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File #: 20-4135    Name: AUTHORIZATION TO ENTER INTO AN AGREEMENT FOR GIS CLOUD HOSTING SERVICES
Type: Purchasing/Contract
Body: Village Council
Agenda Date: 1/12/2021 Final action:
Title: ITEM: AUTHORIZATION TO ENTER INTO AN AGREEMENT FOR GIS CLOUD HOSTING SERVICES REQUEST: Authorization to enter into a three year agreement with ROK Technologies, Inc. to provide digital comprehensive communication archiving services at a cost of approximately $314,700.
Attachments: 1. 1. GIS Cloud Configuration, 2. 2. GIS Managed Services, 3. 3. Master Service Agreement, 4. 4. Sole Source Letter
Date Action ByActionResultVoteMeeting DetailsVideo
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ITEM: AUTHORIZATION TO ENTER INTO AN AGREEMENT FOR GIS CLOUD HOSTING SERVICES

REQUEST: Authorization to enter into a three year agreement with ROK Technologies, Inc. to provide digital comprehensive communication archiving services at a cost of approximately $314,700.

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EXPLANATION: The Village utilizes GIS (Geographic Information Systems) for many day to day functions including integration with our new ERP (Enterprise Resource Planning) system. To improve GIS resiliency and reliability, the Village's IT Dept. recommends migrating these servers to a cloud hosting environment. ROK Technologies specializes in GIS services and GIS migrations to the cloud. This solution would allow the Village to migrate the current GIS environment from on premise to ROK Technologies Hosted Services in the cloud. This Solution would also allow ROK Technologies to monitor, patch, upgrade, troubleshoot and assist Village GIS staff with day to day issues and projects. ROK Technologies is also the only GIS MSP that has customized the infrastructure for ESRI (the Village's existing GIS software).

ROK Technologies team has over 75 combined years of experience architecting, maintaining and optimizing both on premise and cloud-based GIS Solutions and ongoing services for local governments. The Village wishes to outsource more GIS responsibilities as we reassign work from a recently vacated position in GIS. We have contacted other local governments regarding their experience with Roktech, and they provided excellent references.

Pursuant to the Village's Purchasing Manual, services involving special skill, ability, training or expertise are exempt from competition. However, since expenditures exceed $25,000 annually, Council approval is required.

Staff recommends entering into an agreement with ROK Technologies, Inc for three years to provide comprehensive GIS Cloud Hosting services, at a first year startup cost of $117,900 and annual recurring costs of approximately $98...

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