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. This ordinance will authorize the second year of that agreement, April 15, 2013 to April 14, 2014, at a cost of $166,000.00
This ordinance will also authorize a modification to enable the Department of Public Utilities (DPU) to have an annual sub-account for ESRI's new ArcGIS Online service, subordinate to the City's enterprise account. The sub-account for DPU will enable them to better control access to Public Utilities GIS information made available through ArcGIS Online. The need for this service was not known at the time of the original agreement, so was not included in the original agreement. ArcGIS Online is a service that is only available from ESRI, so the City cannot use alternate procurement methods to obtain this service. The cost of the service, in the amount of $2,500.00, 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 (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 Expiration Date: 6/11/2014
FISCAL IMPACT:
In 2011, funding in the amount of $202,701.00 was legislated (via Ord. No. 1977-2011) with ESRI for this purchase. This year (2013), passage of this ordinance will authorize the expenditure of $168,500.00. The funding is available within the Department of Technology, Information Services Division, Internal Service Fund and DPU direct charge budget within DoT. With this renewal and modification, the aggregate contract total amount is of $371,201.00.
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 $168,500.00 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($168,500.00)
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 City's technology standard for GIS software is ESRI ArcGIS and 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; and
WHEREAS, the original three year agreement (EL012309) was authorized by ordinance 1977-2011, passed December 5, 2011. This ordinance will authorize the second year of that agreement, with a coverage term period from April 15, 2013 through April 14, 2014, at a cost of $166,000; and
WHEREAS, this ordinance will also authorize a modification to enable the Department of Public Utilities to have an annual sub-account for ESRI's new ArcGIS Online service, subordinate to the City's enterprise account to better control access to Public Utilities GIS information in the amount of $2,500.00, 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, 2013 through April 14, 2014. This ordinance will also authorize a modification to enable the Department of Public Utilities to have an annual sub-account for ESRI's new ArcGIS Online service, subordinate to the City's enterprise account, in the amount of $2,500.00, bringing the total amount requested via this ordinance to $168,500.00.
SECTION 2: That the expenditure of $168,500.00 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: $166,000.00| Software License Fees
Dept./Div. 47-01| Fund 514| Sub-fund: 550| |OCA Code: 514550| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $152.50| Electricity
Dept./Div. 47-01| Fund 514| Sub-fund: 600| |OCA Code: 514600| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $970.00| Water
Dept./Div. 47-01| Fund 514| Sub-fund: 650| |OCA Code: 514650| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $1,087.50| Sewers & Drains
Dept./Div. 47-01| Fund 514| Sub-fund: 675| |OCA Code: 514675| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $290.00| Stormwater
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.