AUGUST 11, 2015 Page 1 of b - CC

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1 AUGUST 11, 2015 Page 1 of b - CC County Council Meeting Date: August 11, 2015 Submitted by: Subject: Morgan Calvert, Manager of Information Technology and Durk Vanderwerff, Manager of Planning Enterprise Geographic Information System BACKGROUND: A Geographic Information System (GIS) is a set of tools for mapping and analyzing things that exist and events that happen. GIS integrates and organizes layers of spatial data (where things are) with non-spatial or descriptive data (what things are) to give a better understanding of a place or process and can play an important role in supporting the day-to-day operations of a municipality. The County started using GIS in 1996 and since 2005 the Middlesex Geography Network (MGN) partnership has existed as an opportunity for GIS users to work in a coordinated and integrated manner to elevate the level of GIS available to each user. The most visible outcomes of the MGN were two Internet based mapping applications created and hosted by the City of London under a fee for service contract a Public Interactive Mapping System and a password protected Internal Planning Application. Aside from the MGN applications, the County and the municipalities of Thames Centre, Middlesex Centre, Strathroy-Caradoc, and Southwest Middlesex utilize desktop GIS software and have spatial data sets. The municipalities of Lucan Biddulph, Adelaide Metcalfe, and North Middlesex have spatial data sets but do not utilize GIS software inhouse. The purchase of the two Internet based mapping applications will conclude at the end of this year as the City moves to commercial GIS software (from an in-house system) which precludes them from continuing to sell this service to Middlesex. Use of the City of London s Internet based mapping applications has saved Middlesex in the neighbourhood of $750,000 over the years, but has also constrained GIS within Middlesex as a result of the limitations of the system design.

2 AUGUST 11, 2015 Page 2 of b - CC We have made staff from each local municipality aware that changes to the MGN will need to occur as a result of the City s changes and have sought input concerning any future GIS program. In particular Michael Barnier, Corporate Support Specialist, Middlesex Centre, has been working closely with us on this project. After consulting municipal staff, it is clear that municipalities no longer can operate without GIS and that they would like any new system to do much more than the existing applications. Likewise, there are several County Planning, Economic Development, and other departmental initiatives that can only be provided with a more fulsome GIS. ANALYSIS: Moving Forward Enterprise GIS We believe that it is time to re-boot the GIS program within Middlesex by moving forward with in-house GIS services. The new GIS system would be comprised of a suite of tools distributed across the County and municipalities an enterprise GIS. The Enterprise GIS would include (1) a central GIS server (2) advanced desktop GIS users (3) standard desktop and mobile GIS users and (4) cloud-based GIS applications. At the centre of the system would be a GIS server hosted by the County that would share GIS resources to internal and external users. The GIS server would allow for secure central data storage (to protect confidential information and information which is captured under privacy legislation) and would host applications or tools that the public and municipal staff would utilize. The server would facilitate the use of shared data sets but also be able to provide segmented applications so that each municipality could have their own internal applications allowing local staff to access and directly maintain and manage local data. The advanced desktop GIS users would be technical staff at the County and local municipalities that work with GIS to undertake both local processes but also to feed data to and retrieve data from the server. They would have access to a full suite of GIS software. The standard desktop and mobile GIS users would be non-technical staff at the County and local municipalities (such as building inspector, clerk, planner) that would be provided tools and applications to assist them in completing their duties. Most of the applications would be Internet based either on a desktop computer or on a mobile device such as a tablet for use in the field. The system would also utilize cloud-based Internet GIS tools to provide public applications that do not contain private information and that need to be very flexible in their use. In fact, as a result of the relatively short notice provided by the City of London (the public Middlesex Map was to be discontinued June 30th) staff have developed an interim version (that does not have full functionality of a server based version) of the

