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HomeMy WebLinkAboutItem No. 04 Agreement Environmental Systems Inst for GIS Enterprise SoftwareText File City of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 www.lake-elsinore.org File Number: ID# 19-459 Agenda Date: 1/28/2020 Status: Approval FinalVersion: 1 File Type: Council Consent Calendar In Control: City Council / Successor Agency Agenda Number: 4) Page 1 City of Lake Elsinore Printed on 1/23/2020 REPORT TO CITY COUNCIL To: Honorable Mayor and Members of the City Council From: Grant Yates, City Manager Prepared by: Jason Simpson, Assistant City Manager Date: January 28, 2020 Subject: Three-Year Agreement with Environmental Systems Research Institute (ESRI) for Geographic Information System (GIS) to an Enterprise Software License Agreement Recommendation Authorize the City Manager to execute the agreement on an unlimited basis including maintenance for the firm, three-year commitment in the annual amount of $50,500, totaling $151,500.00. Background and Discussion The City of Lake Elsinore has been using ArcGIS products from Environmental Systems Research Institute, Inc. (ESRI) to manage its GIS service needs since 2006. These products consist of desktop applications, which provide one user with the ability to create, edit and publish maps, as well as limited, online storage of published content. This enables the City to provide useful, though limited maps and associated statistical content to its staff and its citizens. These ArcGIS products require the City to pay an annual maintenance fee of roughly $26,000 dollars for their continued use. This fee also provides for ten thousand online service credits from ESRI, which enable the City to publish a limited amount of cloud-based, online content to the ESRI servers. The cost to create and publish content to the ESRI servers fluctuates, depending on factors such as the amount and types of the content published. For this reason, it has become difficult to satisfy the needs of all of the various departments / systems that rely on the published GIS data, making it advantageous for the City to upgrade its current GIS environment. Licensing new ArcGIS products from ESRI will enable the city to host its own GIS environment in-house, thus, reducing the need to rely on ESRI for this hosting service. Authorized City staff can use these desktop products to produce new content or edit existing maps, as well as perform statistical analysis on its geodata but all content produced by staff is stored on ESRI servers. The City pays ESRI in “service credits” to store its content, as well as perform any sort of statistical analysis against stored content hosted by ESRI in the cloud. ESRI charges ten cents ($0.10) for each service credit. The City receives ten thousand service credits with its annual software maintenance renewal. These credits expire at the end of the year if they are not used. Much of the desired GIS work remains incomplete because staff have been trying to minimize ESRI License Agreement January 28, 2020 Page 2 of 2 unexpected, additional charges. This has had a direct impact on the City’s ability to serve timely, relevant GIS data to the EnerGov land management system and city customers. City staff, along with GIS consultants, recently met in order to identify all of the GIS options available to the City and they recommend continuing with the ArcGIS, Small Government Enterprise Option, which would enable the city to satisfy its immediate GIS needs, as well as to provide for their expected long-term growth. In order to facilitate this change, the City will need to restruct ure the manner in which it utilizes the ArcGIS products. The City should license an Enterprise version of the ArcGIS software, which will enable the City to host its own GIS environment in-house, on its own servers and in its own network environment. This will eliminate the need to publish data to the ESRI servers for the City’s everyday GIS use. By hosting its own GIS environment, it will enable the City to control its own GIS destiny, fix the costs for all GIS utilization and provide far more usable content in a timelier manner to its staff and citizens. The ArcGIS Small Government Enterprise Agreement option includes licensing for an unlimited number of server instances, along with five hundred user licenses. ArcGIS Online is a cloud-based repository for any content that needs publishing for wider consumption. It also includes a host of applications for publishing maps and performing analytical analysis of geodata. Fiscal Impact The Information Systems