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File #:
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Res. 2025-155R
Version:
1
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Name:
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Type:
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Resolution
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Status:
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Individual Consideration
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On agenda:
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9/2/2025
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Final action:
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Title:
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Consider approval of Resolution 2025-155R, approving an agreement with Environmental Services Research Institute, Inc. (ESRI), for Geographic Information System (GIS) software and maintenance Services on a sole source basis for the Information Technology Department in the amount of $209,100.00 for an initial three-year commitment with a one-time fee of $6,700.00 for a total contract amount of $215,800.00; authorizing the City Manager, or her designee, to execute the agreement on behalf of the city; and declaring an effective date.
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AGENDA CAPTION:
Title
Consider approval of Resolution 2025-155R, approving an agreement with Environmental Services Research Institute, Inc. (ESRI), for Geographic Information System (GIS) software and maintenance Services on a sole source basis for the Information Technology Department in the amount of $209,100.00 for an initial three-year commitment with a one-time fee of $6,700.00 for a total contract amount of $215,800.00; authorizing the City Manager, or her designee, to execute the agreement on behalf of the city; and declaring an effective date.
Body
Meeting date: September 2, 2025
Department: Information Technology - Mike Sturm, Director
Amount & Source of Funding
Funds Required: $215,800
Account Number: 30131280-52395
Funds Available: Yes
Account Name: SOFTWARE LIC & MAINTENANCE (Internal Services Fund)
Fiscal Note:
Prior Council Action: City Council has previously approved prior City contracts (each typically 3-year terms) with ESRI for this software as follows: Contract #217-066 via Res 2016-131R; Contract #219-308 with Res 2019-126R and Res 2022-134R; and Contract #223-064 via Res 2023-07R.
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Background Information:
The city uses Esri technology to support its mapping and spatial data systems. This technology enables many business-critical systems across all departments. For example:
- • SMTX Connect is built on ArcGIS Online and provides a web-based tool for the community to report non-emergency issues to city departments.
- The Enterprise GIS system stores locations for all city assets including utility infrastructure, roads, parks, and parcel information.
- ArcGIS Online also supports the • Open Data Portal where citizens and stakeholders can access and download our up-to-date spatial data
- Many public facing web applications and tools are built on the foundation of Esri technology including • SMTX Go, • Real-Time Bus Tracker, the • Neighborhood Community Application, and many applications used to communicate about the wonderful • recreational amenities available in our community.
- The software packages included in this enterprise agreement also support GIS professionals across the department to perform spatial analysis, create cartographic map products, and manage the GIS data for the city.
The City of San Marcos entered into a Small Municipal and County Government Enterprise License Agreement (ELA) with Environmental Systems Research Institute, Inc. (ESRI) on March 23, 2010. Since the original agreement, the City has chosen to either extend or renew the agreement. The current agreement will expire at the end of September 2025 and will therefore be assigned a new City contract number as it will be for a three (3) year contract term only. The ELA allows access to Geographic Information System (GIS) software on an unlimited basis, including maintenance on all ESRI software offered through the ELA. The license and software support agreement costs are based on a population range of 50,001 to 100,000.
The renewal also includes:
- $60,300 annually ArcGIS Online Annual Subscription including a fixed number of each user type, ArcGIS Enterprise licensing, ArcGIS Enterprise Extensions: ArcGIS 3D Analyst, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Spatial Analyst, and ArcGIS Data Reviewer, ArcGIS Enterprise Additional Capability Servers: ArcGIS Image Server, ArcGIS Monitor, unlimited ArcGIS Online and Enterprise Viewer User Types, and discounted instructor-led training. The package also includes the following ArcGIS Pro extensions: ArcGIS 3D Analyst, ArcGIS Data Reviewer, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Publisher, ArcGIS Spatial Analyst, ArcGIS Workflow Manager, ArcGIS Image Analyst, 4 Annual User conference passes, technical support, and uncapped access to licensed self-paced e-learning.
- $6,100 annually for ArcGIS GeoEvent Server. GeoEvent Server provides the City with the ability to integrate real-time data feeds and actions into the enterprise GIS. This technology supports aspects of SMTX Connect, SMTX Go, push notifications to the Fire Department when hydrants go out of service, among other time sensitive operational requirements built on the GIS.
- $3,300 annually for ArcGIS Data Interoperability extension. This extension is a spatial ETL (extract, transform, and load) toolset integrated within the ArcGIS environment, utilizing Safe Software's FME technology. It allows the City to work with a vast array of data formats, not natively supported by ArcGIS, and integrate them into our GIS workflows. This includes converting, transforming, and loading data from diverse sources, enabling more comprehensive spatial analysis and data sharing.
- $1,750 one time cost for ArcGIS Drone2Map (D2M). D2M is used by the Fire Department to convert drone-captured images into usable 2D and 3D products. It streamlines the process of turning raw drone imagery into actionable information, allowing the City to create orthomosaics, digital elevation models, 3D meshes, and other products for analysis and sharing. This is the cost for an annual license, but the City is not committed to purchasing it annually; the Fire Department will evaluate whether to continue with this product during the year.
- $4,950 one time cost for three (3) ArcGIS Desktop Standard Single Use licenses. These licenses are required to support Electric Utility workflows. Specifically, the electric supervisory control and data acquisition (SCADA) and Outage Management Systems (OMS) require this technology to support data conversion processes. It is anticipated that this will be a one time cost due the SCADA and OMS vendors modernizing their systems.
The approval of the ELA maintenance is exempt from the competitive sealed proposal procedure because it is a sole source procurement under Section 252.022(7)(A) of the Texas Local Government Code.
Council Committee, Board/Commission Action:
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Alternatives:
No alternatives.
Recommendation:
Staff recommendation is to approve this resolution.
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