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HomeMy WebLinkAboutE-5 Staff Report - ESRICONSENT ITEM E-5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MIKE GUADAGNINO, DIRECTOR OF INFORMATION TECHNOLOGY DATE: FEBRUARY 18, 2025 SUBJECT: REQUEST TO INCREASE FISCAL YEAR 2024/2025 BLANKET PURCHASE ORDER FOR ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTION (ESRI) BACKGROUND: In accordance with Sec. 2-518 (a) of the Azusa Municipal Code, purchase orders over $50,000 exceeds the City Manager’s approval authority and require City Council approval. The Information Technology Department is requesting authorization to increase the FY 2024/25 Blanket Purchase Order (BPO) #041800 with ESRI for Geographic Information System (GIS) from $45,000 to $65,000. RECOMMENDATION: Staff recommends that the City Council take the following action: 1) Approve an increase to the ESRI Blanket Purchase Order #041800 for Fiscal Year 2024/25 to a not-to-exceed amount of $65,000. ANALYSIS: The City uses GIS technology to collect and analyze data for various locations in Azusa for data mapping purposes. The renewal cost for last fiscal year (FY 23/24) was $20,651.37. Since last renewal, an additional total of 42 licenses have been added for the Water Engineering and Electric Engineering Divisions, increasing the renewal cost to $53,596.23. The original BPO for FY 2024/25 was approved for $45,000 but will not be sufficient to cover for the upcoming renewal. The increase in licenses is a result of the former vendor, Sedaru Inc., no longer meeting the divisions' needs, prompting the purchase of additional ESRI licenses. The current BPO for FY Approved City Council February 18, 2025 Blanket PO Increase ESRI February 18, 2025 Page 2 2024/25 was approved at $45,000, however, it needs to be increased to $65,000 to cover the annual renewal cost of $53,596.23 and any other necessary licenses for the remainder of the fiscal year. FISCAL IMPACT: Upon City Council approval, Staff will increase the Fiscal Year 2024/25 Blanket Purchase Order #041800 by $20,000 to $65,000. Sufficient budget is currently available in the Light and Water (L&W) Information Technology budget account number 48-49-942-000-6415. Therefore, no additional budget is being requested. Prepared by: Reviewed by: Elizabeth Guardado Michael Guadagnino Management Analyst Director of Information Technology Reviewed and Approved by: Sergio Gonzalez City Manager Attachments: 1) Renewal Quote 2) Original BPO Subject: Renewal Quotation Date:01/03/2025 To:Mike Guadagnino Organization:City of Azusa Information Technology Dept Fax #:626-334-6358 Phone #: 626-812-5151 From:Daniella Resendez Fax #: Phone #: +19093692684 Ext. 2684 Email:dresendez@esri.com Number of pages transmitted Quotation #26257821 (including this cover sheet): 4 Document Date: 01/03/2025 Please find the attached quotation for your forthcoming term. Keeping your term current may entitle you to exclusive benefits, and if you choose to discontinue your coverage, you will become ineligible for these valuable benefits and services. If your quote is regarding software maintenance renewal, visit the following website for details regarding the maintenance program benefits at your licensing level http://www.esri.com/apps/products/maintenance/qualifying.cfm All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your coverage at a later date. Please note: Certain programs and license types may have varying benefits. Complimentary User Conference registrations, software support, and software and data updates are not included in all programs. Customers who have multiple copies of certain Esri licenses may have the option of supporting some of their licenses with secondary maintenance. For information about the terms of use for Esri products as well as purchase order terms and conditions, please visit http://www.esri.com/legal/licensing/software-license.html If you have any questions or need additional information, please contact Customer Service at 888-377-4575 option 5. Esri Inc 380 New York Street Redlands CA 92373 10 1 52384 3,475.00 3,475.00 ArcGIS Desktop Advanced Concurrent Use Primary Maintenance Start Date: 03/28/2025 End Date: 03/27/2026 Subscription ID: 5911281015 1010 1 52385 1,400.00 1,400.00 ArcGIS Desktop Advanced Concurrent Use Secondary Maintenance Start Date: 03/28/2025 End Date: 03/27/2026 Subscription ID: 5911281015 2010 1 86497 1,750.00 1,750.00 ArcGIS Desktop Standard Concurrent Use Primary Maintenance Start Date: 03/28/2025 End Date: 03/27/2026 Subscription ID: 5911281015 3010 1 87198 580.00 580.00 ArcGIS 3D Analyst for Desktop Concurrent Use Primary Maintenance City of Azusa Information Technology Dept 213 E Foothill Blvd CA 91702-2514 Attn: Mike Guadagnino Email: mguadagnino@azusaca.gov Phone: 626-812-5292 _______________________________________________________________________ Please note Esri has introduced a price change and this quote reflects current pricing for your organization. It is important to us that we are able to continue to deliver value through enhancements to products, solutions, and capabilities. Your renewal provides access to all the benefits you are familiar with, which you can review at https://go.esri.com/maintenance For questions related to the price change, please reach out to your assigned Esri Account Manager. Quotation is valid for 90 days from document date. 