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Home My WebLink About2012-08-14 City Council Agenda Item No. 04.-__.w. _ _ . _ rk REPORT TO CITY COUNCIL T0: HONORABLE MAYOR AND MEMBERS CAF THE CITY COUNCLI. FROM: THOMAS P. EVANS INTERIM CITY MANAGER DATE: AUGUST 14, 2412 SUBJECT: LICENSE RENEWAL AND WAIVER OF INFORMAL BID FOR ESRI ARCGIS SOFTWARE Recommendation It is recommended that City Council authorizes the Interim City Manager to renew the annual software maintenance agreement with the Environmental Systems Research Institute (ESRI). Background The City's maintenance agreement for ESRI ArcGIS software is due for renewal. Five (5) existing ArcGISlExtension licenses are currently shared with the GIS Analyst, the front counter and City staff. Nine (9) existing ArcPad licenses are currently used by City staff for field use. One (1) single use ArcGISlBusiness Analyst license is currently used by Economic Development staff. Discussion This renewal is exempt from the City's purchasing policy requiring informal bids because this is a sole source proprietary product sold by ESRI, the GIS standard for all City departments. AGENDA ITEM N0.4 Page 1 of 7 License Renewal and Waiver of Informal Bid for ESRI ARCGIS Software August 14, 2012 Page 2 Fiscal Impact The renewal cost is accounted for in the Fiscal year 2012-13 budget under account number 100-4351-413.20-15. The total cost of the renewal is $27,196.91 per the attached quotation. Attachments ESRI Maintenance Quote Prepared by: Cathy Barrozo GIS Analyst Approved by: Thomas P. Evans Interim City Manag r 2 Page 2 of 7 ~ Esri Inc 380 New York Street Redlands CA 92373 SUBJECT: MAINTENANCE QUCTE DATE: 03/30/2012 T0: Catheryne Barrozo ORGANIZATION: CITY OF LAKE ELSINORE FAX 951-674-2392 PHONE 951-674-3124 FROM: Michelle Burkholder FAX 909-793-4801 PHONE 909-793-2853 Ext. 2816 EMAIL: mburkholderC~esri.com Number of pages transmitted QUOTATION #25519794 (including this cover sheen: 5 DOCUMENT DATE: 03/30/2012 Please find the attached quotation for your forthcoming software maintenance term. Keeping your maintenance current entitles you to exclusive benefits, and if you choose to discontinue your coverage, you will become ineligible for these valuable benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your coverage at a later date. For details regarding the maintenance program benefits for your licensing, please visit http://www.esri.com/maintenancebenefits. Customers who have multiple copies of some Esri products may have the option of supporting some of their licenses with secondary maintenance. Please contact Customer Service to find out more about the availability of secondary maintenance. For information about Esri Desktop, Developer software, or Web services terms of use, as well as purchase order terms and conditions, please visit http://www.esri.com/legalllicensing/software-license.html. Do you need training? You can get affordable Esri software training for your entire organization with a subscription to Esri Virtual Campus. To find out how, visit the campus: http://campus.esri.com/campus/catalog/subscriptions For details about ECP discounts and waivers for non-profit users please visit http://www.conservationgis.org/grant If you have any questions or need additional information, please contact Customer Service at 888-377-4575 Option 5. Page 3 of 7 ~ 380 New York Street Redlands, CA 92373 ~ ~ O~C~~ ~ 0 Phone: 909-793-28532816 Fax 909-793-4801 Date: 03/30/2012 Quotation Number: 25519794 Send Purchase Orders To: Esri, Inc. 380 New York Street Redlands, CA 92373-8100 Attn: Michelle Burkholder CITY OF LAKE ELSINORE Please include the following remittance address 130 S MAIN ST on your Purchase Order: LAKE ELSINORE CA 92530 Esri, Inc. Attn: Catheryne Barrozo File #54630 Los Angeles, CA 90074-4630 Phone: 909-674-3124 Customer Number:1443 For questions regarding this document, please contact Customer Service at 888-377-4575. Item Qty Material# Unit Price Extended Price 10 1 52384 3, 000.00 3, 000.00 ArcGIS for Desktop Advanced (formerly Arclnfo) Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 1010 1 52396 500.00 500.00 ArcCOGO Floating Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 2010 1 86497 1, 500.00 1, 