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Home My WebLink AboutOrdinance 5737ORDINANCE NO. 5737 AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A THREE YEAR ENTERPRISE LICENSE AGREEMENT WITH SSRI, INC. IN THE AMOUNT OF $150,000.00 PAYABLE IN INSTALLMENTS OF $50,000.00 PER YEAR FOR GEOGRAPHIC INFORMATION SYSTEM SOFTWARE WHEREAS, the City of Fayetteville has had an ongoing relationship with ESRI, Inc. which has provided software and maintenance for the City's Geographic Information System since the City first established a Geographic Information System office in 1998; and WHEREAS, the users of the Geographic Information System, which include staff members from several City Departments, now outnumber the licenses available under the City's current contractwith SSRI, Inc., and WHEREAS, ESRI, Inc. offers a more cost-effective Enterprise License Agreement for cities with populations under $100,000.00, which includes unlimited desktop and server licenses, as well as access to additional software products that will enhance the City's Geographic Information System capabilities and ensure that City staff is able to more quickly and efficiently provide updated maps and information to the public. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a three year Enterprise License Agreement with ESRI, Inc. in the amount of $150,000.00 payable in installments of $50,000.00 per year for Geographic Information System software. PASSED and APPROVED this 20th day of January, 2015. APPROVED: ATTEST: ,��I19(Plf►�� ``>o��•� TRE � Y OF •s�� = ° .: 3y.k1A = vt/�-- By:=O:FAYETfEVILLEo LIN, Mayor SONDRA E. SMITH, City Clerk/Tr-a urq cD ; s P �',9s .'�KANS . • Jam.•`` City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 a 479-575-8323 ,;. Text File File Number: 2015-0007 Agenda Date: 1/20/2015 Version: 1 Status: Passed In Control: City Council File Type: Ordinance Agenda Number: C. 2 ESRI, INC. ENTERPRISE LICENSE AGREEMENT: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A THREE YEAR ENTERPRISE LICENSE AGREEMENT WITH ESRI, INC. IN THE AMOUNT OF $150,000.00 PAYABLE IN INSTALLMENTS OF $50,000.00 PER YEAR FOR GEOGRAPHIC INFORMATION SYSTEM SOFTWARE WHEREAS, the City of Fayetteville has had an ongoing relationship with ESRI, Inc. which has provided software and maintenance for the City's Geographic Information System since the City first established a Geographic Information System office in 1998; and WHEREAS, the users of the Geographic Information System, which include staff members from several City Departments, now outnumber the licenses available under the City's current contract with ESRI, Inc., and WHEREAS, ESRI, Inc. offers a more cost-effective Enterprise License Agreement for cities with populations under 100,000.00, which includes unlimited desktop and server licenses, as well as access to additional software products that will enhance the City's Geographic Information System capabilities and ensure that City staff is able to more quickly and efficiently provide updated maps and information to the public. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a three year Enterprise License Agreement with ESRI, Inc. in the amount of $150,000.00 payable in installments of $50,000.00 per year for Geographic Information System software. City of Fayetteville, Arkansas Page 1 Printed on 112112015 Greg Mitchell Submitted By City of Fayetteville Staff Review Form 2015-0007 Legistar File ID 1/20/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 1/2/2015 Information Technology / _ Finance & Internal Services Department Submitted Date Division / Department Action Recommendation: WAIVE COMPETITIVE BIDDING AND APPROVE A THREE YEAR CONTRACT WITH ESRI, INC. FOR ENTERPRISE LICENSE AGREEMENT (ELA) FOR USE OF GIS SOFTWARE. TOTAL COST IS $150,000 PAYABLE OVER THREE YEARS. Budget Impact: 1010.1710.5416.00 General Account Number Fund Project Number Project Title Budgeted Item? Yes Current Budget $ 354,083.00 Funds Obligated $ - Current Balance $ 334,083.00 Does item have a cost? Yes Item Cost $ 50,000.00 Budget Adjustment Attached? No Budget Adjustment Remaining Budget 304,083°00 V20140710 Previous Ordinance or Resolution # 5396 Original Contract Number: Approval Date: Comments: CITY OF 01-11 7ayTV1 e NSAS MEETING OF JAN 20, 2015 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Greg Mitchell, GIS Coordinator DATE: 1/2/2015 CITY COUNCIL AGENDA MEMO SUBJECT: Approving three year contract with ESRI, Inc. for GIS software RECOMMENDATION: Staff recommends approval of the Resolution. BACKGROUND: The Geographic Information Systems (GIS) Office in the Information Technology Department provides a wide variety of mapping and other geographic services to all City departments. This is accomplished by using software from ESRI, Inc. which is the world leader in this field. We have been using their software, also known as "ArcMap", since the City first established a GIS Office in 1998. Existing City Ordinance 5396 waives the requirements of Formal Competitive Bidding for GIS software. The City currently licenses a specific list of software products from ESRI, including server and desktop products. This software is used by City staff and to provide maps to the public. This proposal would move the city to an Enterprise License which provides for unlimited use of several core products that we already use, plus access to several other products that we do not currently license. DISCUSSION: In recent years there has been an explosion of interest in mapping as evidenced by the popularity of Google Maps. This is not an