Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: November 5, 2019
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Environmental Systems Research Institute, for the
purchase of Small Government Enterprise License Agreement software maintenance for continued vendor
support of the Geographic Information System software, which is the sole provider of this software, in
accordance with Texas Local Government Code 252.022, which provides that procurement of commodities
and services that are available from one source are exempt from competitive bidding, and if over $50,000
shall be awarded by the governing body; and providing an effective date (File 7179 – awarded to
Environmental Systems Research Institute (ESRI), in the three (3) year not-to-exceed amount of $345,000).
INFORMATION/BACKGROUND
The City relies on Environmental Systems Research Institute, Inc. (ESRI) ArcGIS software to run its
Geographic Information System (GIS), including desktop, server, and cloud systems, e.g. databases for
storing geographic data, desktop software for analyzing and managing geographic data, web software for
publishing maps for staff and the public, and mobile mapping solutions for collecting and retrieving
geographic data in the field. The City uses the ESRI GIS software extensively to create maps, plans, reports,
and statistical analysis. The software is used to manage, update, maintain, and edit vast stores of data in a
GIS (spatial) format. Additional benefits for the organization include: a lower cost per unit for licensed
software, substantially reduced administrative and procurement expenses, maintenance on all ESRI
software deployed under this agreement, complete flexibility to deploy software products when and where
needed, supports interactive maps for the public, executive dashboards, and various internal web
applications.
The City has been using geospatial data for several years to effectively address problems in the following
areas: planning, communication, modeling and map use, the integration of spatial data, resource allocation,
and spatial problem solving. The GIS users consists of Police, Fire, Water, Wastewater, Electric, Solid
Waste, Engineering, Development Services, Building Inspections, Streets, Traffic, Drainage, Parks,
Library, Economic Development, Airport, Community Improvement Services, and Technology Services.
This is a three-year agreement with no changes from the previous agreement for software that supports our
GIS program. The current licensing model for the City’s GIS system will end support on November 30,
2019. It is essential for the City to upkeep current maintenance with the software vendor in order to ensure
availability of upgrades, software fixes, and access to knowledge and support resources. ESRI is the sole-
source vendor for maintenance for the GIS software package.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Award with a contract to Environmental Systems Research Institute (ESRI), as a sole source supplier, for
the purchase of GIS software maintenance in a three (3) year not to exceed amount of $345,000.
Year 1 Year 2 Year 3
Technology Services GIS $100,000 $100,000 $100,000
Subtotal $100,000 $100,000 $100,000
15% Contingency $15,000 $15,000 $15,000
Total $115,000 $115,000 $115,000
Contract Total $345,000
PRINCIPAL PLACE OF BUSINESS
Environmental Systems Research Institute, Inc. (ESRI)
Redlands, CA
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract.
FISCAL INFORMATION
These services will be funded from Technology Services operating account 830300.6504. The budgeted
amount for this item is $345,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.