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HomeMy WebLinkAboutAgenda Item Summary FormJr AGENDA ITEM SUMMARY FORM F€ File ID: #2190 Date: 04/17/2017 Requesting Department: Department of Information Technology Commission Meeting Date: 04/27/2017 District Impacted: All Type: Resolution Subject: Approve Sole Source - GIS Software from ESRI Purpose of Item: A Resolution of the Miami City Commission, with attachments, 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 agreement with Environmental Systems Research Institute Incorporated (ESRI) to continue to provide Geographic Information Software (GIS) including, but not limited to software licenses, training, services, maintenance, and support for a period of five (5) 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 execute all other documents, including any amendments, supplemental or replacement agreements, and related agreements in a form acceptable to the city attorney, as may be necessary for said purpose. Background of Item: The City of Miami's (City) Information Technology Department (ITD) originally acquired GIS from ESRI in 1989 as a Sole Source, authorized by Resolutions 89-362, 91-291, 01-1310, 04-0698 and executed as ESRI Agreement No. E200 6/08 by the City Manager and ESRI. On January 28, 2010, Resolution 10-0025 was approved for the Sole Source finding of ESRI, pursuant to Section 18-92 (a) (1) and (3) of the Code of the City. 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 are renewed annually pursuant to Section 18-72 (b) (15) of the Code of the City. This new ESRI Agreement will cost $1,870,000 for the five (5) year term. However, it will provide a savings of $892,000 over that same period due to an increase in users, additional modules, and more training to be utilized. The new Agreement allows the City unlimited access to all ESRI products, and provides a higher level of support, since GIS is playing a more essential role in the City's operations. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Homeland Defense/Neighborhood Improvement Bonds Total Fiscal Impact: $374,000 annually ($1,870,000 in the aggregate for the five (5) year term) Special Revenue Account No: 50001.251000.546001.0.0 Reviewed By Department of Information Technology Review Completed 04/17/2017 2:12 PM Office of Management and Budget Donovan Dawson Office of Management and Budget Christopher M Rose Department of Procurement Annie Perez City Manager's Office Anna Medina City Manager's Office Daniel J. Alfonso Legislative Division Valentin J Alvarez Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez City Commission Nicole Ewan Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Legislative Division Valentin J Alvarez Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez Kevin E Burns Department Head Budget Analyst Review Completed Budget Review Completed Procurement Review Completed Assistant City Manager Review Skipped City Manager Review Completed Legislative Division Review Completed Deputy City Attorney Review Completed Approved Form and Correctness Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Legislative Division Review Completed Deputy Attorney Review Completed Approved Form and Correctness with Modification(s) 04/17/2017 2:35 PM 04/17/2017 4:45 PM 04/17/2017 5:08 PM 04/17/2017 5:40 PM 04/18/2017 11:23 AM 04/18/2017 12:09 PM 04/18/2017 12:38 PM 04/18/2017 1:37 PM 04/27/2017 9:00 AM 05/02/2017 5:59 PM 05/02/2017 6:16 PM 07/24/2017 11:51 AM 07/24/2017 11:55 AM Completed File Number: 2190 City of Miami Legislation Resolution Enactment Number: R-17-0196 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com Final Action Date:4/27/2017 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 AGREEMENT WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE INCORPORATED TO CONTINUE TO PROVIDE GEOGRAPHIC INFORMATION SOFTWARE INCLUDING, BUT NOT LIMITED TO, SOFTWARE LICENSES, TRAINING, SERVICES, MAINTENANCE, AND SUPPORT FOR A PERIOD OF THREE (3) 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 EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, SUPPLEMENTAL OR REPLACEMENT AGREEMENTS, AND RELATED AGREEMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, Resolution No. 10-0025, adopted January 28, 2010, approved the sole source finding of Environmental Systems Research Institute Incorporated ("ESRI"), pursuant to Sections 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 an ongoing need for GIS from ESRI as an integral part of many of the City's systems; and WHEREAS, providing there is compliance with Chapter 18-92(a)(1) and (3) of the City Code, the City Manager seeks City Commission approval to execute ESRI Enterprise Agreement No. E512G/312716 ("Agreement"), in substantially the attached form, and execute all other documents including any amendments, supplemental or replacement agreements, and related agreements, in a form acceptable to the City Attorney, subject to the availability of funds and budgetary approval at time of need; 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, the City Manager's finding of a sole source, attached and incorporated as Attachment "A," is ratified, approved, and confirmed, and the requirements for competitive sealed bidding procedures for the procurement of GIS including, but not limited to, software licenses, training, services, and maintenance, are hereby waived. Section 3. The City Manager is authorized' to execute the negotiated Agreement, in substantially the attached form, with ESRI to continue to provide GIS including, but not limited to, software licenses, training, services, maintenance, and support for a period of three (3) years. Section 4. Funds are to be allocated from the various sources of funds of the user departments subject to the availability of funds and budgetary approval at time of need. Section 5. The City Manager is further authorized' to execute all other documents including any amendments, supplemental or replacement agreements, and related agreements, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i ' ndez, City Attor ey 4/18/2017 ' 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.