Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to enter into 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). DoT has had an annual agreement with ESRI since 2002 (EL002380, authorized by ordinance 0976-02, passed June 24, 2002) for specific GIS software applications. That agreement was most recently renewed by authority of ordinance 0295-2011 (purchase order EL011481) passed March 14, 2011. The proposed enterprise agreement will provide the City with expanded access to ESRI GIS software, enabling a more cost-effective expansion of GIS technology to meet emerging City needs.
The term of the proposed agreement is December 15, 2011 through April 14, 2015. This ordinance will authorize funds to pay for the first term, December 15, 2011 through April 14, 2013, at a cost not to exceed $235,167.00. ESRI will provide up to a $32,466 credit for software maintenance and support already paid for the period December 15, 2011 through April 14, 2012. Assuming a purchase order is certified on or before December 15, 2011, the net cost of the first term of the enterprise agreement is $202,701. Payment for subsequent annual terms, estimated at $166,000 per year, is contingent on available funding and approval of proper City authorities. The proposed enterprise agreement enables the City to cancel the agreement, without penalty, in the event that funds are not appropriated to pay for future annual terms. In such circumstances, the City is obligated to notify ESRI prior to the agreement anniversary date (i.e., April 14).
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: 8/6/2012
FISCAL IMPACT:
Funding in the amount of $202,701.00 to cover this purchase is available within the Department of Technology, Information Services Division, Internal Service Fund as a result of cost savings from other contract expenditures being lower than budget.
Title
To authorize the Director of the Department of Technology (DoT) to enter into 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 $202,701.00 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($202,701.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology (DoT) to enter into 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); and
WHEREAS, 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 term of the proposed agreement is December 15, 2011 through April 14, 2015. This ordinance will authorize funds to pay for the first term, December 15, 2011 through April 14, 2013, at a cost not to exceed $235,167.00. ESRI will provide up to a $32,466 credit for software maintenance and support already paid for the period December 15, 2011 through April 14, 2012. Assuming a purchase order is certified on or before December 15, 2011, the net cost of the first term of the enterprise agreement is $202,701; and
WHEREAS, 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; 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 enter into 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 enter into 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 $202,701.00, for the term period, December 15, 2011 through April 14, 2012.
SECTION 2: That the expenditure of $202,701.00 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: $202,701.00 Software License Fees
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 contract 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 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.