Title
An Ordinance approving a Sole Source Enterprise Agreement with Environmental Systems Research Institute, Inc. for unlimited licensing and software maintenance services; and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee’s Summit, Missouri. (F&BC 12-17-18)
Body
Key Issues:
-The City’s existing maintenance costs for its Geographic Information Systems (GIS) software provided by Environmental Systems Research Institute, Inc. (“ESRI”) will approach $50,000 annually with upcoming projects currently approved.
-The proposed enterprise agreement (“EA”) with ESRI provides the City with three years of fixed pricing.
-The EA will allow the City to expand the use of the City’s GIS mapping data without additional licensing costs.
-The additional licensing will allow for the creation of testing environments for internal applications, and place public facing mapping applications in a secure network locations.
-The EA provides uncapped online training through ESRI’s self-paced E-Learning.
-This is a sole source agreement because ESRI is the only provider of maintenance and licenses for their products under an EA, they do not use resellers.
-The annual cost of an EA will increase by 50% after the City reaches 100,000 in population.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving a sole source enterprise agreement with Environmental Systems Research Institute, Inc. for unlimited licensing and software maintenance services; and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee’s Summit, Missouri.
SECOND MOTION: I move for adoption of an Ordinance approving a sole source enterprise agreement with Environmental Systems Research Institute, Inc. for unlimited licensing and software maintenance services; and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee’s Summit, Missouri.
Background:
The City’s Geographic Information Systems (GIS) software licenses and maintenance are currently provided by ESRI at a cost of approximately $33,200 per year.
The City would like to enter into an enterprise agreement with ESRI for two reasons. First, the City has rapidly increased its use of Geographic Information Systems (GIS) tools as a core component of city staff completing their work. Second, the current cost of maintenance (after new acquisitions) will be nearly the same cost of an EA without the same benefits of an EA.
Fire, Development, Planning, Water, Public Works, and Police have increased their use of GIS tools, and ITS has not been able to setup the proper testing environment to assure that production environments are not negatively impacted by software updates and data development. Many of the new implementations have a public component as well. Allowing for unlimited deployments through the EA will enable ITS to set up web mapping servers in a secure network environment, and not have public traffic hitting internal production servers.
Moreover, the City has two approved projects that will be implemented in FY2019 that will require the City to acquire additional GIS server licenses. This includes the replacement of ETI with Zurcher for the Police Department, and a project for Development Services to create a public facing mapping portal that is linked to existing department data. The added maintenance costs of these two projects will raise the City’s annual expenses well above $40,000. If the City were to expand the license pool to allow for proper testing prior to release, the City's expense will exceed $50,000.
By moving to the EA, as opposed to standard maintenance, the City has more flexibility, and will be able to conduct proper testing. It will also allow for proper deployment of updates and improvements to the mapping software and data. The cost of a similar agreement after the City reaches 100,000 in population would increase to $75,000. The City is rapidly approaching this population.
Impact/Analysis:
The approval of the EA will allow the City to expand the use of the extensive GIS database, and allow for a secure and tested environment for our users. Current year funding will be from budget funds, the GIS component of approved projects, and the unused, prorated maintenance costs already paid to esri for the existing maintenance period.
Timeline:
Start: December 2018
Finish: December 2021
Presenter
Stephen L. Marsh, Chief Technology Officer
Recommendation
Recommendation: Staff Recommends approval of An Ordinance Approving a Sole Source Enterprise Agreement with Environmental Systems Research Institute, Inc. for Unlimited Licensing and Software Maintenance Services; and Authorizing the City Manager to Enter into and Execute an Agreement for the Same on Behalf of the City of Lee’s Summit, Missouri.
Committee Recommendation
Committee Recommendation: Motion by Councilmember Edson, seconded by Councilmember Binney this Ordinance was recommended for approval to the City Council - Regular Session due back on 1/8/2019. The vote was unanimous.