11.I.
City Council Meeting - FINAL
- Meeting Date:
- 08/26/2025
- Co-Submitter:
- CJ Perry
- From:
- Rob Speer, IT Manager - GIS
TITLE:
Consideration and Approval of Contract: 3-Year Software Maintenance Agreement for GIS Software with Environmental Systems Research Institute, Inc. (esri) in the amount of $197,508.43
STAFF RECOMMENDED ACTION:
- Approve the 3-year Software Maintenance Agreement with esri for GIS software in the amount of $197,508.43; and
- Authorize the City Manager to approve the necessary documents.
Executive Summary:
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.
Financial Impact:
The cost of the GIS Software is budgeted and split between IT, Water Services and Public Works annually. The FY2026 budget is broken down into the following accounts and budgeted amounts:
IT (54%) - 001-01-014-0045-1-4231 ($35,670)
Water Services (20%) - 202-08-307-1090-0-4343 ($10,291) and 203-08-313-1130-0-4343 ($3,000)
Public Works (26%) - 040-06-161-0610-6-4343 ($17,399)
The cost allocation has remained the same since 2016 as reflected in the last three (3) three (3)-year Software Maintenance Agreements.
IT (54%) - 001-01-014-0045-1-4231 ($35,670)
Water Services (20%) - 202-08-307-1090-0-4343 ($10,291) and 203-08-313-1130-0-4343 ($3,000)
Public Works (26%) - 040-06-161-0610-6-4343 ($17,399)
The cost allocation has remained the same since 2016 as reflected in the last three (3) three (3)-year Software Maintenance Agreements.
Policy Impact:
None
Previous Council Decision or Community Discussion:
This Software Maintenance Agreement for GIS Software with esri was approved by City Council three times in the past: 6/21/2016, 9/3/2019, and 7/5/2022.
Options and Alternatives to Recommended Action:
The City of Flagstaff 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).
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).
Background and History:
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's GIS Software is a Proprietary Procurement as they are the only supplier which can provide the City with this specific GIS package. The Proprietary justification has been approved by the Procurement Director as ESRI is the sole owner of this particular GIS software which the City has had implemented since 1988.
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's GIS Software is a Proprietary Procurement as they are the only supplier which can provide the City with this specific GIS package. The Proprietary justification has been approved by the Procurement Director as ESRI is the sole owner of this particular GIS software which the City has had implemented since 1988.
Connection to PBB Priorities and Objectives:
This software reflects the PBB objective of High Performing Governance by providing an enterprise wide data and communication tool that integrates and reports on many systems within the City,
and
This software reflects the PBB objective of Inclusive and Engaged Community by providing effective communication tools like maps and Informatics, which are available online and appear in numerous plans and publications.
and
This software reflects the PBB objective of Inclusive and Engaged Community by providing effective communication tools like maps and Informatics, which are available online and appear in numerous plans and publications.
Connection to Regional Plan:
GIS is a key tool in providing data to, providing analysis for, and creating maps within the Regional Plan, including the draft 2045 Regional Plan currently in review.
Connection to Carbon Neutrality Plan:
The Sustainability division uses the GIS platform for their websites, for example, this Carbon Neutrality Plan website is hosted by gis.flagstaffaz.gov: https://gis.flagstaffaz.gov/portal/apps/sites/#/carbon-neutrality-plan
Connection to 10-Year Housing Plan:
The Housing division uses the GIS platform to analyze and display data, for example these mapping applications and dashboards:
Emergency Housing EXB https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=0b5baad06aa945a6800d4da59c1c045e
Affordable Ownership Housing EXB https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=09f2e6a32a8440f09ad24178a042ebe2
Homeownership Assistance by Neighborhood https://gis.flagstaffaz.gov/portal/apps/dashboards/619060e228934b06ba5ee2ed634f625f
Affordable Rental Housing EXB https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=4618cb7119d94238a1ad5ac3b801f6b5
Mapping the Housing Continuum in Flagstaff https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=0c8ee234bfde438d83469057e4ef8503
Emergency Housing EXB https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=0b5baad06aa945a6800d4da59c1c045e
Affordable Ownership Housing EXB https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=09f2e6a32a8440f09ad24178a042ebe2
Homeownership Assistance by Neighborhood https://gis.flagstaffaz.gov/portal/apps/dashboards/619060e228934b06ba5ee2ed634f625f
Affordable Rental Housing EXB https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=4618cb7119d94238a1ad5ac3b801f6b5
Mapping the Housing Continuum in Flagstaff https://gis.flagstaffaz.gov/portal/apps/experiencebuilder/experience/?id=0c8ee234bfde438d83469057e4ef8503