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Home My WebLink AboutItem 18 - GIS Software MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: SEPTEMBER 17, 2024 SUBJECT: APPROVAL TO RENEW SMALL GOVERNMENT ENTERPRISE AGREEMENT FOR GEOGRAPHIC INFORMATION SOFTWARE RECOMMENDATION: City Council to consider approval to renew an enterprise agreement for Geographic Information System software with Esri, Inc. FUNDING SOURCE: Funds are available in the Utility Enterprise Fund for a total amount not to exceed $56,700. BACKGROUND: This request is to renew an Enterprise License Agreement to support the software modules that operate as part of the City's Enterprise Geographic Information System. Populations of 50,001 to 100,000 fall under the Small Government Enterprise Agreement (SGEA) Program Level 3, costing a total of$56,700 per year. This contract will provide upgrades and technical support to the system. Esri is the sole source provider of maintenance for this software. This procurement will be a sole source contract in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.022 (a) (7) (A) as approved by City Council in October of 2006. • ° Esri Inc Q- esn a 380 New York St Redlands CA 92373-8118 Subject: Renewal Quotation Date: 07/29/2024 To: Betsi Chatham Organization: City of Grapevine Information Technology Dept Fax#: Phone#: 817-410-3542 From: Barbara Walker Fax#: 909-307-3083 Phone#: + 19093693936 Ext. 3936 Email: bwalker@esri.com Number of pages transmitted Quotation #26227018 (including this cover sheet): 4 Document Date: 07/29/2024 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. • n 380 New York St GesPhone: Redlands, CA 92373-8118 Quotation + 190936939363936 Fax#: 909-307-3083 Date: 07/29/2024 Quotation Number: 26227018 Contract Number: SMALL GOVT ELA US Send Purchase Orders To: Environmental Systems Research Institute, Inc. 380 New York Street Redlands, CA 92373-8100 City of Grapevine Attn: Barbara Walker Information Technology Dept Please include the following remittance address G I S on your Purchase Order: 200 S Main St Environmental Systems Research Institute, Inc. Grapevine TX 76051-5311 P.O. Box 741076 Attn: Betsi Chatham Los Angeles, CA 90074-1076 Email: bchatham@grapevinetexas.gov Customer Number: 151289 For questions regarding this document, please contact Customer Service at 888-377-4575. Item Qty Material# Unit Price Extended Price Per the terms and conditions in your Esri Enterprise License Agreement, your organization is required to provide an annual usage report. This report should detail all deployments made under this agreement for your previous term, and should be provided to Esri as an Excel spreadsheet. The annual usage report must include actual license counts by product, licensee, and location. Please return your report via email to ea-usage-reports@esri.com. Thank you in advance for your prompt attention to this matter. 10 1 168179 56,700.00 56,700.00 Populations of 50,001 to 100,000 Small Government Enterprise Agreement Annual Subscription Start Date: 10/31/2024 End Date: 10/30/2025 Subscription ID: 3821885676 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. 380 New York St esri® Redlands, CA 92373-8118 Quotation Phone: + 190936939363936 Page 2 Fax#: 909-307-3083 Date: 07/29/2024 Quotation Number: 26227018 Contract Number: SMALL GOVT ELA US Item Qty Material# Unit Price Extended Price Item Subtotal 56,700.00 Estimated Tax 0.00 Total USD 56,700.00 DUNS/CEC: 06-313-4175 CAGE: OAMS3 Gesri380 New York St ® Redlands, CA 92373-8118 Quotation Phone: + 190936939363936 Page 3 Fax#: 909-307-3083 Date: 07/29/2024 Quotation No: 26227018 Customer No: 151289 Contract No: SMALL GOVT ELA US Item Qty Material# Unit Price Extended Price 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-fuI1.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.