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HomeMy WebLinkAboutO- 5 Waiving Bidding and Award Purchase of GIS Workstation to ESRI Z/zz /' February 22,2000 I G aAIT 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 Workstation to ESRI as a sole source vendor,Award Purchase of Plotter for use with GIS to Low Bidder RECOMMENDATION Staff recommends that the City Council pass the attached Resolution waiving formal sealed bids in accordance with Azusa Municipal Code Section 2-523 due to the fact that ESRI is our sole source for GIS software. ESRI is offering a special promotional offer that includes a hardware and software bundle. Staff recommends that the purchase Arclnfo 8 packaged with a Compaq professional workstation as configured in attached package and item AP24S733A/I (attached). Price for hardware and software package is $12,881.75 including tax. Staff recommends that the City Council award the purchase of one HP Design 1055CM Printer to Deiterich Post, low bidder, in the amount of$7,514.12. BACKGROUND Now that GIS technology has developed to a point where it is cheaper, more powerful and more widely available the City can benefit from the functionality of a properly implemented GIS system, see attached GIS overview. Two licenses for Arcview, the child of the ARCINFO product were received through a Grant from the Local Government Commission. With this product some our existing maps were migrated from a CAD to a GIS format. Additional information was entered into the GIS database as part of the General Plan Process. In order to have all the tools needed to begin the process of completing the base map by entering the newer subdivisions we also need to acquire ARCINFO 8. Purchasing these tools in this bundle allows us to save $7,768.00. If these were purchased separately the cost would be $18,000.00 for a single license of ARCINFO, and $2650.00 for the cost of the configured Compaq computer through the CMAS purchase. FISCAL IMPACT The monies for this project are available in the Technology fund, that was created through the Charter Cable grant. GIS for The City of AZUSA Most local governments are well versed in the need for GIS technology since approximately 80% of county or city data can be geographically referenced. ESRI (Environmental Research Institute, Inc.) Has been viewed as an industry standard in the world of GIS, and is technically the world leader in GIS software and solutions. ESRI provides variety of software components, services, training, third party vendor products and a commitment from ESRI's business partners to provide funding to the Start-up Grant program for Local Government, and livable communities for GIS software and training. Azusa has taken advantage of this Grant and has been awarded 2 copies of ARCView software, and training . These grants are to foster the development of spatial databases where none exist, and intend to enable communities to capitalize on the momentum generated by the societal GIS movement What is a GIS System? A geographic information system uses a computer link to a database management system to a number of spatially distributed features that can be represented on a map. GIS combines the power of a database management system and the capability to produce graphic elements on a map. Who Uses GIS? ESRI products are used internationally by an impressive variety of cites, counties, countries and agencies. Locally the cities of Ontario, Riverside, Cambria, Redlands, Loma Linda, Baldwin Park, San Diego, Rancho Murrietta, Rancho Cucamonga and many others, currently have ESRI GIS systems. Need for GIS A strategic and cost effective way to implement GIS is in conjunction with a general plan process. The need to digitize land use plans and overlays, in conjunction with requiring Consultants to provide information that can easily integrate into this process will give a huge jump to the usual tedious task of starting from scratch. The base map has already been completed save some of the newer developments. Land use has been inventoried and provided and is available through ArcView. The process of integrating additional General Plan specific data is now, with