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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/07/2014 - RESOLUTION 2014-090 APPROVING AN EXCEPTION TO THEAgenda Item 13 Item # 13 Page 1 AGENDA ITEM SUMMARY October 7, 2014 City Council STAFF Gerry Paul, Director of Purchasing & Risk Management Dan Coldiron, Chief Information Officer SUBJECT Resolution 2014-090 Approving an Exception to the Use of a Competitive Process for the Purchase of ESRI GIS Software Enterprise License Agreement. EXECUTIVE SUMMARY The purpose of the item is to request an exception to the competitive bid process for the purchase of a three year Enterprise License Agreement (ELA) from ESRI, as the alternative is contrary to the City’s interests. ESRI’s suite of Geographic Information System (GIS) software products are used throughout the organization by many departments. The software and its data are integral to several other software solutions. The ELA is a cost effective approach that allows for an unlimited number of users to make use of this software and also provides for access to future upgrades, updates and patches. ESRI’s software is proprietary and is only available through them; they do not work with resellers. Exception to Competitive Bidding Rationale: Code Section 8-161(d)(1)d. A particular material, professional service or service is required in order to standardize or maintain standardization for the purpose of reducing financial investment or simplifying administration. STAFF RECOMMENDATION Staff recommends adoption of the Resolution. BACKGROUND / DISCUSSION The City of Fort Collins started using ESRI software in 1994. It was selected as the City’s GIS software solution through a competitive bid process. For twenty years the ESRI software, data and analysis has been used in the organization to support mapping and decision making. The mapping and analysis provided by the software is used to help facilitate discussions and make decisions. These GIS products are used to help City Council make informed decisions about potential ordinances. The desktop solution is also used to produce high quality production maps for the public. These maps are used by the public to navigate and find the locations of specific parks, trails, etc. A few examples of the mapping products that have been created for this purpose include the Natural Areas map, individual natural area brochures and the Trails map. ESRI Server software is used to provide internet mapping solutions so as to assist the public and staff find locations, information and help make decisions all from within an internet browser. These maps include the real time Rain/Stream flow map, Current Development Proposals, FCMaps and the internal Capital Projects site. ESRI Server software also provides a way to store and edit data in an Oracle database environment. This allows for multiple users to access and edit data in different versions of the database with tools for conflict resolution. This is how the majority of enterprise GIS data is stored and edited. Agenda Item 13 Item # 13 Page 2 ESRI software also has mobile solutions that work on GPS devices, offering easier ways to capture data in the field and integrate it into these databases. ESRI is the industry leader in GIS software and as such, several other software vendors integrate ESRI data and software into their products. Certain solutions that are utilized by the City require ESRI software integration to operate correctly. 1. The Streets department’s work order and asset management system (CityWorks). 2. The Utility’s asset management system (Maximo). 3. Code Compliance’s mobile violation solution (Accela Mobile Office). 4. Building Inspection permitting system (Accela Automation). 5. Development Review’s workflow software (Accela Automation). 6. Access Fort Collins integrates with GIS Services 7. 911 system data is generated with the software (Tiburon/Maverick). Due to the integration of so many systems, it would not be practical to change the software used and there would be major impacts to the daily operations of the City. FINANCIAL / ECONOMIC IMPACTS This agreement has a three (3) year term with a total cost of approximately $360,000. - 1 - RESOLUTION 2014-090 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING AN EXCEPTION TO THE USE OF A COMPETITIVE PROCESS FOR THE PURCHASE OF ESRI GIS SOFTWARE ENTERPRISE LICENSE AGREEMENT WHEREAS, in 1994 the City purchased through a competitive bid process ESRI software to use for the City’s geographic information system (“GIS”); and WHEREAS, the City has used ESRI GIS software since then to support its mapping and decision making and ESRI products are used throughout the City organization; and WHEREAS, ESRI is the industry leader in GIS software and, as such, ESRI software is also integrated into many of the other software systems the City uses; and WHEREAS, the City now needs to purchase a three-year Enterprise License Agreement (the “License”) from ESRI; and WHEREAS, City Code Section 8-161(d)(1)d authorizes the City’s Purchasing Agent to negotiate the purchase of services without utilizing a competitive process where the Purchasing Agent determines that a particular service is required in order to standardize or maintain standardization for the purpose of reducing the City’s financial investment or to simplify administration; and WHEREAS, the Purchasing Agent has determined that the License is needed in order to maintain department standardization of the City’s GIS systems, which thereby reduces the City’s financial investment and simplifies administration; and WHEREAS, as required by the City Code, the Purchasing Agent has submitted for the City Manager’s approval his written justification for the purchase of the License from ESRI without a competitive process; and WHEREAS, the City needs to purchase the License for a three-year term, the total purchase price for which is over $200,000; and WHEREAS, the City Manager concurs in the Purchasing Agent’s determination that it is in the best interests of the City that the License be acquired from ESRI as an exception to the City’s competitive procurement process; and WHEREAS, City Code Section 8-161(d)(3) requires approval of this procurement by the City Council since it involves a purchase of more than $200,000. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the City Council hereby approves the purchase of the License from ESRI as an exception to the City’s competitive procurement requirements for the reasons set forth herein. - 2 - Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 7th day of October, A.D. 2014. _________________________________ Mayor ATTEST: _____________________________ City Clerk