TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Environmental Systems Research Institute, Inc. to renew the ESRI Enterprise License Agreement for a period of three years, in an amount not to exceed $1,194,000.00, Account 101-27000-612820, Requisition 1401431
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Environmental System Research Institute, Inc. (ESRI) to renew the ESRI Enterprise License Agreement (ELA) for ESRI software and maintenance licenses, technical product support and Learning/Training Credits under the ESRI Enterprise License Agreement (ELA) at the Main Office Building. This purchase order will expire on October 8, 2018.
The District’s sustainability of the GIS architecture and infrastructure is currently an ongoing process. GIS data and applications serve as reporting and analytical tools to be used and engaged by the Engineering, General Administration, Law, Maintenance and Operations and Monitoring and Research Departments.
The ESRI Enterprise License Agreement addresses the District’s user licensing usage for ESRI software products, both in limited and unlimited capacity for ESRI’s more popular and widely used GIS desktop and GIS server software and extensions. The limited license restrictions apply to royalty-based ESRI software developed for Environmental System Research Institute, Inc. The unlimited license applies towards products such as ArcInfo, ArcView, ArcGIS Server, etc. Additionally, the District will receive technical product support and upgrades to ESRI’s software and learning/training credits toward ESRI training classes both instructor-led and virtual.
Environmental Systems Research Institute, Inc., the sole service provider of the ESRI Enterprise License Agreement (ELA) and technical support services for ESRI software products, has submitted prices for the services required. Inasmuch as ESRI is the only source of supply for the products required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
ESRI is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
In view of the foregoing it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with ESRI, in an amount not to exceed $1,194,000.00.
Funds for the 2015 expenditure, in the amount of $398,000.00, are available in Account 101-27000-612820. The estimated expenditure for 2016 is $398,000.00, and 2017 is $398,000.00. Funds for the 2016 and 2017 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Sudduth, Acting Director of Information Technology, JS:RB:ps
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for September 3, 2015