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Home My WebLink AboutB- 6 Waive Bidding and Award Purchase of GIS System for Light & Water to ESRI AND Compaq 9/Z/70.0 August 21, 2000 110 Ir V 0 A ► 9 ' I TO: Honorable Mayor & Members of the City Council FROM: Ann Graf Gaynor, Information Services Manager VIA: Rick Cole, City Manager,-- RE: Waiving of formal bidding and award purchase of a GIS System for Light & Water To ESRI and Compaq Computer RECOMMENDATION Staff recommends that the City Council pass the attached Resolution waiving formal sealed bids in accordance with Azusa Municipal Code Section 2-536 due to the fact that Compaq is covered under the California Multiple Award Schedule which allows cities to waive formal bidding; and waive formal sealed bids in accordance with Azusa Municipal Code 2-523 due to the fact that ESRI is our sole source for GIS software. Staff recommends that the purchase of Computers and software bundle as configured in (attached) quotes, the upgrade of Arcview 7 to Arview 8, and software maintenance for 2 years be awarded to ESRI. Total purchase price (including tax) is $ 33,330.18. BACKGROUND In February the city made a commitment to develop a GIS system; a GIS workstation and plotter was purchased for the new GIS Technician position and several map layers have been produced. Now that this position is being filled, it is time to begin to deploy and implement GIS throughout the city. This equipment is being purchased to begin deployment at the Light & Water Department. The Light & Water Department will begin with a point forward GIS approach using the base map that has already been developed, then will tackle the conversion of exsisiting data. This process will be supplemented with a free software product from ESRI called ArcFM; this is a water distribution model. With this purchase and implementation of GIS at the Light & Water Department phase one of the GIS implemenation is virtually complete. Purchasing these tools in this bundle allows a significant cost savings, as a single license of Arclnfo is $18,000.00 and ArcView is $1,200.00. FISCAL IMPACT .770 d0/./ Cr This has been budgeted in the Light & Water CIP. C "�. Environmental Systems Research Institute, Inc. • 380 New York Street Redlands, California 92373-8100 Phone: 520-774-2543 CO MM a -mm Fax: 520-774-2994 Announcing A special promotional offer of ArclnfoTM 8 packaged with Compaq SP750 and AP550 Professional Workstations or a Compaq Armada E500 Notebook for U.S. customers only Package 1 Compaq SP750 Professional Workstation 866 MHz Intel Pentium III Xeon with 256 KB Level 2 Cache Integrated on Processor, Minitower, 256 MB (2 x 128 MB RDRAMs) of Memory, 17" FD Trinitron P700 Color Monitor with 32 MB SDRAM ELSA Synergy II Graphics, 18.2 GB (10,000 rpm) Wide Ultra3 SCSI Hard Drive, 40X IDE CD—ROM, 1.44 MB Floppy Drive, Fast Ethernet Card, Windows NT 4.0, and ArcInfo 8 Item: SP75P866A/I Unit Price: $12,995 Package 2 Compaq AP550 Professional Workstation 866 MHz Intel Pentium III with 256 KB Level 2 Cache Integrated on Processor, Convertible Minitower, 256 MB (2 x 128 MB RDRAMs) of Memory, 17" FD Trinitron P700 Color Monitor with 32 MB SDRAM ELSA Synergy II Graphics, 18.2 GB (10,000 rpm) Wide Ultra3 SCSI Hard Drive, 40X IDE CD—ROM, 1.44 MB Floppy Drive, Fast Ethernet Card, Windows NT 4.0, and Arclnfo 8 Item: AP55P866A/I Unit Price: $12,300 