Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to acquire a new product called ArcGIS Hub from Environmental Systems Research Institute, Inc. (ESRI). The purchase will cover software licensing and professional services for implementation of the product. The annual cost of ArcGIS Hub is $60,000 and will have a term period of one year from the date of a purchase order certified/confirmed by the City Auditor. The ArcGIS Hub will be incorporated into the City’s current ESRI Enterprise License Agreement (ELA) for the 2020/2021 cycle. An additional $46,675.27 will be required for implementation of the product making the total expenditure to be authorized under this ordinance at $106,643.00.
ArcGIS Hub is based on and extends an organization’s GIS. It brings together enterprise and community data, the immersive, explanatory power of mapping, and community collaboration tools to support data-driven work on policy initiatives. Departments can measure and track the level of community engagement using dashboards, and reach out to residents who have expressed an interest in initiatives and events.
In order to validate the ArcGIS Hub as a beneficial and effective platform for the City, the DoT GIS team ran a pilot project for CelebrateOne and created a New Resources site for CelebrateOne. The outcome of the pilot project convinced the City that adding the Hub to other tools in the City’s ESRI based GIS enterprise will enable us to the following: 1) Give Columbus residents greater ability to participate in gathering data and find solutions to challenges facing the community, 2) Organize staff and member of the community around initiatives, and 3) Monitor and track community engagement and outcomes across initiatives.
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.
This ordinance will amend the 2018 Capital Improvement Budget (CIB) to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
In 2018, the department spent $250,000.00 and most recently under ordinance number 0299-2019 will expend $270,000.00 for the city’s GIS enterprise license agreement. Funds for this purchase are budgeted and available under the Department of Technology, Information Services Division, Information Services Capital Improvement Fund, Project Name: Enterprise System Upgrade- GIS (carryover), Project Number: 470047-100005. The total cost associated with this ordinance is $106,643.00.
CONTRACT COMPLIANCE:
Vendor Name: Environmental Systems Research Institute, Inc. (ESRI); CC#: 95-2775732;
DAX Account #: 010901 Expiration Date: 01/31/2021
Title
To amend the 2018 Capital Improvement Budget; to authorize the Director of the Department of Technology to enter into contract with Environmental Systems Research Institute, Inc. to acquire ArcGIS Hub software licensing and professional services for implementation of the product into the City’s geographic information systems in accordance with the sole source provisions of Columbus City Code Chapter 329; and to authorize the expenditure of $106,643.00 from the Department of Technology, Information Services Division, Information Services Capital Improvement Fund. ($106,643.00)
Body
WHEREAS, the Department of Technology has a need to acquire ArcGIS-HUB software licensing, and implementation services for the City’s geographic information systems (GIS) with Environmental Systems Research Institute, Inc. (ESRI); and
WHEREAS, this ordinance will authorize the annual cost of ArcGIS Hub for $60,000.00 and professional services for implementation of the product at $46,643.00 for a total cost of $106,643.00 with a term period beginning one year from the date of a purchase order certified/confirmed by the City Auditor. The ArcGIS Hub will be incorporated into the City’s current ESRI Enterprise License Agreement (ELA) for the 2020/2021 cycle; and
WHEREAS, ESRI is the sole provider of licensing, maintenance and support for its GIS software products so this contract is being established in accordance with the Sole Source provisions of Columbus City Code Chapter 329; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvement Budget; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director to enter into contracr with ESRI to acquire ArcGIS-HUB for software licensing and professional services, 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 contract with Environmental Systems Research Institute, Inc. (ESRI) for ArcGIS-HUB software licensing and professional services, for the City’s geographic information systems (GIS) in accordance with the sole source provisions of the City Code Chapter 329.
SECTION 2: That the annual cost of ArcGIS Hub for $60,000.00 and professional services for implementation of the product at $46,643.00 for a total cost of $106,643.00 with a term period beginning one year from the date of a purchase order certified/confirmed by the City Auditor is hereby authorized. The ArcGIS Hub will be incorporated into the City’s current ESRI Enterprise License Agreement (ELA) for the 2020/2021 cycle.
SECTION 2: That the 2018 Capital Improvement Budget is hereby amended as follows to account for appropriation of funds within project:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund/ (Carryover) #5105:
Project Name/Number/Sub-Fund Current CIB Amount Revised Amount Amount Change
47-02 Enterprise System Upgrade - GIS:
470047-100005 /carryover / $ 90,000.00 $106,675 $16,675
SECTION 3: That the expenditure of $106,643.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 0588-2019 EXP):
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Information Technology Broadcasting and Telecommunications | Project Name: Enterprise System Upgrades-GIS | Project Number: P470047-100005 {Carryover} | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT03 | Section 5: IT0301 | Amount: $60,000.00 {Software Licensing}
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades-GIS {Carryover} | Project Number: P470047-100005 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT03 | Section 5: IT0301 | Amount: $46,643.00 {Professional Services}
SECTION 4: 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 5: 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 6: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.