Internal Services Fund has funding available for the $151,500 to implement this agreement for the three-year period. Exhibits A – License Agreement @esri' December 31,2019 Jason Simpson City of Lake Elsinore 130 S Main St Lake Elsinore, CA 92530-4109 Dear Jason, The Esri Small Municipal and County Govemment Enterprise Agreement (EA) is a three-year agreement that will grant your orlanization u...r. to Esri@ term license software on an unlimited basis including maintenance on all softivare offered through the EA for the term of the agreement. The EA will be effective on the date executed and will require a firm, three-year commitment. Based on Esri,s work with several organizations similar to yours, we know there is significant potential to apply geographic information .ytti* (GIS) technolory in many operational and technical areas within yourtiganiration. For this reason, we believe that your organization will greatly benefit from an enterprise agreement. An EA will provide your organization with numerous benefits including: ' A lower cost per unit for licensed software I Substantially reduced administrative and procurement expenses r Maintenance on all Esri software deployed under this agreement . Complete flexibility to deploy software products when and where needed The following business terms and conditions will apply: r All current departments, employees, and in-house contractors of the organization will be eligible to use the software and services included in the EA' ! If your organization wishes to acquire and/or maintain any Esri software during the term of the ugr..n1.ni that is not included in the EA, it may do so separately at the Esri pricing that is generally available for your organization for software and maintenance. r The organization will establish a single point of contact for orders and deliveries and will be responsible for redistribution to eligible users' ! The organization will establish a Tier I suppgl:-enlerto field calls from internal users of Esri software. The organization may designate individuals as specified in the EA who may directly contact Esri for Tier 2 technical support' ' The organization will provide an annual report of installed Esri software to Esri' 909 793 2853 info@esri.com 380 New York Street Redlands, Califomia 92373-8 I 00 USA esri.com . Esri software and updates that the organization is licensed to use will be automatically available for downloading. . The fee and benefits offered in this EA proposal are contingent upon your acceptance ofEsri's Small Municipal and County Govemment EA terms and conditions' I Licenses are valid for the term of the EA. This program offer is valid for 90 days. To complete the agreement within this time frame, please contact me within the next seven days to work through any questions or concerns you may have. To expedite your acceptance ofthis EA offer: 1. Sign and return the EA contract with a Purchase Order or issue a Purchase Order that references this EA Quotation and includes the following statement on the face of the Purchase Order: "THIS PURCIIASE ORDER IS GOVERNED BY THE TERMS AND CONDITIONS OF'TIIE ESRI SMALL MUNICIPAL AND COUNTY GOVERNMENT EA, AND ADDITIONAL TERMS AND CONDITIONS IN THIS PURCHASE ORDER WILL NOT APPLY." Have it signed by an authorized representative ofthe organization. 2. On the first page of the EA, identify the central point of contact/agreement administrator. The agreement administrator is the party that will be the contact for management of the software, administration issues, and general operations. Information should include name, title (if applicable), address, phone number, and e-mail address. 3. In the purchase order, identify the "Ship to" and "Bill to" information for your organization. 4. Send the purchase order and agreement to the address, email or fax noted below: Esri e-mail: service@esri'com fax Attn: Customer Service SG-EA documents to: 909-307-3083 380 New York Street Redlands, CA 92373-8 I 00 I appreciate the opportunity to present you with this proposal, and I believe it will bring gteat benefits to your organization. Thank you very much for your consideration. Best Regards, Mike Sumich Small Govemment EA @esri lrT:::: Environmental Systems Research lnstitute, lnc. 380 New York St Redlands, CA 92373-81 00 Phone: (909) 793-2853 Fax: (909) 307-3049 DUNS Number: 06-313-4175 CAGE Gode: 0AMS3 To expedite your order, please attach a copy of this quotation to your purchase order. Quote is valid from: 12/31/2019 To: 3/30/2020 Material Qty Term 168179 1 Year 1 Populations of 50,001 to '1 00,000 Small Government Term Enterprise