HomeMy WebLinkAbout2023-020-02/21/2023-APPROVING AN EXCEPTION TO THE USE OF A COMPETITIVE PROCESS FOR AN ENTERPRISE LICENSE AGREEMENT WITHRESOLUTION 2023-020
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)(l)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 more than 25 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 $510,000;and
WHEREAS,funding for the license for 2023 is estimated to be $170,000,and such funds
are authorized in the current budget to come from the Data and Communications Fund;
WHEREAS,the estimated cost for 2024 and 2025 is $170,000 per year;and
WHEREAS,funding for 2024 and 2025 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
WHEREAS,the City Purchasing Agent and other City staff recommend the adoption of
this Resolution;and
WHEREAS,the Purchasing Agent has submitted the requisite justification to the City
Manager for approval;and
WHEREAS,the City Manager has reviewed and approved the justification for this
acquisition;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
Sections 8-161(d)(4),as the basis for negotiating the additional purchase of services from ESRI
for up to two additional years,extending through May 2028.
Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 21st
day of February,2023.
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ATtEST:
City Clerk