Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to renew and modify an enterprise license agreement with Environmental Systems Research Institute, Inc. (ESRI) for software licensing, maintenance and support for the City's geographic information systems (GIS). The original three year agreement (EL012309) was authorized by ordinance 1977-2011, passed December 5, 2011. The second year of the agreement (EL014256) was authorized by ordinance 0719-2013 <tel:0719-2013>, passed April 1, 2103. This ordinance will authorize the third year of that agreement, April 15, 2014 to April 14, 2015, at a cost of $166,000.00.
This ordinance will also authorize a modification to provide maintenance and support for the ArcGIS GeoEvent Processor (at a cost of $924.66 per year) and ArcPad (at a cost of $1,344.65 for five licenses), in the amount of $2,269.31 with a term period of April 1, 2014 through April 14, 2015, bringing the total amount of funds being requested via this ordinance to $168,269.31. The need for this service was not known at the time of the original agreement, so was not included in the original agreement. These software licenses are only available from ESRI, so the City cannot use alternate procurement methods to obtain this service. The cost of was negotiated with ESRI.
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, and the Zoning Map applications, citywide desktop software used for data maintenance and analysis, as well as other GIS data products. This enterprise agreement will enable the City to continue to access ESRI maintenance and support for almost all of its current portfolio of ESRI software, however (2 existing ESRI licenses are not included, and will need to be renewed and supported separate from the enterprise agreement). The agreement will also enable the City unlimited licensing to the most heavily used ESRI software products, enabling the City to more cost-effectively meet emerging City GIS technology needs.
The City's technology standard for GIS software is ESRI ArcGIS. ESRI is the sole provider of licensing, maintenance and support for its GIS software products. As such, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Section 329.07.
EMERGENCY:
Emergency action is requested to expedite the agreement and ensure that the needed services are not delayed.
CONTRACT COMPLIANCE:
Vendor: Environmental Systems Research Institute, Inc. (ESRI) C.C.#: 95-2775732 <tel:95-2775732> Expiration Date: 6/11/2014
FISCAL IMPACT:
In 2011 and 2013, funding in the amount of $202,701.00 and $168,500.00 was legislated with ESRI for this enterprise license agreement/contract. Passage of this ordinance will authorize the 2014 expenditure of $168,269.31. The funding is available within the Department of Technology, Information Services Division, Internal Service Fund. With this renewal and modification, the aggregate contract total amount is of $539,470.31.
Title
To authorize the Director of the Department of Technology (DoT) to renew and modify an enterprise license agreement with Environmental Systems Research Institute, Inc. (ESRI), for software licensing, maintenance and support for the City's geographic information systems (GIS); in accordance with the sole source provisions of Columbus City Codes; to authorize the expenditure of $168,269.31 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($168,269.31)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology (DoT) to renew and modify an enterprise license agreement (ELA) 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 three year agreement (EL012309) was authorized by ordinance 1977-2011, passed December 5, 2011. The second year of the agreement (EL014256) was authorized by ordinance 0719-2013 <tel:0719-2013>, passed April 1, 2103. This ordinance will authorize the third year of that agreement, with a coverage term period from April 15, 2014 through April 14, 2015, at a cost of $166,000.00.
WHEREAS, this ordinance will also authorize a modification to provide maintenance and support for the ArcGIS GeoEvent Processor (at a cost of $924.66 per year) and ArcPad (at a cost of $1,344.65 for five licenses) , at a cost of $2,269.31with a term period of April 1, 2014 through April 14, 2015 , bringing the total amount of funds being requested via this ordinance to $168,269.31; and
WHEREAS, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Section 329.07 as ESRI is the sole provider of licensing, maintenance and support for its GIS software products; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary for the Director of the Department of Technology to renew and modify an enterprise license agreement with Environmental Systems Research Institute, Inc. (ESRI), for software licensing, maintenance and support for the City's geographic information systems (GIS), for the preservation of 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 (DoT) be and is hereby authorized to renew and modify an enterprise license agreement 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 $166,000.00, for the term period, April 15, 2014 through April 14, 2015. This ordinance will also authorize a modification to provide maintenance and support for the ArcGIS GeoEvent Processor (at a cost of $924.66 per year) and ArcPad (at a cost of $1,344.65 for five licenses), in the amount of $2,269.31with a term period of April 1, 2014 through April 14, 2015. The total amount of funds being requested via this ordinance is $168,269.31.
SECTION 2: That the expenditure of $168,269.31 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Sub-fund: 001| |OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $168,269.31|
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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5: That this contract renewal and modification is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
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 approved nor vetoes the same.