Broward County Commission Regular Meeting
Director's Name: Henry A. Sniezek
Department: Environmental Protection Division: Planning & Development Management
Information
Requested Action
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A. MOTION TO REAFFIRM AND MODIFY sole brand, sole source standardization of Environmental Systems Research Institute, Inc. (ESRI), for the ArcGIS suite of Geographic Information Systems software, licensed application software products, subscription services, associated professional services, and maintenance support including new releases and upgrades for the Planning and Development Management Division, enterprise-wide Broward County Geographic Information System.
ACTION: (T-11:44 AM) Approved.
VOTE: 9-0. Commissioners Bogen, Fisher, Rich and Vice-Mayor Geller voted in the affirmative telephonically.
B. MOTION TO APPROVE Second Amendment to Master Agreement Between ESRI and Broward County for continued licensing and related services for ESRI’s Geographic Information System software, to extend the term of the Master Agreement, including the License Agreement, Enterprise License Agreement, Enterprise Advantage Program, and Professional Services Agreement, through October 31, 2025, and to increase the not-to-exceed amount by $10,187,000 from $6,568,000 to $16,755,000 expanding general GIS user capacity and services, including emergency management operations, and Port, Aviation, and Water and Wastewater operations; and authorize the Mayor and Clerk to execute same.
ACTION: (T-11:44 AM) Approved.
VOTE: 9-0. Commissioners Bogen, Fisher, Rich and Vice-Mayor Geller voted in the affirmative telephonically.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.54.c, the Board must approve standardizations over the award authority of the Director of Purchasing, and Section 21.43, a contract for supplies or services of more than five years must have the express consent of the Board.
What Action Accomplishes
Provides for the continuation of ESRI as the standardized sole brand, sole source for licenses, maintenance and services for the County’s Geographic Information System infrastructure and modifies the original standardization to include enterprise licensing.
Is this Action Goal Related
Yes
Previous Action Taken
The Board previously approved sole brand, sole source standardization of Environmental Systems Research Institute, Inc. (ESRI), to provide a ArcGIS suite of Geographic Information Systems (GIS) software, licensed application software products, subscription services, associated professional services and maintenance support including new releases and upgrades for the enterprise-wide GIS on August 11, 2015 (Item No. 36).
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT, THE PURCHASING DIVISION, ENTERPRISE TECHNOLOGY SERVICES DIVISION AND THE ENVIRONMENTAL PROTECTION AND GROWTH MANAGEMENT DEPARTMENT AND THE PLANNING AND DEVELOPMENT MANAGEMENT DIVISION, RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
This item supports the Board's goals both directly and indirectly throughout the County’s agencies. Currently 91% of all Broward County agencies use the ESRI Enterprise Agreement. Agencies use GIS to optimize field staff, track assets, provide optimized and targeted services to the public, promote public safety and awareness. In addition, GIS data and analysis are available to county residents, including annexation history, “Find Your Commissioner”, FEMA flood data, municipal boundaries, vulnerable population registry, and locate your code enforcement office.
This amendment (Exhibit 2) expands the number of users, services, and tools available to county agencies for the next five years. More specifically, the agreement expands general GIS support capacity and services, including emergency management operations and the County’s innovation unit, and expands GIS users and services for Port, Aviation, Water and Wastewater and Solid Waste operations, including indoor/facility mapping. Please see Tables A-1 through A-4 of Exhibit 2. The updated agreement includes capacity to create and manage utility networks, airport wayfinding, space management, dashboards, and tools for crowdsourcing data, which could also be used after a hurricane event. At the Aviation Department’s request, the Agreement has been expanded to include spatial design for building interior models to enhance public safety. The total estimated not-to-exceed contract amount of $16,755,000 will be funded through a combination of the General Fund, Aviation, Water and Wastewater, Port Everglades and Solid Waste per an agreed upon cost allocation methodology based on an estimated number of servers, web-based applications, desktop licenses, and desktop extensions used per agency. The General Fund contribution is proposed to be increased by approximately $5,000. The remaining costs will be covered by Aviation, Port, and Public Works enterprise funds.
This suite of software products is critical to the daily business operations of most County agencies, which use it to model, analyze and depict the locations of critical infrastructure used in various business applications, and to deploy the results on the web for easy access for non-technical personnel and the public. Access of ESRI's complete suite through this Agreement permits Broward County to acquire needed licensing to meet growing demands for spatial technologies within the County.
A list of disclosure items based on negotiations are identified in the attachment to the Agreement Summary (Exhibit 1).
This agreement has been reviewed and approved as to form by the Office of the County Attorney.
A sunshine noticed meeting to negotiate the Agreement between the County and ESRI was held on February 24, 2020.
Source of Additional Information
Josie P. Sesodia, AICP, Director, Planning and Development Management Division, (954) 357-6602
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this contract will be funded by the appropriate source at the time of release.
The total estimated not-to-exceed contract amount of $16,755,000 will be funded in the General Fund 0010-023-4790-4120 and 0010-033-2100-4120 through a combination of the General Fund, Aviation, Water and Wastewater, Port Everglades and Solid Waste per an agreed upon cost allocation methodology based on an estimated number of servers, web-based applications, desktop licenses, and desktop extensions used per agency. This methodology will be revised after year one, to correspond with actual usage data. This is a multi-year project where funding will be budgeted over several fiscal years to support this project.