Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology to renew the contract with Environmental Systems Research Institute, Inc. (ESRI) for software licensing, maintenance, and support for the city’s geographic information systems (GIS).
The city’s GIS system supports several business applications utilized by city residents and city employees. The applications include but are not limited to: crime mapping, snow and ice operation applications, capital improvement projects mapping, utility dashboards, and zoning map applications. Authorization of this sole source contract will ensure continued access to the city’s current ESRI software portfolio, including the continuation of unlimited licensing of its most heavily used ESRI software products. This will ensure that the city can continue to meet emerging GIS technology needs expeditiously and cost-effectively.
Ordinance 0551-2024 authorized the Director of the Department of Technology to enter into a sole source contract with Environmental Systems Research Institute, Inc. (ESRI) for software licensing, maintenance and support for the city’s geographic information systems (GIS) in the amount of $525,000.00. The original contract was established and authorized by Ordinance 0551-2024, passed on March 21, 2024, and included three-year negotiated contract.
This ordinance authorizes the second renewal at a total cost $525,000.00 for a period of twelve (12) months, starting April 15, 2025, and ending April 14, 2026.
1.1 Amount of additional funds to be expended
The original contract amount: $525,000.00 (PO440180, Ord. 0551-2024)
Negotiated renewal #1: $525,000.00 (This ordinance)
TOTAL RENEWALS: $1,050,000.00
This ordinance also authorizes the expenditure of $525,000.00 for the above-described purpose.
CONTRACT COMPLIANCE
Environmental Systems Research Institute, Inc. (ESRI)
Vendor No.: 010901, Expiration Date: 02/12/2026
FISCAL IMPACT
Funds for the services described in this ordinance are available and budgeted in the Information Services Operating Fund. This ordinance is contingent upon passage of the 2025 Operating budget, Ordinance 3036-2024.
EMERGENCY
Emergency designation is requested to ensure that vital GIS services, in use in several city agencies, are not interrupted. A break in these services would have a direct and detrimental effect to our customers.
Title
To authorize the Director of the Department of Technology to renew a sole source contract with Environmental Systems Research Institute, Inc. for an enterprise license agreement for software licensing, maintenance, and support for the city’s geographic information systems in accordance with the sole source provisions of Columbus City Codes; to authorize the expenditure of $525,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund, and to declare an emergency. ($525,000.00)
Body
WHEREAS, the Department of Technology desires to renew the contract with Environmental Systems Research Institute, Inc. (ESRI) for software licensing, maintenance, and support for the city’s geographic information systems (GIS); and
WHEREAS, the original contract, authorized by Ordinance 0551-2024 and passed on March 21, 2024, included three annual renewal options, this is the first renewal; and
WHEREAS, this ordinance authorizes the first of the three annual renewals negotiated sole source contracts; and
WHEREAS, the above-described renewal will be for one year, starting April 15, 2025, and ending April 14, 2026, at a cost of $525,000.00; and
WHEREAS, this ordinance is contingent upon passage of the 2025 Operating budget, Ordinance 3036-2024; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to renew the contract with Environmental Systems Research Institute, Inc. (ESRI) for software licensing, maintenance, and support for the city’s geographic information systems, for the immediate preservation of public health, peace, property, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology be and is hereby authorized to enter into a three-year negotiated, sole source contract with Environmental Systems Research Institute, Inc. (ESRI) for software licensing, maintenance, and support for the city’s geographic information systems and authorizes expenditures for a period of twelve (12) months, beginning on April 15, 2025, and ending on April 14, 2026, at the total cost of $525,000.00.
SECTION 2. That the expenditure of $525,000.00 or so much thereof as may be necessary is hereby authorized as shown in the attachment to this ordinance. (See attachment: 0403-2025 EXP)
SECTION 3. That this ordinance is contingent on passage of the 2025 Operating Budget, Ordinance 3036-2024.
SECTION 4. That the aforementioned agreement authorized by this ordinance is being done so in accordance with the sole source provisions of Columbus City Codes.
SECTION 5. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.