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. Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or invoice program. To expedite your order, please reference your customer number and this quotation number on your purchase order. Send Purchase Orders To: Environmental Systems Research Institute, Inc. 380 New York Street Redlands, CA 92373-8100 Attn: Daniella Resendez Please include the following remittance address on your Purchase Order: Environmental Systems Research Institute, Inc. P.O. Box 741076 Los Angeles, CA 90074-1076 Item Qty Material# Unit Price Extended Price _______________________________________________________________________________ _______________________________________________________________________________ Date: 01/03/2025 Quotation Number: 26257821 380 New York Street Redlands, CA 92373 Phone: +190936926842684 Customer Number: 188579 For questions regarding this document, please contact Customer Service at 888-377-4575. Quotation _______________________________________________________________________________ Start Date: 03/28/2025 End Date: 03/27/2026 4010 2 87192 460.00 920.00 ArcGIS Desktop Basic Single Use Primary Maintenance Start Date: 03/28/2025 End Date: 03/27/2026 Subscription ID: 5911281015 5010 35 153148 700.00 24,500.00 ArcGIS Online Creator User Type Annual Subscription Start Date: 03/28/2025 End Date: 03/27/2026 Subscription ID: 5911281015 6010 1 161328 5,900.00 5,900.00 ArcGIS Enterprise Standard Up to Four Cores Maintenance Start Date: 03/28/2025 End Date: 03/27/2026 7010 2 165536 1,235.62 2,471.23 ArcGIS Online Professional (formerly Standard) User Type Annual Subscription Start Date: 09/04/2025 End Date: 03/27/2026 Subscription ID: 5911281015 8010 3 165537 4,200.00 12,600.00 ArcGIS Online Professional Plus (formerly Advanced) User Type Annual Subscription Start Date: 03/28/2025 End Date: 03/27/2026 Subscription ID: 5911281015 Item Subtotal 53,596.23 Estimated Tax 0.00 Total USD 53,596.23 DUNS/CEC: 06-313-4175 CAGE: 0AMS3 Item Qty Material# Unit Price Extended Price _______________________________________________________________________________ _______________________________________________________________________________ Page 2 Date: 01/03/2025 Quotation Number: 26257821 380 New York Street Redlands, CA 92373 Phone: +190936926842684 Quotation Renew online by using a credit card, purchase order, or by requesting an invoice at https://www.esri.com/en-us/quote-order/renew. If there are any changes required to your quotation please respond to this email and indicate any changes in your invoice authorization. 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. 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 http://assets.esri.com/content/dam/esrisites/media/legal/product-specific-terms-of-use/e300.pdf , and your applicable signed agreement with Esri. If no such agreement covers any item quoted, then Esri's standard terms and conditions found at http://assets.esri.com/content/dam/esrisites/media/legal/ma-full/ma-full.pdf 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 Esri's GSA Federal Supply Schedule. Supplemental terms and conditions found at http://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. In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g. MPA, EA, GSA, BPA) on your ordering document. Item Qty Material# Unit Price Extended Price _______________________________________________________________________________ _______________________________________________________________________________ Page 3 Date: 01/03/2025 Quotation No: 26257821 Customer No: 188579 380 New York Street Redlands, CA 92373 Phone: +190936926842684 Quotation REQUESTING DEPARTMENT V06680 Elizabeth Guardado UNIT PRICE EXTENDED PRICEUNITQTYLINEDESCRIPTION OF GOODS / SERVICES VENDOR CONTACT / DELIVERY INSTRUCTIONS ORDER DATEVENDOR NUMBER 07/01/2024 PAYMENT TERMS REQUESTED SHIP DATE FOB DEST QUOTE NO. B27186REQUISITION NO0OF REGISTRY NO. 896-6000670 ARE EXEMPT FROM FEDERAL EXCISE TAX. SEE CERTIFICATE ALL PURCHASES AND TRANSPORTATION CHARGES PURCHASING DIVISION (626) 812-5256 CITY OF AZUSA PURCHASE ORDER (909) 307-3025 LOS ANGELES,CA 90074-1076 PO BOX 741076 ENVIRONMENTAL SYSTEMS RESEARCH ESRI INC.TO: 041800 PURCHASE ORDER NO. BLANKET SHIP TO: $45,000.00Total Blanket Amount FISCAL YEAR 2024-2025 BLANKET PURCHASE ORDER FOR SERVICES AS REQUESTED BY DEPARTMENT. $0.00$45,000.00LOT0.000001 GIS MAPPING Charges $0.00Tax $0.00 Remaining Balance $45,000.00 BILLING INSTRUCTIONS INVOICES MUST REFERENCE PURCHASE ORDER NUMBER WITH ITEMIZED QUANTITIES, DESCRIPTION OF MERCHANDISE, UNIT OF MEASURE AND PRICES EMAIL INVOICES TO: FINANCE@AZUSACA.GOV OR MAIL INVOICE TO: CITY OF AZUSA 213 E. FOOTHILL BLVD. P.O. BOX 1395 NOTE: WHERE APPLICABLE, ALL SHIPMENTS ARE TO BE FREIGHT PREPAID AUTOHORIZED SIGNATURE AND ON REVERSE SIDE ACCEPTANCE OF THIS ORDER IS EXPRESSLY LIMITED TO THE TERMS AND CONDITIONS HEREIN A Date 07/03/2024 AZUSA, CA 91702-1395 TERMS AND CONDITIONS The Purchase Order to which these Terms and Conditions are attached and incorporated (collectively, the "Purchase Order") constitutes an offer to purchase, and not an acceptance, of any offer to sell the goods and any services described therein. There is no acknowledgment copy of this Purchase Order. Any discrepancies in price, quantities, items or delivery must be phoned to Buyer's Purchasing Officer within 48 hours of your receipt of this Purchase Order. Any correspondence referring to the terms, prices and conditions of this order must be directed to Buyer's Purchasing Officer. Inquiries relative to payment of invoices should be directed to Buyer's Accounts Payable. This Purchase Order, when properly signed by Buyer and bearing an order number, is the only authorization which will be recognized by Buyer for charges to its account. This Purchase Order, together with any written documents which may be incorporated herein by specific reference, constitutes the entire agreement between the Buyer and Seller. 