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Brentwood City Commission Agenda

Meeting Date:	07/13/2020
Resolution 2020-62 - Authorization of Agreement with ESRI for GIS Software & Services
Submitted by:	Michele Kramer, Technology
Department:	Technology

Information

Subject

Resolution 2020-62 - Approval of the ESRI Enterprise Agreement

Background

There are three main components to the City's Geographic Information System (GIS): people, data/information, and software. The City's GIS software vendor is ESRI, which has 95% of the market share of the GIS community due to its ability to provide a critical service in a cost-effective manner.

ESRI started offering smaller municipal governments an Enterprise License Agreement (ELA) as a way to remove financial and administrative barriers that discouraged a comprehensive approach to the use of GIS by such governments. Eligibility in the ELA is based on population. The City of Brentwood falls into the second tier of pricing for governments with populations between 25,001 and 50,000.

Currently, the City's GIS is heavily used by approximately 45 users from the following departments: Water Services, Public Works, Engineering, Planning and Codes, Police, Fire, Parks and Technology. The primary software that manages all the data and services for the GIS system is installed on six servers. Additionally, this software is the primary means to create maps for the public on the City's website. This ELA allows the City to continue to install and use multiple copies of the software necessary to operate the GIS system.

The ELA allows the City to pay a fixed annual price in exchange for a comprehensive package of software, maintenance, services and training, plus unlimited use by all City employees. This ELA has a three-year cycle at a cost of $38,500 annually. This arrangement saves the City approximately $65,000 annually by avoiding the licensing of individual software packages and the licensing of individual users of the software. The ELA allows for training packages to be purchased as an add-on to the agreement.

Funding for this budgeted item is provided through the General Fund's GIS Department ($28,500), with the remaining $10,000 coming out of the Brentwood Emergency Communications District's (ECD) budget.

Please contact the Technology Director if you have any additional questions.

Staff Recommendation

Staff recommends the approval of ESRI Enterprise Agreement

Fiscal Impact

Amount :	$28,500
Source of Funds:	GIS Operating Budget
Account Number:	110-41645-82620

Fiscal Impact:

Amount :	$10,000
Source of Funds:	BECD
Account Number:	450-91100-82550

Fiscal Impact:

Attachments
Resolution 2020-62
Contract No. 2020-076
Signed Resolution & Contract