Memorandum

City of Lawrence

Information Technology

TO:	David Corliss, City Manager
FROM:	Micah Seybold, GIS Coordinator
CC:	Diane Stoddard, Assistant City Manager Casey Toomay, Assistant City Manager Bobbie Walthall, Administrative Assistant Diane Trybom, Deputy City Clerk Sean Sloan,  Purchasing Specialist James Wisdom, Information Technology Director
DATE:	January 7, 2015
RE:	Annual software maintenance for ESRI/GIS software

ESRI Software

The City pays $50,000 annually to ESRI for GIS software, support and training through an Enterprise License Agreement (ELA).  ESRI is the industry leader in GIS software and technology. 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. Core software and extensions are included for ArcGIS Desktop, ArcGIS Server, ArcGIS Online for Organizations, ArcSDE spatial database engine, ArcGIS Spatial Analyst, ArcGIS 3D Analyst, ArcGIS Publisher, ArcGIS Network Analyst and ESRI City Engine. The software listed involves multiple servers, desktop systems and field information collection.  ESRI is the industry leader in providing GIS software.

ESRI Enterprise License Agreement

The City participates in ESRI’s Enterprise License Agreement for small governments with populations between 50,001 and 100,000. The ELA cost $150,000.00 over three (3) years and is paid in part annually.

Data Interoperability Extension

In 2013 the Utilities Department purchased the Data Interoperability Extension which is not covered by the ELA.  The extension is used to convert GIS data models to match new industry standards for local government data and for conversion of GIS data to other spatial data formats.  Annual maintenance for the extension costs $500.00 and is added to the Utilities Department costs in the table below.

Community Analyst Online

In 2014, the City Manager’s Office purchased five (5) seats of  Community Analyst Online at an ELA discounted rate of $500 per year.  The software is an extension of the ArcGIS Online for Organizations platform.  It allows staff in the City Manager’s Office and Planning and Development Services access to third party business and demographic databases and the ability to analyze data and generate reports for specific geographies.  Annual maintenance for 2014 is $449.24 prorated and is added to the City Manager’s Office costs in the table below.

Software Funding

At the January 15, 2013, meeting the City Commission approved the purchase of GIS software through the ELA license agreement with options to pick up two (2) additional years.  This is the third year of the ELA.  The software is funded by the user departments and is broken down as follows:

Utilities Department	501-7-7110-4004	$25,500.00
Planning Department	001-1-1030-4004	6,500.00
Public Works / Engineering	001-3-3010-4004	6,500.00
Information Technology	001-1-1070-2323	4,000.00
Public Works / Stormwater	202-3-3910-4004	2,000.00
Public Works / Traffic	001-3-3020-4004	1,700.00
Fire & Medical	001-2-2200-2133	1,700.00
Police	001-2-2150-4004	1,300.00
Parks & Recreation	001-4-4010-4004	700.00
City Manager’s Office	001-1-1020-4004	749.24
Finance / Utility Billing	201-1-1069-4004	300.00
	TOTAL:	$50,949.24

Action Requests

Information Technology is recommending that the City Commission authorize a purchase order in the amount of $50,195.89 to continue the City’s participation in the ESRI Enterprise License Agreement for small governments and for annual maintenance on the Data Interoperability Extension and Community Analyst Online for the period from January 22, 2015 through January 21, 2016.