License Agreement Quotation # Q-404792 Date: December 31, 2019 Customer # 1443 Contract # City of Lake Elsinore Administrative Services 130 S Main St Lake Elsinore, CA 92530-4109 ATTENTION: Jason Simpson PHONE: (951) 674-3124 x362 EMAIL: jsimpson@lake-elsinore.org Unit Price Total $50,000.00 $50,000.00 168179 .t Year 2 $50,000.00 $50,000.00 Populations of 50,001 to '100,000 Small Government Term Enterprise License Agreement 168179 1 Year 3 $50,000'00 $50'000 00 Populations of 50,001 to 100,000 Small Government Term Enterprtse License Agreement Subtotal: $150,000.00 Sales Tax: $0.00 Estimated Shipping and Handling (2 Day Delivery): $0.00 conttu"tM Total: $150,000.00 Esri may charge a fee io cover expenses relaled to any customer requirement to use a proprietary vendor management, procurement, or invoice program- questions contact: ike Sumich Email: msumich@esri.com Phone: (909) 793-2853 x1921 The items on this quotation are subject to and governed by the terms of this quotation, the most current product specific scope of use document found at https:l/assets.esri.com/content/dam/esrisites/media/legal/product-specrficterms-:ef-uEei:e300.pdf , and your applicable signed agreement with Esri. lf no such ,gr""r"nt "orurr uny item quoted, then Esri's standard terms and conditions found at htt!s/go-,esri.Q,o-m/M-AP-$ apply to your purchase of that item. Federal government entities and government prime contractors authorized under FAR 51.1 may purchase under the terms of Lsri,s GSA Federal Supply Sctiedule. Supplemental terms and conditions found at https:l/www.esri.com/en-us/legal/terms/state-supplemental apply to some state and local government purchases. All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esri's offerings. Acceptance of this quotation is limited to the terms of this quotation. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. Unless prohibited by law, the quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchase/license. The information may not be given to outside parties or used for any other purpose without consent from Esri. Delivery is FOB Origin SUMICHM This offer is limited to the terms and conditions incorporated and attached herein. Esri Use Only: Cust. Name Cust. # PO# Esri Agreement # SMIALT ENTHRPKI$E AG Rfi HMH'{T EOL,hITY AruN MU N I CIP P,LI.{Y GOVERT']MT NT {E214-3) This Agreement is by and between the organization identified in the Quotation ("Customer") and Environmental Systems Research lnstitute, lnc. ("Esri"). This Agreement sets forth the terms for Customer's use of Products and incorporates by reference (i) the Quotation and (ii) the Master Agreement. Should there be any conflict between the terms and conditions of the documents that comprise this Agreement, the order of precedence for the documents shall be as follows: (i) the Quotation, (ii) this Agreement, and (iii) the Master Agreement. This Agreement shall be governed by and construed in accordance with the laws of the state in which Customer is located without reference to conflict of laws principles, and the United States of America federal law shall govern in matters of intellectual property. The modifications and additional rights granted in this Agreement apply only to the Products listed in Table A. Table A. List of Products &l_ 7ni 4iffi ^}ffi .&. & Bdn I s.-,r1iffiE"l.E&li*mefo"P 6 :o." \%.# ta* aPI * ta,;,ir..ry Uncapped Quantities Desktop Software and Extensions (Single Use) ArcG lS Desktop Advanced ArcGlS Desktop Standard ArcGlS Desktop Basic ArcGlS Desktop Extensions: ArcGlS 3D Analyst, ArcGlS Spatial Analyst, ArcGlS Geostatistical Analyst, ArcGlS Publisher, ArcGlS Network Analyst, ArcGlS Schematics, ArcGlS Workflow Manager, ArcGlS Data Reviewer Enterprise Software and Extensions ArcGlS Enterprise and WorkgrouP (Advanced and Standard) ArcGlS Enterprise Extensions: ArcGlS 3D Analyst, ArcGlS Spatial Analyst, ArcGlS Geostatistical Analyst, ArcGlS Network Analyst, ArcGlS Schematics, ArcGlS Workfl ow Manager Enterprise Additional Capability Servers ArcGlS lmage Server OTHER BENEFITS * Maintenance is not provided for these items -*Additional sets of backup media may be purchased for a fee Developer Tools ArcGlS Engine ArcGlS Engine Extensions:ArcGlS 3D Analyst, ArcGlS Spatial Analyst, ArcGlS Engine Geodatabase Update, ArcGlS Network Analyst, ArcGlS Schematics ArcGlS Runtime (Standard) ArcGlS Runtime Analysis Extension Limited Quantities One (1) Professional subscription to ArcGlS Developer* Two (2) Esri CityEngine Single Use Licenses 250 ArcGlS Online Viewers 250 ArcGlS Online Creators 37,500 ArcGlS Online Service Credits 250 ArcGlS