TO: Mayor and Commissioners
FROM: Jay Stacy, Chief Technology Officer
THROUGH: Terrence R. Moore, ICMA-CM
DATE: May 5, 2026
Title
APPROVAL OF RESOLUTION NO. 86-26 TO AWARD AN AGREEMENT TO ROK TECHNOLOGIES, LLC, FOR GIS CLOUD MANAGED SERVICES; UTILIZING CITY OF PEMBROKE PINES, FLORIDA SOLICITATION NO. TS-22-02- $360,000 FOR 3 YEARS AND 1 RENEWAL
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Recommended Action:
Recommendation
Motion to Approve Resolution No. 86-26 to award an Agreement to ROK Technologies, LLC for GIS cloud managed services in the estimated amount of $360,000 over 4 years, utilizing the Pembroke Pines, Florida Solicitation No. TS-22-02; 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 GIS cloud managed services to host the City of Delray Beach’s’ GIS environment. The proposal has an annual cost of $90,000 ($7,500/month) for GIS managed cloud services.
The centralized hosting of the GIS environment is necessary as GIS layers are shared with many City applications, such as Development Services Enterprise Permitting & Licensing software, Cityworks Asset Management and Work Order software, GIS Enterprise Mapping, and direct links to Public Safety software This will ensure the system is online and functional 99.99% of the time because of built-in disaster recovery and business continuity protocols. These needs are met by utilizing the same services solicited by Pembroke Pines, Florida
.
On April 20, 2022, Pembroke Pines, Florida, entered into a three (3) year agreement with ROK Technologies, LLC for GIS cloud managed services, with the option to renew for an additional one (1) year term.
On January 22, 2025, Pembroke Pines, Florida, entered into a three (3) year agreement with ROK Technologies, LLC for GIS cloud managed services, with the option to renew for an additional one (1) year term. Per Section 11 of the Service Level Agreement allows for the parties to mutually agree to extend the term of the agreement as set forth in a written amendment signed by the parties thereto.
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 - January 31, 2027 |
$ 90,000 |
|
Initial Term - Year 2 |
February 1, 2027 - January 31, 2028 |
$ 90,000 |
|
Initial Term - Year 3 |
February 1, 2028 - January 31, 2029 |
$ 90,000 |
|
Renewal - Year 1 |
February 1, 2029 - January 31, 2030 |
$ 90,000 |
|
|
Total: |
$ 360,000 |
This motion is in accordance with Code of Ordinances Chapter 36 Commission Approval Required
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.
Attachments:
1. Legal Review Checklist
2. Res no 86-26
3. City of Delray Beach FL MSA 2025-05-01 - 2028-04-30
4. Pembroke Pines Solicitation
5. Pembroke Pines Renewal Services Agreement 2025-28
Timing of Request: