To: Dale K. Weighill, Governmental Operations Committee Chairperson
From: Ken Koleda, GIS Director
title
RE: Approval of an agreement between Genesee County and ESRI, in an amount not to exceed $40,754.00, to provide for annual software maintenance; the cost of this agreement will be paid from account 1010-246.00-933.001 and 1010-000.00-123.000
recommendation
BOARD ACTION REQUESTED:
Approval to pay invoice for 2024/2025 annual GIS software maintenance
BACKGROUND:
Pooling ESRI maintenance has been an annual activity since 2004 with the creation of the GIS department.
DISCUSSION:
This is a beneficial effort to the county and the partner entities. There was an increase this year averaging about 5% plus there were two additional licenses acquired for County Parks.
IMPACT ON HUMAN RESOURCES:
NA
IMPACT ON BUDGET:
In approved budget. Software for the period of 11/1/24-10/31/25. Cost $40,754 from account number 1010-246.00-933.001 $37,292.70 for 11/1/24-9/30/25 for FYE 2025 and $3,461.30 from account number 1010-000.00-123.000 Prepaid expenses for 10/1/25-10/31/25 for FYE 2026. Most of the cost is pass-through and will be invoiced to individual entities that participate. Cost savings to all entities about $15k
IMPACT ON FACILITIES:
NA
IMPACT ON TECHNOLOGY:
This is essential for software support and updates. Software updates are occurring about bi-monthly and we do use tech support multiple occasions per year.
CONFORMITY TO COUNTY PRIORITIES:
This is a collaborative program across entities that allows all parties to reduce costs by pooling the maintenance fees. Therefore, this is helpful to both Collaborative Culture and Long-Term Financial Stability.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the GIS Director to authorize an expenditure for the yearly GIS Software licensing and maintenance package and to further authorize creating a Purchase Order to ESRI, Inc., in the amount of $40,754.00 for the term commencing November 1, 2024, through October 31, 2025, to be paid from account number 1010-246.00-933.001 in the amount of $37,292.70 for the portion for FYE 2025 and account number 1010-000.00-123.000 in the amount of $3,461.30 for the portion for FYE 2026, is approved (a copy of the memorandum request and ESRI Quotation being on file with the official records of the October 2, 2024 meeting of the Governmental Operations Committee of this Board), and the Chairperson of this Board is authorized to execute the Quotation document on behalf of Genesee County.