Consideration and Approval of Contract: Purchase of Annual Software Maintenance for GIS Software from Environmental Systems Research Institute, Inc.

1. Approve the Master Agreement and 3-year Small Enterprise Agreement - County and Municipality Government Agreement ("Software Maintenance Agreement") with Environmental Systems Research Institute, Inc. ("Esri") in an amount not to exceed $50,000 annually (plus applicable taxes); and
2. Authorize the City Manager to execute the necessary documents.

Staff is requesting approval of a Master Agreement and 3-year Software Maintenance Agreement with Esri, the vendor for GIS Software through a proprietary procurement.  GIS Software is utilized by all departments within the City and provides essential data functions to other systems including the Innoprise ERP and water distribution networks, and 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.

Purchase of $50,000 annually (plus applicable sales tax) is budgeted and split between IT (54%), Water Services (20%), and Public Works (24%).   The cost and allocation have remained the same from the last 3-year Small Enterprise Agreement - County and Municipality Government.

None

The purchase of the software reflects the Team Flagstaff Strategic Plan goal to:
Deliver outstanding services through a healthy environment, resources and infrastructure by providing an enterprise wide data and communication tool

and 

This Software Maintenance Agreement reflects the Council goal of 
COMMUNITY OUTREACH Enhance public transparency and accessibility where GIS creates effective communication tools as maps and informatics.

The previous 3- year Software Maintenance Agreement with Esri was approved on 6/21/2016.

1. Approve the Master Agreement and the 3 year annual software maintenance for GIS Software from Environmental Systems Research Institute, Inc.; or
2. Do not approve and direct staff to conduct a formal procurement which may delay the City's standard business operations.

The City of Flagstaff first started using Esri software in 1988, becoming Esri Customer #348.  Esri has now grown to over 350,000 customers in over 200 countries.
 
All departments use GIS services provided through this software package in one way or another 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), the City Works suite (Water Services), and the Computer Aided Dispatch system (Police/Fire).

Esri provides their software exclusively thru this 3- year Software Maintenance Agreement.  While licensing may be available packaged with other products such as GPS or surveying equipment, this software package is available only thru direct purchase.  Please see the attached letter regarding Proprietary Licensing.

Esri software and existing staff have the possibility of replacing other software packages by developing solutions in-house with this software package, creating savings by discontinuing other products or subscriptions.

This Software Maintenance Agreement allows our ArcGIS Online Portal to provide public web maps, data downloads, and web pages to the public, enhancing outreach and engagement of the community.