Consideration and Approval of Contract:  Software Maintenance Agreement for GIS Software with Environmental Systems Research Institute, Inc. (esri) in the amount of $180,148.65 (plus applicable taxes).

1. Approve the 3-year Software Maintenance Agreement with esri for GIS software in the amount of $180,148.65 (plus applicable taxes);
2. Authorize the City Manager to approve the necessary documents.

Staff is requesting approval of a Software Maintenance Agreement with esri, the vender of GIS Software. GIS Software is used to make maps, analyze geospatial data, and share results to solve problems.  The City has used esri for GIS Software since 1988, and it is utilized by all departments within the City. GIS Software provides essential data functions to other systems including the ERP, water distribution networks, public works systems, and provides maps and data for plans and publications. GIS Software is accessed by external customers and citizens via internet mapping and data distribution portals. This Software Maintenance Agreement covers software extending to all internal users' desktops and as well as databases, servers, and public internet portals.

The procurement of the esri GIS Software comes via a Proprietary Justification. The City has used this GIS Software since 1988 and only a single vender can supply the City with this specific GIS Software package. The Proprietary Justification has been approved by the Procurement Director as esri alone owns the proprietary GIS Software.

The cost of the GIS Software is budgeted and split between IT (54%), Water Services (20%), and Public Works (26%). The cost and allocation has remained the same since 2016 as reflected in the last two (2) three (3)-year Software Maintenance Agreements.

Priority Based Budget Key Community Priorities and Objectives

Regional Plan

This Software Maintenance Agreement for GIS Software with esri was approved by City Council twice in the past; on 6/21/2016 and 9/3/2019.

This is a renewal of the Software Maintenance Agreement for the next three (3) years.

1. Approve the Software Maintenance Agreement contract with esri for the GIS Software; or
2. Do not approve the Software Maintenance Agreement and provide staff direction on procurement of this essential software.

The City first started using esri software in 1988, when it became esri Customer #348. Since that date, esri has now grown to over 350,000 customers in over 200 countries.

City departments use the esri GIS Software services provided through this software package for mapping, communications, and data obtained via GIS for analysis in other City functions. More importantly, many other City systems are integrated and depend on data and information originating or passing through the GIS system: the Innoprise ERP (Community Development, Financials, Sales Tax, Customer Service), the Cartegraph Suite (Public Works and PROSE), the City Works suite (Water Services), and the Computer Aided Dispatch system (Police/Fire).

Esri provides the GIS Software exclusively through a Software Maintenance Agreement. While licensing may be available packaged with other products such as GPS or surveying equipment, this GIS Software package is available only via direct purchase from esri.

The esri GIS Software may be used by staff to replace other software package by developing solutions in-house with this GIS Software package, creating savings by discontinuing other products or subscriptions.

This Software Maintenance Agreement authorizes the City Portal for the ArcGIS website to provide public web maps, data downloads, and web pages to the public, enhancing outreach and engagement of the community.