1. Buyer furnished or paid for items: Unless otherwise agreed in writing, all artwork, specifications, tools, equipment or material of every description fumished to Seller by Buyer or paid for by Buyer and any replacement thereof, or any materials affixed or attached thereof, shall. (A) be and remain the personal property of Buyer; (B) be safely kept by Sellerm good and usable order, shall be safely stored separate and apart from Seller's property and shall be kept insured by Seller at Seller's expense in any amount equal to the replacement cost with loss payable to Buyer; and (C) be promptly returned to Buyer upon request, at Seller's expense. 2. Seller is performing as an independent contractor and, thus, shall hold the Buyer, its officers, agents, and employees, harmless from liability of any nature or kind on account of used inventory, articles, or process, for work or labor performed under this Purchase Order. 3. Freight: Excessive charges from incorrect description or routing other than given, will be charged to Seller's account. Packing lists must accompany each case or parcel, showing Buyer's order number. No charges for transportation, containers, or any other purpose, etc. will be allowed unless so specified in this order. Freight charges allowable pursuant to the terms FOB Point of Origin, or FOB Destination plus freight shall be prepaid by the Seller, and must be itemized on the invoice, and a copy of the paid express bill or freight bill shall be attached to the invoice. COD SHIPMENTS WILL NOT BE ACCEPTED. Seller shall not make partial shipments, nor deviate from Buyer's shipping instructions, without Buyer's prior written consent. 4. Rejections: If goods delivered pursuant to this Purchase Order are found at any time to be defective in material or workmanship, or otherwise not in conformity with the requirements of this Purchase Order, Buyer, in addition to any other rights which it may have under warranties or otherwise, shall have the right to reject and return such goods at Seller's expense. Such goods shall not be replaced without written authorization from Buyer. This order must be filled exactly as specified, no exceptions. Alternates or substitutes will not be accepted unless authorized by Buyer's Purchasing Officer. Where quality is questioned on any delivery, any cost of inspection will be against the account of the Seller. Buyer may inspect goods at all stages of manufacture and after arrival at the ultimate destination, and all goods are subject to testing under operating conditions after arrival and/or installation at the ultimate destination, notwithstanding any prior payment or inspection, and any such payment or inspection 5. Responsibility for supplies: Seller shall bear the risk of loss or damage to the articles covered by this Purchase Order until delivery of said supplies at the location designated by Buyer or at such other place as may be designated herein, regardless of FOB point or the point of inspection. Seller shall also bear the risk of loss or damage to supplies after Buyer gives Seller notice of rejection. 6. Changes: Buyer may by written order or at any time prior to final delivery and without notice to sureties, make changes within the general scope of this Purchase Order, in any of the following: applicable drawings, designs, or specifications, method of shipment or packing and place or time of delivery. To the extent such change causes an increase or decrease in the cost of or time required for the performance of this order, an appropriate equitable adjustmentin this order shall be made. Any claim by Seller for adjustment must be asserted within ten (10) days of receipt of the change. Failure to make such assertion within the prescribed time shall be deemed to be Seller' s binding agreement that therers no increase or decreasein cost. Failure between Buyer and Seller to agree to an adjustment shall not excuse the Seller from proceeding with this order as changed. 7. Buyer shall have the right to cancel at any time for Seller's breach of any provisions of this Purchase Order, including failure to meet their stated delivery schedule. All or any portion of this Purchase Order may be cancelled by Buyer if Seller, in Buyer' s judgment, is failing to make sufficient progress so as to endanger performance of this Purchase Orderin accordance with its terms. Buyer reserves the right to terminate the Purchase Order without penalty, without cause or with cause, immediately, 10 days mer written notice thereof is delivered to the Seller either personally or by mail addressed as shown on the Purchase Order form. Buyer shall not be liable to Seller for loss of anticipatory profits or any other loss, cost or expense, including without limit any incidental or consequential damages. 