HomeMy WebLinkAboutOrdinance 5396 ORDINANCE NO. 5396
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH ESRI,INC.
IN THE AMOUNT OF$31,682.50 FOR MAINTENANCE AND UPGRADES TO
GEOGRAPHIC INFORMATION SYSTEM SOFTWARE FOR 2011 AND FOR
FUTURE YEARS
WHEREAS,when ESRI,Inc.was selected to provide GIS software to the City,the amount
at issue fell below the minimum required for competitive bidding; and
WHEREAS,the City has had an ongoing relationship with ESRI,Inc. since approximately
1996 related to software upgrades and maintenance on City GIS systems; and
WHEREAS, the renewal amount for GIS software upgrades and maintenance has now
exceeded that which would require the.solicitation of competitive bids, and
WHEREAS,it is in the best interests of the City to continue its relationship with ESRI,Inc.
related to GIS software and maintenance this year and in future years,
NOW,THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville,Arkansas hereby determines an
exceptional situation exists in which competitive bidding is deemed not feasible or practical and
therefore waives the requirements of formal competitive bidding and approves a contract with ESRI,
Inc. in the amount of$31,682.50 for software maintenance and upgrades to City GIS systems in
2011,and further waives the requirements of formal competitive bidding for future annual renewals.
PASSED and APPROVED this 5h day of April, 2011. o`�,° ®o s'
om G\TY 0
PF P
e FAYETTEVI LLE a
APPROVED: ATTEST: 9
GTOS
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- BBBB88B884EE4E�4d ''..
By: By: �.
VLIQf,4ELD JOPJVK, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
4/5/2011
City Council Meeting Date
Agenda Items Only
John Goddard Finance Information Technology
Submitted By Division Department
Action Required:
This agreement is to obligate funds for the ArcGIS suite of Software. This is an on-going software maintenance.
$ 31,682.50 $ 361,458.00 Maintenance
Cost of this request Category/Project Budget Program Category/Project Name
1010.1710.5415.00 $ 177,510.46 Information Technology
Account Number Funds Used to Date Program/Project Category Name
02055 $ 183,947.54 General
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
Previous Ordinance or Resolution#
D a Director Da e
Original Contract Date:
Original Contract Number:
orney Date
cli,
Finance and Internal Services Director Date Received in City(3-0 9-1 1 P 0 3 1 i ft C V D
Clerk's Office
-10-r f
hi of St Date
Received in iER
Mayor's Office td
aCor to
Comments:
Revised January 15,2009
fayi. V1 THE CITY OF FAYETTEVILLE,ARKANSAS
j DEPARTMENT CORRESPONDENCE
ARKANSAS
CITY COUNCIL AGENDA MEMO
To: Mayor Lioneld Jordan
Thru: Scott Huddleston
From: John God `f'
r
Date: 3/9/2011 .'
Subject: Renewal of Geographic Information System Software Maintenance Agreement(ESRI software)
DESCRIPTION: The Geographic Information System Software from ESRI has been used by the City since
1996. This is a propretary software and it is the primary mapping software used by the City with more that 40
Licenses in nearly every Division of the City.
RECOMMENDATION:
Staff recommends the renewal of this software agreement. This is a propretary software for which no other
entity can offer maintenance and support. It is a world standard for managing Geographic Information, and the
City is heavily invested in this system. Many City functions of the rely on it for routine information, and it is
critical in many operations. This includes the Police Dispatch, Fire, Engineering, Planning, Utilities.
BUDGET IMPACT:
$31,682.00
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH ESRI,INC.
IN THE AMOUNT OF$31,682.50 FOR MAINTENANCE AND UPGRADES TO
GEOGRAPHIC INFORMATION SYSTEM SOFTWARE FOR 2011 AND FOR
FUTURE YEARS
WHEREAS,when ESRI,Inc.was selected to provide GIS software to the City,the amount
at issue fell below the minimum required for competitive bidding; and
WHEREAS,the City has had an ongoing relationship with ESRI,Inc. since approximately
1996 related to software upgrades and maintenance on City GIS systems; and
WHEREAS, the renewal amount for GIS software upgrades and maintenance has now
exceeded that which would require the solicitation of competitive bids, and
WHEREAS,it is in the best interests of the City to continue its relationship with ESRI,Inc.
related to GIS software and maintenance this year and in future years,
NOW,THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville,Arkansas hereby determines an
exceptional situation exists in which competitive bidding is deemed not feasible or practical and
therefore waives the requirements of formal competitive bidding and approves a contract with ESRI,
Inc. in the amount of$31,682.50 for software maintenance and upgrades to City GIS systems in
2011,and further waives the requirements of formal competitive bidding for future annual renewals.
