STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: April 10, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service contract for the purchase of enterprise software licenses and maintenance for a geographic information system for the Department of Information and Technology Services - ESRI, Inc. dba Esri, sole source - Not to exceed $3,498,000 - Financing: Data Services Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide for the purchase of enterprise software licenses and maintenance for a geographic information system (GIS). This will support the management, development, and distribution of GIS data. The software works in collaboration with other critical systems, such as Computer Aided Dispatch and Dallas 311. These systems use GIS software to determine the geographical location of emergency and non-emergency service requests. Service technology systems used by departments integrate with the enterprise GIS software solution.
GIS software enables the City to store, edit, analyze, publish (both internally and externally) geographic data. This software is used to display spatial data and to solve problems that involve spatial factors. GIS is particularly useful for relating, integrating, and analyzing information from these different themes (or layers) of spatial information. Maintenance and support include software upgrades to current releases of software, service packs, patches, and technical support.
The City will have access to consulting services, premium technical support, and training, which is leveraged to perform a variety of activities such as:
• Conducting reviews of the current GIS environment, capabilities, and targeted objectives
• Providing recommendations for implementation, potential growth, or expansion of GIS enabled workflows across operations and technology environments
• Engaging with subject matter experts to discuss, plan, and/or demonstrate key concepts and capabilities
• Technical support to assist with mission critical workflows and applications
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $18.24; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 24, 2021, the City Council authorized a three-year service contract for the purchase of enterprise software licenses and maintenance for Geographic Information System software for the Department of Information and Technology Services with ESRI, Inc. dba Esri by Resolution No. 21-0426.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
Data Services Fund |
$1,166,000.00 |
$1,166,000.00 |
$1,166,000.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$3,498,000.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• ESRI, Inc. dba Esri - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• The Office of Procurement Services conducted a sole source review and found no exceptions |
OWNER
ESRI, Inc. dba Esri
380 New York Street
Redlands, CA 92373
Jack Dangermond, President