HomeMy WebLinkAbout2021/11/09-Attachments-M&C 21-0832City of Fort Worth, Texas
Mayor and Council Communication
DATE: 11/09/21 M&C FILE NUMBER: M&C 21-0832
LOG NAME: 04ESRI GEOGRAPHICAL INFORMATION SYSTEMS SOFTWARE SS
SUBJECT
(ALL) Authorize the Execution of Sole Source Agreements with Environmental Systems Research Institute, Inc., for Geographical Information
Systems Software Licenses Renewal, Maintenance, Services, and Training in a Combined Annual Amount of $262,000.00 with Five One -Year
Renewal Options in the Same Annual Amount for the Information Technology Solutions and Water Departments
RECOMMENDATION:
It is recommended that City Council authorize the execution of sole source agreements with Environmental Systems Research Institute, Inc., for
geographical information systems software licenses renewal, maintenance, services, and training in an annual amount of $262,000.00 with five
one-year renewal options in the same annual amount for the Information Technology Solutions and Water Departments.
DISCUSSION:
On December 6, 2016 City Council approved Mayor and Council Communication (M&C) P-11977 for the support and maintenance of the
Geographical Information Systems (GIS) environment as a sole source purchase. To ensure there is no lapse in coverage, this action seeks to
gain new authority for the continuation of services.
Envinronmental Systems Research Institute (ESRI) software site licenses, maintenance, services and training are used to provide a high level of
geographic data for the City's enterprise GIS system. This software provides staff with the ability to analyze, manage, and map geographic
information. Utilizing ESRI software provides data interoperability between governmental entities as it is effectively the standard in GIS software.
Additionally, the information captured is available for public access. Agencies including private companies, school, and residents can download
the files from the city website to identify local zoning data, Tax Increment Finance Districts (TIFs), Public Improvement Districts (PIDs), future land
use, neighborhood information, and other planning data.
The agreement utilized by Information Technology Solutions (ITS) has a coverage term of October 1 through September 30 of each year.
The Water Department has a separate agreement with ESRI for similar services, but the products they utilize differ from ITS. The agreement
utilized by the Water Department has a coverage term of February 2 to February 1 of each year.
The total of the requested authorization amount of $262,000.00 will become effective October 1, 2021 and will be available for use through
September 30, 2022. The authorization amount will renew on October 1 of each renewal period. The Departments will continue to manage their
own agreements and, upon approval of the M&C, the authorization will be distributed between the departments as follows:
Information Technology Solutions $171,000.00
Water $91,000.00
DVIN: A waiver of the goal for Business Equity subcontracting requirements was requested, and approved by the DVIN, in accordance with the
applicable Ordinance, because the waiver request is based on the sole source information provided.
AGREEMENT TERM —Upon City Council's approval, the existing agreements will continue in accordance with current coverage periods as
follows:
Information Technology Solutions October 1, 2021 — September 30, 2022
Water February 2, 2022 — February 1, 2023
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager up to the amount allowed
by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been
appropriated.
RENEWAL OPTIONS - The Agreement may be renewed for up to five additional one-year terms at the City's option. This action does not require
specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal
term.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation and adoption of the Fiscal Year 2022 Budget by the City
Council, funds will be available in the Fiscal Year 2022 operating budget, as appropriated, in the General Fund and Water and Sewer Fund. Prior
to an expenditure being incurred, the Information Technology Solutions and Water Departments have the responsibility to validate the availability of
funds.
Submitted for City Manager's Office by. Valerie Washington 6192
Originating Business Unit Head: Kevin Gunn 2015
Additional Information Contact: Kevin Gunn 2015
Expedited