City Council Regular


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  ITEM 18.       
Meeting Date: 10/13/2020  
Submitted For: Feroz Merchhiya
Department: Innovation and Technology  

Subject
AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC FOR SOFTWARE MAINTENANCE AND SUPPORT AND RATIFICATION OF EXPENDITURES
Presented by: Feroz Merchhiya, Chief Information Officer, Innovation & Technology
Purpose and Recommended Action
This is a request for City Council to authorize the City Manager to enter into a Linking Agreement with Environmental Systems Research Institute (ESRI), Inc. using the state cooperative purchasing agreement ADSPO15-097108, for a term commencing upon approval of the agreement and ending on June 24, 2021. Under the terms of the agreement, ESRI will provide software maintenance and support to the city.  This request also includes approval of expenditure authority in an amount not to exceed $140,000 over the life of the agreement.
 
Staff is also requesting Council ratify the expenditure of funds in the amount of $70,000 for the FY20-21 ESRI maintenance renewal.  The state did not renew the cooperative purchasing agreement on time for the city to pay the required annual maintenance but it was renewed subsequently, which allows the city to continue with this new linking agreement. 
Background
The ArcGIS product is used by Information Technology, Police, Fire, Water Services, Streets, Right-of-Way, Finance, and various other departments to provide geographic information services or electronic mapping services.
 
ESRI, Inc. was awarded their contract by the State of Arizona through a competitive bid process. The contract provides the best pricing available for purchase of software products and services. Materials Management has reviewed and approved the utilization of the cooperative purchasing agreement of the State Procurement Office for the software products and services. Materials Management concurs the cooperative purchase is in the City’s best interest.

Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative.  Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing.  The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale’s procurement processes.  This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Analysis
ESRI is an industry leader in geographic information systems (GIS). ESRI products are used worldwide and by most of the City’s business partners and software providers.  Selecting ESRI for GIS ensures the City will be working with an industry leader whose products will be among those chosen for integration with other vendor’s business applications.
 
GIS is tightly integrated with many of the software systems used to provide city services to include, but are not limited to maps for council presentations, public safety, documenting city infrastructure, and information related to commercial property within City boundaries.  GIS is also used in web applications that provide services information for citizens to include maps and routing to the nearest facility. This agreement is necessary to ensure continued operation of these critical GIS systems and is only available from ESRI Corporation through their authorized resellers.
Previous Related Council Action
On 09/12/2017, Council approved the previous ESRI Linking Agreement. 
Community Benefit/Public Involvement
ESRI ArcGIS is among the software applications used by the City that provides a direct interaction with our citizens including myGlendale and the Park Finder applications.

Fiscal Impact
Fiscal Year: FY20-21
Fiscal Year Amount Requested: $140,000
Budgeted Y/N?: Y
Account: Various
Transfer Required? Y/N: N
If Yes, what account will be used?:
Budget and Financial Impacts:
Expenditures with Environmental Systems Research Institute, Inc. are not to exceed $140,000 for the entire term of the agreement. Expenditures beyond the current fiscal year are contingent on Council budget approval.
Attachments
ESRI Linking Agreement


    

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