3 AUGUST 11, 2015 Page 3 of b - CC Public Middlesex Map and a Middlesex County Heritage Trails application using cloud-based GIS. While the changes at the City are a catalyst, other factors support moving forward at this time with an Enterprise GIS system. The barriers to entry in terms of hardware, software, and license costs have steadily decreased and the technology now provides for a distributed system that we believe is necessary for a two-tier municipal system. In addition, the County has received Provincial Source Water Protection Implementation funding which can be used for the development of business processes including GIS. Four Priority Areas The implementation of an Enterprise GIS system would allow the County and municipalities to undertake a number of new GIS and mapping initiatives that could benefit almost all departments. We have identified four priority areas over the next twelve months: (1) Public Middlesex Map, (2) Planning, Building and Source Water Protection, (3) Public Works, and (4) Economic Development. Within each priority area there would be a number of applications specific to the user needs. Beyond the first twelve months, there are many potential GIS tools and applications that could be implemented however the next steps would be driven by the client municipalities and departments. An extensive list of wants has been identified including: public zoning, agricultural sector study mapping recommendations, MLS portal, parks and recreation, 311 map service, asset management, statistics viewer, emergency management, geo-design, election poll stations, garbage calendar, AVL, forestry, weeds, road closures, open data portal, etc. Software Vendor Over the past six months, staff have attended technology tradeshows, met with software vendors, met with other municipalities, and have concluded that there is only one source of supply for the Enterprise GIS that meets our requirements, ESRI (Environmental Systems Research Institute). ESRI is the largest supplier of GIS software (estimated to have over 75% of the GIS market share in the public sector) and offers a comprehensive suite of server, desktop, Internet, and mobile GIS software. The County and four local municipalities (Thames Centre, Strathroy-Caradoc, Southwest Middlesex and Middlesex Centre) already use ESRI desktop software and maintaining ESRI software would minimize implementation time, training costs and maintain consistency in business processes that have already been developed. Migrating to a new software vendor would be costly, time consuming and a significant barrier.

4 AUGUST 11, 2015 Page 4 of b - CC Many of our mapping and data partners that we frequently exchange information with also use ESRI software including the five conservation authorities, the Middlesex- London Health Unit, Western University, Fanshawe College, the City of London, and the Province of Ontario. After reviewing the complete ESRI software line-up, we have concluded that the required software would be: ESRI ArcGIS Server, Latitudes GeoCortex for ArcGIS Server, and various desktop and web based components. It is noted that Latitudes GoeCortex is an ESRI partner license that offers pre-built municipal applications and services that are then customized which significantly shortens the implementation and development time and which takes advantage of lessons learned from other municipalities. In addition, some ESRI implementation consulting would be necessary to get the GIS server up and running quickly. Enterprise License Agreement ESRI software can be licensed either as stand-alone components or under an Enterprise License Agreement (ELA). Utilizing a stand-alone license arrangement, individual licenses of various software pieces are paid for annually whereas an ELA allows the County to sign a three year agreement on behalf of the County and the local municipalities to have unlimited access to ESRI software for one annual fee. An ELA provides unlimited software access to: ArcGIS for Desktop (pro, advanced, standard, basic), ArcGIS for Desktop extensions (3D Analyst, Spatial Analyst, Geostatistical Analyst, Publisher, Network Analyst, Schematics, Workflow Manager and ArcGIS Data Reviewer), ArcGIS for Server, ArcGIS for Server Extensions 3D Analyst, Spatial Analyst, Geostatistical Analyst, Network Analyst, Workflow Manager, Image, Schematics, Esri Developer Network subscription), $10,000 virtual campus credits for online training, 250 users of ArcGIS online, 37,500 ArcGIS on-line credits, and Technical Support. After speaking to other municipalities that license ESRI software and after looking at the GIS needs within Middlesex, staff believe that the ELA is the best value and will do the most to advance GIS within Middlesex County. An ELA provides significantly more access to GIS software, provides certainty of budgeting, and provides an estimated cost savings (compared to licensing the GIS software stand-alone) of $80,000 over the three years of the contract. It is acknowledged that the ELA in a small way shifts GIS costs from local municipalities to the County budget because municipalities would no longer have to license GIS software individually.