Enterprise Creators 5 lnsights in ArcGlS EnterPrise 5 lnsights in ArcGlS Online Number of Esri User Conference registrations provided annually 4 Number of Tier 1 Help Desk individuals authorized to call Esrl 4 Mup media, if requested**2 Self-Paced e-Learninq Uncapped Five percerrt (5./.) discount on all individual commercially available instructor-led training classes at Esri facilities purchased outside this Agreemepl (pis66gnt does not apply to Small Enterprise Training Packa9e) Page 1 of 6 October 10, 201 I Customer may accept this Agreement by signing and returning the whole Agreement with (i) the Quotation attached, (ii) a purchase order, or (iii) another document that matches the Quotation and references this Agreement ("Ordering Document"). ADDITIONAL OR CONFLICTING TERMS lN CUSTOMER'S PURCHASE ORDER OR OTHER DOCUMENT WILL NOT APPLY, AND THE TERMS OF THIS AGREEMENT W]LL GOVERN. This Agreement is effective as of the date of Esri's receipt of an Ordering Document, unless othenryise agreed to by the parties ("Effective Date"). Term of Agreement: Three (3) vears This Agreement supersedes any previous agreements, proposals, presentations, understandings, and arrangements between the parties relating tothe licensing of the Products. Exceptas provided in Article4- Product Updates, no modifications can be made to this Agreement. Accepted and Agreed: (Customer) Authorized Signature Printed Name: Title: Date: CUSTOMER CONTACT INFORMATION By: Contact: Address: Country: Telephone: Fax: City, State, Postal Code:E-mail: Quotation Number (if apPlicable): Page 2 of 6 October 10,2019 1 .0-AoorroNAL DErtutrtorus ln addition to the definitions provided in the Master Agreement, the following deflnitions apply to this Agreement: "Case" means a failure of the Software or Online Services to operate according to the Documentation where such failure substantially impacts operational or functional performance. "Deploy", "Deployed" and "Deployment" mean to redistribute and installthe Products and related Authorization Codes within Customer's organization(s). "Fee" means the fee set forth in the Quotation. "Maintenance" means Tier 2 Support, Product updates, and Product patches provided to Customer during the Term of Agreement. "Master Agreement" means the applicable master agreement for Esri Products incorporated by this reference that is (i) found at https://www. esri. comlen-us/leqal/terms/fu ll-master- aqreement and available in the installation process requiring acceptance by electronic acknowledgment or (ii) a signed Esri master agreement or license agreement that supersedes such electronically acknowled ged master ag reement. "Product(s)" means the products identified in Table A-List of Products and any updates to the list Esri provides in writing. "Quotation" means the offer letter and quotation provided separately to Customer. "Technical Support" means the technical assistance for attempting resolution of a reported Case through error correction, patches, hot fixes, workarounds, replacement deliveries, or any other type of Product corrections or modifications. "Tier 1 Help Desk" means Customer's point of contact(s) to provide all Tier 1 Support within Customer's organization (s). "Tier 1 Support" means the Technical Support provided by the Tier 1 HelP Desk. "Tier 2 Support" means the Esri Technical Support provided to the Tier 1 Help Desk when a Case cannot be resolved through Tier 1 Support. 2.0-AoorroNAL GRarur oF LIcENSE 2.1 Grant of License. Subject to the terms and conditions of this Agreement, Esri grants to Customer a personal, nonexclusive, nontransferable license solely to use, copy, and Deploy quantities of the Products listed in Table A-List of Products for the Term of Agreement (i) for the applicable Fee and (ii) in accordance with the Master Agreement. 2.2 Consultant Access. Esri grants Customer the right to permit Customer's consultants or contractors to use the Products exclusively for Custome/s benefit. Customer will be solely responsible for compliance by consultants and contractors with this Agreement and will ensure that the consultant or contractor discontinues use of Products upon completion of work for Customer. Access to or use of Products by consultants or contractors not exclusively for Custome/s benefit is prohibited. Customer may not permit its consultants or contractors to install Software or Data on consultant, contractor, or third-party computers or remove Software or Data from Customer locations, except for the purpose of hosting the Software or Data on Contractor servers for the benefit of Customer. 