other requirements for in-house changes and additions in order to accommodate this information. Benefits of GIS • Improved productivity in providing public information. • Improved efficiency in updating maps. • The ability to track an monitor growth and development over time. • The ability to perform and display different types of professional analysis that are too cumbersome or time consuming using manual method. • Automating routine tasks. Implementation of GIS A plan for implementing GIS should be put into place through a user needs assessment. This was completed internally in November 1999. It included a data inventory and goal setting exercise. An inventory of all potential data and the existing format of the data was completed. This included identifying the phase each data area should be included in and time lines for implementation. Departmental goals and project goals were also identified. The results of this included logical and viable phasing of data, consensus of a shared system throughout the city and common goals. Phase I • Complete and insure the integrity of the existing data and base map • Complete the data needs for the General Plan process and incorporate these into attributes in the GIS system. • Create usable maps or layers for various departments using existing data. • Integrate GIS into the daily work functions of the city by deploying this information to the desktop using ARCExplorer, a free product from ESRI. Including a PC at the West Wing Counter for use by the public, and installation on the public PC's in the library. • Create standards, including street naming conventions and database compatibility requirements. • Insure that a base map will be available, and updated in a timely manner for all departments. • Determine hardware and software needs for GIS at Light&Water. Requirements to complete Phase I • Purchase additional hardware including 1 workstation, plotter, 1 license of Arclnfo 8 and a file server to be used for GIS to allow the availability of this information City wide without compromising the existing infrastructure. • Incorporate Thomas Brothers Centerline data • Commitment of staff . 4 Environmental Systems Research Institute, Inc. 380 New York Street , IrreraRedlands, California 92373-8100 COMP Phone: 520-774-2543 a Fax: 520-774-2994 Announcing A special promotional offer of ArclnfoTM 8 packaged with Compaq SP750, AP550, and AP240 Professional Workstations, or a Compaq Armada E700 Notebook for U.S. customers only Package 1 Compaq SP750 Professional Workstation 733 MHz Intel Pentium III Xeon (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Minitower, 256 MB RAM, 17" FD Trinitron P700 Color Monitor with 80 MB (16 MB SDRAM Frame Buffer, 64 MB Texture) PowerStorm 600 Graphics Controller, 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: SP75P733A11 Unit Price: $16,995 Package 2 Compaq SP750 Professional Workstation 733 MHz Intel Pentium III Xeon (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Minitower, 256 MB RAM, 17" FD Trinitron P700 Color Monitor with 32 MB SGRAM 3Dlabs Oxygen GVX1 Graphics Controller, 9.1 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: SP75G733A/I Unit Price: $14,500 Package 3 Compaq SP750 Professional Workstation 733 MHz Intel Pentium III Xeon (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Minitower, 128 MB RAM, 17" FD Trinitron P700 Color Monitor with 32 MB ELSA Synergy II Graphics Controller, 9.1 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: SP75S733A/I Unit Price: $13,200 J-8073/DM 1 1/7/00 Environmental Systems Research Institute, Inc. 380 New York Street Verfill Redlands, California 92373-8100 Phone: 520-774-2543 r Fax: 520-774-2994 Package 4 Compaq AP550 Professional Workstation 733 MHz Intel Pentium III (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Convertible Minitower, 256 MB RAM, 17" FD Trinitron P700 Color Monitor with 80 MB (16 MB SDRAM Frame Buffer, 64 MB Texture) PowerStorm 600 Graphics Controller, 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: AP55P733A/I Unit Price: $16,300 Package 5 Compaq AP550 Professional Workstation 733 MHz Intel Pentium III (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Convertible Minitower, 128 MB RAM, 17" FD Trinitron P700 Color Monitor with 32 MB SGRAM 3Dlabs Oxygen GVX1 Graphics Controller, 9.1 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: AP55G733A/I Unit Price: $12,800 Package 6 Compaq AP550 Professional Workstation 733 MHz Intel Pentium III (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Convertible Minitower, 128 MB RAM, 17" FD Trinitron P700 Color Monitor with 32 MB ELSA Synergy II Graphics Controller, 9.1 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: AP55S733A11 Unit Price: $12,300 Package 7 Compaq AP240 Professional Workstation 733 MHz Intel Pentium III (Intel 840 chipset with 133 MHz front side bus) with 256 KB Level 2 Cache Integrated on Processor, Minitower, 128 MB RAM, 17" FD Trinitron P700 Color Monitor with 32 MB ELSA Synergy II Graphics Controller, 9.1 GB (10,000 rpm) Wide Ultra2 SCSI Hard Drive, 40X IDE CD—ROM, 1.44 MB Floppy Drive, Fast Ethernet Card, Windows NT 4.0, and ArcInfo 8 Item: AP24S733A/I Unit Price: $11,900 J-8073/DM 2 1/7/00 77-'`‘. Environmental Systems Research Institute, Inc. i � 380 New York Street L,.... I Redlands, California 92373-8100 Phone: 520-774-2543 Fax: 520-774-2994 Package 8 Compaq Armada E700 Notebook with 500 MHz Intel Mobile Pentium III with 256 KB Integrated Cache, 128 MB RAM, 15" CTFT XGA (1024 x 768) Color Display with 8 MB SDRAM Graphics, 18 GB SMART Hard Drive, 4X DVD—ROM, 1.44 MB Floppy Drive, Mini-PCI 56K V.90 Data/Fax Modem Plus 10/100 Network Interface Card Combo, Windows NT 4.0, and ArcInfo 8 Item: E700500A11 Unit Price: $12,700 Compaq Professional Workstations (Packages 1 through 7) include a three-year on-site maintenance warranty. Compaq Armada E700 Notebooks (Package 8) include a three-year, second business day pickup and delivery return-to-factory warranty. ESRI Software Licensing The following instructions apply only to existing, licensed ArcInfo users. The process described below greatly streamlines software licensing and order processing by eliminating the need for a separate license amendment to our existing software license agreement when additional software is licensed for use at existing ArcInfo sites. Instructions 1. Please type the following text directly on either your purchase order or company letterhead: "By accepting this Purchase Order No. [see your P0], both parties agree to amend the Master Software Agreement, Contract No. [see your existing software license agreement], between[your organization]and Environmental Systems Research Institute, Inc. (ESRI), dated [see existing agreement], which is incorporated herein by reference to include the above software licenses, which are hereby licensed under the same terms and conditions." 2. Return the above, along with your purchase order and completed order form to ESRI Customer Service 380 New York Street Redlands, CA 92373-8100 Thank you for your order! J-8073/DM 3 1/7/00 Environmental Systems Research Institute, Inc. �'� 380 New York Street I �` Redlands, California 92373-8100 Phone: 520-774-2543 Fax: 520-774-2994 Terms of Offer Price is applicable for the United States only excluding Guam, Puerto Rico, and the Virgin Islands. Price includes shipping and handling costs for the hardware only. Standard Environmental Systems Research Institute, Inc. (ESRI), software shipping charges shall apply. Applicable sales tax is not included. Order must be received by April 28, 2000. Packaged systems cannot be changed in any manner, except for the options that are provided as part of the package. The customer will not obtain the software until all proper paperwork is received. A fully executed ESRI® software license, or proper language on the purchase order or letterhead for existing ArcInfo users, and a purchase order with credit application and acceptance of credit, or prepayment must be received. The ESRI software is sent to the customer separately. Installation services by ESRI, listed under the Options section below, can be purchased separately for users who need such services. Delivery is based on manufacturer availability. In most cases, once all proper paperwork is received as specified