500.00 ArcGIS for Desktop Standard (formerly ArcEditor) Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 3010 1 87194 700.00 700.00 ArcGIS for Desktop Basic (formerly ArcView) Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 4010 2 87195 500.00 1, 000.00 ArcGIS for Desktop Basic (formerly ArcView) Concurrent Use Secondary Maintenance Start Date: 07/05/2012 This quotation is valid for 90 days and is subject to your Esri License Agreement. The quotation information is proprietary and may not be copied or released other than for the express purpose of system selection and purchase/license. This information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). 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. Issued By: Michelle Burkholder Ext: 2816 (BURKHOt~ERM] To expedite your order, please reference your customer number and this quotation number on your purchase order. Page 4 of 7 380 New Yor]c Street ~ Redlands, CA 92373 Q u otat i o n Phone: 909-793-28532816 Page 2 Fax 909-793-4801 Date: 03/30/2012 Quotation Number: 25519794 Item Qty Material# Unit Price Extended Price End Date: 07/04/2013 5010 1 87232 500.00 500.00 ArcGIS Spatial Analyst for Desktop Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 6010 1 8719$ 500.00 500.00 ArcGIS 3D Analyst for Desktop Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 7010 1 98696 500.00 500.00 ArcGIS Publisher for Desktop Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 $010 1 87192 400.00 400.00 ArcGIS for Desktop Basic (formerly ArcView) Single Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 9010 1 100571 500.00 500.00 ArcGIS Network Analyst for Desktop Concurrent Use Primary Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 100101 114511 250.00 250.00 ArcPad Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 11010 8 114511 250.00 2,000.00 ArcPad Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 120101 123234 14,795.00 14,795.00 Esri Business Analyst Desktop Basic National Maintenance Start Date: 07/05/2012 End Date: 07/04/2013 [BURKHOLDERM] Page 5 of 7 380 New York Street ~ Redlands, CA 92373 Q u atat i o n Phone: 909-793-28532816 Page 3 Fax 909-793-4801 Date: 03/30/2012 Quotation Number: 25519794 Item Qty Material# Unit Price Extended Price Subtotal 26,145.00 Estimated Taxes 1,051.91 Total $ 27,19fi.91 DUNS/CEC:Ofi-313-4175 CAGE:OAMS3 [BURKHOLDERM~ Page 6 of 7 380 New York Street ~ Redlands, CA 92373 Q u otat i o n Phone: 909-793-28532816 Page 4 Fax #:909-793-4801 Date: 03/30/2012 Quotation No: 25519794 Customer No:1443 Item Qty Material# Unit Price Extended Price BY SIGNING BELOW, YOU ARE INDICATING THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION. DO NOT USE THIS FORM FOR ORDER ACTIVATION IF YOUR ORGANIZATION WILL NOT HONOR AND PAY AN INVOICE THAT HAS BEEN ISSUED AT YOUR DIRECTION WITHOUT ADDITIONAL AUTHORIZING PAPERWORK. If you have made ANY alterations to the line items included in this quote and have chosen to sign the quote to indicate your acceptance, you must fax Esri the signed quote in its entirety in order for the quote to be accepted. If your organization is a US Federal, state, or local government agency; an educational facility; or a company that will not pay an invoice without having issued a formal purchase order, a signed quotation will not be accepted unless it is accompanied by your purchase order. 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. This transaction is governed exclusively by the terms of the above-referenced contract, if any, or Esri's standard terms and conditions at www.esri.com/legal. In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e,g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. By signing below, you are authorizing Esri to issue a software support invoice in the amount of $ ~1Q ~~,5 ~ ~ plus sales tax, if applicable. Please check one of the following: I a ree to a an a licable sales tax. g P Y Y PP I am tax exempt. Please contact me if Esri does not have my current exempt information on file. Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether Esri is a Prime Recipient, S -recipient, or Vendor for reporting purposes. I~{ ~ Signature of uthorized Repress ative Da e Name (Please Print) Title [BURKHOLDERMj Page 7 of 7