3.0-TEnrvr, TenrutNnrloN, AND Exptnnrtot't 3.1 Term. This Agreement and all licenses hereunder will commence on the Effective Date and continue for the duration identified in the Term of Agreement, unless this Agreement is terminated earlier as provided herein. Customer is only authorized to use Products during the Term of Agreement. For an Agreement with a limited term, Esri does not grant Customer an indefinite or a perpetual license to Products' 3.2 No Use upon Agreement Expiration or Termination. All Product licenses, all Maintenance, and Esri User Conference registrations terminate upon expiration or termination of this Agreement. 3.3 Termination for a Material Breach. Either party may terminate this Agreement for a material breach by the other party. The breaching party will have thirty (30) days from the date of written notice to cure any material breach. 3.4 Termination for Lack of Funds' For an Agreement with government or government- owned entities, either party may terminate this Agreement before any subsequent year if Page 3 of 6 October 10,2019 Customer is unable to secure funding through the legislative or governing body's approval process. 3.5 Follow-on Term. lf the parties enter into another agreement substantially similar to this Agreement for an additional term, the effective date of the follow-on agreement will be the day after the expiration date of this Agreement. 4.O-Pnosucr UPDATES 4.1 Future Updates. Esri reserves the right to update the list of Products in Table A-List of Products by providing written notice to Customer. Customer may continue to use all Products that have been Deployed, but support and upgrades for deleted items may not be available. As new Products are incorporated into the standard program, they will be offered to Customer via written notice for incorporation into the Products schedule at no additional charge. Custome/s use of new or updated Products requires Customer to adhere to applicable additional or revised terms and conditions in the Master Agreement. 4.2 Product Life Cycle. During the Term of Agreement, some Products may be retired or may no longer be available to Deploy in the identified quantities. Maintenance will be subject to the individual Product Life Cycle Support Status and Product Life Cycle Support Policy, which can be found at httos ://su p oort. es ri. com/en/oth er- resources/product-life-cvcle. Updates for Products in the mature and retired phases may not be available. Customer may continue to use Products already Deployed, but Customer will not be able to Deploy retired Products. 5.0-MatNTENANcE The Fee includes standard maintenance benefits during the Term of Agreement as specified in the most current applicable Esri Maintenance and Support Program document (found at https://www. esri. com/en- us/leqal/terms/maintenance). At Esri's sole discretion, Esri may make patches, hot fixes, or updates available for download. No Software other than the defined Products will receive Maintenance. Customer may acquire maintenance for other Software outside this Agreement. Tier 1 Support 1. Customerwill provideTier 1 Support through the Tier '1 Help Desk to all Customer's authorized users. 2. The Tier 1 Help Desk will be fully trained in the Products. 3. At a minimum, Tier 1 Support will include those activities that assist the user in resolving howto and operational questions as well as questions on installation and trou bleshootin g proced u res. 4. The Tier 1 Help Desk will be the initial point of contact for all questions and reporting of a Case. The Tier 1 Help Desk will obtain a full description of each reported Case and the system configuration from the user. This may include obtaining any customizations, code samples, or data involved in the Case. 5. lf the Tier 1 Help Desk cannot resolve the Case, an authorized Tier 1 HelP Desk individual may contact Tier 2 Support. The Tier 1 Help Desk will provide support in such a way as to minimize repeat calls and make solutions to problems available to Customer's organization. 6. Tier 1 Help Desk individuals are the only individuals authorized to contact Tier 2 Support. Customer may change the Tier 1 Help Desk individuals by written notice to Esri. Tier 2 Support Tier 2 Support will log the calls received from Tier 1 Help Desk. Tier 2 Support will review all information collected by and received from the Tier 1 Help Desk including preliminary documented troubleshooting provided by the Tier 1 Help Desk when Tier 2 Support is required. Tier 2 Support may request that Tier 1 Help Desk individuals provide verification of information, additional information, or answers to additional questions to supplement any preliminary information gathering or troubleshooting performed by Tier 1 Help Desk. Tier 2 Support will attempt to resolve the Case submitted by Tier '1 HelP Desk. a, b. 1. 