Title
Resolution to Approve a Purchase Order to Environmental Systems Research Institute, Inc. (ESRI) for the Annual Geographic Information System Software Maintenance and License Agreement ($51,600.00)
Memorandum
Attached for your review and action is a resolution to approve a purchase order for renewal of the annual licensing and maintenance agreement with Environmental Systems Research Institute (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 software products include ArcGIS for Desktop Advanced, ArcGIS for Desktop Basic, ArcSDE, ArcServer, and other related products and ESRI is the only source from which all ESRI software and maintenance services can be ordered. 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 ArcSDE (Spatial Data Engine) is used to store spatial information in a database environment providing, multi-user access in a very secure environment. ArcServer publishes this spatial information in an efficient and economical way to a customizable Web-Browser environment. ArcGIS, ArcEditor, and ArcView are instrumental in the creation and maintenance of spatial information as well as in the development of specialized applications for data access.
It is imperative to renew the maintenance agreement with ESRI to receive software updates, access technical support, and retain the proper licenses for use of the software in mission critical City applications. For example, ArcView provides the linkage to GIS data for Cityworks, software use by Public Services and Community Standards for tracking service requests and work orders.
Budget/Fiscal Impact: This expenditure is planned for and budgeted in the FY2020 Information Technology Services Fund budget.
The accompanying resolution authorizes the creation of a purchase order to process a payment to ESRI in the amount of $51,600.00 for the licensed use of GIS software for calendar year 2020.
Staff
Prepared by: Jon Hradsky, Applications Specialist, Information Technology
Reviewed by: Kevin Eyer, Technology and Change Manager, Information Technology
Reviewed by: Tom Crawford, Financial Services Area Administrator and CFO
Tom Shewchuk, ITSD Director
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City of Ann Arbor has seen significant benefit 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, and in response to situations involving the Emergency Operations Center through use of the GIS software and applications;
Whereas, Staff advises that Environmental Systems Research Institute, Inc. (ESRI) is the sole provider of software maintenance for all ESRI products including technical support, software updates and upgrades, and certain proprietary training classes and the City Administrator therefore recommends waiving competitive bidding;
Whereas, Renewing the annual maintenance agreement with ESRI is necessary to receive software updates, access technical support, and retain the proper licenses for use of the software in mission critical City applications at no additional cost;
Whereas, ESRI complies with the requirements of the City’s Living Wage and Non-Discrimination Ordinances; and
Whereas, Funding for the ESRI annual maintenance and support agreement is budgeted for and available in the FY2020 Information Technology Fund;
RESOLVED, That, upon the City Administrator’s recommendation, the City Council authorizes the purchase described herein without competitive bidding as it is a sole source for the services;
RESOLVED, That City Council approve a purchase order with ESRI in the amount $51,600.00 to maintain the ESRI license and maintenance agreement, in accordance with the City’s General Terms and Conditions; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.