above, delivery will occur within thirty days, although Packages 1, 2, and 3 may take longer. This offer is only provided as a bundled hardware/software packaged system. Options for Compaq Professional Workstations (Packages 1 through 7) Please see descriptions below because some options are limited to certain packages. Item P900—Additional cost to replace 17" FD Trinitron P700 color monitor in any package with a 19" FD Trinitron P900 color monitor at time of purchase. Unit Price: $350 Item P1100—Additional cost to replace 17" Trinitron color monitor in any package with a 21" FD Trinitron P1100 color monitor at time of purchase. Unit Price: $800 Item TFT5—Additional cost to replace 17" FD Trinitron P700 color monitor in any package with a 15" flat panel color monitor at time of purchase. Unit Price: $900 Item TFT8—Additional cost to replace 17" FD Trinitron P700 color monitor in any package with an 18" flat panel color monitor at time of purchase. Unit Price: $3,000 J-8073/DM 4 1/7/00 ��. �. ��i aua02-07—'0 02'37 pm p. 1 of 2 I DIETERICH-POST COMPANY I 973 MISSION STREET 616 MONTEREY PASS ROAD SAN FRANCISCO, CA 94103 MONTEREYBOX PARK55CA 91754-0155 FAX # (800) 688-3729 Web Address : www.dieterich-post .corn # 230327 PLEASE REFERENCE THIS QUOTE NUMBER WHEN ORDERING CITY OF AZUSA FEBRUARY 07, 2000 ATTN : HIEN UUONG 729 N. AZUSA AVENUE AZUSA CA 91702 QTY U/M DESCRIPTION PRICE UiM TOTAL 1 EA C6074A HP 1050C DJ PLOTTER 36" 6926 . 15 EA 6926. 15 1 EA PARALLEL CABLE 25' 15.30 EA 15.30 1 EA CALIF SALES TAX 8 .25x c'4\ ' a 5 572.67 EA 572 .67 Total 7514 . 12 7514 . 12 1 YEAR ON SITE WARRANTY ADDITIONAL 1 YEAR EXTENDED WARRANTY CAM BE PURCHASED FOR $ 800 .00 OR A 3 YEAR WARRANTY & SERUICE UPGRADE CAN BE PURCHASED FOR $1500 .00 . PLEASE NOTE EXTENDED WARRANTIES MUST BE PURCHASED IN THE FIRST 90 DAYS . FF SUPPLIES FOR HP 1050 PLOTTER 1 RL DP-IJ-B20 20# IJ BOND 36X300' 25 .20 RL 25 .20 INCLUDED WITH THE PLOTTER IS : SET OF INK CARTRIDGES PRINTHEADS PRINTHEAD CLEANERS FF HP IS GIVING A TRADE IN REBATE IN THE AMOUNT OF $500 .00 UNTIL APRIL 30TH . This Quotation Is Firm Until : FEBRUARY 29, 2000 Estimated Deliuery From Receipt of Order : 2-3 DAYS HP.DesignJet 1000 Series Product Information Page 1 of 1 HP com Home HP Products HP Services &Support Buy HP, [4,g invent Printing & i+ iCc Imaging United States SEARCH HP DesignJet 1000 Series ASSISTANCE HP's Fastest Large-Format Printers For Prilntig&Diigital CAD,GIS and Corporate Workgroups imaging HOMOverview& Features 4Itt .11:74 3 Specifications&Warranty Product Information �r -� � � Which to Buy Technical Support I Supplies&Accessories Where to Buy Year 2000 Registration&Profiling High-Speed Network Printer Business Center Home&Home Office Product PostScript Hard Disk Price* W`H RE1?BUYa. DesignJet Home DesignJetCnlhie DesignJet 1050C,36in(91cm) Optional Optional $7772.00 uy Inline —r x 1.q.I.tq 13.tT DesignJet 1055CM,36in(91cm) Standard Standard $10364.00 ButyOnline *Except where noted,all prices are estimated U.S.retail prices.Actual prices may vary. Downloads & Drivers 4 Last updated February 07,2000 Privacy Statement Use of this site indicates you accept the Terms of Use. CI 1994-2000 Hewlett-Packard Company http://www.pandi.hp.com/pandi-db/prodinfo.main?product=designj et 1000series 2/8/2000 uu ui : .Jup Irilogic, Inc. 1 -828-577- 1788 p. 1 Quotation Trilogic, Inc. 2500 East Foothill Boulevard Quote Number: Pasadena, CA 91107 113 Quote Date: Feb 8, 2000 Quoted to: Page: Azusa Light & Water 1 729 N. Azusa. Ave. F 626 334-3163 Azusa, CA 91702 Customer ID Good Thru 1 Payment Terms ep -- _ Sales Rep AZUSA LIGHT & WATER 3/9/00 1 C.O.D. QUantit 1 i Item Description Unit Price 1.00 Rip C6074A DesigfJet 1050C 600dpi 7,550.00 7,55EXte7,55 0.00 110/100BT/32MB E-Size Ps3 rice include shipping, install & training. I I f I I I I t • j i I i Subtotal 7,550.00 Sales Tax Total 8, 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 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 22nd DAY OF FEBRUARY 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 22nd day of February 2000 by the following vote of the council. AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: A T['TA TT.