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ITEM: AUTHORIZATION TO: 1) RENEW AN EXISTING SOLE SOURCE AGREEMENT FOR GEOGRAPHIC INFORMATION SYSTEM (GIS) LICENSING, MAINTENANCE AND SUPPORT; AND 2) RENEW AN AGREEMENT FOR GIS CLOUD HOSTING SERVICES
REQUEST: Authorization to: 1) Renew an existing sole source agreement with Environmental Systems Research Institute (ESRI), to provide GIS licensing, maintenance, and support for three (3) additional years at a cost of approximately $180,900; and 2) Renew an agreement with ROK Technologies, LLC to provide GIS cloud hosting support for three (3) additional years at a cost of approximately $115,224 annually.
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EXPLANATION: 1) The Village has utilized Environmental Systems Research Institute (ESRI) software for geographic information system (GIS) technology since 2004, and ESRI continues to be a leader in the industry. ESRI is the software behind the Village which allows us to store, create, analyze, display and host information in emergency events (hurricane, tornado, etc.) including real time damage cost estimates, locations, picture, videos, etc., utilizing mobile devices such as iPads and Smart phones.
ESRI is the sole source provider of maintenance and support for this product. The existing three (3) year agreement with ESRI is set to expire on October 15, 2026. Staff is seeking authorization to renew the existing agreement with ESRI for three (3) additional years, effective October 16, 2026 through October 15, 2029 at a total cost of $180,900, an increase of approximately $3,600 per year.
2) The Village’s IT Department has utilized ROK Technologies, LLC to improve GIS resiliency and reliability and has migrated these servers to a cloud hosting environment since 2021. ROK Technologies specializes in GIS services, GIS system maintenance, and GIS migrations to the cloud. This solution allows the Village to house the current GIS environment through hosted services in the cloud, rather than on premise, freeing up resources, space and time for the GIS Department to focus on GIS needs and productions rather than GIS maintenance. ROK Technologies, LLC monitors, patches, upgrades, troubleshoots and assists Village GIS staff with day to day issues and projects.
ROK Technologies is also the sole GIS MSP vendor that has customized the infrastructure for ESRI (the Village’s existing GIS software). The new contract would begin January 14, 2027 and end on January 13, 2030 with the three year total amount of $345,672. This represents an annual increase of approximately $12,612 over the current agreement and includes expanded services to support an additional utility server.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the proposed FY 2027 GIS Operating Budget
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to: 1) Renew an existing sole source agreement with Environmental Systems Research Institute (ESRI), to provide GIS licensing, maintenance, and support for three (3) additional years at a cost of approximately $180,900; and 2) Renew an agreement with ROK Technologies, LLC to provide GIS cloud hosting support for three (3) additional years at a cost of approximately $115,224 annually.