Sole_Source_-_ESRI,_Inc.pdf

SOLE SOURCE PROCUREMENT

SSP-2701

SOLE SOURCE - ESRI, INC

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: July 23, 2026

RESPONSE DEADLINE: August 22, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/gallupnm https://procurement.opengov.com/portal/gallupnm

City of Gallup

SOLE SOURCE PROCUREMENT

Sole Source - ESRI, Inc

I. Summary II. Scope of Work

III. Vendor Protest Submission

Attachments:

A - ESRI Sole Source_GIS SSP-2701

Sole Source Procurement #SSP-2701 Title: Sole Source - ESRI, Inc

1. Summary

THIS IS NOT A COMPETITIVE BID

The proposed contract action is for products or services for which the City of Gallup intends to negotiate and award with only one source under the authority of the City of Gallup Procurement Code Ordinance

Section 1-9-17 Sole Source Procurement. Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement in the future. Responses will not be considered as proposals, bids, or quotes.

The Procurement Services Division has received a request to make the following sole-source procurement:

Requesting Department/Office: Information Technology Services

Product and/or services to be purchased: Geographic Information System Software

Prospective Vendor/Contractor Information Name: ESRI (Environmental Systems Research)

Prospective Vendor/Contractor Address: 80 New York St, Redlands, CA 92373-8100

Prospective Vendor/Contractor Contact Name, Telephone Number, Email Address: Jessica Schott, 909-369-6090, jschott@esri.com

Anticipated Cost: $91,000.00

Term: Three (3) Years

2. Scope of Work

2.1. Sole Source Procurement

A sole source determination is not effective until the sole source request for determination has been posted for thirty (30) calendar days without challenge, and subsequently approved in writing by the the

Certified Procurement Officer. The foregoing requirement is regardless of whether the sole source request for determination has been signed by the Agency and/or the Contractor.

Contact Information:

Name of Agency: City of Gallup

Agency Chief Procurement Officer: Frances Rodriguez

Telephone Number: 505-863-1334

Email: frodriguez@gallupnm.gov

Vendor Information:

ESRI (Environmental Systems Research)

80 New York St, Redlands, CA 92373-8100

Jessica Schott, 909-369-6090, jschott@esri.com

Amount before tax: Ninety Thousand, Six Hundred Dollars ($90,600.00)

Estimated tax amount: Zero Dollars ($0.00)

Procurement of an enterprise-level Geographic Information System (GIS) software licensing agreement, including software maintenance and technical support from ESRI, Inc. This agreement will support the

City of Gallup’s enterprise-wide deployment and use of the ESRI ArcGIS Platform, which serves as the core infrastructure for geospatial mapping, spatial analysis, and operational needs. The ESRI Enterprise

Software suite includes ArcGIS Enterprise, ArcGIS Pro, ArcGIS Monitor, ArcGIS Online, ArcGIS Server, and various extensions, all of which provide advanced 3D mapping, spatial analysis, and data reporting capabilities for GIS, Public Works, Utilities, and Customer Care department users. The procurement covers 15 contributor licenses, 15 online contributor licenses, and 100 mobile creator/professional user types, tailored for small government entities serving populations between 0 and 25,000.

The City of Gallup’s spatial and mapping systems rely exclusively on the proprietary Esri ArcGIS platform, which only Esri is authorized to support and maintain. GIS is not just a mapping tool; it is a core database deeply integrated across municipal systems. Over the years, the City of Gallup has customized applications, data schemas, and APIs to work specifically with Esri, including: Utilities (Electric, Solid

Waste, Water, Wastewater) - real-time data integration, infrastructure tracking, and system modeling. •

Public Works & Asset Management: workflows and interfaces for work orders, asset management, and field data. • Planning, Zoning & Public Safety: parcel mapping, land use, zoning compliance, and emergency data. Switching to a non-Esri GIS platform is neither technically nor economically feasible because alternative software cannot directly use Esri’s database format, risking system disruption and mailto:frodriguez@gallupnm.gov data loss. In addition, migrating would require full replacement of spatial infrastructure, including new software, rebuilding integrations, converting data, and retraining staff—imposing significant and unnecessary costs on the City of Gallup and taxpayers.

The company has affirmed (memo from vendor is attached) that there is no other source for this item to include only authorized dealers, distributors that can represent or sell product or service.

The pricing structure was revised to align with modifications implemented in 2026. A fixed fee is paid for all licenses and extensions, with tiered rates for municipalities based on population size. Payment is made for the Small Government Enterprise Agreements (SLGEAs) covering the 0 to 25,000 population tier. Previously, charges were incurred for additional Professional, Creator, and extension licenses;

however, these are now encompassed within the fixed fee for SLGEAs.

The Esri ArcGIS platform features a proprietary architecture and patented technology that no other mapping vendor can provide. As the exclusive manufacturer and developer, Esri is the only source for essential software maintenance, security updates, and advanced technical support. The City’s municipal operations, including Utilities, Public Works, and Planning and Zoning, are specifically built on Esri’s framework, making continued support from Esri critical to ongoing operations.

The Esri ArcGIS platform uses a proprietary architecture and patented technology unavailable from other mapping vendors. As the sole manufacturer and developer, Esri is the only provider of essential software maintenance, security updates, and advanced technical support. Over the past 15 years, the

City of Gallup has built its municipal operations, including Utilities, Public Works, and Planning and

Zoning, on Esri’s framework, making continued Esri support vital to ongoing operations.

The City of Gallup conducted due diligence by evaluating the technical and operational requirements of maintaining its enterprise GIS. Because the City’s spatial databases, custom application programming, and live utility integrations (Utilities, Public Works, Planning & Zoning) are built natively on Esri’s proprietary framework, we confirmed that Esri is the sole manufacturer and exclusive direct provider of the Enterprise platform and direct software maintenance. No other vendors were considered because third-party platforms cannot legally access Esri’s technology or safely work with the City’s existing GIS data, making alternatives unworkable and costly.

BASED ON THE ABOVE FACTS, THE PURCHASING OFFICE HAS MADE THE DETERMINTION THAT THE

JUSTIFICATION FOR THE SOLE SOURCE PROCUREMENT IS IN ACCORDANCE WITH SECTION 13-1-126

NMSA 1978 AND WILL BE POSTED FOR A 30-DAY PERIOD PRIOR TO AWARD AND PURCHASE.

3. Vendor Protest Submission

3.1. Sole Source - Vendor Response*

If your firm feels it can provide this type of goods/service, please explain in this field.

*Response required

3.2. Sole Source - File Upload*

Upload any and all documentation that firm demonstrates it can provide this type of goods/service.

Example: Quotes, Literature, Specs, Qualification Statement, etc...

*Response required