HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM
File ID: #3946
Date: 04/10/2018
Commission Meeting Date: 05/10/2018
Requesting Department: Department of
Information Technology
Sponsored By:
District Impacted: All
Type: Resolution
Subject: Amendments No.1 and 2 to Sole Source - Geographic Information Software
Purpose of Item:
A Resolution of the Miami City Commission, by a four -fifths (4/5ths) affirmative vote,
pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended, after
an advertised public hearing, ratifying, approving, and confirming the City Manager's
finding of a sole source; waiving the requirements for competitive sealed bidding
procedures and authorizing the City Manager to execute the negotiated Amendments
No. 1 and 2 to the Environmental Systems Research Institute Incorporated ("ESRI")
Enterprise Agreement to add the ArcGIS Hub module to the Geographic Information
Software ("GIS") suite of services, including, but not limited to, software licenses,
training services, maintenance, and support for a period of two (2) years; allocating
funds from the various sources of funds of the user departments, subject to the
availability of funds and budgetary approval at time of need. Further authorizing the City
Manager to negotiate and execute all other documents, including any amendments,
renewals, and extensions, subject to allocations, appropriations and budgetary
approval having been previously made, and in compliance with applicable provisions of
the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of
Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles,
all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney,
and in compliance with applicable regulations, as may be necessary for said purpose.
Background of Item:
The City of Miami's ("City") Information Technology Department ("ITD") originally
procured GIS from ESRI in 1989 as a Sole Source authorized by Resolutions 89-362,
91-291, 01-1310, 04-0698 and executed ESRI Agreement No. E200 in June 2008.
Resolution 10-0025 was approved on January 28, 2010, reconfirming the Sole Source
finding of ESRI, pursuant to Section 18-92 (a) (1) and (3) of the Code of the City. Finally
Resolution 17-0196 was adopted on April 27, 2017 to continue the use of the ESRI GIS
software for an additional three (3) years. ESRI software is integrated into many of the
City's systems, such as, Land Management, Enterprise Resource Planning ("ERP"),
Computer Assisted Dispatch ("CAD"), E-Team and others. ITD has an on -going need
for GIS from ESRI, not only for the aforementioned software systems, but also for
additional modules (i.e., Arcgis, Arcgis Desktop, Arcview, Arceditor, Arcinfo, Arcims,
Arcgis Image Server, Arcgis server, Arcinfo Workstation, Arcgis Desktop and Server
Extensions, ESRI Developer, GIS Portal Toolkit, Map Production System Atlas, Maplex
3.X, Mapstudio Military Overlay Editor, Netengine, Production Line Toolset, etc.) as well
as, certain proprietary training courses. Currently, the licensing and maintenance is
renewed annually pursuant to Section 18-72 (b) (15) of the Code of the City.
Amendment No. 1 to add the ArcGIS Hub ("ArcGIS") module will allow Community
Stakeholders to take on-line surveys, create/update events, and register for events.
ArcGIS will also help to increase transparency and afford Community Stakeholders the
opportunity to have a positive experience when working with a governmental entity.
Budget Impact Analysis
Item is an Expenditure
Item is NOT funded by Bonds
Item is NOT Related to Revenue
Total Fiscal Impact:
$150,000 annually, $300,000 in the aggregate
General Account No: Year 1: 0001.251000.531000.0.00 - $75,0000
Year 2: ISF — 50001.251000.546001.0.00 -$150,000
Special Revenue Account No: N/A
OCI Project No: First year - P: 40-B74617A (Enterprise Integration), A: 1426- $75,000
Reviewed B
Department of Information Technology
Review Completed 04/10/2018 3:16 PM
Office of Management and Budget
Office of Management and Budget
Department of Procurement
City Manager's Office
Legislative Division
City Manager's Office
Office of the City Attorney
Office of the City Attorney
City Commission
Office of the Mayor
Office of the City Clerk
Office of the City Clerk
Donovan Dawson
Christopher M Rose
Annie Perez
Fernando Casamayor
Valentin J Alvarez
Nikolas Pascual
Valentin J Alvarez
Victoria Mendez
Nicole Ewan
Mayor's Office
City Clerk's Office
City Clerk's Office
Kevin E Burns Department Head
Budget Analyst Review
Budget Review
Procurement Review
Assistant City Manager Review
Legislative Division Review
City Manager Review
Deputy City Attorney Review
Approved Form and Correctness
Meeting
Completed
Completed
Completed
Completed
Completed
Completed
Skipped
Completed
Completed
Signed by the Mayor Completed
Signed and Attested by the City Clerk Completed
Rendered Completed
04/25/2018 3:44 PM
04/27/2018 9:43 AM
04/30/2018 7:08 AM
04/30/2018 9:47 AM
04/30/2018 10:53 AM
05/01/2018 12:14 PM
04/30/2018 10:53 AM
05/01/2018 1:03 PM
05/10/2018 9:00 AM
05/18/2018 3:05 PM
05/18/2018 3:41 PM
05/18/2018 3:41 PM
City of Miami
Legislation
Resolution
Enactment Number: R-18-0186
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 3946 Final Action Date:5/10/2018
