geographic information systems analysis and production of accurate
customized maps in support of programs and projects administered by the County
of Orange.
BACKGROUND
INFORMATION:
Geographic Information Systems
(GIS) specialists within OC Public Works use the ArcGIS, ArcInfo and ArcView
software applications to support regulatory compliance, land use planning,
zoning analyses, technical research, geospatial data analyses, engineering and
design and the production of custom maps. These services support a variety of
programs, projects and applications across multiple County of Orange (County)
departments and agencies. Custom mapping services are also available to the
public for a fee based on production costs. Environmental Systems Research
Institute, Inc. (ESRI) is the industry leader in GIS software applications and
has consistently provided reliable and technically robust support to the County
since GIS technology was first implemented in the 1990s.
Prior Board of Supervisors (Board)
and County Procurement Officer or Deputized designee (DPA) actions related to
Contract MA-080-22010603 (Contract) with ESRI for GIS software licensing and
support services (Services) are summarized in the table below.
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Date |
Action |
Amount |
Effective Dates |
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12/14/2021 |
Board
approved Contract |
$4,350,000 |
1/1/2022
– 9/30/2025 |
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N/A |
DPA executed
Amendment No. 1 to revise Enterprise Agreement (EA) Appendix A, Products and
Deployment Schedule. This amendment incorrectly referenced $3.95 million as
the original award value. |
No
cost increase |
4/28/2022
– 9/30/2025 |
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5/21/2024 |
Board approved
Amendment No. 2 to separate organization account for OC Probation and add
ESRI Advantage Program for OC Health Care Agency (HCA). This amendment
incorrectly referenced $3.95 million as the original award value. |
$148,600 |
5/21/2024
– 9/30/2025 |
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N/A |
DPA executed
Amendment 3 to remove ESRI Advantage Program Year 2 (decreasing total amount
not to exceed) and correct the reference to the original award value of $4.35
million. |
($74,300) |
7/10/2025
– 9/30/2025 |
OC Public Works is procuring continuation
of Services in accordance with the 2024 Contract Policy Manual Section 3.3-107.
The Orange County Preference Policy is not applicable to Sole Source contracts.
The proposed Contract renewal is a
Sole Source procurement. ESRI is the sole distributor of its proprietary GIS
software, which is uniquely capable of meeting the County’s diverse GIS needs.
No comparable GIS software solutions are available from other vendors. ESRI’s
software covers cloud, desktop and server GIS applications across multiple
disciplines and specialties. In addition OC Public Works and OC Survey, other
departments and agencies that rely on ESRI’s proprietary technology include,
but are not limited to, HCA for custom applications, such as Vaccination
Coverage Dashboards, Drug and Alcohol Dashboard and mental health network
adequacy analyses; OC Sheriff-Coroner for Emergency Operations Center public
information mapping; Treasurer-Tax Collector and Assessor for parcel mapping;
OC Community Resources/OC Parks for park mapping; Registrar of Voters for vote
tracking; and John Wayne Airport for airport facility mapping.
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Effective Dates |
Requested Amount |
Usage as of July 2025 |
Notes |
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1/1/2022
– 9/30/2025 |
$4,424,300 |
$4,040,000 |
Current
contract term |
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10/1/2025
– 9/30/2026 |
$1,375,000 |
N/A |
Proposed renewal. Previously approved
amount does not roll over to renewal term. Given previous metrics,
utilization of full capacity is anticipated. |
OC Public Works is recommending the
Board approve Amendment 4 to renew the Contract with ESRI for Services,
effective October 1, 2025, through September 30, 2026, in an amount not to
exceed $1,375,000, which includes the $1,275,000 EA Fee and $100,000 for
as-needed services, for a cumulative total amount not to exceed
$5,799,300.
ESRI’s performance has been confirmed as
satisfactory. OC Public Works has verified there are no concerns that must be
addressed with respect to ESRI’s ownership/name, litigation status or conflicts
with County interests.
This Contract does not currently include
subcontractors or pass through to other providers. See Attachment B for
Contract Summary Form.
The Contract is being presented for Board
approval less than 30 days before the effective date due to unanticipated
delays in completing Amendment 3, which was completed on July 10, 2025.
Amendment 3 needed to be finalized before negotiations for Amendment 4 could
proceed, which were subsequently finalized on August 4, 2025.
Compliance
with CEQA: This
action is not a project within the meaning of CEQA Guidelines Section 15378 and
is therefore not subject to CEQA since it does not have the potential for
resulting in either a direct physical change in the environment, or a
reasonably foreseeable indirect physical change in the environment. The
approval of this agenda item does not commit the County to a definite course of
action in regard to a project since it's an approval for an amendment to the
Contract for Services. This proposed activity is therefore not subject to CEQA.
Any further action connected to this approval that constitutes a project will
be reviewed for compliance with CEQA.
FINANCIAL
IMPACT:
Appropriations for this Contract
are included in the FY 2025-26 Budget for the following Fund/Budget Control
numbers and will be included in the budgeting process for future years.
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Budget
Control 080, OC Public Works |
1.0% |
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Fund
115, OC Road |
18.0% |
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Fund
400, OC Flood |
18.0% |
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Budget
Control 034, OC Watershed |
6.1% |
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Fund
280, John Wayne Airport |
8.6% |
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Budget
Control 060, OC Sheriff-Coroner |
15.8% |
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Budget
Control 063, OC Social Services Agency |
9.7% |
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Budget
Control 042, OC Health Care Agency |
6.6% |
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Budget
Control 031, OC Registrar of Voters |
5.8% |
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Fund
405, OC Community Resources/OC Parks |
10.2% |
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Budget
Control 002, OC Assessor |
0.2% |
The proposed Contract renewal is
contingent upon funding availability. In the event funding is reduced or
terminated, the County may renegotiate the level of services and/or terminate
the Contract, as necessary.
STAFFING
IMPACT:
N/A
REVIEWING
AGENCIES:
John
Wayne Airport
OC Assessor
OC Community Resources/OC Parks
OC Health Care Agency
OC Registrar of Voters
OC Sheriff-Coroner
OC Social Services Agency
ATTACHMENT(S):
Attachment
A - Amendment 4 to Contract MA-080-22010603 with Environmental Systems Research
Institute, Inc.
Attachment B - Contract Summary Form
Attachment C - Corporate Resolution