5 AUGUST 11, 2015 Page 5 of b - CC Budget The 2015 cost for the Enterprise GIS software licenses would be $85,500 plus HST (comprised of the ESRI ELA $60,000, GeoCortex $20,500, and ESRI implementation consulting $5000). The 2015 cost of $85,500 can be accommodated within the 2015 budget as follows: $70,000 Planning Department (of which $35,000 is Provincial Drinking Source Water Protection Implementation funding), $5,000 Economic Development Department (mapping in-house instead of contracted out), and $10,000 Information Technology Department (corporate technology purchases). The annual 2016 and 2017 Enterprise GIS software licenses would be $65,000 plus HST (comprised of the ESRI ELA $60,000 and GeoCortex maintenance $5,000). As a comparison, in 2014 the County and the four local municipalities that have GIS software spent $20,175 plus HST on GIS software licensing. We believe that existing IT and GIS staff can implement and support the enterprise GIS system within the initial project scope. However, if participating municipalities expand their use of GIS within their businesses, there is a potential that we would need to increase human resources in future years. Conclusion It is our opinion, that the County and local municipalities cannot operate without GIS and that the proposed enterprise GIS system is the most cost effective way for all of us to have a high level GIS system. The implementation of an Enterprise GIS system would allow the County and municipalities to undertake a number of new GIS and mapping initiatives that could benefit almost all departments and we have identified four priority areas over the next twelve months. We have concluded that ESRI is the only source of supply for the Enterprise GIS that meets our requirements and that entering into an Enterprise License Agreement to access the entire suite of ESRI software is the best course of action. The 2015 cost for the Enterprise GIS software licenses would be $85,500 plus HST and can be accommodated within the 2015 budget.

6 AUGUST 11, 2015 Page 6 of b - CC RECOMMENDATION: That the County purchase Latitudes GeoCortex for ArcGIS Server software in the amount of $20, and the ESRI Enterprise License Agreement in the amount of $60,000; and that the County purchase ESRI implementation consulting with an up-set limit of $5,000; That the Enterprise License Agreement with ESRI Canada on behalf of the County of Middlesex and the eight local municipalities be approved and that the necessary by-law be presented to County Council authorizing the Warden and the County Clerk to execute the Enterprise License Agreement with ESRI Canada. Attachments

7 AUGUST 11, 2015 Page 7 of b - CC July 24, 2015 Mr. Durk Vanderwerff Manager of Planning County of Middlesex 399 Ridout St. North London ON N6A 2P1 Dear Mr. Vanderwerff, Thank you for your ongoing interest in Esri solutions and services. As follow up to our discussions on the Esri Small Local Government Enterprise License Agreement (SLG-ELA) for the County of Middlesex and local municipal partners, I am pleased to provide you with our proposal confirming Esri Canada s Small Local Government Enterprise License Agreement program. The Small Local Government ELA is a three-year agreement that grants your organization access to the Esri software listed below on an unlimited basis including maintenance on all software offered through the ELA for the term of the agreement. Once executed, the SLG-ELA will be effective on the date of signing and will require a firm, three-year commitment. The program includes unlimited access by your organization during the term of this agreement to the Esri Enterprise Software listed below. Licenses are valid for the three-year term of the agreement. ArcGIS for Desktop Software ArcGIS for Desktop Advanced, Standard and Basic ArcGIS for Desktop Extensions ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Publisher, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager and ArcGIS Data Reviewer ArcGIS for Server-based Software ArcGIS Server Workgroup and Enterprise (Advanced, Standard, and Basic) ArcGIS for Server Extensions ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Workflow Manager, ArcGIS Image and ArcGIS Schematics ArcGIS Runtime Standard ArcGIS Runtime Extensions ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Network Analyst The program includes limited licenses of the following Esri software during the term of this agreement: Esri CityEngine Advanced (1) One Single Use License and (1) Concurrent Use License The program includes limited licenses of the following Esri software during the term of this agreement: Esri CityEngine Advanced

8 AUGUST 11, 2015 Page 8 of b - CC (1) One Single Use License and (1) Concurrent Use License Also included in the program are: ArcGIS Online Subscription Includes up to 250 named users and 37,500 service credits each year the ELA is in effect. Additional named users and service credits may be purchased separately as required. Note that allocated Service Credits do not roll-over from year to year. Portal for ArcGIS Named User License (provided upon request) Includes a Level 1 plan (5 total named users), plus one Five (5) Named User pack. Additional named users and subscription upgrades may be purchased separately as required. ArcGIS Pro 210 Entitlements - 70 entitlements for each level of Basic, Standard and Advanced ArcGIS Pro Extensions 210 Entitlements - ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Workflow Manager, and ArcGIS Data Reviewer Esri Developer Network Subscription One (1) annual subscription to the Esri Developer Network (EDN) for each year the ELA is in effect Virtual Campus (Web training) US$10,000 Virtual Campus Dollars for standard Esri-authored self-paced web training courses only (third-party authored courses not included) for each year the ELA is in effect. Technical Support Four (4) named callers for technical support Esri International User Conference Registrations Four (4) complimentary registrations for Esri International User Conference for each year the ELA is in effect. Payment terms for the SLG-ELA are as follows: Year 1 Year 2 Year 3 Total Total Annual Fee $60,000 $60,000 $60,000 $180,000 Note: Applicable taxes are not included. All current departments, employees, and in-house contractors of the organization will be eligible to use the software and services listed above. To support your organization with this opportunity and assist with your implementation requirements, Esri Canada offers short-term, high impact services that provide knowledge transfer, best practices, and consulting support to assist you in implementing Esri products faster and becoming self-sufficient. The following optional Professional Service Packages are available from $4,000 each. Web Launch Kit for ArcGIS Online ($4,000) This package includes configuring an ArcGIS Online subscription and populating the account with organizational content. Included topics are organizational assessment; creation of a sample of representative web maps; knowledge transfer of best practices; identifying and loading representative data; reviewing of administrative tools and configuring of existing web app templates. 2

