Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: November 15, 2022
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, Inc.,
for an Enterprise Geographic Information System (GIS) Solution for the City of Denton; providing for the
expenditure of funds therefor; and providing an effective date (RFP 8069 – awarded to Environmental
Systems Research Institute, Inc., in the three (3) year not-to-exceed amount of $565,500.00).
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). 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, and flexibility to deploy software products when and where
needed.
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 consist 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.
The current licensing model for the City’s GIS system will end support on November 30, 2022. It is essential
for the City to upkeep current maintenance with the software in order to ensure the availability of upgrades,
software fixes, and access to knowledge and support resources.
Project Description Estimated 3-Year Expenditure
Premiere Support Year 1 $ 145,000
Premiere Support Year 2 $ 145,000
Premiere Support Year 3 $ 145,000
Contingency for additional support/licensing $ 130,500
Total $565,500
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 512 prospective suppliers, including 13 Denton firms, of this item. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Two (2) proposals were received, with one (1) meeting specifications.
The proposal was evaluated based upon published criteria including safety, compliance with specifications,
probable performance, and price. The department is awarding the contract to Environmental Systems
Research Institute, Inc. (ESRI).
NIGP Code Used for Solicitation: 209, 920
Notifications sent for Solicitation sent in IonWave: 512
Number of Suppliers that viewed Solicitation in IonWave: 35
HUB-Historically Underutilized Business Invitations sent out: 60
SBE-Small Business Enterprise Invitations sent out: 212
Responses from Solicitation: 2
Responses Meeting Specifications: 1
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On November 14, 2022, this item will be presented to the Public Utilities Board (PUB) for consideration.
RECOMMENDATION
Award a contract with Environmental Systems Research Institute, Inc., for an Enterprise Geographic
Information System (GIS) Solution for the City of Denton, in a three (3) year not-to-exceed amount of
$565,500.
PRINCIPAL PLACE OF BUSINESS
Environmental Systems Research Institute, Inc. (ESRI)
Richmond, VA
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract.
FISCAL INFORMATION
These services will be funded from Technology Services operational account 830300.7804. Requisitions
will be entered on an as-needed basis. The budgeted amount for this item is $565,500. The City will only
pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823
Legal point of contact: Marcella Lunn at 940-349-8333.