City of Columbus - File #: 0295-2011

• File #: 0295-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 2/11/2011
• In control: Administration Committee
• On agenda: 3/14/2011
• Final action: 3/17/2011
• 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).

Date	Ver.	Action By	Action	Result
3/17/2011	1	CITY CLERK	Attest
3/16/2011	1	MAYOR	Signed
3/14/2011	1	Columbus City Council	Approved	Pass
3/14/2011	1	COUNCIL PRESIDENT	Signed
3/4/2011	1	Technology Drafter	Sent for Approval
3/4/2011	1	Auditor Reviewer	Reviewed and Approved
3/4/2011	1	CITY AUDITOR	Reviewed and Approved
3/4/2011	1	Technology Drafter	Sent for Approval
3/4/2011	1	CITY ATTORNEY	Reviewed and Approved
3/4/2011	1	Technology Drafter	Sent to Clerk's Office for Council
3/3/2011	1	Finance Reviewer	Reviewed and Approved
3/3/2011	1	Finance Reviewer	Reviewed and Approved
3/3/2011	1	Finance Reviewer	Sent for Approval
3/3/2011	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved
3/3/2011	1	FINANCE DIRECTOR	Reviewed and Approved
3/2/2011	1	EBOCO Reviewer	Sent for Approval
3/2/2011	1	ODI DIRECTOR	Reviewed and Approved
3/2/2011	1	Technology Drafter	Sent for Approval
3/1/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
3/1/2011	1	Technology Drafter	Sent for Approval
2/14/2011	1	Technology Drafter	Sent for Approval

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 ...