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Home My WebLink AboutCOUNCIL - AGENDA ITEM - 03/20/2018 - RESOLUTION 2018- 029 APPROVING AN EXCEPTION TO THEAgenda Item 9 Item # 9 Page 1 AGENDA ITEM SUMMARY March 20, 2018 City Council STAFF Gerry Paul, Director of Purchasing & Risk Management Dan Coldiron, Chief Information Officer Ryan Malarky, Legal SUBJECT Resolution 2018- 029 Approving an Exception to the Use of a Competitive Process for an Enterprise License Agreement with ESRI for GIS Software. EXECUTIVE SUMMARY The purpose of this item is to request an exception to the use of a competitive bid or proposal process for the purchase of a three-year Enterprise License Agreement (ELA) from ESRI, as the alternative is contrary to the City’s best interests. ESRI’s suite of Geographic Information System (GIS) software products are used throughout the City 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 Bid or Proposal Rationale: Section 8-161(d)(1)b. Although there exists more than one (1) responsible source a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City’s financial interest, or will substantially impede the City’s administrative functions or the delivery of services to the public. STAFF RECOMMENDATION Staff recommends adoption of the Resolution. BACKGROUND / DISCUSSION The City 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 City 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 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 most of enterprise GIS data is stored and edited. Agenda Item 9 Item # 9 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, such as: 1. The Streets department’s work order and asset management system (CityWorks). 2. Utilities Services’ 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). Without the ELA renewal, staff would need to go out to bid for new software or switch to a yearly maintenance model which would be much more expensive and not allow for the use of unlimited licenses. Due to the integration of so many systems, it would not be feasible to change the software used and there would be major impacts to the daily operations of the City. CITY FINANCIAL IMPACTS The City has been using ESRI software for over 20 years. ESRI software holds the largest market share for GIS software making it much easier to hire people with experience using this software. Currently there are about 400 desktop installs of the ESRI software. These are all managed by a license server allowing for approximately 80 concurrent users of the software. If the City would switch to a yearly maintenance model with a vendor other than ESRI, there would be a significant cost increase and a decrease in the number of licenses. The yearly maintenance for our current licensing would run approximately $147,460 or approximately 18% more than the licensed server. Staff recommends allowing an exception to the competitive bid or proposal process for the purchase of the ESRI ELA for an additional term of three (3) years at an estimated total cost of $390,000, per City Code Section 8-161(d)(1)b. -1- RESOLUTION 2018-029 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING AN EXCEPTION TO THE USE OF A COMPETITIVE PROCESS FOR AN ENTERPRISE LICENSE AGREEMENT WITH ESRI FOR GIS SOFTWARE WHEREAS, Section 8-161(d)(1)b. of the City Code authorizes the Purchasing Agent to negotiate the purchase of supplies and services without utilizing a competitive bidding or proposal process where the Purchasing Agent determines that although there is more than one source, the competitive process cannot reasonably be used, or if used will result in a substantially higher cost to the City, will otherwise injure the City’s financial interests or will substantially impede the City’s administrative functions or the delivery of services to the public; and WHEREAS, in 1994, the City used a competitive process to select ESRI as the City’s geographic information system (“GIS”) software solution (the “Software”); and WHEREAS, over the course of over 20 years, the City has integrated the use of the Software into multiple aspects of the City’s operations to provide City Council, staff, and the public with reliable GIS information; and WHEREAS, City staff also uses the Software to provide information to City Council to assist it in making decisions on ordinances and policy matters; and WHEREAS, the City utilizes other software solutions that must be integrated with the Software to work properly, such as Utilities Services’ asset management software, Development Review Department’s workflow software, and Access Fort Collins; and WHEREAS, the City desires to continue to use the Software, which is in the City’s best interests and will save significant time and cost; and WHEREAS, the estimated total cost for the Software license for an additional term of three years is $390,000; and WHEREAS, funding for the license for 2018 is estimated to be $125,000, and such funds are authorized in the current budget to come from the Data and Communications Fund; WHEREAS, the estimated cost for 2019 is $130,000 and the estimated cost for 2020 is $135,000; and WHEREAS, funding for 2019 and 2020 will be requested through the Budgeting for Outcomes Process; and WHEREAS, the City’s Purchasing Agent has determined that although there is more than one source for GIS software solutions, the competitive process, if used, would result in a substantially higher cost to the City, would otherwise injure the City’s financial interests, and would substantially impede the City’s administrative functions or the delivery of services to the public; and -2- WHEREAS, the City Purchasing Agent and other City staff recommend the adoption of this Resolution; and WHEREAS, Section 8-161(d)(3) of the City Code requires prior approval of this purchasing method by the City Council for all procurements which exceed $200,000. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the City Council hereby makes and adopts the determinations and findings contained in the recitals set forth above. Section 2. That the City Council hereby approves the purchase of a three-year Enterprise License Agreement from ESRI, as an exception to the City’s competitive purchasing process requirements, for the reasons set forth herein. Section 3. That the Purchasing Agent may use this approval, as authorized in City Code Section 8-161(d)(4), as the basis for negotiating the additional purchase of services from ESRI for up to two additional one-year terms extending through May 2023. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 20th day of March, A.D. 2018. _________________________________ Mayor Pro Tem ATTEST: _____________________________ City Clerk