accident, but a logical result of the power of interactive mapping on computers. The GIS Office is striving to keep up with the demand for modern, efficient mapping products that enable our staff and citizens to stay informed and productive. This requires, among other things, updated software technology to ensure continued reliable service. ESRI offers an "Enterprise License Agreement" ("ELA") for cities under 100,000 population for $50,000 a year on a three year contract; our current ESRI licensing cost is approximately $30,000 per year. The ELA gives us: Mailing Address: 113 W. Mountain Street www.tayetteville-ar.gov Fayetteville, AR 72701 Unlimited desktop licenses. "Desktop" licenses provide the core capacity for City staff to view and edit geographic information. These licenses are used by GIS, Planning, Engineering, Police, Fire, Parks and Recreation, Transportation, Sustainability and Resilience, and Recycling and Trash Collection. i. We currently do not have enough licenses for all the users who need them. Some have had to do without, while others have Virtual Machines (VM) that are shared among multiple users. This uses up IT resources for the VMs, and means that only one person at a time can use that license. ii. Utility Department: We are ramping up here to catch up with water and sewer improvements that have not been entered into the GIS, which will likely require additional seats. iii. Water Modeling: Our water modeling software is currently being run by an outside consultant; when we bring it in-house we will need at least one more ESRI license. iv. We also have very limited capacity in several other divisions that likely could use more: Transportation has one license, Recycling and Trash has one, for example. A staff member in the Fire Marshal's office has obtained a license at his own expense. v. We could also provide licenses to Council members, Planning Commission member, etc. should they want one. Unlimited server licenses. GIS "Servers" are used to store data used by the GIS, and to create and store geographic data that can be displayed by web pages and mobile apps. We currently have two servers, one dedicated to data storage, the other to web mapping. i. It is standard IT operating procedure to have "staging" servers where changes, upgrades, etc. can be tested before going live —we don't have these, as each requires an additional $10,000 server license. As we become more and more dependent on our web maps, this testing become critical, not just a nice option. ii. For example, our water and sewer repair crews, meter readers, and others use specialized web maps on their phones and tablets as they work in the field; they are really hampered when they don't work. iii. Our web maps are serious work tools for professionals as well: surveyors, real estate professionals, engineers, and others depend on our web capabilities to perform their jobs effectively. iv. Even more critically, the Fire Department has tablets in all their vehicles that supplies them with locations of hydrants, key boxes, alarm locations, and other information that they have mapped during their pre -fire inspections. This is worthless if the servers are down. v. We have budgeted $35,000 this year for a new map data server. This license will allow us to take full advantage of that investment. ArcGIS Online licenses — This will continue the ability we already have to leverage the online capabilities that ESRI offers. For example, our new Fayetteville Art Walk app is hosted by ArcGIS Online. This will continue to increase in importance as ESRI improves its functionality. Other products we don't currently have: i. Image server — Speeds up processing and access of imagery and other scanned documents (plats, as-builts). We have been interested in this product for several years as it should reduce the many hours we spend every year processing aerial imagery, and possibly speed up some of our other operations as well. ii. Routing Server extensions — that would allow us to host our own routing software. We currently use a routing service available through ArcGIS Online, but hosting our own would allow us to customize it for biking or walking routes, which we currently can't do. iii. CityEngine — this is a 3D program that can be used for planning and visualization. For example, it can produce interactive 3D maps of proposed high-rise buildings, allowing a virtual view of how they would impact their surroundings. iv. ArcGIS Data Reviewer — Helps define workflows for Quality Control purposes. COST COMPARISON The following table compares products and costs between two ways of purchasing ESRI software. Our current annual cost is approximately $30,000; an ELA costs $50,000. Listed under "Description" are software products that we might reasonably use in the next year if they were within budget. The ELA allows unlimited licenses of these products, so they are included in the ELA. Under our current contract, each of these products has an additional purchase cost, and then a maintenance cost that is typically 20% of the purchase cost — these are shown in the second and third columns. Based on the estimates in the table, if we were to purchase all these products in one year, the ELA would save us $47,000 that year. Thereafter, we would be paying $5,300 a year more for the ELA than we would to pay the maintenance on those products. It would take about nine years to use up the savings we made, assuming no other products were used. If, after three years we discontinue the ELA, we can keep the products we're using by continuing to pay the