Item C17'
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
July 20, 2016
Agenda Item Number: C.17
Agenda Item Summary #1818
BULK ITEM: DEPARTMENT:
Yes Information Technology
TIME APPROXIMATE:STAFF CONTACT:
Alan MacEachern (305) 295-5110
N/A
AGENDA ITEM WORDING:
Approval of a three ( 3 ) year agreement for the ESRI Small
Municipal and County Government Enterprise License Agreement with Environmental Systems
Research Institute, Inc. to access GIS software on an unlimited basis and include software
maintenance as provided in quote # 20489632. Total cost for 36 months is $150,000.00
ITEM BACKGROUND:
Monroe County BOCC purchases Geographic Information
System (GIS) software from Environmental Systems Research Institute (ESRI)on an
annual renewal basis. We use the software to combine traditional data sets with interactive maps
and we offer access to our data through the intranet (internal County employees) and through
internet at our Monroe County website (internal County employees and citizens).
- Prior to 2013, several constitutionals and the BOCC had multiple desktop licenses for the ESRI
ArcGIS product and each entity was paying maintenance separately
- In 2013, Monroe County IT coordinated with the constitutionals and ESRI on the creation of an
Enterprise ArcGIS license in which everyone traded in their individual licenses and got Enterprise
licenses good for more functionality and for use by more clients. The license cost of the enterprise
solution was $50K per year and was split among the entities listed below.
- This item is a continuation of that agreement with an extension for another 3 year term, to cover the
next three fiscal years (FY 17, 18, and 19). ESRI continues to be the best solution in this space.
The annual cost for the licensing of this software is $50,000 and that cost is divided
between the following departments:
Planning - $10,000.00
Monroe County Property Appraisers Office- $10,000
Monroe County Sheriff's office- $6,500
Engineering (Roads and Bridges Department) - $10,000
Information Technology - $13,500.00
Effective date on 10-15-2016 for 3 years.
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PREVIOUS RELEVANT BOCC ACTION:
Bulked approved on 9-17-2013 Item C-7
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION:
Approval
DOCUMENTATION:
Monroe County Esri SGELA Renewal 2016
FINANCIAL IMPACT:
Effective Date: 10-15-2016
Expiration Date: 10-15-2019
Total Dollar Value of Contract: $150,000.00
Total Cost to County: $50,000.00 per year for 3 years.
Current Year Portion: None this fiscal
Budgeted:
Yes
Source of Funds: Primarily Ad Valorem
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant:
No
County Match
: No
Insurance Required:
No
Additional Details:
07/20/16 001-05002 · TECHNICAL SERVICES $150,000.00
REVIEWED BY:
Alan MacEachern Completed 06/28/2016 3:29 PM
Assistant County Administrator Christine Hurley Completed
06/29/2016 10:30 AM
Cynthia Hall Completed 07/01/2016 10:16 AM
Budget and Finance Completed 07/01/2016 3:16 PM
Maria Slavik Completed 07/05/2016 7:24 AM
Kathy Peters Completed 07/05/2016 8:47 AM
Board of County Commissioners Pending 07/20/2016 9:00 AM
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June 28, 2016
Alan MacEachern
County of Monroe
1200 Truman Ave Ste 211
Key West, FL 33040
Dear Alan,
The Esri Small Municipal and County Government Enterprise License Agreement (ELA) is a threeyear
agreement that will grant your organization access to Esri® term license software on an unlimited basis
including maintenance on all software offered through the ELA for the term of the agreement. The ELA
renewal will be effective on 10-15-2016 and will require a firm, threeyear commitment.
Based on Esri's work with several organizations similar to yours, we know there is significant potential to
apply geographic information system (GIS) technology in many operational and technical areas within
your organization. For this reason, we believe that your organization will greatly benefit from an
enterprise license agreement.
An ELA will provide your organization with numerous benefits including:
A lower cost per unit for licensed software
Substantially reduced administrative and procurement expenses
Maintenance on all Esri software deployed under this agreement
Complete flexibility to deploy software products when and where needed
The following business terms and conditions will apply:
All current departments, employees, and in-house contractors of the organization will be eligible
to use the software and services included in the ELA.
If your organization wishes to acquire and/or maintain any Esri software during the term of the
agreement that is not included in the ELA, it may do so separately at the Esri pricing that is
generally available for your organization for software and maintenance.
The organization will establish a single point of contact for orders and deliveries and will be
responsible for redistribution to eligible users.
The organization will establish a Tier 1 support center to field calls from internal users of Esri
software. The organization may designate individuals as specified in the ELA who may directly
contact Esri for Tier 2 technical support.
The organization will provide an annual report of installed Esri software to Esri.
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Esri software and updates that the organization is licensed to use will be automatically available
for downloading.
The organization will act as an Esri reference site and will permit Esri to publicize its use of Esri
software and services.
Small Municipal and County Government ELA terms and conditions.
Licenses are valid for the term of the ELA.
This program offer is valid for 90 days. To complete the agreement within this time frame, please contact
me within the next seven days to work through any questions or concerns you may have. To expedite
your acceptance of this ELA offer:
1.Sign and return the whole agreement per the instructions in the terms and conditions.
2.On the first page of the ELA, identify the central point of contact/agreement administrator. The
agreement administrator is the party that will be the contact for management of the software,
administration issues, and general operations. Information should include name, title (if
applicable), address, phone number, and e-mail address.
3.In the purchase order, identify the "Ship to" and "Bill to" information for your organization.
4.Send the purchase order and agreement to the address, email or fax noted below:
Esri e-mail: service@esri.com
Attn: Customer Service SG-ELA fax documents to: 909-307-3083
380 New York Street
Redlands, CA 92373-8100
I appreciate the opportunity to present you with this proposal, and I believe it will bring great benefits to
your organization.
Thank you very much for your consideration.
Best Regards,
Ali Fain
afain@esri.com
561-832-4116 *8742
Small Government ELA 2
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