Title
Resolution to Approve a Purchase Order to Environmental Systems Research Institute, Inc. (ESRI) to Enter a Geographic Information System Software Three-Year Enterprise License and Maintenance Agreement (ELA) and appropriate $39,464 from the Information Technology Fund Balance ($247,500.00) (8 Votes Required)
Memorandum
Attached for your review and action is a resolution to approve a purchase order for entering into an enterprise license agreement with Environmental Systems Research Institute, Inc. (ESRI) for the City’s standard software used for the creation, maintenance and access of critical City Geographic Information System (GIS) information and databases.
ESRI is our primary GIS software utilized at the City. In addition, ESRI is the sole provider of software maintenance for all ESRI products including technical support, software updates and upgrades, and certain proprietary training classes.
The enterprise license agreement with ESRI allows the City to receive software updates, access technical support, and retain the proper licenses for use of the software in mission critical City applications. The previous agreement limited the number of licenses available to city staff. The new enhanced agreement gives the ability for all city employees to access the ESRI software and critical city data in order to make informed business decisions. In addition, a staging/testing environment, and off-site redundancy will be added and implemented.
Budget/Fiscal Impact: The new ELA exceeds our original budget by $39,464 and it is requested that $39,464 be appropriated to the FY22 Information Technology Fund expenditure budget from the FY22 Information Technology Fund fund balance. Subsequent annual ELA costs will be budgeted as part of the Information Technology operations and maintenance budget and will be allocated to departmental users via internal IT user rates.
Staff
Prepared by: Tony Bedogne, Sr. Applications Specialist
Reviewed by: Tom Shewchuk, ITSD Director
Approved by: Milton Dohoney Jr., Interim City Administrator
Body
Whereas, The City of Ann Arbor has seen significant benefit and expansion in the use of spatial data in the decision-making processes regarding environmental and infrastructure management, the handling of online customer service requests and work order processing, enabling spatially driven community engagement, and in response to situations involving the Emergency Operations Center through use of the GIS software and applications;
Whereas, ESRI is the sole provider of software maintenance for all ESRI products including technical support, software updates and upgrades, and certain proprietary training classes;
Whereas, Entering into the Enterprise License Agreement with ESRI is necessary to receive software updates, access technical support, and retain the proper licenses for the current scale and use of the software in mission critical City applications; and
Whereas, The City would enter into a three-year commitment for a total of $247,500.00 for on-going licensing and maintenance;
Whereas, The City would enter into a three-year agreement, with an annual cost of $82,500.00 per year; year one will be a prorated not to exceed $47,864.38 with the contract executed on or before April 30th 2022; and
Whereas, Funding for the FY 2022 portion of the ESRI enterprise license agreement that was not budgeted for ($39,464) is available in the Information Technology Fund balance;
RESOLVED, That City Council approve a purchase order with Environmental Systems Research Institute, Inc. (ESRI) in the amount not to exceed $247,500 to enter into and maintain the three-year ESRI Enterprise License Agreement;
RESOLVED, That City Council appropriates $39,464 from the FY2
2 Information Technology Fund fund balance to the FY22 Information Technology Fund expenditure budget for the additional cost of the license and maintenance agreement with ESRI; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.