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HomeMy WebLinkAbout15- Information Technology CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL QPyjg� N A L From: JUNE YOTSUYA, Subject: RESOLUTION OF THE MAYOR ACTING INFORMATION AND COMMON COUNCIL OF THE CITY TECHNOLOGY DIRECTOR OF SAN BERNARDINO APPROVING A GIS INTERNAL USAGE AGREEMENT Dept.: INFORMATION TECHNOLOGY BETWEEN THE CITY, EDA AND THE WATER DEPARTMENT REGARDING Date: AUGUST 17, 2010 THE MANAGEMENT OF THE ESRI ENTERPRISE LICENSE AGREEMENT SPECIFIED IN RESOLUTION 2010-144. MICC Meeting Date: September 20, 2010 Synopsis of Previous Council Action: June 21, 2010 - Resolution 2010-144 - Authorized the execution and issuance of a purchase order to Environmental Systems Research Institute for a three year ArcGIS Enterprise License Agreement. Recommended Motion: Adopt resolution. nature /T Concur with Resolution: Economic Development Agency Signature Water Department S Signaigre Contact person: June Yctsuya Phone: x3692 Supporting data attached: Staff Report, Resolution ILIA Ward: All FUNDING REQUIREMENTS: Amount: $0.00 Source: (Acct. No.) IT EDA&Water Departments (Acct. Description) Finance: Council Notes: S,) X10 - 31.3 Agenda Item No. 09-aa -aoio CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the mayor and common council of the city of San Bernardino approving a GIS Intemal Usage Agreement between the City, EDA and the Water Department regarding the management of the ESRI License specified in resolution 2010-144. Background: GIS is an information system technology with geography at its core foundation. This system provides technology and methods useful in integrating all of the factors that need to be considered for decision making. GIS improves the way we do our work by facilitating better decision making; saving money, time, and resources; and allowing us to more effectively communicate through geospatial visualization. The City's GIS is based on Environmental Systems Research Institute (ESRI)ArcGIS suite of software, which is an integrated collection of GIS software products that provides a scalable platform for spatial analysis, data management, and mapping. These systems were initially limited to use to specially trained GIS professionals; today, with the application of open Internet environments, all employees could access and work with the City's geospatial information. On June 21, 2010 the City entered into a three year enterprise license agreement enabling the City to access and use the capabilities of all of the non-royalty based GIS software available from ESRI. In order to ensure the City uses the software most effectively the Water department, Economic Development Agency and the City have agreed through the subject Internal Usage Agreement(Exhibit"A")to jointly share and manage the ESRI license agreement. Financial Impact: The Intemal Usage Agreement (Exhibit "A") does not create a funding requirement. The purpose of the agreement is to document how the ESRI License specified in resolution 2010-144 and approved on June 21, 2010 will be managed. Recommendation: Adopt resolution. COPY I RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF 3 SAN BERNARDINO APPROVING A GIS INTERNAL USAGE AGREEMENT BETWEEN THE CITY, EDA AND THE WATER DEPARTMENT REGARDING THE 4 MANAGEMENT OF THE ESRI ENTERPRISE LICENSE AGREEMENT SPECIFIED IN RESOLUTION 2010-144. 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1: That the City Manager of the City of San Bernardino is hereby 8 9 authorized to execute on behalf of said City an Internal Usage Agreement between the City 10 of San Bernardino, the Economic Development Agency and the Water Department, a copy 11 of which is attached hereto as Exhibit"A". 12 13 14 15 16 17 18 19 20 21 22 23 24 25 27 28 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 2 BERNARDINO APPROVING A GIS INTERNAL USAGE AGREEMENT BETWEEN THE CITY, EDA AND THE WATER DEPARTMENT REGARDING THE 3 MANAGEMENT OF THE ESRI ENTERPRISE LICENSE AGREEMENT SPECIFIED IN RESOLUTION 2010-144. 4 5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor 6 and Common Council of the City of San Bernardino at a meeting 7 thereof,held on the day of , 2010, by the following vote, to wit: 8 9 Council Members Ayes Nays Abstain Absent 10 MARQUEZ 11 DESJARDTNS 12 13 BRINKER _ 14 SHORETT _ 15 KELLEY 16 JOHNSON 17 McCAMMACK _ 18 19 20 Rachel G. Clark, City Clerk 21 The foregoing resolution is hereby approved this day of , 2010 22 23 24 Patrick J. Morris, Mayor City of San Bernardino 25 Ap ved as to form: 26 ro 27 J es F. Penman, City Attorney 28 RESOLUTION NO. Exhibit'A' CITY OF SAN BERNARDINO ESRI ENTERPRISE LICENSE AGREEMENT INTERNAL USAGE AGREEMENT This Internal Usage Agreement is entered into between the following participating internal departments and agencies within the City of San Bernardino. Economic Development Agency(EDA) Information Technology Department(IT) Municipal Water Department INTRODUCTION