2. 1 4. Page 4 of 6 October 10,2019 5. When the Case is resolved, Tier 2 Support will communicate the information to Tier 1 Help Desk, and Tier 1 Help Desk will disseminate the resolution to the use(s). 6.0-EuooRSEMENr AND PuBLlclrY This Agreement will not be construed or interpreted as an exclusive dealings agreement or Customer's endorsement of Products. Either party may publicize the existence of this Agreement. 7.S*AonnrNr$TRArrvr Rrou tnemrrurs 7.1 OEM Licenses. Under Esri's OEM or Solution OEM programs, OEM partners are authorized to embed or bundle portions of Esri products and services with their application or service. OEM partners' business model, licensing terms and conditions, and pricing are independent of this Agreement. Customer will not seek any discount from the OEM partner or Esri based on the availability of Products under this Agreement. Customer will not decouple Esri products or services from the OEM partners'application or service. 7.2 Annual Report of Deployments. At each anniversary date and ninety (90) calendar days prior to the expiration of this Agreement, Customer will provide Esri with a written report detailing all Deployments. Upon request, Customer will provide records sufficient to verify the accuracy ofthe annual rePort. &"0*0nprRtNG, &DMlN,$TRATIvE FRocrounes, DELtvERY, p,ND DrpLovMcNr 8.1 Orders, Delivery, and DePloYment a. Upon the Effective Date, Esriwill invoice Customer and provide Authorization Codes to activate the nondestructive copy protection program that enables Customer to download, operate, or allow access to the Products. lf this is a multi-year Agreement, Esri may invoice the Fee before the annual anniversary date for each year. b. Undisputed invoices will be due and payable within thirty (30) calendar days from the date of invoice. Esri's federal lD number is 95-2775-732. c. lf requested, Esriwill ship backup media to the shipto address identified on the Ordering Document, FOB Destination, with shipping charges prepaid. Customer acknowledges that should sales or use taxes become due as a result of any shipments of tangible media, Esri has a right to invoice and Customer will pay any such sales or use tax associated with the receipt of tangible media. *.2 Order Requirements. Esri does not require Customer to issue a purchase order. Customer may submit a purchase order in accordance with its own process requirements, provided that if Customer issues a purchase order, Customer will submit its initial purchase order on the Effective Date. lf this is a multi-year Agreement, Customer will submit subsequent purchase orders to Esri at least thirty (30) calendar days before the annual anniversary date for each year. &.. All orders pertaining to this Agreement will be processed through Customer's centralized point of contact. i:. The following information will be included in each Ordering Document: (1) Customer name; Esri customer number, if known; and billto and ship-to addresses Order number Applicable annual payment due 3"0*MrnegRs, AcQut$lrl0N$, 0R NIvESTITURE$ lf Customer is a commercial entity, Customer will notify Esri in writing in the event of (i) a consolidation, merger, or reorganization of Customer with or into another corporation or entity; (ii) Customer's acquisition of another entity; or (iii) a transfer or sale of all or part of Customer's organization (subsections i, ii, and iii, collectively referred to as "Ownership Change"). There will be no decrease in Fee as a result of any Ownership Change. 9.1 lf an Ownership Change increases the cumulative program count beyond the maximum level for this Agreement, Esri reserves the right to increase the Fee or terminate this Agreement and the parties will negotiate a new agreement' 9"2 lf an Ownership Change results in transfer or sale of a portion of Customer's organization, that portion of Customer's organization will transfer (2) (3) Page 5 of 6 October 10, 201 9 the Products to Customer or uninstall, remove, and destroy all copies of the Products. 9.3 This Agreement may not be assigned to a successor entity as a result of an Ownership Change unless approved by Esri in writing in advance. lf the assignment to the new entity is not approved, Customer will require any successor entity to uninstall, remove, and destroy the Products. This Agreement will terminate upon such Ownership Change. Page 6 of 6 October 10,2019