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CONTRACT K-2021-31: AN ENTERPRISE AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA AND ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC., (ESRI) TO PROVIDE SOFTWARE AND SOFTWARE MAINTENANCE AND SUPPORT FOR THE CITY OF NORMAN'S ENTERPRISE GEOGRAPHIC INFORMATION SYSTEM (GIS) IN THE AMOUNT OF $75,000 PER YEAR FOR A PERIOD OF THREE YEARS.
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BACKGROUND: In its September 8, 1992 meeting, City Council approved the purchase of Arc/Info software from Environmental Systems Research Institute, Inc. (Esri). This software is the core development and analysis environment for the City's geographic information system (GIS). For 16 years, the City maintained the software with Annual Software Support Agreements. In 2009, The City of Norman entered into a Small Government Term Enterprise Agreement (EA) with Esri. The EA is a three-year agreement that allows the City to deploy the core components of the ArcGIS Enterprise Software and Desktop software in uncapped quantities throughout the city. This allows the city to respond to changing priorities more quickly. It also saved the city money over the traditional purchase of software and maintenance separately. This agenda item is a request that the City enter into Contract K-2021-31, which will be the fifth three-year EA with Esri. While the software covered by the EA is used by all City departments, the funds to purchase the core components of ArcGIS Enterprise were consolidated into two departments in 2013, Planning and Utilities, to streamline administration of the contract.
DISCUSSION: GIS data and Esri software are deeply integrated into many of the City’s business practices. If the City allows the EA to lapse, we will lose access to all ESRI software on August 26, 2020. Esri software includes all ArcGIS Core software, and ArcGIS Online access. This software is required for the Cityworks and Munis EAM work order software used in the Utility and Public Works Departments, maintaining the base data for the New World Systems used by the Police and Fire Departments, the CIS Infinity utility billing software being implemented by Finance Department, the CityView permitting software being implemented by Planning and Community Development Department, the Business Analyst Application used by the Retail Marketing Coordinator, the external website that allows citizens to access GIS information and aerial photography, and the internal web services and Desktop software that are currently used by Planning and Public Works to administer the development process.
The EA is a three-year contract that has a population-based fee scale and provides unlimited licensing, maintenance and support for all of Esri's core GIS software products. It was previously only available for governments with populations of less than 100,000. Norman was less than 100,000 when we first entered into the EA, which was $50,000 per year for cities of that size at the time. Because the City passed the 100,000 population point shortly after the initial contract, the cost of the EA has previously increased each time we renewed. Our most recent EA ended at $75,000 per year. The next three years will continue at the cost of $75,000 per year. This is the first time the cost has not increased at contract renewal.
The EA is a three-year contract which costs $75,000 per year and provides unlimited licensing and maintenance of all of Esri’s core GIS software products. The price has increased over the previous EA, because the City of Norman now has a population of more than 120,000. The cost of the EA is based on the population of the jurisdiction entering into the EA with Esri. This contract will lock in the EA price for the next three years. The software products included in the EA are as follows:
Uncapped Quantities:
Desktop Software and Extensions (Single Use)
ArcGIS Desktop Advanced
ArcGIS Desktop Standard
ArcGIS Desktop Basic
ArcGIS Desktop Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Publisher, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager, ArcGIS Data Reviewer
Enterprise Software and Extensions
ArcGIS Enterprise and Workgroup (Advanced and Standard)
ArcGIS Enterprise Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager
ArcGIS Monitor
Enterprise Additional Capability Servers
ArcGIS Image Server
Developer Tools
ArcGIS Engine
ArcGIS Engine Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Engine Geodatabase Update, ArcGIS Network Analyst, ArcGIS Schematics
ArcGIS Runtime (Standard)
ArcGIS Runtime Analysis Extension
Limited Quantities:
One (1) Professional subscription to ArcGIS Developer
Two (2) Esri CityEngine Single Use Licenses
500 ArcGIS Online Viewers
500 ArcGIS Online Creators
62,500 ArcGIS Online Service Credits
500 ArcGIS Enterprise Creators
7 Insights in ArcGIS Enterprise
7 Insights in ArcGIS Online
100 Tracker for ArcGIS Enterprise
100 Tracker for ArcGIS Online
5 ArcGIS Parcel Fabric User Type Extensions (Enterprise)
5 ArcGIS Utility Network User Type Extensions (Enterprise)
Also included in the EA are:
Instructor-led Training - Five percent (5%) discount on all individual commercially available instructor-led training classes at Esri facilities purchased outside this Agreement
User Conference passes - 4 passes to each Annual User Conference
Self-Paced e-Learning - uncapped
Number of Tier 1 Help Desk individuals authorized to call Esri - 4 authorized callers
Access to the Virtual Campus is a benefit not included in traditional Software Support Agreements. Esri maintains an online campus that has over 100 courses to choose from. The classes range from beginner to advanced levels.
Environmental Systems Research Institute, Inc. (Esri) is the only source of support for ArcGIS software products. Section 8-204(b)(2) of the Code of the City of Norman authorizes the City Council to waive competitive bidding for the purchase of supplies, materials, equipment, or contractual services which can only be furnished by a single dealer or have a uniform price wherever bought. Funds for the Enterprise Agreement are available in the in the following Maintenance & Repair Services accounts:
$67,565 in Account 10440150.44226 in Planning/GIS Services Division
$7,435 in Account 31955330.44226 in Utilities/Administration.
RECOMMENDATION: Staff recommends City Council approve Contract K-2021-31, Enterprise License Agreement with Environmental Systems Research Institute, Inc. and authorize the payment for the first year of the contract in the amount of $75,000.