HomeMy WebLinkAboutPR 24273: RENEWAL OF THE LICENSE AND MAINTENANCE AGREEMENT WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. (ESRI) City of
o r t rthu .—
Texas
www.PortArthurTx.gov
DEPARTMENT OF TRANSIT AND EQUIPMENT SERVICES
INTEROFFICE MEMORANDUM
Date: August 22, 2025
To: The Honorable Mayor and City Council
Through: Ronald "Ron" Burton, CPM, City Manager
From: Pamela D. Langford, Assistant City Manager— Operations/Director of
Development Services
RE: P.R. NO. 24273 — Authorizing the Renewal of the License and
Maintenance Agreement with Environmental Systems Research Institute,
Inc. (ESRI)
Introduction:
The purpose of this memorandum is to request the approval of Proposed Resolution
No. 24273, authorizing the renewal of the license and maintenance agreement with
Environmental Systems Research Institute, Inc. (ESRI) of Redlands, California, for the
ARClnfo GIS Software, in the amount of$33,121 .44.
Background:
Geographic Information System (GIS) software is a critical tool for municipal
governments, providing the ability to collect, manage, analyze, and display spatial and
geographic data. GIS supports decision-making across multiple City departments by
enabling mapping, data visualization, and analysis that directly improve service delivery
to residents.
Typical municipal uses of GIS include:
• Urban Planning & Zoning — analyzing land use, monitoring growth, and
ensuring compliance with zoning ordinances.
• Infrastructure Management — maintaining and mapping streets, drainage
systems, water/sewer lines, and public facilities.
• Public Safety — assisting police, fire, and emergency management in route
planning, resource deployment, and hazard mitigation.
"Remember,vtie are here to serve the Citizens of Port Arthur"
P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
• Community Engagement — providing residents with access to maps, property
data, and development information.
The City of Port Arthur originally purchased ESRI software in 2009, pursuant to
Resolution No. 09-398, to provide a citywide GIS platform. The licensing and service
agreement is renewed annually to ensure that the City's GIS software remains
functional, updated, and supported. The current agreement is scheduled to expire on
October 31, 2025.
The licensing and maintenance contract for the Arclnfo GIS Software is being procured
in accordance with Chapter 271 of the Texas Local Government Code, which authorizes
municipalities, by resolution of their governing body, to participate in cooperative
purchasing programs as an alternative to a formal bid process. The City of Port Arthur
will obtain its annual license renewal and maintenance agreement for the Arclnfo GIS
Software through the State of Texas Department of Information Resources (DIR)
Contract No. DIR-CPO-4699. Environmental Systems Research Institute, Inc. (ESRI)
will provide the annual licensing and maintenance services under this cooperative
agreement in the amount of$33,121.44.
Budget Impact:
Funding for the renewal of this license and maintenance agreement is available in the
GIS Computer Programs Account No: 001-13-029-5450-00-10-000.
The cost of the agreement is $33,121.44.
Recommendation:
It is recommended that the City Council approve Proposed Resolution No. 24273,
authorizing the renewal of the license and maintenance agreement with Environmental
Systems Research Institute, Inc. (ESRI) in the amount of $33,121.44, authorizing the
City Manager to execute all necessary documents.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
0
P.R. NO. 24273
08/21/2025 PDL
PAGE 1 OF 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE RENEWAL OF THE LICENSE AND
MAINTENANCE AGREEMENT WITH ENVIRONMENTAL SYSTEMS
RESEARCH INSTITUTE, INC. (ESRI) OF REDLANDS, CALIFORNIA,
FOR THE ARCINFO GIS SOFTWARE THROUGH THE TEXAS
DEPARTMENT OF INFORMATION RESOURCES CONTRACT NO. DIR-
CPO-4699 IN THE AMOUNT OF $33,121.44, FUNDING AVAILABLE IN
THE GIS COMPUTER PROGRAMS ACCOUNT NO. 001-13-029-5450-00-
10-000.