As the participating departments continue to expand their needs of and requirements for GIS,funding for necessary software to expand and enhance its usage has become a serious barrier to its effective use. The software predominately comprising the participating departments'GIS is provided by Environmental Systems Research Institute(ESRI). ESRI has recently provided the City as a whole an Enterprise License Agreement(License) (Resolution 2010-144). In general the ESRI Enterprise License Agreement(Exhibit 1)will provide unlimited access to all non- royalty bearing ESRI software, including Arclnfo,ArcEditor,ArcView,ArcIMS,ArcSDE,ArcGIS Engine, ArcGIS Server,and most ArcGIS desktop extensions for a set yearly fee as part of a three year agreement. Maintenance is provided as part of the License and consists of software,data,or documentation updates and access to Technical Support. MISSION The mission of this Internal Usage Agreement(IUA) is to provide the optimum software environment in which the City as a whole and in particular the participating departments can expand the effective usage of GIS to efficiently address the needs and requirements of the City of San Bernardino. PURPOSE The purpose of this Internal Usage Agreement(IUA) is:(1)to outline the mission and expectations of the use of the License as assigned by ESRI to the City of San Bernardino, (2)to formalize relationships between the participating IUA parties,and (3)to outline the commitments necessary for the successful usage of the License. POLICY AND DIRECTION The policies and management of the IUA will be consistent with this document and as prescribed by the License. TERM The term of this IUA will match the term of the initial three years of the License and will commence with the commencement of that License. At the expiration of the initial License the participating departments will meet and determine if it is efficacious to extend both the License and this IUA. At that time any of the participating departments may decide to opt out of extensions to the License and this IUA. Page 1 of 3 RESOLUTION NO. Exhibit'A' INTERNAL USAGE AGREEMENT - MEMBERSHIP COMPOSITION _. Contract Administrator: Ruth Parish Participating Departments: IT, EDA and Water Management Committee: • Julie Abinto, Water Department • Precilla Rani, Economic Development Agency • Ruth Parish, IT Department Technical Support Coordinators: 1. IT: Ruth Parish & Matt Torrence 2. EDA: Precilla Rani and her designee 3. Water:Julie Abinto and her designee Software Users:Specified as applicable by each department on an ad hoc basis. IUA MANAGEMENT COMMITTEE Use and control of the License will be managed by committee. The Management Committee will be comprised of: Ruth Parish, IT Department,Julie Abinto,Water Department, and Precilla Rani, EDA. Committee composition can be changed as necessary with majority agreement of the management committee. COST SHARING The costs of the License will be born as follows: Department Year 1 Year 2 Year 3 IT 18,167 21,800 25,434 EDA 18,167 21,800 25,433 Water 18,167 21,800 25,433 Total (including tax) 54,500 65,400 76,300 Note:The Water department's portion will be embedded in the existing annual Master Services Agreement between the Water Department and the City of San Bernardino's IT Department. IUA CONTRACT ADMINISTRATOR RESPONSIBILITIES The contract administrator shall maintain a list of all currently installed ESRI software within the City of San Bernardino broken down by department and user assignments. The administrator will provide said listing to ESRI on the initial start date of the License and respectively on the same date of years two and three. IUA MANAGEMENT COMMITTEE RESPONSIBILITIES As members of the Management Committee,each member agrees to the following: 1. To adhere to the Terms and Conditions of the License. 2. Software will be allocated only by the IUA Management Committee. 3. The IUA Management Contract Administrator will be informed of the installation,assignment or transfer of any new or existing license. Page 2 of 3 RESOLUTION NO. Exhibit 'A' 4. At the start of the IUA each participating department shall verify and provide the IUA Management Contract Administrator with a current list of all ESRI software currently owned and maintained by that department. LIMITATIONS OF THE INTERNAL USAGE AGREEMENT This internal usage agreement will not limit nor alter the autonomy with which any participating department manages or uses its GIS or GIS data. PARTICIPATING PARTIES Charles McNeeley Date City Manager Emil A. Marzullo Date Interim Executive Director Robin L.Ohama Date Deputy City Clerk& Ex-Officio Secretary Toni Callicott Date President, Board of Water Commissioners OTHER NECESSARY SIGNATURES Signature Date Page 3 of 3 RESOLUTION NO. CITY OF SAN BERNARDINO ESRI ENTERPRISE LICENSE AGREEMENT INTERNAL USAGE AGREEMENT This Internal Usage Agreement is entered into between the following