Staff recommends the City Council award a Small Municipal and County Government Enterprise Agreement Level 4 to Environmental Systems Research Institute, Inc. (ESRI) in the amount of $82,500 annually for 3 years.

City Council approved in the FY20 and FY21 Public Works budget a large scale Geographic Information Systems (GIS) project.  The primary objective of the project is to extend a straightforward and easy to access GIS system that will improve the productivity and efficiency of Public Work's staff in conducting business operations.  Community engagement and open data access will also be improved through the enterprise GIS system.  Phase 1 of the project began in FY20 and included a needs assessment and roadmap that outlines clear steps to optimize the City's enterprise GIS system.  This first phase is complete and a key recommendation outlined in the roadmap is to upgrade the City's current ESRI licensing to a Small Government Enterprise Agreement Level 4.  An Enterprise Agreement is a bundled package for licensing software, maintenance, and online services for redistribution within the organization.  The upgrade of the license software is a foundational item identified in the roadmap that is needed to build a scalable system that aligns with Public Works business objectives, provide architectural flexibility, and provide a platform for expansion and future growth.

The GIS systems are completely reliant on ESRI as they are the only solution available for the offered GIS technologies.  ESRI is the only source that can grant a right to copy and deploy products in an Enterprise Agreement.

City Council may:

• Approve the Small Municipal and County Government Enterprise Agreement with ESRI , or;
• Disapprove the Agreement.  If not approved, the City will be unable to expand its GIS capabilities.

The current licensing amount of $35,536.99 is already included in the FY21 Informational Technology (IT) charges to Departments, Public Works funds $20,757.39 of this and the remaining charges are allocated between IT, Planning, Parks and Recreation, Police, Fire, City Administration, and Parking.  The additional $46,963.01 required to upgrade to the new Enterprise Agreement will be funded by Public Works in FY 21.  Other City Departments can also use any of the features available through the new license agreement at no additional cost to the City.  As other Departments begin to benefit from the licensing upgrade, the Departments who benefit will pay for a larger share of the licensing costs and Public Works share of the costs will decrease.  Public Works has $1 million for Phase 2 of the GIS project in its FY21 budget.  After the $46,963.01 for the licensing upgrade, there is approximately $953,000 remaining for Phase 2 GIS projects.  An amendment for Phase 2 implementation projects will be on a future Council agenda for approval.