Interoffice Memorandum
DATE: November 14, 2024
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Rafael Mena, Chief Information Officer, Information Systems and Services Division
PHONE: 407-836-5200
SUBJECT: Approval of Purchase Order M116447, Renewal of Software Support and Licensing for Geographic Information System Software
ACTION REQUESTED:
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Approval of Purchase Order M116447, Renewal of Software Support and Licensing for Geographic Information System Software, with Environmental Systems Research Institute, Inc. (ESRI), in the total amount of $260,879. ([Administration and Fiscal Services Information Systems and Services Division] Procurement Division)
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PROCUREMENT:
This purchase order will renew licensing and software support for the Geographic Information System (GIS) utilized throughout the County for the period of January 1, 2025 through December 31, 2025.
FUNDING:
Funding is available in account numbers 0001-031-0506-3192, 1002-072-2701-3192, 0001-031-0506-3192, and 1009-034-0652-3192.
APPROVALS:
The Planning, Environmental, and Development Services Department, Public Works Department, Fire Rescue Department, and Information Systems and Services Division concur with this recommendation.
REMARKS:
Renewal of software support and licensing with ESRI ensures support for the Central Addressing Systems, the InfoMap Environment, Land Development Management Systems, and GIS data repository with over 650 desktops and websites using GIS software.
ESRI is uniquely qualified to provide this suite of GIS software products and services, including annual maintenance for these software products and technical support. ESRI is the only vendor that provides direct annual maintenance and technical support for these GIS software products being used across Orange County. ESRI directly manufactures the GIS software products and is most knowledgeable of the characteristics of the products.
The County has been using this ESRI suite of software products and services since 1991. Currently, there are no other GIS software vendors that can provide this suite of desktop and enterprise GIS software. In addition, other government agencies with which the County shares geographic data also use the ESRI suite of software products, including Orange County Public Schools, Orange County Sheriff’s Office, Orange County Property Appraiser, Central Florida Regional Transportation Authority, United States Geological Survey, Florida Department of Transportation, and East Central Florida Regional Planning Council. Given the linkage between the County and the various local, regional, state, and federal agencies, and due to our need to share geographic data, it is appropriate that the same vendor be used to ensure continuity and a seamless sharing of data and information.
The costs this year increased approximately 17.35% from last year for additional licensing added over the past year and the increased demand. The increase in pricing is attributed to an overall increase in licensing fees instituted by ESRI across all their products, as well as the addition of six new licenses purchased this year, an additional $1,644.70 in cost. There was 16.6% increase over last year without the new licenses. Staff analyzed the data for software renewal increases over the years, which affirms that they have increased significantly, typically reflecting 8-15% increases. Therefore, staff affirms the increase is within tolerance of the industry. The maintenance cost from 2023 had a 20.8% increase from year prior, 2022. The increase this year 2024 is a 17.35% increase, which is a 3.45% decrease from last year maintenance cost that validates ESRI is working on getting within the norm.