WHEREAS, Geographic Information System (GIS) software is a critical tool for
municipalities, providing mapping, analysis, and data management capabilities that
support city planning, development services, public safety, infrastructure management,
and decision-making across multiple departments; and
WHEREAS, the City of Port Arthur originally purchased Environmental Systems
Research Institute, Inc. (ESRI) software in 2009 pursuant to Resolution No. 09-398 to
establish a citywide GIS platform for internal use; and
WHEREAS, the license and maintenance agreement with ESRI is renewed
annually and budgeted as part of the City's operating expenses, with the current software
licenses and maintenance agreement scheduled to expire on October 31, 2025; and
WHEREAS, Environmental Systems Research Institute, Inc. (ESRI) of Redlands,
California, has submitted a proposal to renew the license and maintenance agreement in
the amount of$33,121.44 as delineated in Exhibit "A"; and
WHEREAS, the Texas Department of Information Resources ("DIR") has
established Contract No. DIR-CPO-4699 with ESRI; and
WHEREAS, DIR is a cooperative purchasing program for state and local
governments; and
P.R. NO. 24273
08/21/2025 PDL
PAGE 2 OF 4
WHEREAS, Chapter 271 of the Local Government Code allows a city, by
resolution of its governing body, to participate in cooperative purchasing programs as an
alternative to a formal bid process; and
WHEREAS, per Resolution No. 21-004, the City entered into an interlocal
agreement for cooperative purchasing with the Texas Department of Information
Resources Purchasing Program ("DIR"); and
WHEREAS, ESRI will provide an annual license renewal and maintenance
agreement for the ARCInfo GIS Software through Contract No. DIR-CPO-4699 in the
amount of $33,121.44; and
WHEREAS, funding for this expenditure is available in the GIS Computer
Programs Account No: 001-13-029-5450-00-10-000.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR, TEXAS:
That the facts and opinions in the preamble are true and correct.
That the City Council hereby authorizes the renewal of the license and maintenance
agreement with Environmental Systems Research Institute, Inc. (ESRI) of Redlands,
California, for the ARCInfo GIS Software through the Texas Department of Information
Resources Contract No. DIR-CPO-4699 in the amount of $33,121.44, as delineated in
Exhibit "A".
That the City Manager is hereby authorized to execute all documents necessary for
the renewal of this agreement.
That this expenditure shall be charged to GIS Computer Programs Account No: 001-
13-029-5450-00-10-000.
P.R. NO. 24273
08/21/2025 PDL
PAGE 3 OF 4
That a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED, AND APPROVED this the day of September, A.D.
2025, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the
following vote: AYES: Mayor:
COUNCILMEMBERS:
Charlotte M. Moses, Mayor
ATTEST:
Sherri Bellard, TRMC, City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo, City Attorney
APPROVED F• : ADMINISTRATION: /
dbtarA FL . _
Ronald "Ron" Burt• '1, PM, City Manager Pamela D. Langford, CPM, Assistant
City Manager-Operations/Director of
Development Services
APPROVED AS TO THE AVAILABILITY
OF FUNDING:
Lynr- reo.„_ , (0.J4 La if kr
da :oswell, M.A., CMA-CM, Clifto i Williams, Purchasing Manager
Director of Finance
P.R. NO. 24273
08/21/2025 PDL
PAGE 4 OF 4
Exhibit "A"
•
� ®380 New York St
)
I Redlands, CA 92373-8118 Quotation
Phone: + 190936939363936
Fax#: 909-307-3083
Date: 08/02/2025 Quotation Number: 26297224 Contract Number: 00298018.1
Send Purchase Orders To:
Environmental Systems Research Institute, Inc.
380 New York Street
Redlands, CA 92373-8100
City of Port Arthur Attn: Barbara Lynn Walker
Community Development Please include the following remittance address
444 4th St on your Purchase Order:
Port Arthur TX 77640-6450 Environmental Systems Research Institute, Inc.
Attn: Fay Young P.O. Box 741076
Email: fay.young@portarthurtx.gov Los Angeles, CA 90074-1076
Phone: 409-983-8259
Customer Number: 216405
For questions regarding this document, please contact Customer Service at 888-377-4575.
