AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 20, 2016
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas providing for, authorizing, and approving a three (3) year Small Government Enterprise License Agreement (SGELA) software maintenance for continued vendor support of the Geographic Information System (GIS) software, which is available from only one source and in accordance with Chapter 252.022 of the Texas Local Government Code such purchases are exempt from the requirements of competitive bidding; and providing an effective date (File 3880 awarded to Environmental Systems Research Institute (ESRI) for a three (3) year not-to-exceed amount of $297,000).
Body
FILE INFORMATION
The City of Denton uses the ESRI GIS software to create and manage City GIS inventories and to produce web interactive maps, as well as paper maps. The City of Denton has been using geospatial data for several years to effectively address problems in the following areas: planning, communication, modeling and map use, the integration of spatial data, resource allocation, and spatial problem solving. The GIS users consists of Public Safety, Water, Wastewater, Electric, Solid Waste, Engineering, Planning, Streets, Traffic, Drainage, Parks, Library, Economic Development, Airport, Code Enforcement, and Technology Services.
The current licensing model for the City’s GIS system will end support on November 30, 2016. As a result, the City’s GIS system will be moving towards the SGELA licensing model. The SGELA licensing model provides the ability to deploy unlimited quantities of core ESRI products, reduce administrative costs, centralized management and support, and access to the most current versions of ESRI software (Exhibit 1-Quote). It is essential for the City of Denton to upkeep current maintenance with the software vendor in order to ensure availability of upgrades, software fixes, and access to knowledge and support resources. ESRI is the sole-source vendor for maintenance for the GIS software package (Exhibit 2). Section 252.022 of the Local Government Code provides that procurement of items that are only available from one source do not have to be competitively bid.
RECOMMENDATION
Technology Services recommends awarding to Environmental Systems Research Institute (ESRI) for GIS software maintenance in the three (3) year not-to-exceed amount of $297,000. This amount includes a 10% contingency amount to cover additional GPS AVL vehicle tracking software and licenses, which are not included in the attached quotation. Several departments are currently considering adding tracking technology to City vehicles.
PRINCIPAL PLACE OF BUSINESS
ESRI
Redlands, CA
ESTIMATED SCHEDULE OF PROJECT
This is three (3) year pricing which will cover maintenance and licensing through November 30, 2019.
FISCAL INFORMATION
Funding for this item is budgeted in Technology Services Fund and Water Fund and Wastewater Fund operating accounts for FY 2016-17.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.5 Utilize technology to enhance efficiency and productivity
EXHIBITS
Exhibit 1: Quote
Exhibit 2: Sole Source Letter
Exhibit 3: Staff memo
Exhibit 4: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Melissa Kraft at 349-7823.