TOWN STAFF REPORT RECOMMENDATIONS
Title
Discuss, consider and act to approve Resolution 25-24 authorizing the expenditure of funds for a three-year agreement with Esri Small Municipal and County Government Enterprise for the total amount of $61,800.00 and declaring an effective date
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STAFF: Christopher Pham, Town Planner
BACKGROUND:
The proposed expenditure reflects the Town of Westlake’s ongoing commitment to provide accurate and timely information by producing maps and other visual documents. The Esri Small Municipal and County Government Enterprise Agreement (SGEA) is a three-year agreement that grants the Town of Westlake access to the Esri term license software --- GIS technology --- and allows various departments to effectively map and identify public infrastructure, utilities, parcels of land, and other elements and features to ensure that the Town of Westlake develops and grows in an orderly manner. This contract will be a continuation of an existing three-year agreement, that the Town of Westlake entered into in 2022, and allow current employees to continue providing valuable information to the public.
The previous three-year agreement equaled a total amount of $28,000.00 spread over a period of three years. The price structure of the agreement entered into in 2022 Enterprise Agreement (EA) was a ramping price schedule, designed to acclimate existing users to the new pricing for licensing and online services. The price included a limited time discount, reducing the overall cost of the previous contract. The price structure was as follows: $3,500.00 (in Fisal Year 2022-2023), $5,000.00 (in Fiscal Year 2023-2024), and $15,000.00 (in Fiscal Year 2024-2025).
The existing three-year agreement will expire on July 26, 2025, and the new EA is still reflective of pricing created specifically for smaller municipal and county governments.
DISCUSSION:
The funding for the use of the GIS technology through Esri Small Municipal and County Government Enterprise equals a total amount of $61,800.00 spread over a period of three years (i.e., $20,600.00 will be paid each fiscal year during the agreement) commencing in Fiscal Year 2024-2025. The agreement grants all current departments, employees, and in-house contractors of the Town eligibility to use the Esri software and services.
Additional services and products provided in the EA include access to Esri technical support, updates to all Esri products, and access to Esri User Conferences. The Fiscal Year 2022-2025 agreement pricing was designed to ramp in price and eventually plateau at the current price of $20,600.00. It should be noted that, although there is an increase in the price structure over the next three-year period, the price is the same for each year during the term of the agreement.
FISCAL IMPACT:
The source of funding, if approved, is the General Fund, with a fiscal impact of $61,800.00 spread evenly over a three-year period.
STAFF RECOMMENDATION:
Staff recommends approval of the agreement.
TOWN COUNCIL ACTION / OPTIONS:
1) Motion to approve;
2) Motion to approve with additional conditions (please state additional conditions in motion);
3) Motion to deny; OR
4) Motion to table (must table to a specific date).
ATTACHMENT(S):
1) Exhibit “A” - Resolution 25-24
2) Exhibit “B” - Enterprise Agreement Contract