*Amend contract with Environmental Systems Research Institute, Inc. for Geographic Information System software to increase by $3,500,000 for a not to exceed total of $7,857,275 (amend Contract 30004099)
The City of Portland ordains:
Section 1. The Council finds:
- On March 10, 1999, the Council passed Ordinance No. 173164 authorizing execution of a contract (No. 32266) with Environmental Systems Research Institute (ESRI) for the City to obtain Geographic Information System (GIS) software and related services.
- On January 25, 2006, the Council passed Ordinance No. 179884 authorizing execution of a contract for an Enterprise Site License (No. 40983) with ESRI for the GIS software. In 2009 and 2011 Council passed two additional ordinances to extend the term and increase the value of contract No. 40983.
- On August 13, 2014, the Council passed Ordinance No. 186751 to continue its licensed use of ESRI’s GIS Software under a new Enterprise License Agreement (ELA), contract No. 30004099, with a three-year term.
- On April 5, 2017, the Council passed Ordinance No. 188304 to increase the value of contract No. 30004099 by $1,210,000.00 with a three-year term.
- On November 20, 2019, the Council passed Ordinance No. 189765 to increase the value of contract No. 30004099 by $37,275.00.
- On July 22, 2020, the Council passed Ordinance No. 190060 to increase the value of contract No. 30004099 by $1,996,000 with a four-year term.
- On April 27, 2022, by Amendment 7, contact No. 30004099 was approved to include new licenses and fee schedule.
- With this proposed Amendment 8 the not-to-exceed value of the contract will be increased by $3,500,000.00 to a contractual total of $7,857,275.00 with a term expiring 06/30/2028.
- ESRI's GIS software is the City standard as stated in administrative rule BTS-5.01 and is used by almost every City bureau for creating maps, developing web applications, editing GIS data and performing spatial analysis. It is used for tasks such as crime analysis, preparing data for emergency response, mapping utility and facility assets, collecting and updating field data, facilities space management, and performing analyses for planning decisions. Over 2,000 City staff members have software covered by this ELA on their computers, and it provides the mapping engine for Portlandmaps.com, which is used extensively by the public. The standardization on ESRI's platform has made the sharing of spatial data and functionality across the City much easier.
- The current ESRI ELA is set to expire June 30th 2024, new negotiations will start in July 2023 for a new ELA starting FY 2024/2025. The new ELA will be incorporated into Contract 30004099, and will support a long-term engagement with ESRI and provide the flexibility the City needs to continue supporting all geospatial needs and the Enterprise Geospatial Program.
NOW, THEREFORE, the Council directs:
- The City's Chief Procurement Officer is hereby authorized to execute an amendment to Contract No. 30004099 with Environmental Systems Research Institute, Inc. (ESRI), to increase the not-to-exceed value of the Contract by $3,500,000.00 for a new total not-to-exceed value of $7,857,275.00, provided that it is approved as to form by the Office of the City Attorney.
- The City's Chief Procurement Officer is hereby authorized to execute a subsequent amendment to incorporate a new ELA with ESRI to begin in FY 2024/2025 provided it does not increase the not-to-exceed value of the contract provided above and is approved as to form by the Office of the City Attorney.
Section 2. The Council declares that an emergency exists because the City needs to act promptly to ensure continuity of the license and of maintenance and support services and to enable City Bureaus to continue provision of services dependent upon use of GIS data and software; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.
Official Record (Efiles)
An ordinance when passed by the Council shall be signed by the Auditor. It shall be carefully filed and preserved
in the custody of the Auditor (City Charter Chapter 2 Article 1 Section 2-122)
Passed by Council
Auditor of the City of Portland
Simone Rede
Impact Statement
Purpose of Proposed Legislation and Background Information
Purpose of proposed legislation and background information: The purpose of this legislation is to authorize an amendment to an existing contract with ESRI to add $3,500,000 to the Contract not-to-exceed amount total of $7,857,275 (Ordinance; amend Contract No. 30004099).
ESRI's GIS software is the City standard as stated in administrative rule BTS-5.01 and is used by almost every City bureau for creating maps, developing web applications, editing GIS data and performing spatial analysis. Over 2,000 City staff members have software covered by this ELA on their computers, and it provides the mapping engine for Portlandmaps.com, which is used extensively by the public.
Financial and Budgetary Impacts
BTS has appropriation in their budgets through the CGIS funding structure to cover the expense associated with this action. There are no long-term impacts on either revenue or expense.
Community Impacts and Community Involvement
This action will not have a material community impact and there was no community involvement in its development.
100% Renewable Goal
This action will not have a material impact on the City’s total energy use or on the use of renewable energy.
Financial and Budget Analysis
Analysis provided by City Budget Office
This action increases the City's contract with ESRI for GIS software and services do not exceed amount by $3.5 million to a total of $7.9 million, with the term of the contract expiring in 2028. No additional appropriations are required as a result of this action. The OMF BTS budget includes appropriations of $4.3 million for GIS applications within the FY 2023-24 Adopted Budget.