Item Qty Material# Unit Price Extended Price
Subject to terms and conditions of State of Texas DIR-CPO-4699
10 1 52384 3,501 .06 3,501.06
ArcGIS Desktop Advanced Concurrent Use Primary Maintenance
Start Date: 11/01/2025
End Date: 10/31/2026
Subscription ID: 8160229338
1010 1 52385 1,410.50 1,410.50
ArcGIS Desktop Advanced Concurrent Use Secondary Maintenance
Start Date: 11/01/2025
End Date: 10/31/2026
Subscription ID: 8160229338
2010 1 87194 816.08 816.08
ArcGIS Desktop Basic Concurrent Use Primary Maintenance
Start Date: 11/01/2025
End Date: 10/31/2026
Subscription ID: 8160229338
3010 3 87195 584.35 1,753.05
Please note Esri has introduced a price change and this quote reflects current pricing for your organization. It is important to us that we are
able to continue to deliver value through enhancements to products, solutions, and capabilities.
Your renewal provides access to all the benefits you are familiar with, which you can review at https://go.esri.com/maintenance
For questions related to the price change, please reach out to your assigned Esri Account Manager.
Quotation is valid for 90 days from document date.
Any estimated sales and/or use tax has been calculated as of the date of this quotation and is merely provided as a convenience for your
organization's budgetary purposes. Esri reserves the right to adjust and collect sales and/or use tax at the actual date of invoicing. If your
organization is tax exempt or pays state taxes directly,then prior to invoicing, your organization must provide Esri with a copy of a current
tax exemption certificate issued by your state's taxing authority for the given jurisdiction.
Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or
invoice program.
To expedite your order, please reference your customer number and this quotation number on your purchase order.
'�� � 380 New York St Quotation
• - ® Redlands, CA 92373-8118
esn Phone: + 190936939363936 Page 2
Fax#: 909-307-3083
Date: 08/02/2025 Quotation Number: 26297224 Contract Number: 00298018.1
Item Qty Material# Unit Price Extended Price
ArcGIS Desktop Basic Concurrent Use Secondary Maintenance
Start Date: 11/01/2025
End Date: 10/31/2026
Subscription ID: 8160229338
4010 50 154321 393.93 19,696.50
ArcGIS Online Creator User Type Annual Subscription (Pre 4.4 Pricing)
Start Date: 11/01/2025
End Date: 10/31/2026
Subscription ID: 8160229338
5010 1 161328 5,944.25 5,944.25
ArcGIS Enterprise Standard Up to Four Cores Maintenance
Start Date: 11/01/2025
End Date: 10/31/2026
Item Subtotal 33,121 .44
Estimated Tax 0.00
Total USD 33,121.44
DUNS/CEC: 06-313-4175 CAGE: OAMS3
--� 380 New York St Quotationje . ® Redlands, CA 92373 8118
' Phone: + 190936939363936 Page 3
�,__,e Fax#: 909-307-3083
Date: 08/02/2025 Quotation No: 26297224 Customer No: 216405 Contract No: 00298018.1
Item Qty Material# Unit Price Extended Price
Renew online by using a credit card, purchase order, or by requesting an invoice at
https://www.esri.com/en-us/quote-order/renew.
If there are any changes required to your quotation please respond to this email and indicate any changes in your invoice
authorization.
If you choose to discontinue your support, you will become ineligible for support benefits and services. All maintenance fees
from the date of discontinuation will be due and payable if you decide to reactivate your support coverage at a later date.
The items on this quotation are subject to and governed by the terms of this quotation, the most current product specific
scope of use document found at
http://assets.esri.com/content/dam/esrisites/media/legal/product-specific-terms-of-use/e300.pdf , and your applicable
signed agreement with Esri. If no such agreement covers any item quoted, then Esri's standard terms and conditions found
at http://assets.esri.com/content/dam/esrisites/media/legal/ma-full/ma-full.pdf apply to your purchase of that item. Federal
government entities and government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri's
GSA Federal Supply Schedule. Supplemental terms and conditions found at
http://www.esri.com/en-us/legal/terms/state-supplemental apply to some state and local government purchases. All terms
of this quotation will be incorporated into and become part of any additional agreement regarding Esri's offerings.
