TO: Mayor and Commissioners
FROM: Jay Stacy, Chief Technology Officer
THROUGH: Terrence R. Moore, ICMA-CM
DATE: July 14, 2026
Title
RETROACTIVE APPROVAL OF RESOLUTION NO. 86-26 TO AWARD AN AGREEMENT TO ROK TECHNOLOGIES, LLC, FOR GIS CLOUD MANAGED SERVICES AS AN APPROVED CITY STANDARD FOR A THREE (3) YEAR AGREEMENT WITH TWO (2) RENEWALS IN THE AMOUNT NOT TO EXCEED $530,000
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Recommended Action:
Recommendation
Motion to retroactively Approve Resolution No. 86-26 to award an Agreement to ROK Technologies, LLC for GIS cloud managed services in the estimated amount not to exceed $530,000 over 3 years with 2 renewals, and authorize the City Manager to exercise renewal options, in the amounts below, contingent upon appropriation of funds.
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Background:
The Information Technology Department requires cloud‑hosted GIS managed services to support and maintain the City’s Geographic Information System (GIS) environment. These services are essential for GIS data availability, disaster recovery, and system reliability.
The proposed agreement with ROK provides cloud hosting and management at an annual cost of $90,000 ($7,500 per month). Retroactive approval is requested because the prior contract expired on January 31, 2026, and services have continued from February 1, 2026, under the terms of this new agreement. A contingency amount is included to allow for future add‑ons or upgrades that may benefit the City.
GIS data is a critical component of many City operations and systems, including:
• Enterprise Permitting and Licensing (EPL) and Development Services systems
• Cityworks asset management and work order systems
• Tyler Munis utility billing
• GIS enterprise mapping
• Public Safety software integrations
ROK has more than 20 years of experience designing and supporting cloud‑based GIS environments. All City GIS data currently resides in ROK’s secure data center in Virginia, which provides both physical and electronic protections. Data is backed up every 15 minutes, supporting the City’s disaster recovery and business continuity standards. ROK has successfully supported the City for more than three years, and staff recommends entering into a new Master Services Agreement for a term of three years with two optional renewal periods. ROK’s GIS hosting solutions are widely used by municipalities, special districts, and other public agencies.
The agreement provides continuous GIS cloud services, unlimited technical support, and Esri software updates. Benefits include enhanced system reliability, offsite backups, and improved collaboration and productivity between departments. The Purchasing Department has waived the competitive process and approved this agreement as a City Standard.
Should the City exercise the renewal options provided in the contract, the cumulative contract value is provided below.
|
Estimated Contract Value |
|
Initial Term - Year 1 |
February 1, 2026 - May 31, 2027 |
$ 120,000 |
|
Initial Term - Year 2 |
June 1, 2027 - May 31, 2028 |
$ 90,000 |
|
Initial Term - Year 3 |
June 1, 2028 - May 31, 2029 |
$ 90,000 |
|
Renewal - Year 1 |
June 1, 2029 - May 31, 2030 |
$ 90,000 |
|
Renewal - Year 2 |
June 1, 2030 - May 31, 2031 |
$ 90,000 |
|
Contingency |
|
$ 50,000 |
|
|
Total: |
$ 530,000 |
This motion is in accordance with City Code of Ordinances Section 36.02, Commission Approval Required and Purchasing Policies; Limited or No Competition Acquisitions.
ATTACHMENTS:
1. Legal Review Checklist
2. Res No. 98-26
3 Approved City Standard Memo
4. Agreement CS2026-018
5. Vendor Signed SOW CS2026-018
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from 001-16-000-516.54-11 - Books Pubs Subs & Memberships Subscriptions.
Timing of Request:
Timely approval is requested