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File #: 0411-2017    Version: 1
Type: Ordinance Status: Passed
File created: 2/9/2017 In control: Technology Committee
On agenda: 3/13/2017 Final action: 3/16/2017
Title: To authorize the Director of the Department of Technology (DoT) to continue 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; and to authorize the expenditure of $210,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($210,000.00)
Attachments: 1. 0411-2017 EXP, 2. 0411-2017 ESRI Sole Source Letter, 3. 0411-2017 ESRI QUOTE 25774289, 4. 0411-2017 Sole Source Form ESRI ELA 2017

Explanation

 

BACKGROUND: 

This legislation will authorize the Director of the Department of Technology (DoT) to renew 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 City entered into a new three year ESRI enterprise agreement in 2015, authorized by ordinance 0245-2015, passed February 9, 2015.  The most recent contract was authorized by ordinance 0183-2016, passed February 29, 2016. This ordinance will authorize the third and final year of the three year agreement for the period April 15, 2017 to April 14, 2018, at a cost of $210,000.00. 

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 its current portfolio of ESRI software.  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 designation is requested to immediately facilitate prompt execution of the software licenses and professional services contract renewal before the expiration date. 

 

FISCAL IMPACT:

In 2016 and 2017, $210,000.00 was legislated each year with ESRI for an enterprise license agreement/contract. Passage of this ordinance will authorize the third year (2017) of three year agreement/contract, in the amount of $210,000.00.  The funding is budgeted and available within the Department of Technology, Information Services Division, Information Services Operating Fund.  Including this ordinance, the aggregate contract amount is $630,000.00.   

 

CONTRACT COMPLIANCE:

Environmental Systems Research Institute, Inc. (ESRI)    CC#: 95-2775732  Expiration Date:  03/07/2019

 

Title

To authorize the Director of the Department of Technology (DoT) to continue 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; and to authorize the expenditure of $210,000.00 from the Department of Technology, Information Services Division,  Information Services Operating Fund; and to declare an emergency. ($210,000.00)

 

 

Body

WHEREAS, this legislation will authorize the Director of the Department of Technology (DoT) to continue 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, previously the City entered into a new three year ESRI enterprise agreement in 2015, authorized by ordinance 0245-2015, passed February 9, 2015.  This ordinance will authorize the third and final year of the three year agreement for the period April 15, 2017 to April 14, 2018, at a cost of $210,000.00; and

 

WHEREAS, this ordinance is being submitted in accordance with the Sole Source provisions of Columbus City Code Chapter 329 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 to authorize the Director of the Department of Technology to continue an 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 continue 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).  This ordinance will authorize the third and final year of a three year agreement, for the period April 15, 2017 to April 14, 2018, at a cost of $210,000.00. 

 

SECTION 2: That the expenditure of $210,000.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 0411-2017 EXP):

 

Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63945|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: n/a | Section 4: n/a  | Section 5: n/a |Amount: $210,000.00| {Software Licensing}

 

   

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 is being established in accordance with the sole source provisions of the Columbus City Code Chapter 329.

 

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 approves nor vetoes the same.