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Agenda Item
ASR
Control 13-001559 |
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MEETING DATE: |
01/28/14 |
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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 Community Resources (Approved) |
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Department contact
person(s): |
Rich Adler (949) 923-3752 |
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Cameron Smith (949) 923-3734 |
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Subject: Geographical Information
Systems Contract with ESRI– OC Community Resources
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ceo Concur |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$75,500 |
Annual Cost:
FY 2014-15: $75,500 |
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Staffing Impact: No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
Authorize the County Purchasing Agent or his authorized Deputy to execute Contract No. MA 012-14010401 with Environmental Systems Research Institute, Inc. (ESRI) for Geographical Information Systems software licensing and maintenance support services for OC Community Resources for a three-year term from January 28, 2014 through January 27, 2017, in a total amount not to exceed $226,500, renewable for one two-year term subject to the mutual approval of the County and ESRI.
SUMMARY:
Authorizing the County Purchasing Agent or his authorized Deputy to execute the Contract with Environmental Systems Research Institute, Inc. for Geographical Information Systems (GIS) software licensing and support services will enable OC Parks to more effectively operate its GIS database for asset, resource, and maintenance management and public information purposes.
BACKGROUND INFORMATION:
Since 2007, OC Parks has been utilizing ArcGIS, ArcInfo, and ArcView software and licenses from the Environmental Systems Research Institute, Inc. (ESRI) to operate an OC Parks Geographical Information Systems (GIS) database for asset, resource, and maintenance management. In the past year, OC Parks has established a GIS unit comprised of three staff members and four interns and has significantly increased its use of ESRI software products. The unit is currently developing internet mapping applications heavily involving the use of GIS software; the unit’s efforts will result in highly detailed park maps for use by OC Parks staff and contractors and by park visitors.
Currently, OC Parks acquires annual software licenses and maintenance support services for a limited number of ESRI products separately through individual purchase orders, at a cost of approximately $40,000 per year. Because of OC Parks’ increased GIS workload, additional ESRI licenses and support services are essential. The estimated annual cost for these licenses and services on an individual purchase-order basis would be approximately $140,000. As a cost-effective alternative, however, OC Parks has negotiated an Enterprise License Agreement (ELA) with ESRI (Exhibit A) that provides for unlimited software licensing and maintenance support services at a fixed three-year cost of $226,500, or only $75,500 per year. Additionally, the ELA allows for unlimited licenses for use of the software by the three other OC Community Resources Departments – OC Animal Care, OC Community Services, and OC Public Libraries. The ELA provides for one two-year renewal, subject to the mutual approval of the County and ESRI, including agreement on the annual cost.
ESRI is an industry leader in development of GIS software services and has provided the County with dependable and effective GIS services since the 1990s. ESRI is the only provider of the GIS software currently used by OC Parks, and OC Parks has been very satisfied with both the software and firm’s performance (Exhibit B: Sole Source Justification).
This ELA involves alternative indemnification and a limitation of liability. CEO/Risk Management has reviewed the non-standard terms and conditions and has determined that the contract does not pose any unusual risk to the County as the ELA is for licenses and maintenance for off-the-shelf software.
FINANCIAL IMPACT:
Funding for this item is included in the FY 2013-14 budget and will be included in the FY 2014-15 and 2015-16 budgets.
STAFFING IMPACT:
N/A
EXHIBIT(S):
Exhibit A: Contract
Exhibit B: Sole Source Justification