Acceptance of this quotation is limited to the terms of this quotation. Esri objects to and expressly rejects any different or
additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. Unless prohibited by
law, the quotation information is confidential and may not be copied or released other than for the express purpose of
system selection and purchase/license. The information may not be given to outside parties or used for any other purpose
without consent from Esri. Delivery is FOB Origin.
In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g.
M PA, EA, GSA, BPA) on your ordering document.
(t"
a s r i THE
WHERE
Texas DIR-CPO-4699 Customer Addendum to Purchase Order(the"LOL Addendum")
Pursuant to Section 12(c) of DIR Contract No. DIR-CPO-4699 (the "DIR Contract"), Environmental Systems
Research Institute, Inc. ("Esri" or "Successful Respondent") and the State of Texas, acting by and through
the Department of Information Resources ("DIR") have agreed to authorized exceptions to Section 10.12
("Limitation of Liability") of Appendix A to the DIR Contract.
WHEREAS, Esri and DIR have agreed Esri and a Customer may include in a Purchase Order a term limiting Esri's
liability to Customer for damages in any claim or cause of action arising under or related to such Purchase Order
and to limit Esri's liability to Customer for indemnification requirements under Section 10.1.1(A)(iii) of the DIR
Contract, provided such terms may only be valid if stated on a standalone page signed by both parties and attached
to or incorporated by reference into the corresponding Purchase Order; and
WHEREAS, Customer is procuring Esri Offerings or Services from Esri under the DIR Contract as a Customer and
the parties wish to further limit Esri's liability to the Purchase Order this LOL Addendum is attached to or referenced
therein;
NOW THEREFORE, the parties agree to the following:
1. Successful Respondent's liability for damages in any claim or cause of action arising under or related to the
Purchase Order shall not exceed two-times the total value of the Purchase Order. Such value includes all
amounts paid and amounts to be paid over the life of the Purchase Order to Successful Respondent by
such Customer as described in the Purchase Order.
2. Notwithstanding the foregoing or anything to the contrary herein, any limitation of Successful Respondent's
liability contained herein shall not apply to: claims of bodily injury; violation of intellectual property rights
including but not limited to patent,trademark, or copyright infringement; indemnification requirements under
the DIR Contract, except as allowed by subsection 10.12(D) of the DIR Contract; and violation of State or
Federal law including but not limited to disclosures of confidential information and any penalty of any kind
lawfully assessed as a result of such violation.
3. Successful Respondent's liability to for damages in any claim or cause of action arising under or related to
the Purchase Order for indemnification requirements under Section 10.1.1(A)(iii) of the DIR Contract shall
not exceed (i)$1 million or(ii)two-times the total value of the Purchase Order, whichever is greater. Such
limitation shall be distinct and calculated separately from any limitation included pursuant to
Section 10.12(B) of the DIR Contract. CUSTOMER HAS CONSULTED WITH LEGAL COUNSEL AND
CAREFULLY CONSIDERED POTENTIAL RISKS ASSOCIATED WITH A DATA BREACH TO
DETERMINE LIMITATIONS APPROPRIATE FOR THIS PURCHASE ORDER.
4. The term of this LOL Addendum will commence on the final signature date between the parties below and
shall remain in effect until the expiration or termination of the DIR Contract.
[INTENTIONAL BLANK]
G-682 Page 1 of 2 August 1,2023
The parties may sign this LOL Addendum in counterparts or via electronic signatures; such execution is valid even
if an original paper document bearing both parties' original signatures is not delivered. This LOL Addendum is
executed and effective as of the date of Customer signature below.
The authorized representatives of each party accept and agree to the terms of this LOL Addendum by signing
below:
Accepted and Agreed:
CITY OF PORT ARTHUR, a municipal ENVIRONMENTAL SYSTEMS
corporation RESEARCH INSTITUTE, INC.
(Customer) (Esri)(�
By: By: l ar.e:���"9�"
Printed Name: Ronald"Ron" Burton Printed Name: Tamisa Greening
Title: City Manager Title: Director, Contracts and Legal
Date:
G-682 Page 2 of 2 August 1,2023