TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Diane Kohanyi, Management Analyst - IT
SUBJECT:
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VertiGIS Software Upgrade
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RECOMMENDATION
recommendation
Approve an agreement with VertiGIS for a one-time upgrade fee not to exceed $20,000, for a total project amount not to exceed $103,200;
Authorize the exemption from bidding requirements;
Approve an increase in the Fiscal Year 2024/25 Operating Budget as defined below; and
Authorize the Mayor to execute the agreement.
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PRIOR ACTION/VOTE
None.
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
On July 18, 2019, the City of Murrieta (City) purchased the Geocortex Geographic Information System (GIS) from Latitude Geographics Group. Geocortex integrates with City GIS data and provides staff with a framework for building and configuring complex web mapping applications. Geocortex is a cloud-based Software as a Service (SaaS) product. The City’s GIS division continues to utilize Geocortex for its GIS functions and projects for various departments. Since the initial purchase, Latitude Geographics Group was acquired by VertiGIS.
The original agreement totaled $38,600 for the configuration and deployment and included one year of access to the software. In April 2020, the City added additional hours to the original agreement bringing the contract total to $40,500.
In 2021, 2022, and 2023, pursuant to the City Manager’s purchasing authority, the VertGIS services were renewed for an additional cost of $42,700. Staff recommends the City Council approve an agreement (Attachment 1) to upgrade the software from Geocortex to a new structure called VertGIS Studio. City Council approval is required now that the project’s aggregate total exceeds the City Manager’s purchasing authority.
Murrieta Municipal Code Section 3.08.280(l) allows the City Manager to approve exceptions to the competitive bidding requirement for purchases involving the acquisition of information technology software and related services. By upgrading the current service with VertiGIS, the City can preserve the existing infrastructure needed for the City’s mapping applications. Also, VertiGIS is the only provider of this product, and no other business can sell or resell this service. The cost of the upgrade is estimated to be $16,575 based on an hourly rate of $255/hour. Staff recommends the City Council approve the agreement for an amount not to exceed $20,000 and requests an appropriation of up to $20,000 should the cost exceed the estimated amount.
FISCAL IMPACT
This upgrade is estimated to cost $16,575 for Fiscal Year 2024/25. Staff recommends that the City Council authorize an appropriation of $20,000 in the Information Technology Operating Budget General Ledger Account 7268340-62160 in the Fiscal Year 2024/25 Operating Budget using Unassigned Fund Balance for the upgrade of the software from Geocortex to a new framework called VertGIS Studio.
ATTACHMENTS
1. Agreement with VertiGIS