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ITEM: AUTHORIZATION TO: 1) RENEW AN EXISTING SOLE SOURCE AGREEMENT TO PROVIDE GEOGRAPHIC INFORMATION SYSTEMS (GIS) LICENSING, MAINTENANCE AND SUPPORT; AND 2) UTILIZE A CONSULTANT TO PROVIDE ADDITIONAL GIS SUPPORT, DEVELOPMENT AND INTEGRATION
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 additional years at a cost of $165,900; and (2) utilize Flipside Geographics, LLC, to provide additional GIS support, development and integration, at a cost not to exceed $80,000, in Fiscal Year 2017/2018.
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EXPLANATION: The Village currently utilizes Environmental Systems Research Institute (ESRI) software, for all geographic information system (GIS) technology. ESRI is the sole source provider of maintenance and support for this product (sole source justification letter attached). The existing three-year agreement with ESRI is set to expire on September 30, 2017. Staff is seeking authorization to renew the existing agreement with ESRI for three additional years, effective October 1, 2017 through September 30, 2020, at a total cost of $165,900, a savings of approximately $3,600 from the existing agreement.
The Village has utilized the services of ESRI for GIS technology since 2004, and ESRI continues to be a leader in the industry. In addition, the Village utilizes ESRI to capture all damage assessment information in case of an emergency event (hurricane, tornado, etc.) including real time damage cost estimates, locations, pictures, videos, etc., utilizing mobile devices such as I-pads and smart phones.
It is important to note that Tyler Technologies, Inc., with whom the Village is currently negotiating a contract to procure a new Enterprise Resource Planning (ERP) system, is a Gold ESRI partner. Therefore, in the event that Tyler Technologies, Inc. is awarded a contract, the ESRI product will work seamlessly with the Tyler system.
In addition, staff is seeking authorization to utilize Flipside Geographics, LLC, to provide additional GIS support, as needed. Due to a steady growth of Village-wide GIS departmental needs, and the possible integration of a new ERP system, Flipside Geographic, LLC, shall be utilized for ArcGis server and portal implementation, SQL server database enhancements, GIS development and scripting, as well as ERP/GIS integration.
Flipside Geographic, LLC, has extensive knowledge of the Village’s GIS system, working directly with Village staff and ESRI since 2015. Pursuant to the Village’s Purchasing Manual, services involving special skill, ability, training or expertise are exempt from competition; however, since expenditure exceed $25,000 annually, Council approval is required.
Staff recommends: 1) renewing the existing agreement with ESRI for an additional three years, effective through September 30, 2020, at a total cost of $165,900; and 2) utilizing the services of Flipside Geographics, LLC, at a cost not to exceed $80,000 in Fiscal Year 2017/2018.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the proposed Fiscal Year 2017-18 GIS 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 additional years, at a cost of $165,900; and 2) utilize Flipside Geographics, LLC, to provide additional GIS support, development and integration at a cost not to exceed $80,000, in Fiscal Year 2017/2018.