9 AUGUST 11, 2015 Page 9 of b - CC Web Launch Kit for Portal for ArcGIS Standard ($5,000) This package provides installation and configuration support for Portal for ArcGIS at the customer site including all of the activities identified in the Web Launch Kit for ArcGIS Online. Web Launch Kit for Portal for ArcGIS Advanced ($7,000) This package includes all the activities of Web Launch Kit for Portal for ArcGIS Standard package with additional support on configuring supported user authentication to work with Portal for ArcGIS. Enterprise Geodatabase Implementation (starting from $5,000) This package includes an ArcSDE Geodatabase installation, configuration and knowledge transfer to provide you with the necessary skills to start managing and maintaining your Geodatabase. ArcGIS Server Implementation (starting from $7,500) This package includes installation, configuration and knowledge transfer to provide you with the necessary skills for basic set up and administration of ArcGIS Server web tier for the Flex/Silverlight/JavaScript Framework. Note: Pre-requisite Training may be required in addition. Enterprise ArcGIS Health Check (starting from $8,400) This package is designed for senior system administrators, database administrators and GIS managers from organizations that have moderate to complex implementations of Esri products and require confidence that their architecture will perform to user expectations. The following key business terms and conditions will apply: If your organization wishes to acquire and/or maintain any Esri software during the term of the agreement that is not included in this proposal, it may do so separately from this ELA at the current Esri pricing that is available for your organization for software and maintenance. Software and services included in this proposal may only be deployed and used by the government departments and employees licensed to participate in the SLG-ELA. Esri technology that may be embedded in third-party products that your organization licensed or may acquire is not included under this agreement. Your organization will establish a single point of contact for orders and deliveries and will be responsible for redistribution to eligible users. The first payment will be due within 30 days of the effective date. Second and third payments will be due within 30 days of the anniversary date of the contract. Your organization will continue to maintain a Tier 1 support center to field calls from internal users of Esri software. The organization may designate up to four individuals who may directly contact Esri Canada for Tier 2 technical support. Esri Canada will provide instructions on how to download the installation software. Esri will deliver one software install package (which consists of software media and documentation) upon request. Your organization will provide an annual report of installed Esri software to Esri Canada. Esri software and updates that you are licensed to use will be available for download automatically as they become available. Your organization will receive four complimentary annual registrations to the Esri International User Conference in San Diego. Licenses are valid for the term of the ELA. Your organization must sign and return the applicable Esri Small Local Government Enterprise License Agreement document to Esri Canada prior to licenses being issued. By accepting this proposal your organization unconditionally acknowledges and agrees that in addition to the terms and conditions set out under this proposal, the order arising from this proposal is governed by the terms and conditions of the applicable Esri Small Local Government Enterprise License Agreement 3

10 AUGUST 11, 2015 Page 10 of b - CC and that no additional or different term or condition other than those expressly approved in writing by esri and/or Esri Canada shall be binding on this order. This offer is valid for 90 days. To complete the agreement within this time frame, please ensure that the acceptance column on the last page of this proposal is signed by an authorized signatory of your organization and return a signed copy to my attention. I appreciate the opportunity to present you with this proposal. If you have any questions or require additional information, please contact me at (519) or at dfarnsworth@esri.ca. Otherwise, I will follow up with you within the next three weeks. Thank you very much for your consideration. Best regards, Dave Farnsworth Account Manager This Small Local Government ELA Proposal is Accepted and Agreed on behalf of : By: Authorized Signature Name: Title: Date: 4

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