AGENDA MEMORANDUM

Meeting Date:           February 14, 2011

From:                          Mike Thornton, Purchasing Manager

Subject: Resolution authorizing execution of a 3-year Software End User License Agreement (EULA) with ESRI, Inc. for annual maintenance and support

Staff Recommendation:

Staff recommends execution of the software End User License Agreement (EULA) to Environmental Systems Research Institute, Inc. (ESRI) for annual license fees, maintenance and support of the City Geographical Information System (GIS) software for a three-year total amount of $75,519.95.  The annual cost for each of the three years is $25,506.65.

Analysis:

The City uses computer software from ESRI to provide the foundation of our Geographical Information System (GIS) in the form of a database and administrative tools.  This computer software provides the infrastructure necessary for all address and mapping related software applications used by various departments and divisions within the City.

Each of the City Utilities relies on GIS to provide mapping capabilities of the utility infrastructure.  This software allows us to see where things are in the field.  There has been a recent and an ongoing effort by GIS and the utilities to locate all facilities and record the location of the utilities electronically in GIS.  The system then translates these data points to on-line maps.

The software also allows staff to create ‘models’ and run ‘what-if’ scenarios.  For example, on the electronic map, staff can tell the system there is a gas line break.  Staff will then turn off a gas valve and the map will visually show what other gas lines, valves, and services are affected by turning off that one valve.

This purchase is for the annual license fees, support, and maintenance provided by ESRI to the City.  This is an annual expense and will continue as long as the City continues to use this software.  There are no future plans to change the software used or discontinue the use of this software as this is the industry standard.

Should the City desire to terminate the agreement, it may do so without penalty at any time during the three-year term.

Options:

1.  Approve execution of the End User License Agreement with ESRI, Inc. for $75,519.95; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Funds have been budgeted and are available for this year’s expense of $25,506.65.  Funds for years two & three of the agreement will be budgeted in the appropriate future fiscal year.

Submission Date and Time:    2/9/2011 10:08 AM____

Department: _Information Technology____ Prepared by:  _Mike Thornton_________                      Attachments:         Yes_X__   No ______ Advertised:   ____Not Required __X___ Dates:   __________________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________JB______                                    Deputy C.M. ________EFS________                                          Submitted by: City Manager ___________________

Account No. _001-1633-513.46-33__ Project No. __NA_______________ WF No. _____NA______________ Budget  _____$399,620.00________ Available ____$125,075.14________

RESOLUTION NO._______________

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK EXECUTE A 3-YEAR SOFTWARE END USER LICENSE AGREEMENT (EULA) WITH ESRI, INC. FOR ANNUAL MAINTENANCE AND SUPPORT FOR A TOTAL OF $75,519.95 ; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute a Software End User License Agreement (EULA) with Environmental Systems Research Institute, Inc. (ESRI) whose address is 380 New York Street, Redlands, CA 92373-8100 for annual license fees, maintenance and support starting on the effective date and continuing for a 3–year period.

            THAT this resolution approves future fiscal year expenses for the full term of the agreement provided the Commission approves the appropriation of funds for this specific purpose by title in fiscal year 2012 and 2013 budgets.

THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __14th___ day of _February___ 2011.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk