CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Sole Source Procurement 22-175, ESRI Enterprise License Agreement, to Environmental Systems Research Institute, Inc. (ESRI), for an amount not to exceed $330,000 and for a three-year term
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jackie Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Since 1994 the City has used Geographic Information Systems (GIS) software to help manage, analyze and present information tied to geographic locations. ESRI is the leader in the GIS industry and has developed several tools and extensions, which are part of the City database. The City uses the GIS database to track items such as traffic lights and poles as well as to create electric and water utility maps. The City also uses the GIS database in dispatch systems for the Fire and Police departments. The City GIS database is available for all departments to use; however, administration for the large pool of data is with the GIS division of the Information Technology (IT) Department.
DISCUSSION:
GIS is a critical part of the City’s operations and is closely integrated with the City’s financial system (Tyler Munis), asset management (Cityworks), permit management (EnerGov) and several other Enterprise-wide applications. The City has more than 250 datasets and more than 30 web mapping applications for water, sanitary, land use, public safety, traffic, stormwater, electric, etc. The number of datasets and web applications is steadily increasing as staff continuously enhances City operations and citizen engagement using high-quality geographic data. As an example, GIS is a critical part of Cityworks, which will improve City operations, asset management and citizen engagement by standardizing and automating service requests, work order requests and warehousing operations.
Entering into a new agreement allows unlimited access and training for approximately 20 ESRI supported GIS software packages and extensions, such as Geostatistical Analysis, 3D Analyst, Data Reviewer and Workflow Manager, which benefit multiple departments throughout the City, including but not limited to IT, TED Business Group, Public Works and both Utilities.
To receive continued support and maintenance, a Small Government Term Enterprise License Agreement must be completed. The term for the license agreement begins July 24, 2022 and ends July 23, 2025 with a fixed annual price of $110,000, a 10% increase over the prior three-year agreement which maintained a fixed price since 2019.
ESRI is the industry leader in GIS software and maintains control over the pricing of enterprise agreements. Were this sole source award not approved, the alternatives would likely result in lower quality and higher operational costs. Therefore, staff considers this increase to be acceptable.
FISCAL IMPACT:
CIP #: N/A
The ESRI Enterprise Agreement is expensed to the Software & Hardware Maintenance account listed below. The 2022 cost of $110,000 exceeds the budgeted amount for this item by $10,000. Staff will monitor related expenses to ensure compliance with the budget in 2022. The increased cost will be budgeted accordingly during the annual budget process in future years.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531312 |
General Fund |
$2,949,023 |