Memorandum
City of Lawrence
Information Systems
|
TO: |
David Corliss, City Manager |
|
FROM: |
Micah Seybold, GIS Coordinator |
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CC: |
Diane Stoddard, Assistant City Manager Cynthia Wagner, Assistant City Manager Bobbie Walthall, Administrative Assistant Diane Trybom, Deputy City Clerk Alan Landis, Purchasing Specialist James Wisdom, Information Systems Director Philip Ciesielski, Assistant Director, Utilities Department |
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DATE: |
January 13, 2010 |
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RE: |
ESRI GIS software upgrades and Enterprise Licensing |
I. ESRI Software The City pays annual software maintenance for Environmental Systems Research Institute’s (ESRI) Geographic Information Systems (GIS) software for several Departments. ESRI is the industry leader in providing GIS software. The software being renewed is used at all levels within the City, and also supports access to GIS information available to the citizens via the web. Software maintenance is included for ESRI’s ArcGIS Desktop Suite, ArcGIS Server, ArcSDE spatial database engine, ArcCOGO, ArcGIS Spatial Analyst, ArcGIS 3D Analyst, ArcGIS Publisher, ArcGIS Network Analyst, ArcIMS and ArcPad family of products. The software listed involves multiple servers, desktop systems and field information collection. ESRI now offers an Enterprise License Agreement (ELA) as another option for software licenses. In this memo the annual maintenance is noted as Option A and the ELA as Option B.
II. Option A: Annual Maintenance and new licenses The City routinely pays annual software maintenance for ESRI GIS software for several Departments. Annual maintenance is charged per individual license. Kansas government units purchase ESRI software directly from ESRI via the State of Kansas’ purchasing contract #10110. In 2009 the City paid for annual maintenance in the amount of $35,584.38. In 2010 annual maintenance is $36,386.16. The Utilities Department budgeted for new software licenses in 2010 totaling $32,116.00. The city will pay $68,602.16 in 2010 for annual maintenance plus new licenses. In 2011 and 2012 the annual maintenance is estimated to be $45,000.00 per year assuming no new license purchases. Over a 3 year period the City would pay $158,602.16 to ESRI with Option A.
III. Option B: ESRI Enterprise License Agreement ESRI offers an Enterprise License Agreement (ELA) to small governments with populations of 50,001 to 100,000. The City of Lawrence qualifies for the ELA based on the latest census numbers. With the ELA the City gets unlimited licenses of all core products and software extensions for $50,000 annually or $150,000 over a 3 year period. In addition to cost savings the ELA would benefit the City with unlimited software deployment for all departments, 10,000 hours of virtual online web courses and priority technical support. The ELA renewable for a second and third year. At the end of the 3 years the City can renegotiate the ELA or switch back to annual maintenance.
IV. Software Funding The software has been budgeted and is funded by the user departments and is broken down for Option A and B for 2010 as follows:
|
Department |
Account |
Option A |
Option B |
|
Utilities Department |
501-7110-580.40-04 |
* $47,702.16 |
** $22,071.64 |
|
Planning Department |
001-1030-531.40-04 |
6,500.00 |
6,500.00 |
|
Public Works / Engineering |
001-3100-571.40-04 |
5,800.00 |
5,800.00 |
|
Information Systems |
001-1070-557.33-06 |
4,000.00 |
4,000.00 |
|
Public Works / Stormwater |
505-3900-579.40-04 |
1,900.00 |
1,900.00 |
|
Public Works / Traffic |
001-3200-572.40-04 |
1,500.00 |
1,500.00 |
|
Fire & Medical |
001-2200-562.26-05 |
400.00 |
400.00 |
|
Finance / Utility Billing |
501-1069-559.40-04 |
300.00 |
300.00 |
|
Parks & Recreation |
001-4510-591.40-04 |
300.00 |
300.00 |
|
City Manager’s Office |
001-1020-512.40-04 |
300.00 |
300.00 |
|
|
TOTAL: |
$68,602.16 |
$43,071.64 |
* Cost of annual maintenance plus new software licenses. Paid by separate P.O.’s.
**Cost with credit from previous annual maintenance if the ELA is signed on January 22nd, 2010.
V. Option Comparison When compared over a three year period Option B is more beneficial to the City because it eliminates the software license barrier that halts potential GIS projects and limits others, includes access to online training courses, priority technical support and costs less over a 3-year period.
|
Year |
Annual Maintenance |
ELA Cost |
|
2010 |
$68,602.16 |
$43,071.64 |
|
2011 |
$45,000.00 |
$50,000.00 |
|
2012 |
$45,000.00 |
$50,000.00 |
|
3 Year Total |
$158,602.16 |
$143,071.64 |
VI. Recommended Action: Approve purchase of Enterprise License Agreement from Environmental Systems Research Institute (Option B) for $43,071.64 in 2010 and $50,000 in 2011 and 2012, totaling $143,071.64.