Memorandum

City of Lawrence

Information Technology

TO:	Diane Stoddard – Interim City Manager
FROM:	Micah Seybold – GIS Coordinator
DATE:	December 21, 2015
RE:	2016 – 2019 Esri Software Small Government Enterprise License Agreement Renewal

Background

Since 2010 the City has purchased unlimited Geographic Information Systems (GIS) software licenses, priority technical support and limited free training and training discounts from Esri through the Small Government Enterprise License Agreement (SGELA).  The City also purchases the Data Interoperability Extension for $500.00 and ten seats of Community Analyst Online (CAO) for $1,000.00 annually at SGELA discount pricing.  The SGELA costs $150,000.00 over 3 years for governments with populations of 50,001 to 100,000 and is paid in part annually.  The current SGELA ends January 21, 2016. 

Project Description

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 Network Analyst and Esri City Engine. Data Interoperability 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.  CAO allows users to generate geospatial analyses, maps and reports with access to a wide range of current census and third-party demographics databases.  The software listed involves multiple servers, desktop systems and field information collection workflows.  Esri is the industry leader in providing GIS software.

Software Funding

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	6,800.00
Public Works / Engineering	001-3-3010-4004	6,500.00
Information Technology	001-1-1070-2323	4,000.00
Public Works / Stormwater	505-3-3910-4004	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	501-7-7100-4028	1,000.00
Finance / Utility Billing	501-1-1069-4004	300.00
	TOTAL:	$51,500.00

Staff Recommendation

Information Technology recommends that the City of Lawrence authorize the City Manager to sign the Esri Small Government Enterprise License Agreement renewal for the period from January 22, 2016 to January 21, 2019 and approve a purchase order for $51,500.00 total payment to Esri which includes $50,000.00 for Year 1 of the Small Government Enterprise License Agreement, $500.00 for the Data Interoperability Extension and $1,000.00 for ten seats of Community Analyst Online.

Action

Authorize the City Manager to sign the Esri Small Government Enterprise License Agreement renewal for the period from January 22, 2016 to January 21, 2019 and approve a purchase order in the amount of $51,500.00 for annual payment to Esri for Geographic Information Systems (GIS) software, support and training.