PASSED and APPROVED this 5th day of April, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN,Mayor SONDRA E. SMITH, City Clerk/Treasurer
•
esn® ESRI Inc
O 380 New York Street
REDLANDS CA 92373
SUBJECT: MAINTENANCE QUOTE
DATE: 01/04/2011
TO: John Goddard
ORGANIZATION: CITY OF FAYETTEVILLE
INFORMATION TECHNOLOGY DEPT
FAX#: 479-575-8316 PHONE#:479-575-8219
FROM: Patrick Whalen
FAX#: 909-307-3083 PHONE#:888-377-4575 Ext. 2470
EMAIL: pwhalen@esri.com
Number of pages transmitted QUOTATION#25455418
(including this cover sheet): 6 DOCUMENT DATE: 01/04/2011
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/legal/licensing/software-license.htmi.
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.
•
sn
®380 New York Street
(1peREDLANDS,CA 92373 Quotation
Phone:888-377-45752470
Fax M 909-307-3083
Date: 01/04/2011 Quotation Number:25455418
Send Purchase Orders To:
ESRI, Inc.
380 New York Street
Redlands, CA 92373-8100
Attn: Patrick Whalen
CITY OF FAYETTEVILLE Please include the following remittance address
INFORMATION TECHNOLOGY DEPT on your Purchase Order:
113 W MOUNTAIN ESRI Inc.
FAYETTEVILLE AR 72701 File#54630
Attn:John Goddard Los Angeles, CA 90074-4630
Customer Number:23472
For questions regarding this document,please contact Customer Service at 888377-4575.
Item Qty Material# Unit Price Extended Price
10 1 52384 3,000.00 3,000.00
Arcinfo Concurrent Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
1010 2 52385 1,200.00 2,400.00
Arclnfo Concurrent Use Secondary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
2010 1 86497 1,500.00 1,500.00
ArcEditor Concurrent Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
3010 2 86500 1,200.00 2,400.00
ArcEditor Concurrent Use Secondary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
4010 1 87232 500.00 500.00
ArcGIS Spatial Analyst Concurrent Use Primary Maintenance
Start Date: 04/02/2011
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: Patrick Whalen Ext:2470 ICSBATCHOOM]
To expedite your order,please reference your customer number and this quotation number on your purchase order.
380 New York Street
®REDLANDS,CA 92373 Quotation
(Ilesn Phone:888-377-45752470 Page 2
Fax#:909-307-3083
Date: 01/04/2011 Quotation Number:25455418
Item Qty Material# Unit Price Extended Price
End Date: 04/01/2012
5010 1 87198 500.00 500.00
ArcGIS 3D Analyst Concurrent Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
6010 1 98696 500.00 500.00
ArcGIS Publisher Concurrent Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
7010 4 87192 400.00 1,600.00
ArcView Single Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
8010 32 87193 300.00 9,600.00
ArcView Single Use Secondary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
9010 1 93303 1,500.00 1,500.00
ArcEditor Single Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
100101 100571 500.00 500.00
ArcGIS Network Analyst Concurrent Use Primary Maintenance
Start Date: 04/02/2011
End Date: 04/01/2012
110101 115680 5,000.00 5,000.00
ArcGIS Server Standard Enterprise Up to Four Cores from ArcIMS 9.1 Migrated Maintenance Includes ArcGIS
Server Basic Enterprise Up to Four Cores from ArcSDE 9.1 Migrated Maintenance Bundle
110201 109839
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: Patrick Whalen Ext: 2470 [GSBATCHDOMI
To expedite your order,please reference your customer number and this quotation number on your purchase order.
esr*i380 New York Street
®REDLANDS,CA 92373 Quotation
Phone:888-377-45752470 Page 3
Fax M 909-307-3083
Date: 01/04/2011 Quotation Number: 25455418
Item Qty Material# Unit Price Extended Price
ArcGIS Server Standard Enterprise Up to Four Cores Migrated Maintenance
Item equals$2,000.00 of the bundled price.
Start Date: 04/02/2011
End Date: 04/01/2012
110301 109840
ArcGIS Server Basic Enterprise Up to Four Cores Migrated Maintenance
Item equals$3,000.00 of the bundled price.
