Budget and Government Efficiency Committee Meeting - September 14, 2016
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Budget and Government Efficiency Committee Meeting - September 14, 2016
The Budget and Government Efficiency Committee met on September 14, 2016, at 9 a.m. to consider three information technology and public works contracts. The committee approved a $2.7 million GIS software agreement, a $2.79 million Microsoft licensing amendment, and a $1.227 million per year copier contract extension. All votes were unanimous. Councilmember Cole also urged the mayor's office to fill vacancies on the Citizens EOC Commission.
Committee Member Comments
- Councilmember Cole noted that the Citizens EOC Commission is unable to meet due to a lack of a quorum and urged the mayor's office to fill vacancies as soon as possible. The chair offered to assist with recommendations.
Discussion Items
ESRI Enterprise License Agreement
- The IT department requested authorization to execute a three-year agreement with ESRI (Environmental Systems Research Institute) for geospatial software, not to exceed $2.7 million. The first year expenditure is $600,000, with the remaining $300,000 shifted to the third year to fit the FY17 budget. The agreement provides unlimited licensing and support for mapping and GIS used by public safety, public utilities, and other services. The city has had a 20-year relationship with ESRI, and the software is considered a standard in local government. The contract was sole-sourced due to the city's deep integration. The chair noted that staff is pursuing strategies to reduce costs for a future contract. Councilmember Sherman moved approval, seconded by Councilmember Cole. The motion passed unanimously.
Microsoft Enterprise Agreement Amendment
- The IT department requested approval of the first amendment to the Microsoft Enterprise Agreement, adding $2.79 million in spending authority through FY17. The original 2012 agreement was for $8.67 million (including a 6% contingency). The new funds cover increased FTEs (27% growth over original projection), desktop/laptop licenses, technology modernization for business applications ($1.3 million), migration of the Police Department email to the cloud ($250,000), and a small contingency ($250,000). The total cost increase is attributed to growth in city headcount and modernization efforts. The amendment does not require new funding; the amounts are budgeted in FY17. Councilmember Kate asked about the timeline for SharePoint and Skype for Business rollouts, and about record retention for instant messaging. The IT director noted that instant messaging is not currently retained and that policies should be reviewed. Councilmember Kate moved approval, seconded by Councilmember Cole. The motion passed unanimously.
Sharp Business Systems Contract Extension
- The Public Works Department requested a two-year contract extension (second amendment) with Sharp Business Systems for rental and maintenance of multifunction copiers, not to exceed $1.227 million per year (FY17 and FY18). The current contract expires November 2016. The extension will allow the city to study the program and develop new specifications that integrate with IT technical standards and security. The city plans to issue a request for information (RFI) to explore combining the copier program with desktop print support under one contract, potentially achieving cost savings through economies of scale. The city can terminate the contract early for convenience. Councilmember Sherman asked about the length of the RFI process and was told it will not take two years, but the extension provides time to transition management to IT. Councilmember Kate asked about the possibility of further extensions; the department said it is not anticipated. The chair noted that while total print volume has increased due to consolidation, the industry trend is toward digitalization. The motion was made by Councilmember Sherman and seconded by Councilmember Kate. It passed unanimously.
Key Outcomes
- Approved the ESRI Enterprise License Agreement (three-year, $2.7 million) unanimously.
- Approved the first amendment to the Microsoft Enterprise Agreement (additional $2.79 million) unanimously.
- Approved the two-year contract extension with Sharp Business Systems (up to $1.227 million per year) unanimously.
- The committee will next meet on Wednesday, October 5, 2016, at 9 a.m.
Meeting Transcript
All right, good morning, ladies and gentlemen. I will call our meeting of the budget and government efficiency committee meeting. Committee meeting that's redundant. I apologize. It's still early. I will call our meeting to order. A quorum of the committee is present, consisting of all of member all of our members. And I would just start this morning by acknowledging that we don't have our committee consultant, Jessica Lawrence with us. Um but we do have Steve Hill, which makes me feel really good. Um I would just share with the committee members uh that Ms. Lawrence is uh off to get married. So we uh we wish her the best. She is exactly right. Um Jonathan is a very, very lucky and smart man. That's all I know. Um we wish her very all the best. Uh so we'll move right to our approval of our committee actions, uh, which are from our June 22nd, 2016 meeting. They will be approved by unanimous consent unless pulled for discussion. Seeing no takers, then uh we'll move right along to non-agenda public comment. This is an opportunity from a member of the public to discuss an item not on today's agenda. I see if you say it, you're gonna jinx us. Um I actually have no request to speak on an item not on today's agenda, so this is the opportunity going gone. Very good. We'll go to committee member comment. Any members of the committee wish to make a statement? Ms. Cole. Thank you, Chair. Just wanted to uh let you know uh that Citizens EOC Commission uh is unable to meet due to um lack of a quorum. So I want to urge the mayor's office to fill any vacancies as soon as possible. Thank you. Thank you. Thank you, Ms. Cole. And Tracy is here to take that down, and I'm sure she'll take that back to the mayor's office. Um certainly able to help the mayor if there's any uh recommendations, suggestions, whatever um that maybe need to fill that important uh committee. Uh very good. Any other members of the committee? Very good. Uh any mayoral, IBA or city attorney comment? Nothing? We're good? Very good. Okay. We're just going to be so efficient today, and that's why it's in our committee's name. Uh so will our discussion uh there are any I actually am supposed to ask are there any requests for continuance? I can't imagine. Very good. All right, so we'll go to our discussion agenda. Item number one on our docket this morning is uh a report from the IT department requesting City Council approval of the ESRI Enterprise License Agreement in support of geospatial software.
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