participating internal departments and agencies within the City of San Bernardino. Economic Development Agency(EDA) Information Technology Department(IT) Municipal Water Department INTRODUCTION As the participating departments continue to expand their needs of and requirements for GIS, funding for necessary software to expand and enhance its usage has become a serious barrier to its effective use. The software predominately comprising the participating departments' GIS is provided by Environmental Systems Research Institute(ESRI). ESRI has recently provided the City as a whole an Enterprise License Agreement(License) (Resolution 2010-144). In general the ESRI Enterprise License Agreement(Exhibit 1)will provide unlimited access to all non- royalty bearing ESRI software, including Arclnfo,ArcEditor, ArcView,ArcIMS,ArcSDE,ArcGIS Engine, ArcGIS Server,and most ArcGIS desktop extensions for a set yearly fee as part of a three year agreement. Maintenance is provided as part of the License and consists of software,data, or documentation updates and access to Technical Support. MISSION The mission of this Internal Usage Agreement (IUA) is to provide the optimum software environment in which the City as a whole and in particular the participating departments can expand the effective usage of GIS to efficiently address the needs and requirements of the City of San Bernardino. PURPOSE The purpose of this Internal Usage Agreement(ILIA) is: (1)to outline the mission and expectations of the use of the License as assigned by ESRI to the City of San Bernardino, (2)to formalize relationships between the participating ILIA parties,and (3) to outline the commitments necessary for the successful usage of the License. POLICY AND DIRECTION The policies and management of the ILA will be consistent with this document and as prescribed by the License. TERM The term of this ILIA will match the term of the initial three years of the License and will commence with the commencement of that License. At the expiration of the initial License the participating departments will meet and determine if it is efficacious to extend both the License and this ILIA. At that time any of the participating departments may decide to opt out of extensions to the License and this ILIA. Page 1 of 3 RESOLUTION NO. INTERNAL USAGE AGREEMENT - MEMBERSHIP COMPOSITION Contract Administrator: Ruth Parish Participating Departments: IT, EDA and Water Management Committee: • Julie Abinto,Water Department • Precilla Rani, Economic Development Agency • Ruth Parish, IT Department Technical Support Coordinators: 1. IT: Ruth Parish& Matt Torrence 2. EDA: Precilla Rani and her designee 3. Water:Julie Abinto and her designee Software Users:Specified as applicable by each department on an ad hoc basis. IUA MANAGEMENT COMMITTEE Use and control of the License will be managed by committee. The Management Committee will be comprised of: Ruth Parish, IT Department,Julie Abinto, Water Department,and Precilla Rani, EDA. Committee composition can be changed as necessary with majority agreement of the management committee. COST SHARING The costs of the License will be born as follows: Department Year 1 Year 2 Year 3 IT 18,167 21,800 25,434 EDA 18,167 21,800 25,433 Water 18,167 21,800 25,433 Total(including tax) 54,500 65,400 76,300 Note:The Water department's portion will be embedded in the existing annual Master Services Agreement between the Water Department and the City of San Bernardino's IT Department. IUA CONTRACT ADMINISTRATOR RESPONSIBILITIES The contract administrator shall maintain a list of all currently installed ESRI software within the City of San Bernardino broken down by department and user assignments. The administrator will provide said listing to ESRI on the initial start date of the License and respectively on the same date of years two and three. IUA MANAGEMENT COMMITTEE RESPONSIBILITIES As members of the Management Committee, each member agrees to the following: 1. To adhere to the Terms and Conditions of the License. 2. Software will be allocated only by the IUA Management Committee. 3. The IUA Management Contract Administrator will be informed of the installation,assignment or transfer of any new or existing license. Page 2 of 3 RESOLUTION NO. 4. At the start of the ILIA each participating department shall verify and provide the ILA Management Contract Administrator with a current list of all ESRI software currently owned and maintained by that department. LIMITATIONS OF THE INTERNAL USAGE AGREEMENT This internal usage agreement will not limit nor alter the autonomy with which any participating department manages or uses its GIS or GIS data. PARTICIPATING PARTIES Charles McNeeley Date City Manager Emil A. Marzullo Date Interim Executive Director Robin L. Ohama Date Deputy City Clerk& Ex-Officio Secretary Tani Callicott Date President, Board of Water Commissioners OTHER NECESSARY SIGNATURES 712411, �ture ate Page 3 of 3