Sponsor: Information Services
Title
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Third Amendment to Single Source Agreement with Environmental Systems Research Institute, Inc. for Enterprise License Agreement
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Recommendation
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1. Approve the third amendment to the Single Source Agreement with Environmental Systems Research Institute, Inc., 380 New York St., Redlands CA 92373, for an Enterprise License Agreement for the period upon execution through April 6, 2030, in accordance with the rates established in the Agreement.
2. Authorize the County Board Chair and Chief Clerk to execute the amendment to the agreement.
3. Authorize the County Manager to execute amendments to the agreement in accordance with the county’s procurement policies and procedures, provided the amounts are within the limits of available funding.
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Background and Rationale
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Since the 1990’s, Ramsey County has been utilizing a State of Minnesota contract to obtain Environmental Systems Research Institute’s (Esri) Geographic Information System (GIS) technology to enable spatial analysis, improve work processes, disseminate information, and support informed decision making. In 2010, Ramsey County established an Enterprise GIS division with Information Services to centralize, standardize, support and guide GIS development throughout the county.
In 2020, Ramsey County entered into an Enterprise Licensing Agreement (ELA) which provided pricing structure and resources beneficial to the county which were not available through the State of Minnesota contract. The ELA enables Ramsey County to implement GIS architecture that supports the needs for a robust, secure and mobile GIS system. The ELA provides access to new technology designed to enhance community engagement, data analysis, and visualization and supplies access to technical and training resources to support internal staff unavailable outside of an ELA.
On July 20, 2021, the board approved the first amendment to the ELA agreement, expanding it to include redistricting software to support activity required of the County Auditor. In 2023, the second amendment to the agreement exercised the provision in the agreement to extend the ELA for another three-year period.
Information Services is requesting the third amendment to the single source ELA agreement due to the specific needs of Ramsey County and the unique position of Esri in the market, plus our long-term use of this architecture. The total not to exceed amount for the amendment is $2.23 million for the 4-year period upon execution through April 6, 2030.
By continuing the multi-year ELA, the county has a stable foundation for planning GIS-related expenses while removing licensing, deployment, and support limitations on a critical piece of Information Service and business infrastructure.
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County Goals (Check those advanced by Action)
☒ Well-being ☒ Prosperity ☒ Opportunity ☒ Accountability
Racial Equity Impact
Esri products are integrated in many core county functions, including emergency dispatch in Emergency Communications, tax parcel evaluation in Assessor’s Office, and asset inventory and inspection in Public Works and Parks and Recreation. Additionally, Esri technologies are being leveraged for projects such as food assistance, housing stability and community gardens which do have a direct impact on identifying communities and assisting residents based on greatest need.
Additionally, while the impact on racial equity of an Esri ELA is unknown, some effects could be predicted. Maps are less language dependent than many other means of information delivery. By increasing the capacity to provide information to the public through this format, the county enhances the ability to communicate more equitably across cultural boundaries.
Community Participation Level and Impact
No community participation was engaged in the development of this agreement with Esri. However, the Esri Agreement supports the county’s ability to inform the community by increasing the capacity to provide information through the less culturally dependent medium of maps. New Esri technology is specifically designed to serve as a web application for organizational initiatives, both internal and external, allowing the county a new method for consulting and collecting input from the public on proposed projects or actions, as well as encouraging individual engagement with county residents.
☒ Inform ☐ Consult ☐ Involve ☐ Collaborate ☐ Empower
Fiscal Impact
The cost for this action is $520,000 for the first two years, 2026 and 2027. Licensing costs increase to $595,000 in 2028 and 2029. Funding is included in the 2026-2027 Information Services budget for this activity. The total not to exceed amount of the agreement is $2,230,000 through April 6, 2030.
Last Previous Action
On July 29, 2021, the Ramsey County Board approved an Amendment to the Sole Source Agreement with Environmental Systems Research Institute, Inc. for Enterprise License Agreement (Resolution B2021-362).
On April 7, 2020, the Ramsey County Board approved a Sole Source Agreement with Environmental Systems Research Institute, Inc. for Enterprise License Agreement (Resolution B2019-421).
Attachments
1. Amendment 3 to Agreement IS000187
2. Attachment 4 to Agreement IS000187