8. If Seller breaches this agreement and fails to deliver the goods, services or materials provided herein within the time above set forth, or by failing to make sufficient progress so as to endanger performance of this order, then Buyer may terminate this Purchase Order and purchase the goods, services or materials from whatever source and Seller shall be liable to Buyer for the difference in price which Buyer is obligated to pay plus all of its costs and expenses in enforcing its rights hereunder, including reasonable attomey's fees. Further, Buyer may offset any such costs or expenses incurred against any of the monies which may be owing to the Seller. 9. Anti-discrimination claim: Itis the policy of the Buyer that'm connection with all work performed under public works and purchasing contracts, there be no discrimination against any prospective or active employee engagedin the work because of race, color, sex, ancestry, national origin, or religious creed, and therefore the Seller agrees to comply with applicable federal and California laws including, but not limited to, the California Fair Employment Practice Act beginning with Labor Code Section 1410, and Labor Code Section 1735. In addition, the Seller agrees to require like compliance by all subcontractors employed. 10. Buyer's Purchase Order number must appear on all packages, invoices and correspondence.11. DELIVERIES FOR ALL DEPARTMENTS MUST BE MADE AS DIRECTED. Non-payment may result for merchandise delivered in any other manner.12. Seller agrees to furnish Buyer with two shop maintenance and two operation manuals (which will include wiring schematics, part diagrams, alignment data, and parts list) on all purchases of equipment. Seller shall not remove, deface or in any manner render illegible the original manufacturer's name, identity, part number or any other data from any parts, components, pieces or systems. All maintenance manuals, operating manuals, and parts lists shall identify parts, components, pieces and systems by the original manufacturer's name and part number. 13. Warranty: Unless otherwise specified on reverse side of this purchase order, warranty on quoted equipment shall be one year defective parts and/or workmanship.14. Seller agrees to make available special replacement parts required to maintain the purchase equipment unless otherwise stipulated at time of equipment order.15. Seller agrees to protect, indemnify, defend and hold Buyer and its officers, employees and agents harmless from and against any and all losses, actions, suits, damages, judgments, liabilities, obligations, claims, demands, costs and expenses (including, without limitation, attorneys fees and costs) of any kind whatsoever which may arise in any manner in the performance of this Purchase Order with respect to the goods furnished or services performed hereunder, including but not limited to, losses of goods and damage to property andinjury to persons, including death. 16. No assignment by the Seller of the purchase order or any part hereof, or of funds to be received hereunder, will be recognized by the Buyer unless such assignment has had prior written approval and consent of the Buyer. 17. Terms of payment, unless otherwise specified in this Purchase Order, are net sixty (60) days, less any applicable retention, after receipt of invoice or delivery of acceptable goods at destination, whichever is later. Any applicable cash discount period shall commence on receipt of invoice or delivery of acceptable goods at destination, whichever is later. If this Purchase Order provides for any progress (or advance payments) based on specific milestones or activities, Seller's invoice shall certify the accomplishment or performance by Seller of said milestone or activity. Final payment for this Purchase Order shall be made by Buyer after Seller has satisfied all contractual requirements. Payment of invoices shall not constitute acceptance of goods ordered. 18. Confidential Information: All plans, drawings, specifications, and other information given to Seller in connection with this Purchase Order involve valuable property rights of Buyer and shall be held confidential by Seller, shall remain the property of Buyer, and shall not be used by Seller for any purposes other than those for which they have been prepared or supplied. Upon completion of this Purchase Order, Seller shall return all such documents to Buyer. Seller agrees not to use for any purpose other than performance under this Purchase Order any photographs, drawings, or other materials provided by Buyer in connection with this Purchase Order without obtaining the prior written consent of Buyer; and upon completion, termination, or cancellation of this Purchase Order, for any reason, Seller shall return all materials given Seller as aforesaid. 19. Severability: It is intended that in the event that any term or condition contained herein is deemed unenforceable, the remainder shall continue to be in full force and effect so long as the primary purpose of this Purchase Order is unaffected. 20.