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Home My WebLink AboutP.R. NO. 25166 AUTHORIZING THE RENEWAL OF THE LICENSE AND MAINTENANCE AGREEMENT WITH ENVIRONMENTAL SYSTEMS INSTITUTE, INC. itV (,tor( rtltu�� 7i cup 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. 25166 — 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. 25166, authorizing the renewal of the license and maintenance agreement with Environmental Systems Research Institute, Inc. (ESRI) of Redlands, California, for the ARCInfo GIS Software, in the amount of$39,700.62. 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,vs 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, 2026. 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 $39,700.62. Budget Impact: Funding for the renewal of this license and maintenance agreement is available in the GIS Other Contractual Services Account No: 001-13-029-5470-00-10-000. The cost of the agreement is $39,700.62. Recommendation: It is recommended that the City Council approve Proposed Resolution No. 25166, authorizing the renewal of the license and maintenance agreement with Environmental Systems Research Institute, Inc. (ESRI) in the amount of $39,700.62, 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 P.R. NO. 25166 09/16/2026 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 $39,700.62; FUNDING AVAILABLE IN THE GIS OTHER CONTRACTUAL SERVICES ACCOUNT NO. 001-13- 029-5470-00-10-000. 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, 2026; 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 $39,700.62 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. 25166 09/16/2026 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$39,700.62; and WHEREAS, funding for this expenditure is available in the GIS Other Contractual Services Account No: 001-13-029-5470-00-10-000. 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 $39,700.62, 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 Other Contractual Services Account No: 001-13-029-5470-00-10-000. P.R. NO. 25166 09/16/2026 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. 2026, 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: Christe Whitley Ned, TRMC, City Secretary APPROVED AS O FORM: Roxann Pais Cotroneo, City Attorney APPR VED FOR ADMINISTRATION: ). 16,1 70 onal "Ron" Burton, C , City Manager Pamela D. Langford, CP , Assistant City Manager-Operations/Director of Development Services APPROV AS TO E AIL ILITY OF FU NG: LA,�ov Ly a oswel , M.A., ICMA M, Clifton illiams, Purchasing Manager Director of Fi nce P.R. NO. 25166 09/16/2026 PDL PAGE 4 OF 4 Exhibit "A" u• Esri Incesr 380 New York St �. Redlands CA 92373-8118 Subject: Renewal Quotation Date: 08/02/2026 To: Fay Young Organization: City of Port Arthur Community Development Fax#: 409-983-8291 Phone#: 409-983-8164 From: Barbara Walker Fax#: 909-307-3083 Phone#: + 19093693936 Ext. 3936 Email: bwalker@esri.com Number of pages transmitted Quotation #26366641 (including this cover sheet): 4 Document Date: 08/02/2026 To complete your renewal and receive an invoice, visit the Maintenance Renewal Page at https://www.esri.com/en-us/quote-order/renew, enter the quote number, and contact email from your quote. Follow the ordering steps, and choose your preferred payment method - credit card, purchase order, or authorized invoice. Once submitted, your order will be processed, and an invoice will be emailed to confirm your renewal. Need to make changes? If you have the Perform Transaction Tasks permission in My Esri, you can update your quote. Sign in at https://my.esri.com, go to the Transactions tab, and select Quotes to make any needed changes. Benefits of keeping your term current: You may be entitled to exclusive benefits based on your licensing level. Learn more at https://www.esri.com/en-us/cp/maintenance. Terms and Conditions: For Esri product terms of use and purchase order terms, visit: http://www.esri.com/legal/licensing/software-license.html Need help? Contact Customer Service at 888-377-4575, option 5. • " ®380 New York St esn Redlands,CA 92373-8118 Quotation Phone: + 190936939363936 Fax#: 909-307-3083 Date: 08/02/2026 Quotation Number: 26366641 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 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 I exas UR-CPO-4699 10 1 195141 2,458.30 2,458.30 ArcGIS Online Professional Plus User Type Annual Subscription (Desktop Migration) (commercial 165537) Start Date: 11/01/2026 End Date: 10/31/2027 Subscription ID: 8160229338 1010 1 195141 2,458.30 2,458.30 ArcGIS Online Professional Plus User Type Annual Subscription (Desktop Migration) (commercial 165537) Start Date: 11/01/2026 End Date: 10/31/2027 Subscription ID: 8160229338 2010 1 195139 554.13 554.13 ArcGIS Online Creator User Type Annual Subscription (Desktop Migration) (commercial 153148) Start Date: 11/01/2026 End Date: 10/31/2027 Subscription ID: 8160229338 3010 3 195139 554.13 1 ,662.39 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 / esrio Redlands, CA 92373-8118 Quotation Phone: + 190936939363936 Page 2 Fax#: 909-307-3083 Date: 08/02/2026 Quotation Number: 26366641 Contract Number: 00298018.1 Item Qty Material# Unit Price Extended Price ArcGIS Online Creator User Type Annual Subscription (Desktop Migration) (commercial 153148) Start Date: 11/01/2026 End Date: 10/31/2027 Subscription ID: 8160229338 4010 50 154321 526.42 26,321.00 ArcGIS Online Creator User Type Annual Subscription (Pre 4.4 Pricing) Start Date: 11/01/2026 End Date: 10/31/2027 Subscription ID: 8160229338 5010 1 161328 6,246.50 6,246.50 ArcGIS Enterprise Standard Up to Four Cores Maintenance Start Date: 11/01/2026 End Date: 10/31/2027 Item Subtotal 39,700.62 Estimated Tax 0.00 Total USD 39,700.62 DUNS/CEC: 06-313-4175 CAGE: OAMS3 � • 380 New York St Quotation / r 1 ®Redlands,CA 92373-8118 11 esn Phone: + 190936939363936 Page 3 Fax#: 909-307-3083 Date: 08/02/2026 Quotation No: 26366641 Customer No: 216405 Contract No: 00298018.1 Item Qty Material# Unit Price Extended Price To expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g. MPA, EA, GSA, BPA) on your ordering document. 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.