Item 4J - Memo
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 6, 2018
To: Shana Yelverton, City Manager
From: Dale Dean, Chief Strategic Performance Officer
Subject: Consent Agenda Item 4J: Approve a three-year Enterprise
Licensing Agreement and the contract services to implement
GeoEvent server from Environmental Systems Research
Institute Inc. (ESRI) in the amount of $53,000.
Action
Requested: Approve a three-year Enterprise Licensing Agreement and the
contract services to implement GeoEvent server from
Environmental Systems Research Institute Inc. (ESRI) in the
amount of $53,000.
Background
Information: The purpose of this item is to seek Council’s approval to
replace our current annual licensing contract with a three-year
enterprise agreement ($35,000/year) which will lower our total
annual expenses while increasing licensing and application
availability. Due to current increased usage and future
strategic utilization of our GIS platform, the City has also
determined that we will require the additional cost of a
GeoEvent server and contract services ($18,000 – $4k/year
license & $14k services) to further enable alerting for items
such as traffic management, Planning & Zoning case
notifications, citizen service request, and other future planned
GIS solutions. The total annual cost will be $39,000 with a
one-time contract services cost in the amount of $14,000.
Financial
Considerations: As the City continues to expand its GIS services to both staff
and external customers such as residents, business owners,
and visitors, our need for additional software applications,
services, and licensing also grows. The strategic investments
have brought us to this point in time, but we are now at a
demand level where moving to an enterprise agreement
allows for an overall cost savings to be realized. During year
one, we have estimated a $28,000 savings with an additional
$12,000 savings in future years based on current licensing
projected growth requirements.
Honorable Mayor and City Council
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: This item is specifically linked to the City’s Strategy Map
through B6: Optimize use of technology - enabling the
Information Technology department to maintain supportable
and high-performing systems and services.
Citizen Input/
Board Review: Not Applicable
Legal Review: TOASE reviewed – see attachment
Alternatives: 1) Approve as proposed.
2) Reject - current maintenance only – no additional projects
Current Maintenance - $19,000
3) Reject -current maintenance and projects as requested
Current Maintenance - $19,000
GeoEvent Server - $20,000
GeoEvent Services - $14,000
Additional Licenses - $18,750
Supporting
Documents: See Attachments
Staff Recommendation: Approve item as proposed
Attachments: ESRI Enterprise Agreement ; ESRI GeoEvent Services ;
TOASE Legal review