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A
FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF
THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AFTER AN
ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING, AND CONFIRMING
THE CITY MANAGER'S FINDING OF A SOLE SOURCE, ATTACHED AND
INCORPORATED AS ATTACHMENT "A"; WAIVING THE REQUIREMENTS FOR
COMPETITIVE SEALED BIDDING PROCEDURES AND AUTHORIZING THE CITY
MANAGER TO EXECUTE THE NEGOTIATED AMENDMENTS NO. 1 AND 2, IN
SUBSTANTIALLY THE ATTACHED FORM, TO THE ENVIRONMENTAL SYSTEMS
RESEARCH INSTITUTE INCORPORATED ("ESRI") ENTERPRISE AGREEMENT
("EA") NO. 312716 TO PURCHASE THE ARCGIS HUB MODULE TO BE ADDED TO
THE GEOGRAPHIC INFORMATION SOFTWARE ("GIS") SUITE OF SERVICES,
INCLUDING, BUT NOT LIMITED TO SOFTWARE LICENSES, TRAINING, SERVICES,
MAINTENANCE, AND SUPPORT FOR A PERIOD OF TWO (2) YEARS; ALLOCATING
FUNDS FROM THE VARIOUS SOURCES OF FUNDS OF THE USER
DEPARTMENTS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY
APPROVAL AT TIME OF NEED; FURTHER AUTHORIZING THE CITY MANAGER TO
NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY
AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS,
APPROPRIATIONS AND BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY
MADE, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF
THE CITY OF MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), INCLUDING THE
CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT AND
FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE
CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN
COMPLIANCE WITH APPLICABLE REGULATIONS, AS MAY BE NECESSARY FOR
SAID PURPOSE.
WHEREAS, on April 27, 2017, the City Commission adopted Resolution No. 17-0196
approving the Sole Source finding of Environmental Systems Research Institute Incorporated, a
foreign profit corporation ("ESRI"), pursuant to Section 18-92(a)(1) and (3) of the Code of the
City of Miami, Florida, as amended ("City Code"); and
WHEREAS, ESRI provides Geographic Information Software ("GIS") including, but not
limited to, Arcgis, Arcgis Desktop, Arcview, Arceditor, Arcinfo, Arcims, Arcgis Image Server,
Arcgis Server, Arcinfo Workstation, Arcgis Desktop and Server Extensions, ESRI Developer,
GIS Portal Toolkit, Map Production System Atlas, Maplex 3.X, Mapstudio Military Overlay
Editor, Netengine, Production Line Toolset, and certain proprietary training courses; and
WHEREAS, the City of Miami's ("City") Information Technology Department ("ITD") has
a need to add the ArcGIS Hub module to its GIS suite of services; and
WHEREAS, pursuant to Section 18-92 of the City Code, the Chief Procurement Officer
has made a finding that ESRI is the sole source provider of GIS including, but not limited to
software licenses, training, services, maintenance, and support; and
WHEREAS, the finding of the Chief Procurement Officer has been approved and
adopted as the finding of the City Manager, attached and incorporated as Attachment "A"; and
WHEREAS, the City Manager and the Chief Procurement Officer recommend that the
requirements for competitive formal sealed bids be waived for ESRI, as the sole source provider
of the ArcGIS Hub module; and
WHEREAS, the adoption of this Resolution will also enable ITD to continue to use GIS
from ESRI, on an as -needed contractual basis, subject to the availability of funds and budgetary
approval at the time of need;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as if fully set forth in this Section.
Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to section 18-92 of the City
Code, after an advertised public hearing, ratifying, approving and confirming the City Manager's
finding of a sole source; waiving the requirements for competitive sealed bidding procedures
and authorizing' the City Manager to execute Amendments No. 1 and 2 to the ESRI Enterprise
Agreement to purchase the ArcGIS Hub module to be added to the GIS suite of software
services, including, but not limited to, software licenses, training, services, maintenance, and
support for a period of two (2) years is approved.
Section 3. Funds from the various sources of funds of the user departments, subject to
the availability of funds and budgetary approval at time of need.
Section 4. The City Manager is further authorized to negotiate and execute all other
documents, including any amendments, renewals, and extensions, subject to allocations,
appropriations and budgetary approval having been previously made, and in compliance with
applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"),
including the City of Miami's Procurement Ordinance, Anti -Deficiency Act and Financial Integrity
Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City
Attorney, and in compliance with applicable regulations, as may be necessary for said purpose.
Section 5. This Resolution shall become effective immediately upon its adoption and
signature of the Mayor.2
1 The herein authorization is further subject to compliance with all requirements that may be imposed by
the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code
provisions.
2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
APPROVED AS TO FORM AND CORRECTNESS: