HomeMy WebLinkAbout99-05 RESOLUTION• •
RESOLUTION NO. 99-05
A RESOLUTION AWARDING BID #05-31 TO ESRI, INC IN THE
AMOUNT OF $12,877.94 FOR THE PURCHASE OF ONE (1)
RUGGEDIZED LAPTOP COMPUTER WITH SOFTWARE AND
ACCESSORIES COMPRISING A GIS MOBILE EQUIPMENT
SYSTEM.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby awards Bid #05-31 to ESRI, Inc. in the amount of $12,877.94 for the
purchase of one (1) Ruggedized Laptop Computer with software and accessories
comprising a GIS Mobile Equipment System.
PASSED and APPROVED this 17th day of May 2005.
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By: [,a. QnMl,
SONDRA SMITH, City Clerk
ATTEST:
DAN COODY, Mayor
FAYETTEVIPI.E
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
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TO: DAN COODY, MAYOR
FROM: JOHN GODDARD, GIS COORDINATOR
THRU: SCOTT HUDDLESTON, INFORMATION TECHNOLOGY MANAGER
DATE: 5/2/2005
SUBJ: Purpose of Ruggedized Tablet PC: Field Data Collection
The information Technology Division is interested in bringing together several technologies that
will improve the accuracy and efficiency of collecting Geographic Data. This Ruggedized
mobile data collection system will combine Computer Hardware, software, and a Global
Positioning Systems (GPS), and allow our GIS data to be updated directly in field. This is
particularly helpful with utility data collection. This system will allow the user, not only to
collect the data, but also to compare, correct, and update multiple geographic datasets in the our
GIS while in the field.
• •
RESOLUTION NO.
A RESOLUTION AWARDING BID #05-31 TO ESRI, INC. IN THE
AMOUNT OF $12,877.94 FOR THE PURCHASE OF ONE (1)
RUGGEDIZED LAPTOP COMPUTER WITH SOFTWARE AND
ACCESSORIES COMPRISING A GIS MOBILE EQUIPMENT
SYSTEM.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby awards Bid #05-31 to ESRI, Inc. in the amount of $12,877.94 for the
purchase of one (1) Ruggedized Laptop Computer with software and accessories
comprising a GIS Mobile Equipment System.
PASSED and APPROVED this 17th day of May 2005.
ATTEST:
B
y.
DAN alga' 'jMayor
ESRI
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COGITCWfitnactria
April 28, 2005
Peggy Vice
Purchasing Manager
Purchasing Dept
City Of Fayetteville
113 W. Mountain St.
Fayetteville, AR 72701
Dear Ms. Vice:
Enclosed for your information, please find ESRI's response to the following request:
Client Bid#: 05-31
Request for Quote for GIS Mobile Equipment System
If you have any questions, please do not hesitate to contact me at + (928) 774-2543.
Sincerely,
l l 4,../TrA
Dean Gamer
Manager Hardware Marketing
ESRI 380 New York St., Redlands, CA 92373-8100, USA TEL 909-793-2853 - FAX 909.793-5953 - E-MAIL Info@esri.com - WEB www.esri.com
•
•
CITY OF FAYETTEVILLE
113 W. Mountain St.
Fayetteville, AR 72701
Bid # 05-31
aye ev„ie
INVITATION TO BID
DATE ISSUED: 4/13/05
DATE & TIME OF OPENING: 4/29/2005 2:00 P.M.
BUYER: Peggy Vice, Purchasing Manager, Room 306 - (479) 575-8289
F.O.B. Fayetteville, AR
Bid Specifications for "GIS Mobile Equipment System"
Specifications:
Computer
• Durability Requirements
o Rugged Tablet PC
• Processor
o 1.1 GHz (Centrino) Processor or Faster
• Memory Requirements
o 1 GB or Greater
• Hard Drive Requirements
o 80 GB / 4200 RM or Better
• Display Requirements
o 10.4" XGA Transmissive Sunlight/Indoor/Outdoor Readable Display
o Hardened Cover Glass with Active Interface Pen
• Battery Requirements
o 55 WH
• Wireless Requirements
o Integrated 802.11 B/G
o Integrated Bluetooth Module
• •
• Periphery Equipment
o USB 24 X CD — ROM
• Software Requirements
o Microsoft Windows XP Tablet PC Edition / ArcEditor Single Use License
Other Software / Hardware
• Trimble's GPS Analyst for Desktop ArcGIS
• Shoulder Carry Case with protective cover and three carry strap options.
o Must allow access to all ports
Computer Price: $10,t00A0
Computer Manufacturer: Xplorer Technologies
Other Software: $2,000.00
Other Hardware: $49.00
Tax: $728.94
Total: $12,877.94
• 1
Terms and Conditions
THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A
CONTRACT, OR A COMMITMENT OF ANY KIND; NOR DOES IT COMMIT THE
CITY TO PAY ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION
OF THIS BID.
1. All bids shall be submitted on forms provided by the City, with the item bid and
the bid number stated on the face of the sealed envelope. Bidders MUST provide the City
with their bids signed by an employee or officer having legal authority to submit bids on
behalf of the bidder. The entire cost of preparing, and providing responses shall be borne
by the bidder.
2. Bidders shall include all applicable local, state, and federal sales tax in this bid.
The responsibility of payment shall remain with the successful bidder. Tax amount
MUST be shown as a separate item.
3. Bids received after the date and time set for receiving bids will NOT be
considered. The City will NOT be responsible for misdirected bids. Vendors may call or
e-mail the Purchasing Office at (479) 575-8289 or purchasing@ci.fayetteville.ar.us , to
determine if their bid documents have been received prior to opening date and time listed
on the bid form.
Bids must be mailed to:
City of Fayetteville — Attn: Purchasing
113 West Mountain St.
Fayetteville, AR 72701
4. The City reserves the right to accept or reject any or all bids, waive formalities in
the bidding and make a bid award deemed to be in the best interest of the City. The City
shall be able to purchase more or Tess than the quantity indicated subject to availability of
funds.
5. Each bidder MUST state on the face of the bid form the anticipated number of
days from the date of receipt of order, to the date of delivery of the completed units to the
City of Fayetteville, Arkansas.
7. The purchased product will be delivered F.O.B.
Attn: GIS / John Goddard
113 W Mountain Street
Fayetteville, Arkansas 72701
• •
8. Standard Manufacturer's Warranty shall apply to each unit as specified if
applicable. A copy of the applicable warranty MUST accompany the bid, with any
exception to the warranty clearly noted on the Bid Form. Warranty on
accessories/equipment furnished by an after market vendor MUST be noted. Full New
Unit Warranty shall apply regardless of operating hours shown at time of delivery, unless
it is the case that the vehicle being purchased is a used vehicle that lacks a transferable
warranty.
9. Any exceptions to the requirements of the City of Fayetteville MUST be noted on
the Bid Form. If products and/or components other than those described on this bid
document are proposed, the bidder must include complete descriptive literature, and
technical specifications. The City reserves the right to request any additional information
it deems necessary from any or all bidders after the submission deadline.
12. All items marked, "MANDATORY REQUIREMENT FOR CONSIDERATION
OF BID" MUST be completed and returned with the bid, or the bid may be considered as
non-responsive and rejected on that basis.
BASIC SPECIFICATIONS
These are MINIMUM SPECIFICATIONS ONLY, and are not limited or restricted to
the following.
Alternates will be considered, each supplier must clearly states on the face of his proposal
exactly what he proposes to furnished. All necessary descriptive material will clearly
indicate the character of the article covered by his bid. All Bids are subject to Staff
analysis, replacement parts availability, warranty service availability, and
Manufacturer/Distributor/Dealer Field support of operational units will be considered.
ANY BIDDER, WHETHER A MANUFACTURER OR DESIGNATED DEALER, WHO CAN
PROVIDE MATERIALS , FEATURES OR OPTIONS TO MEET THE SPECIFICATIONS
OUTLINED HEREIN, AND WILLFULLY FAILS TO DO SO BECAUSE OF PRICE, OR TO
GAIN A PRICING ADVANTAGE IN A COMPETITIVE BID SITUATION WILL BE DEEMED
NON-RESPONSIVE. NO FURTHER CONSIDERATION OF THEIR BID SUBMISSION WILL
BE MADE. SHOULD THEIR CURRENT LITERATURE OR PRICE LISTS FOR MATERIALS,
FEATURES, OR OPTIONS INDICATE THEIR ABILITY TO PROVIDE SAME TO MEET
THESE SPECIFICATIONS, AND THEY FAIL TO DO SO, THEY WILL BE DEEMED NON-
RESPONSIVE, AND DECLARED INELIGIBLE TO RECEIVE THE AWARD FOR THE UNIT
SPECIFIED. FINALLY, ANY CLAIMS THAT AN ITEM BID EXCEEDS THE STATED
SPECIFICATION MUST BE DEMONSTRATED IN A PERFORMANCE DEMONSTRATION IN
DIRECT COMPETITION WITH OTHER UNITS BID BY OTHER MANUFACTURERS PRIOR
TO AN AWARD, OR THE BID WILL BE DEEMED UNRESPONSIVE FOR FAILURE TO
SUBSTANTIATE THE CLAIM.
Field demonstrations of currently operational units which are offered as a substitute,
variation, or deviation may be required as part of Staff analysis, at the option of Staff
members, or other qualified interested parties. Properly documented referrals may be
required of vendors, which allow field evaluation of units in a comparable operational
area.
• •
The City also reserves the right to reject any or all bids and will be the sole judge of what
comprises the best, and most advantageous unit to meet the needs of the City.
The Bidder understands the City of Fayetteville reserves the right to reject any or
all bids and to waive formalities deemed to be in the City's best interest.
Bidder agrees that this bid shall be good and may not be withdrawn for
a period of sixty (90) calendar days after the scheduled closing time for
receiving bids.
COMPANY NAME Environmental Systems Research Institute, Inc. (ESR1)
CONTACT PERSON Dean Garner
TITLE
ADDRESS
TELEPHONE
E -Mail
SIGNATURE:
hardware Partner Relations and Resale Marketing Manager
380 New York Street
Redlands, CA 92373-8100
(928) 774-2543 FAX (928) 774-2994
dgarner alesri.com
Donald J. Berry, Jr., Dimer or Operations
All inclusive bids must be submitted no later than 4/29/2005 at or before 2:00 PM to the
City of Fayetteville, Purchasing Office, Room 306, 113 West Mountain Street,
Fayetteville, Arkansas, 72701 in a sealed envelope marked "GIS Mobile Equipment
System" "Bid 04-85." Each bidder will be required to meet or exceed the specifications.
Any deviation must be noted with specifications attached to bid. Questions should be
directed to:
John Goddard
Phone: (479)575-8219
Email: igoddard(7a,ci.fayetteviIIe.ar.us
All questions related to the bidding process should be directed towards the purchasing
division at purchasing@cilayetteville.ar.us
• •
Addendum #1 April 13, 2005
City of Fayetteville 479/575-8289
113 W. Mountain
Fayetteville, AR 72701
Bid 05-31 GIS Mobile Equipment System
List Computer Manufacturer under Computer Price
Please address questions about the Bid to
John Goddard (479) 575-8219 or related
questions to Peggy Vice at 479/575-8289.
• •
Comments
to
City of Fayetteville
Invitation to Bid No. 05-31
Environmental Systems Research Institute, Inc. (ESRI), is pleased to submit this quotation to the
city of Fayetteville, Arkansas, for hardware and certain ESRI software. Acceptance of ESRI's
quotation shall be limited to the terms and conditions of the attached ESRI Quotation Terms and
Conditions (G-272), and the Master Purchase Agreement signed between the state of Arkansas
and ESRI, ESRI Contract No. 2002MPA2607, dated June 4, 2002.
Per item 8 of city of Fayetteville's Terms and Conditions:
The limited warranty with respect to ESRI software as specified in the Master Purchase
Agreement is as follows:
Limited Warranty—For a period of ninety (90) days from the later of the date of keycode
issuance or date of delivery of the Software, Data, or Documentation to Licensee, ESRI
represents and warrants that (i) the unmodified Software will substantially conform to the
published Documentation and (ii) the media upon which the Software, Data, and Documentation
are provided will be free from defects in materials and workmanship under normal use and
service.
Hardware:
ESRI is a value-added hardware reseller. ESRI will pass through any hardware warranty from
the hardware manufacturer directly to the Licensee.
SUCH WARRANTIES AND INDEMNITIES ARE IN LIEU OF AND THIS AGREEMENT
EXCLUDES ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN,
INCLUDING, WITHOUT LIMITATION, (i) ANY WARRANTY THAT THE HARDWARE
IS FAULT -FREE, WILL OPERATE WITHOUT INTERRUPTION, OR IS COMPATIBLE
WITH ALL EQUIPMENT AND SOFTWARE CONFIGURATIONS; AND (ii) ANY AND
ALL WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR
PURPOSE, NONINTERFERENCE, SYSTEM INTEGRATION, AND NONINFRINGEMENT.
P05 -0511/a 1 April 2005
ESRI
• •
ESRI QUOTATION TERMS AND CONDITIONS
ESRI, 380 New York St., Redlands, CA 92373-8100 USA • TEL 909-793-2853 • FAX 909-793-5953
All quotations are valid for ninety (90) days unless otherwise stated on the quotation form. These prices and terms are valid
only for items purchased for use and delivery within the United States.
This quotation information is proprietary and may not be copied or released other than for the express purpose of the current
system selection and purchase. This information may not be given to outside parties or used for any other purpose without
written consent from Environmental Systems Research Institute, Inc. (ESRI).
To expedite your order, please reference the quotation number on your purchase order.
ORDER PROCESS
The order process is initiated when ESRI receives an original purchase order or some form of advance payment. Several
additional documents (e.g., Software License Agreement, credit application, and Tax Exemption Certificate) will be required
to complete the order process. Generally, the need for these documents varies by the type of software ordered, which is
determined upon receipt of the purchase order (or advance payment). If delivery must be expedited, please contact your
marketing representative for assistance.
IMPORTANT! Collectively, these documents contain the authorizations and information necessary to ship proper versions
of the software, on the correct media. Please return them promptly to avoid unnecessary delays in shipping. Please return all
documents by mail or express courier, or as otherwise directed.
Please show the following remittance address on your purchase order:
ESRI, File No. 54630, Los Angeles, CA 90074-4630
ESRI SOFTWARE LICENSING
All ESRI software offered in this quotation are commercial off-the-shelf software developed at private expense and subject to
ESRI commercial license terms. Most ESRI software programs are subject to the ESRI License Agreement included with the
software programs and in the packaging. A copy is enclosed. If you license certain software programs, a Master License
Agreement signed by both parties may be required. Some ESRI software is copy protected with a software keycode or
hardware key. You will be given instructions to access the keycode through the ESRI Web site or by other means.
MAINTENANCE
After expiration of any complimentary period of maintenance that may apply to the licensed software, ESRI will quote
maintenance payable annually in advance. A reinstatement fee applies when maintenance has lapsed. For software and data
with optional multiyear maintenance for a discounted fee, the discounted maintenance fees are in consideration of, and
contingent upon, your commitment to the maintenance term you elect in your order. For such multiyear maintenance, you
may cancel the maintenance upon ninety (90) days advanced written notice to ESRI Customer Service, subject to payment of
fifty percent (50%) of the outstanding maintenance fees for the maintenance term initially ordered. No other refund or
reduction for cancellation is available.
DELIVERY
FOB Redlands, CA, USA
Software: Allow thirty (30) days from ESRPs receipt of purchase order, signed Software License Agreement(s), and other
documents, as required.
Hardware: Manufacturer's terms apply. Lead times depend on make/models purchased.
Note: Standard delivery method is ground or two-day air for software and surface carrier for hardware. Actual delivery
method may vary depending on weight. Other service is available for an additional fee (e.g., overnight delivery).
G-272/KMM
Page I 4/22/05
•
• •
PAYMENT TERMS
Net thirty (30) days, on approved credit. Orders below $800 require prepayment by check or credit card unless your
organization is a government agency, university, college, or Fortune 500 company.
TAXES
Prices quoted do not include applicable sales or use taxes unless so stated. In preparing your budget, please allow for
applicable sales tax. ESRI reserves the right to collect sales tax assessed by states as required by law. ESRI will add state
sales tax to the invoice unless proof with the order is shown to ESRI that your organization is tax exempt or pays state tax
directly.
G-272/KMM
Page 2 4/22/05
John Goddard
Submitted By
• City of Fayetteville •
Staff Review Form
City Council Agenda Items
or
Contracts
17 -May -05
City Council Meeting Date
Information Technology
Division
Action Required:
Administrative Services
Department
Approval of the Purchase of Ruggedized Tablet PC for use in field data collection. Using GIS and GPS technology
software.
$12,877.94
Cost of this request
4470-9470-5801-00
Account Number
02055
Project Number
Budgeted Item
X
90,119.00
Category/Project Budget
41, 876.21
Funds Used to Date
48, 242.79
Remaining Balance
Budget Adjustment Attached
GIS
Program Category / Project Name
IT IMPROVEMENTS
Program / Project Category Name
Sales Tax Capital Improvements
Fund Name
Department Director
d 3•AJi
Date
ss
City Attorney
Finance and Inte nal Service Director
/dat/L Ota
Mayor
Comments:
(
C.-
Date
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Clarice Pearman - Res. 99-05 Page 1
From: Clarice Pearman
To: Huddleston, Scott
Subject: Res. 99-05
Scott,
Attached is a copy of the resolution passed by City Council, May 17, 2005 regarding the GIS mobile
equipment system.
Thanks.
Clarice