HomeMy WebLinkAboutItem 16 - Purchase Order Contract with Lightbox Parent, L. P. for Geographic Info. Public Works Agency
www.santa-ana.org/public-works
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 19, 2024
TOPIC: Geographic Information System Data Services
AGENDA TITLE
Award a Purchase Order Contract with Lightbox Parent, L. P. for Geographic
Information System Data Services Subscription (Specification No. 24-024) (Non-
General Fund)
RECOMMENDED ACTION
Award a Purchase Order Contract with Lightbox Parent, L. P. to provide Geographic
Information System Data Services for a total not to exceed amount of $281,326,
including an annual contingency of $5,000, for a term beginning on April 16, 2024 and
expiring April 15, 2029.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA) uses a Geographical Information System (GIS), a
computerized database management system, for storage, management, analysis, and
display of geographic data. Effective GIS systems require landbase data such as right-
of-way, street centerlines, street names, and parcel ownership data must be on the
system and must be continuously updated.
Lightbox Parent, L. P. is the sole provider of the solutions provided to the City, including
GovClarity. GovClarity is a cloud-based civic data integration and government data
mapping solution designed to provide data access, analysis, and maintenance of
location data. Tailored specifically for state and local government agencies, GovClarity
provides tools such as interactive maps, agency-specific data access, notification
creation, zoning customization, asset inspection management, and additional services
to aid with PWA, Planning, Disaster Management, Risk Analysis, and other government
tasks.
City staff currently uses GovClarity to access high quality aerial photography and
property owner information in order to make informed decisions about spatial based
workflows. Users are able to generate mailing labels for property owner notifications
and see the relationships between many different geographic information layers such as
Geographic Information System Data Services
March 19, 2024
Page 2
4
1
1
3
Council Wards, Neighborhoods, Zoning, Transportation Analysis Zones, Permit Parking
Districts, and Water, Sewer and Storm Drain infrastructure.
Staff recommends awarding a purchase order with Lightbox Parent, L.P. to continue
using GovClarity for a five-year term beginning on April 16, 2024 and ending on April
15, 2029 (Exhibit 1).
Software Procurement
Santa Ana City Ordinance No. NS-3041 authorizes the City to make non-bid purchases
of services, supplies, materials, and equipment whenever it shall appear that there is
only one reasonably available source. Staff researched available procurement options
and product offerings in the market and determined that the Geographic Information
System Data Services offered by Lightbox Parent, L. P. meets PWA specifications.
Additionally, the application is industry-specific and unique to this vendor. It is not
generally available and, as a result, the solicitation of bids would be unproductive.
FISCAL IMPACT
Funding is available in FY 2023-24 budget and funding for subsequent fiscal years will be
included in the proposed budgets for City Council consideration.
Fiscal Year Accounting
Unit – Account
#
Fund
Description
Accounting Unit,
Account
Description
Amount
2023-24
(Apr-Jun)
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$13,687
2024-25
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$54,748
2025-26
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$54,748
2026-27
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$55,370
2027-28
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$57,888
Geographic Information System Data Services
March 19, 2024
Page 3
4
1
1
3
Fiscal Year Accounting
Unit – Account
#
Fund
Description
Accounting Unit,
Account
Description
Amount
2028-29
(Jul-Mar)
10117601-
66511
Public Works
Admin &
Planning
Public Works Admin
Services, Computer
Software
Subscriptions
$44,885
Total $281,326
EXHIBIT(S)
1. Order Form with Lightbox Parent, L. P.
Submitted By: Nabil Saba, Executive Director of Public Works
Approved By: Tom Hatch, Interim City Manager
Order Form
6 Armstrong Road, 4th Floor, Shelton, CT 06484
EXPIRES ON QUOTE NUMBER PO NUMBER
4/30/2024 Q-39754
CONTACT INFORMATION
CLIENT LEGAL NAME DBA
City of Santa Ana City of Santa Ana
BILL TO ADDRESS SHIP TO ADDRESS
20 Civic Center Plaza
Ross Annex, Suite M21
20 Civic Center Plaza
Ross Annex, Suite M21
Santa Ana, CA 92701 Santa Ana, CA 92701
PRIMARY CONTACT PHONE EMAIL
Trevor Burgan +1 (714) 647-5657 tburgan@santa-ana.org
BILLING CONTACT PHONE EMAIL
Trevor Burgan +1 (714) 647-5657 tburgan@santa-ana.org
LIGHTBOX SALES
Mary Kane
mkane@lightboxre.com
PRODUCTS, SERVICES AND PRICING
COMMERCIAL TERMS
Commencement Date:4/16/2024
End Date:4/15/2029
Initial Term (months):60
Payment Type:Check
Payment Term:Net 30
SUBSCRIPTIONS UNIT PRICE /
YEAR
QUANTITY BILLING PRICE
LandVision™ Builder-Developer Edition - Per County USD 41,615.20 1.00 Annual USD 208,076.00
Additional User USD 0.00 299.00 Annual USD 0.00
Tax Maps USD 1,000.00 1.00 Annual USD 5,000.00
Integrated ESRI Feature Layers USD 1,250.00 1.00 Annual USD 6,250.00
Proprietary & Confidential Information
Page 1 of 5
DocuSign Envelope ID: 7248D1E5-30AC-47C5-9B28-E7A47B4042E7
Order Form
6 Armstrong Road, 4th Floor, Shelton, CT 06484
SUBSCRIPTIONS UNIT PRICE /
YEAR
QUANTITY BILLING PRICE
SmartFabric℠ Professional - County in Tier 1a State
- internal use cases
USD 7,400.00 1.00 Annual USD 37,000.00
TOTAL:USD 256,326.00
GEOGRAPHY
LandVision™ Builder-Developer Edition - Per County LandVision™ CA ORANGE
SmartFabric℠ - Orange, CA (06059) - Tier 1a
Invoicing
Annual Billing: The Annual Fee will be invoiced in full based on the contract execution date.
