Agenda Item Wording:
title
Geographic Information Systems Software Agreement - Authorize the City Manager to enter into a three-year sole source contract with Environmental Systems Research Institute for their Small Government Enterprise License Agreement and Premium Support Annual Subscription for a not to exceed $418,300, and appropriate $118,000 in FY 24/25 and $119,000 in FY 25/26 from the Technology Internal Service Fund.
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Deadline for Action: 2/18/2025
Submitting Department: Finance and Technology Services
Contact Name and Phone Number:
Brian Kootstra, Information Services Supervisor, 713-4477, Brian.Kootstra@visalia.gov
Renee Nagel, Finance and Technology Director, 713-4375, Renee.Nagel@visalia.city
Department Recommendation:
It is recommended that the Visalia City Council authorize the City Manager to enter into a three-year sole source Small Government Enterprise License Agreement and Premium Support Annual Subscription with Environmental Systems Research Institute, Inc (ESRI) to utilize ESRI software and services on a subscription basis for three years, paid annually and not to exceed $418,300, and appropriate $118,000 in FY 24/25 and $119,000 in FY 25/26 from the Technology Internal Service Fund.
Background Discussion:
The City’s Geographical Information Services (GIS) division built its first GIS system utilizing ESRI software in 1992 and continues to use it to this day. Software and services from ESRI are utilized throughout the City. For example, it is used by Community Development for planning and permitting, Public Safety to find the most efficient response routes, Economic Development for land options for new development, and Utilities for property owner information for collections as well as determining optimal route for waste collection. In addition, the ESRI service is used by City Departments and the public for online services such as identifying parcel watering and waste collection days and allows developers to do online research. It is anticipated that its use will continue to grow as more services are put online. ESRI is the industry standard for GIS tools and software. To date, no other competitors offer this full suite of similar services and ESRI only sales direct and does not use any third-party resellers. It is due to this reason and the City’s investment in systems designed to work with and run on ESRI software that staff is requesting the opportunity to sole source this contract.
The continued growth and utilization of GIS within all City of Visalia departments as well as public access to GIS data makes the Small Government Enterprise Agreement a flexible choice for City Staff to best serve Visalia’s needs. With the Enterprise Agreement, we receive uncapped licensing in the major products used by City Staff as well as the flexibility to build new capabilities to make existing business practices more efficient and provide better customer service to the public. The annual cost for the ESRI license (software) is approximately $116,700. The last 3-year ESRI license agreement (software) was entirely funded by the American Rescue Plan Act (ARPA) funds.
Below are examples of how City divisions are using ESRI capabilities:
• Provide real-time updates to public facing GIS data
• Visalia Police Department Public Crime Map
• Visalia Police Department Web Mapping Portal
• Visalia Fire Department and EOC Web Mapping Portal
• Redundant Emergency Vehicle tracking for dispatch
• Visalia Fire Department Fire Hydrant Inspections
• Fire Prevention Inspection Mapping Tool
The ESRI Premium Support is an enhancement to the standard support services offered with the license. The ESRI Premium Support Subscription allows GIS staff to quickly access ESRI technical experts and not waiting in a que with others which is important due to the dispatch system being integrated with ESRI. The Premium Support is funded by GIS and Police Operating Budget and is included in the current budget.
Fiscal Impact:
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ESRI Small Government Enterprise License Agreement (Software). |
ESRI Premium Support |
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Year 1 (FY 24/25) |
Requesting Appropriation of $116,700 |
Operating budget; $21,400 funded by 5142 Geographic Information Services (GIS) ($10,700) and 2101 Police Department ($10,700) |
|
Year 2 (FY 25/26) |
Requesting Appropriation of $116,700 |
Operating budget; $22,700 funded by 5142 Geographic Information Services (GIS) ($11,350) and 2101 Police Department ($11,350) |
|
Year 3 |
Future Operating Budget - $116,700; funded by 5142 Geographic Information Systems (GIS) |
Operating budget; $24,100 funded by 5142 Geographic Information Services (GIS) ($12,050) and 2101 Police Department ($12,050) |
Prior Council Action:
3/21/2022 - Council authorized a 3-year purchase contract utilizing American Rescue Plan Act (ARPA) funds not to exceed $300,000 for ESRI (This contract superseded the previous contract to utilize ARPA funding.)
5/17/2021 - Council authorized a 5-year purchase contract not to exceed $289,000 for ESRI annual maintenance.
Alternatives: With ESRI being the industry standard for GIS software and our continued use of their software since 1992, there isn’t a practical alternative to the ESRI software currently used. Council could direct staff to reduce the GIS and mapping applications offered to City staff and the public to reduce the licensing cost.
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to enter into a three-year contract with Environmental Systems Research Institute, Inc (ESRI) for a not to exceed $418,300, and appropriate $118,000 in FY 24/25 and $119,000 in FY 25/26 from the Technology Internal Service Fund.end
Attachments:
Enterprise Agreement Q-498662.pdf
Premium Support Q-537666.pdf
Sole Source for City of Visalia (SGEA) 12-11-24.pdf