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Regular Agenda Item 3. E.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Environmental Systems Research Institute Small Enterprise License Agreement County and Municipality No. 308049. |
| Background Information |
ESRI is software that is an industry standard software tool for the collection and display of data in a graphical format that shows the interrelationships of data elements, for example, parcel ownership, 911 mapping, elections information.
At least four (4) County departments are currently using either outdated versions of the software or similar tools from a different vendor. These departments are realizing a need to improve and standardize data collection functions. Standardization across the County will facilitate coordination of departmental specific elements (data layers). Due to the cost of individual programs updates or replacement of outdated software, it was realized that the funds of each individual department would expend, when combined, would be very close to the cost of a Countywide enterprise license agreement (ELA) whereby the software could be utilized as needed by any County department without restrictions or costs imposed by individual licensing.
It is envisioned that the various data sets (layers) would be stored in a central database repository that could be accessed by all users enhancing constituent information and services. |
| Evaluation |
ESRI currently has better than 90% market share within government office with regard to spatial data software. This means our ability to share data and work collaboratively with other government partners is greatly improved. For instance, near the start of each fire season we receive a request from the State Wildland Fire Office for a copy of our parcel map with valuation data. Rather than them having a snapshot of our data, they could pull more recent data at the start of an incident and have the most current and up-to-date information.
Additionally nearly every software package in the County references constituents by address, parcel number or both and they connect with ESRI mapping software (PW-Cartegraph, ComDev-Trackit, Assessor-Realware, Recorder-Voter Registration, Treasurer-Tyler). Having a web-based map of land ownership would allow extension of the one-stop concept. Constituents could possibly start a lot improvement process by clicking on their parcel and entering basic information without visiting one of the County development offices or a downed stop sign could be reported via a web application.
By not entering into this contract, the financial burden to the County will be higher. Looking at the current bare minimum needs of the County, the expenditures required would be approximately $46,000 to meet the current needs of the County; (2 seats each in Elections, Recorder & Emergency Services with 1 seat in Public Works, at $6,000 each, plus $4,000 annual maintenance on the current web server in Public Works.) The other member offices/departments needing this software would push that total significantly higher in short order. |
| Conclusion |
| Leadership within the Assessor, Recorder, Treasurer and Sheriff’s Offices as well as Public Works, Community Development, Health and Emergency Services and Elections Departments recognize the benefits and needs and are willing to enter into a cost sharing to cover the initial annual cost of the contract. Should other County partners wish to join, then the costs would be redistributed accordingly as the contract is reviewed annually for renewal. |
| Recommendation |
| Staff recommends approval of this contract allowing unlimited County use of ESRI software products as specified in their contract scope. |
| Suggested Motion |
| Information/Discussion/Action to approve Environmental Systems Research Institute (ESRI) Small Enterprise License Agreement, County and Municipality No. 308049 in the amount of $160,800 effective May 17, 2016, through May 16, 2019. (Jeff Hessenius) |
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