Package 3 Compaq Armada E500 Notebook with 700 MHz Intel Mobile Pentium III with SpeedStepTM, with 256 KB Integrated Cache, 320 MB (256 MB and 64 MB SDRAM Memory Modules) of Memory, 15" CTFT (1,024 x 768) Color Display with 8 MB SDRAM Graphics, 12 GB SMART Hard Drive, 8X DVD—ROM, 1.44 MB Floppy Drive, Mini-PCI 56K V.90 Modem and 10/100 Network Interface Card Combo, Windows NT 4.0, and Arclnfo 8 Item: E500700A/I Unit Price: $12,500 J-8073/DM 1 6/9/00 Environmental Systems Research Institute, Inc. 380 New York Street II Redlands, California 92373-8100 MEM cam a Phone: 520-774-2543PA Fax: 520-774-2994 A special promotional offer of ArcView° GIS packaged with Compaq SP750 and AP550 Professional Workstations or a Compaq Armada E500 Notebook for U.S. customers only Package 1 Compaq SP750 Professional Workstation 866 MHz Intel Pentium III Xeon with 256 KB Level 2 Cache Integrated on Processor, Minitower, 256 MB (2 x 128 MB RDRAMs) of Memory, 17" FD Trinitron P700 Color Monitor with 32 MB SDRAM ELSA Synergy II Graphics, 18.2 GB (10,000 rpm) Wide Ultra3 SCSI Hard Drive, 40X IDE CD—ROM, 1.44 MB Floppy Drive, Fast Ethernet Card, Windows NT 4.0, and ArcView GIS Item: SP75P866AV Unit Price: $6,500 Package 2 Compaq AP550 Professional Workstation 866 MHz Intel Pentium III with 256 KB Level 2 Cache Integrated on Processor, Convertible Minitower, 256 MB (2 x 128 MB RDRAMs) of Memory, 17" FD Trinitron P700 Color Monitor with 32 MB SDRAM ELSA Synergy II Graphics, 18.2 GB (10,000 rpm) Wide Ultra3 SCSI Hard Drive, 40X IDE CD—ROM, 1.44 MB Floppy Drive, Fast Ethernet Card, Windows NT 4.0, and ArcView GIS Item: AP55P866AV Unit Price: $5,800 Package 3 Compaq Armada E500 Notebook with 700 MHz Intel Mobile Pentium III with SpeedStepTM, with 256 KB Integrated Cache, 320 MB (256 MB and 64 MB SDRAM Memory Modules) of Memory, 15" CTFT (1,024 x 768) Color Display with 8 MB SDRAM Graphics, 12 GB SMART Hard Drive, 8X DVD—ROM, 1.44 MB Floppy Drive, Mini-PCI 56K V.90 Modem and 10/100 Network Interface Card Combo, Windows NT 4.0, and ArcView GIS Item: E500700AV Unit Price: $5,995 J-8074/DM 1 6/11/00 DATE: 02/24/100 TIME: 08:47 AM TO: 1628812951.7 ESRD ^ ,, PAGE: 002-003 pe dr\cNik 380 NeYork St. l v c Alp �� Redlands, CA 923373 Quotation .1 TM ESR/ Rhone. 888-377-4E75 �a�aFax #: 909-307-3083 Date: 02/24/2000 Quotation Number: 25027338 Send Purchase Orders To: ESRI, Inc. 380 New York Street Redlands, CA 92373-8100 CITY OF AZUSA Attn: Neil Tomlinson COMMUNITY DEVELOPMENT ENGINEERING Please include the following 213 E FOOTHILL remittance address on your AZUSA CA 91702-1395. Purchase Order: ESRI Inc. File #54630 Phone: 626-812-5261Los Angeles, CA 90074-4630 'Customer Number: 12471.3 Item Qty Product#Description Unit Price Extended Price 10 1 52384 MAINT,PRIM,ARCINFO,FL 1,500.00 1,500.00 Maintenance on Primary ARC/INFO Floating License Start Date: 02/09/1999 End Date: 02/08/2000 20 1 52384 MAINT,PRIM,ARCINFO,FL 3,000.00 3,000.00 Maintenance on Primary ARC/INFO Floating License Start Date: 02/24/2000 End Date: 02/23/2001 Subtotal 4,500.00 Shipping & Handling Sales Tax 371.25 Estimated Taxes Total $ 4,871.25 This quotation is valid for 90 clays. 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: Neil Tomlinson Ext: 2325 ,rorauNSONN] To expedite your ;r ler, please reference your customer number and this quotation number on your purchase order. DATE: 08/04/100 TIME: 10:29 AM TO: 16263346358 ESRI PAGE: 002-003 igt �TM ESRI Quotation #20014481 r".