Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to modify and renew an annual software support and maintenance agreement, with Environmental Systems Research Institute, Inc. (ESRI), for upgrades and support services associated with the city's geographic information system (GIS). The original agreement (EL002380) was authorized by ordinance 0976-02, passed June 24, 2002, and allowed for annual renewals and modifications, mutually agreed by all parties at the end of each contract anniversary date. This contract renewal will provide for continued maintenance and support for term period April 15, 2011 to April 14, 2012 for most ESRI GIS applications, and a term period of April 19, 2011 to April 18, 2012 for GIS Server software utilized by the Department of Public Utilities. The total amount of funds authorized by this ordinance is $106,525.17.
The modifications requested in this ordinance are as follows:
1. Incorporate annual maintenance and support for six (6) ArcEditor licenses, as authorized by ordinance 1467-2010 passed by Council November 8, 2010; at a cost of $7,781.00 (April 15, 2011 through April 14, 2012).
2. Incorporate prorated maintenance and support for three (3) ArcGIS licenses purchased on behalf of the Building and Zoning Services Department through purchase order ED042569, covering maintenance and support at a cost of $357.17; (January 1, 2012 through April 14, 2012).
The amount of additional funds needed for this modification are $8,138.17. The additional services provided by these modifications reflect the continually evolving use of GIS software throughout the city, and could not be foreseen when the contract was initiated. As ESRI is the sole provider of annual maintenance and support for its software applications, it is not possible for DoT to procure these services through other procurement processes. The price for these additional services reflects standard ESRI public sector pricing for the types and quantities of software licenses supported.
The city's GIS system supports several business applications, such as web-based applications utilized by city residents and city employees, crime mapping, My Neighborhoods, Capital Improvement Projects Map, Zoning Map applications, citywide desktop software used for data maintenance and analysis, as well as other GIS data products. In order to continue the benefits of this software product, including upgrades and support, the city must renew its contract with ESRI. Without the software maintenance and support services the city will not be able to deploy web-based applications, such as the aforementioned; also, the city will lose the capability to upgrade current software applications and receive vendor technical support.
ESRI is the sole provider of maintenance and support for its GIS software products. As such, this ordinance is being submitted in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
EMERGENCY:
Emergency legislation is requested to facilitate prompt contract execution and payment for maintenance support services.
FISCAL IMPACT:
During fiscal years 2009 and 2010, the Department of Technology (DoT) expended $86,724.96 and $93,154.95 respectively with Environmental Systems Research Institute, Inc. (ESRI) for the renewal of annual software maintenance and support services. In addition, $1,556.20 was legislated at the end of 2010 for maintenance and support (2/1/11 through 4/14/11). The aggregate contract total, including this request in the amount of $106,525.17 for maintenance and support is $806,030.07. Funding for this request has been identified and available in the DoT Information Services Division, Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor: Environmental Systems Research Institute, Inc. (ESRI) - 95-2775732 Expiration Date: 8/6/2012
Title
To authorize the Director of the Department of Technology to modify and renew an existing contract with Environmental Systems Research Institute, Inc. (ESRI) for annual software maintenance and support services, in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $106,525.17 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($106,525.17).
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology (DoT) to modify and renew an annual software support and maintenance agreement, with Environmental Systems Research Institute, Inc. (ESRI), for upgrades and support services associated with the city's geographic information system (GIS) in the amount of $106,525.17; and
WHEREAS, this GIS system supports several business applications, such as web-based applications utilized by city residents and city employees, crime mapping, My Neighborhood, Capital Improvement Projects Map, Zoning Map applications, citywide desktop software used for data maintenance and analysis, as well as other GIS data products; and
WHEREAS, the City of Columbus, Department of Technology entered into a support services contract, associated with EL003467, provided by ESRI, as authorized by Columbus City Council (Ordinance No. 0976-02) in July 2002; and
WHEREAS, the passage of this ordinance will allow the DoT to continue with the needed services for ESRI GIS applications with term period from April 15, 2011 through April 14, 2012; GIS Server software utilized by the Department of Public Utilities with term period April 19, 2011 through April 18, 2012; ArcGIS licenses maintenance and support for term period January 1, 2012 through April 14, 2012; and
WHEREAS, this renewal is in accordance with the sole source provisions of the Columbus City Code, Section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to renew an annual contract with Environmental Systems Research Institute, Inc. (ESRI), for software support and maintenance services, thereby preserving the 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 modify and renew an annual software maintenance and support contract, for services with Environmental Systems Research Institute, Inc. (ESRI) which supports the GIS system applications. This renewal has a term period of April 15, 2011 through April 14, 2012 for ESRI GIS applications; April 19, 2011 through April 18, 2012 for GIS Server software utilized by the Department of Public Utilities; and January 1, 2012 through April 14, 2012 for ArcGIS licenses coverage, in the amount of $106,525.17.
SECTION 2: That the expenditure of $106,525.17 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $305.00
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $1,940.00
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $2,175.00
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $580.00
Div.: 47-01|Fund: 514|Sub-fund: 265|OCA Code: 514265|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $7,781.00
Div.: 47-01|Fund: 514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $357.17
Div.: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $93,387.00
SECTION 3: 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 4. That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: That for the reasons stated in the preamble hereto, which is 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 or vetoes the same.