Proprietary & Confidential Information
Page 2 of 5
DocuSign Envelope ID: 7248D1E5-30AC-47C5-9B28-E7A47B4042E7
Order Form
6 Armstrong Road, 4th Floor, Shelton, CT 06484
DELIVERY
Data Delivery Format:FGDB
Data Delivery Method:SFTP
Physical Delivery (if
applicable):
Tiling:County
First Delivery:Within 30 days from the date of last signature on this Order Form
Update Cycle:Quarterly
Delivery Notes:Delivery Format for Bulk Data:
1.Default delivery format is FGDB (other formats are
available).
2.Deliveries shall be posted to the Provider SFTP server
and available for 12 months or until a new file is posted.
3.The Client is responsible for downloading the deliveries
in a timely manner.
4.Future scheduled deliveries will only include data for
counties where updates have occurred.
5.Comprehensive data (all records) will be provided for
each updated county.
If Delivery Format is API (via LightBox Developer Portal or
SpatialStream)
1.API authentication information within 15 days of this
agreement being fully executed.
2.Rate limiting and timeouts will result in an error
response.
3.LightBox API is REST-based:
•It makes use of standard HTTP verbs like GET and
POST.
•The API uses standard HTTP error responses to
describe errors additional error information is
available.
Client is responsible for its own software development using the
LightBox Developer Portal.
Proprietary & Confidential Information
Page 3 of 5
DocuSign Envelope ID: 7248D1E5-30AC-47C5-9B28-E7A47B4042E7
Order Form
6 Armstrong Road, 4th Floor, Shelton, CT 06484
Fee includes Builder BDE edition (up to 300 user licenses agency-wide). Upon the execution
of this Order Form, the Services listed herein shall replace and terminate the license for
GovClarity at no additional cost to Client. LandVision account set up includes SSO and Eagle
Imagery OC DAP (City-licensed) streaming maintenance.
The unit price listed above for the Annual Fee is just an average. The actual Annual Fees
are set forth below:
ANNUAL FEE:
Year 1 - $49,748
Year 2 - $49,748
Year 3 - $49,748
Year 4 - $52,235
Year 5 - $54,847
Definitions
Year: A “Year ” shall be defined as each twelve-month period starting from the Commencement
Date, for purposes set forth herein.
Permitted Use:
Internal use: The Service may be used by the Client only for its internal business purpose.
\TEcb1\
Client must check this Box if Client is a tax-exempt organization. If this Box is checked, Client must submit a copy
of Client’s tax-exempt certificate to AR@lightboxre.com or to LightBox, Accounts Receivable, 6 Armstrong Road, 4th
Floor, Shelton, CT 06484. If such a certificate is not received by LightBox by the time of the first billing, sales tax will
be charged even if such Box is checked.
TERMS
This Order Form is governed by and incorporates by reference the Master Services Agreement in
effect as of the Commencement Date and located at
https://www.lightboxre.com/masterservicesagreement/.
Capitalized terms not defined herein shall retain the meaning in the Master Services Agreement.
Proprietary & Confidential Information
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DocuSign Envelope ID: 7248D1E5-30AC-47C5-9B28-E7A47B4042E7
Order Form
6 Armstrong Road, 4th Floor, Shelton, CT 06484
IN WITNESS WHEREOF, the parties hereto have caused this Order Form to be executed by their
duly authorized officers or representatives, either by signature below or by electronic signature.
City of Santa Ana LightBox Parent, L.P.
\s1\ \s2\
(Authorized Signature)(Authorized Signature)
\n1\ \n2\
(Printed Name)(Printed Name)
\t1\ \t2\
(Title)(Title)
\d1\ \d2\
(Signature Date)(Signature Date)
Proprietary & Confidential Information
Page 5 of 5
DocuSign Envelope ID: 7248D1E5-30AC-47C5-9B28-E7A47B4042E7
Caroline Stoll
2/29/2024
General Manager