-if Date: August 03, 2000 ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. Customer #188579 , Contract # California Regional Office CITY OF AZUSA 380 New York Street MIS DEPT Redlands, CA CA 92373-8100 213 E FOOTHILL BLVD Phone: 909-793-2853 AZUSA CA 91702 Fax: 909-307-3025 ATTENTION: ANN GRAF GAYNOR To expedite your order, please attach a copy of PHONE: 626-812-5124 this Quotation to your purchase order. FAX: 626-334-6358 Quote is valid from 08/03/2000 to 11103/2000 Material Qty Description Unit Price Total 52384 1 MAINT,PRIM,ARCINFO,FL 3,000.00 3,000.00 Maintenance on Primary ARC/INFO Floating License 52385 1 MAINT,SCNDRY,ARCINFO,FL 1,200.00 1,200.00 Maintenance for Secondary ARC/INFO Floating License 76839 1 MAINT,STD,AV,WIN 595.00 595.00 Standard Maintenance for ArcView Windows. Includes twelve months of technical sup- port for one authorized contact and upgrades for one license. Items total 4,795.00 Subtotal 4,795.00 *Final amount 4,795.00 By: Brien Green, Marketing Representative Ext: 2348 Email: bgreen@esri.com This Quotation is made in confidence for your review only. It may not be disclosed to third parties. *Final Amount does not include applicable sales tax. If sending remittance, please address to: ESRI, File No. 54630, Los Angeles, CA 90074-4630 GREENB Subject to other terms and conditions on attached sheet(s) Pg 1 Cost Breakdown Arclnfo 8 with Compaq AP550 Professional Workstation $12,300.00 Arcview with Compaq AP550 Professional Workstation $5,800.00 Arcview with Compaq AP550 Professional Workstation $5,800.00 Upgrade from Arcinfo 7 to Arcinfo 8 $4,500.00 Maint Arclnfo secondary $1,200.00 Maint ArcView 2 seats $595.00 $595.00 $30,790.00 Total with Tax $33,330.18 Arclnfo Class is $2000 per attendee Resolution No. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA WAIVING FORMAL SEALED BIDDING AND AWARDING THE PURCHASE OF ESRI HARDWARE SOFTWARE BUNDLE TO ESRI WHEREAS,Section 2-523,section(d)of the Azusa Municipal Code states that formal bidding can be waived when a competitive market does not exist,and services and equipment are proprietary and can only be provided by one source. WHEREAS,ESRI is consistently recognized as being the industry leader in GIS Software with the optimal price and performance,and WHEREAS,The City of Azusa is currently using ESRI ARCVIEW and ARCINFO Software. NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF AZUSA DOES HEREBY FIND AS FOLLOWS: Section 1. That conducting a formal"sealed"bidding process for the purchase of ESRI Hardware and Software Bundle for the City would be impracticable, useless and uneconomical and that the public welfare would be promoted by dispensing with them,and Section 2. That the formal"sealed"bidding process is waived,and Section 3. That the purchase of ArcInfo 8, and Compaq Hardware be awarded to ESRI,and Section 4. That the Purchasing Buyer is authorized to sign the various documents that are necessary to effectuate the procurement and installation. PASSED,APPROVED AND ADOPTED THIS 21st DAY OF AUGUST 2000 MAYOR I HEREBY CERTIFY that the foregoing Resolution No. was duly adopted by the City Council of the City of Azusa,at a regular meeting thereof,held on the 21ST day of August2000 by the following vote of the council. AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: CITY CLERK