Start Date: 04/02/2011
End Date: 04/01/2012
Subtotal 29,000.00
Estimated Taxes 2,682.50
Total $ 31,682.50
DUNS/CEC:06-313-4175 CAGE:OAMS3
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: Patrick Whalen Ext:2470 tcsBATCHDOMI
To expedite your order,please reference your customer number and this quotation number on your purchase order.
esr*i380 New York Street
®REDLANDS,CA 92373 Quotation
Phone:888-377-45752470 Page 4
Fax#:909-307-3083
Date: 01/04/2011 Quotation Number: 25455418
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 SSRI 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 quotation is subject to the terms set forth herein and the terms of your agreement with Esri, if any,
or as otherwise provided by Esri's standard terms and conditions at www.esri.com/legal, which are
incorporated by reference. Federal Government entities and prime contractors buying under GSA
pricing/terms are subject to Esri's Federal Supply Schedule GS-35F-5086H. Acceptance is limited to 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. All terms of this quotation as
referenced above shall be incorporated into and are part of any further or additional agreement regarding
Esri's software data, web services, training, services and maintenance.
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 SSRI to issue a software support invoice in the amount of
$ plus sales tax, if applicable.
Please check one of the following:
I agree to pay any applicable sales tax.
I am tax exempt. Please contact me if ESRI does not have my current exempt information on file.
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: Patrick Whalen Ext: 2470 (CSBATCHDOMI
To expedite your order,please reference your customer number and this quotation number on your purchase order.
� 380 New York Street Quotation
n
®REDLANDS,CA 92373
Phone:888-377-45752470 Page 5
Fax#:909-307-3083
Date: 01/04/2011 Quotation Number:25455418 Customer Number: 23472
Item Qty Material# Unit Price Extended Price
Please indicate on your purchase order if this purchase is funded through the American Recovery and
Reines t Act, an ether SSRI is a Prime Recipient, Sub-recipient, or Vendor for reporting purposes.
signatitre of zed Representative Date
c on e f c„��rdtzr)
Name (Please Print) Title
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: Patrick Whalen Ext: 2470 IcssnrCHDOMI
To expedite your order,please reference your customer number and this quotation number on your purchase order.
NORTHWEST ARKANSAS
NEWSPAPERS-Lc
Northwest Arkansas Democrat Gazette
The Morning News of Springdale
The Morning News of Rogers RECEIVED
Northwest Arkansas Times
Benton County Daily Record MAY 02 2011
212 North East Avenue, Fayetteville Arkansas 72701/ PO Box 1607, 72702 CITY OF FAYETTEVILLE
PHONE: 479-571-6421 CITY CLERK'S OFFICE
AFFIDAVIT OF PUBLICATION
I, Cathy Wiles, do solemnly swear that I am Legal Clerk of the Northwest
Arkansas Newspapers LLC. Printed and published in Washington & Benton
County, (Lowell), Arkansas and that from my own personal knowledge
and reference to the files of said publication, the advertisement of: City
of Fayetteville- Ordinance #5396
April 21, 2011
Publication Charge : $ 97.28
Signed: ------ ------
Subscribed and swgrn to before me
This 2� day of 2011 .
Notary Public
Jim Mears �
Washington County 4
Commission Number 12374647
My Commission Expires: Notary Public-Arkansas
My Commission Fxoires 11;n.%0,20?�
Do not pay from Affidavit, an invoice will be sent
RECEIVED
MAY 0 2 2011
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE
ORDINANCE NO 5396
AN,GRDINANCE WAIVINGrTHE�REQUIREMENTS OF'
FORMAL COMPETITIVE BIDDING AND APPROVJNG.. ;r
p p
A CQNTRACT yVfTH ESRI INO IN THE'AMOUNT OF
$3�-68250FORMAINTENANCEANDUPGRADESTO AaKArISAS
GE0GRAPHIC`.14ORMATI
ON` YSTEM SOFTWARE
FOR'2011 AND,FOR FUTURE YEARS
,VYHEREAS;tiihen ESRI inc�was selected to provide GIS software to the"City the amount:.
at issue fell below the mmKrlbm r ulred fortcompetit bidding and
e9 m,.3,
WHEREAS,'the'City ha'a had�dn ongoing relationship vvith=ESR1,incx sinca approximately X
99fi6 relatetl to software yp�rades and maintenance on City GIS syatems;.and
3y
WHEREAS,,thb4enewal;'aineunt"for GIS=softwarerspgred da;and maintenance has"now,z
ezeeeded that which would reg61 t e solicitation of eompetitinve bitls ands
1NHEREAS a is'in the bestinteresta of the City W 6ohtinW lta.retatibnship vnth ESRI">Inc:<'
related to GIS software and rtlarntenance this,ygar and In future;years
NOMI THEREFORE,BE=1T ORDAINED BX`THE`CITY COUNCIL OF THE CITY OF
FAXEiTEVILLFs ARKANSAS ........... "
Section 1 That the Oly Coi