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  Regular Agenda Item     2. C.    
Regular BOS Meeting
Meeting Date: 02/19/2019  
Submitted For: Steve Sanders Submitted By: Betty Hurst, Contracts Administrator
Department: Finance  
Fiscal Year: 2019 Budgeted?: Yes
Contract Dates
Begin & End:
05-18-19 to 05-16-22 Grant?: No
Matching
Requirement?:
No
Fund?: Renewal

Information
Request/Subject
Environmental Systems Research Institute, Inc. (esri®) Quotation No. 20541797 and associated Small Enterprise Agreement No. 339682.
Background Information
Since June 2010, Gila County has used the Esri software program for mapping. The product has steadily improved and Public Works has grown to use it for many purposes. It is a valuable tool that improves mapping and gives visual information from data provided by the geographic information system (GIS).
Evaluation
Several departments in Gila County use this software to provide information for their services.  The public benefits from the information through Engineering, Floodplain, County Attorney, Emergency Services, Sheriff’s Department, Assessor’s Office, Elections, Community Development, Recorder, Rural Addressing, and Treasurer. Quotation No. 20541797 is good through March 11, 2019, so the associated Esri Small Enterprise Agreement No. 339682 needs to be confirmed prior to May, the current contract end date.
Conclusion
Since 2013, Gila County has paid from $51,675 to $54,450 a year for this program. With this agreement offer for May 2019, through May 2022, Gila County would be paying $35,000 plus tax per year for three years.  This price is based on populations for Small Government with populations of 50,000 or less.  Staff believes this software program is essential to providing more accurate information to the public when it comes to mapping. At this time, staff has not found a more reasonable program for the County’s use.
Recommendation
The Gila County Public Works Director recommends the purchase of Environmental Systems Research Institute, Inc. (Esri) License Agreement at a cost of $35,000 per year for 3 years plus sales tax of $9,345 as stated in Esri Quotation No. 20541797; and if approved, the Board is being requested to authorize the Chairman's signature on Quotation No. 20541797 and Small Enterprise Agreement No. 339682 whereby Esri will issue an invoice for the items included in the quote in the total amount of $114,345.
Suggested Motion
Information/Discussion/Action to authorize the Chairman's signature on Quotation No. 20541797 and Small Enterprise Agreement No. 339682 with Environmental Systems Research Institute, Inc. (Esri) to purchase a Small Government Term Enterprise License Agreement for three years at a total cost of $114,345 beginning May 2019. (Steve Sanders)

Attachments
Esri Quotation #20541797 & Small Enterprise Agreement #339682
ESRI Licensing Term Changes
ESRI Master Contract Comparison
ESRI Product Specific Terms of Use
ESRI Master Subscription Fee Changes

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