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Home My WebLink About25D - AGMT - PD MAPPING SRVSCITY COUNCIL MEETING DATE: OCTOBER 7, 2014 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED AGREEMENT WITH ESRI TO ❑ As Recommended PROVIDE MAPPING SERVICES TO 1771 Amended El O Or rdinance on 1s' Reading THE POLICE DEPARTMENT ❑ Ordinance on 2nd Reading {STRATEGIC PLAN NO. 1, 3A} ❑ implementing Resolution ❑ Set Public Hearing For CITY MA A'ER IN CONTINUED TO 10121/2014 Meeting not convened on 10/7/2014 FILE NUMBER due to unforeseen circumstances Authorize the City Manager and Clerk of the Council to execute an agreement with Environmental Systems Research Institute, Inc. (ESRI) for a one-year period, commencing April 1, 2014, in an amount not to exceed $7,844, to provide mapping services for the Police Department, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Police Department entered into an agreement with Environmental Systems Research Institute, Inc. (ESRI) in 2009. ESRI is the industry leader in providing geographic information systems (GIS). GIS allows Police Department staff to visualize, analyze, and interpret data to understand relationships, patterns, and trends. It helps staff to be more efficient, make better decisions, and keep better records by tying our information to a geographic base. The Santa Ana Police Department uses ESRI's software for dispatching field units, analyzing crime patterns, preparing statistical reports, and sharing crime information with the community. ESRI has been professional and consistent in its servicing of the system and staff recommends renewal of their agreement. The agreement will be for a one -year term not to exceed an amount of $7,844. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #1 Community Safety, Objective #3, Promote fiscal accountability to ensure financial responsibility at all levels of the organization, Strategy 3a, Continuously evaluate and assess fiscal aspect of service delivery to ensure that the Police Department provides programs and services efficiently and effectively. 25D -1 Agreement with ESRI October 7, 2014 Page 2 FISCAL IMPACT Funds for this agreement are available in Police Department's Information Services Division - contract services account (no. 01114425 62300). Carlos Rojas Chief of Police Santa Ana Police Department APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez Executive Director Finance and Mgt. Svcs. Agency 25D -2 FOURTH AMENDMENT TO CONSULTANT AGREEMENT THIS FOURTH AMENDMENT TO AGREEMENT is entered into on July _, 2014, by and between Environmental Systems Research Institute, Inc. ( "ESRI "), a California corporation, (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City" or "Licensee "). RECITALS: A. City and Consultant entered into Master License Agreement #N- 2009 -127 (also known as ESRI Contract # 2009MLA4911), dated July 24, 2009, (hereinafter "Agreement ") by which Consultant provided software licenses and maintenance for geographic information system applications called ArcView, which is now known as ArcGIS. This was a sole source contract because ESRI is the company with proprietary control of ArcGIS software licenses and the ability to maintain the software, B. City and Consultant entered into First Amendment to Agreement #N- 2009 -127 -001, dated June 1, 2011, to extend the term of said Agreement and increase compensation to pay for services provided during the extended term. C. City and Consultant entered into Second Amendment to Agreement 4N -2009- 127 -002, dated April 1, 2012, to extend the term of said Agreement and increase compensation to pay for services provided during the extended term. D. City and Consultant entered into Third Amendment to Agreement #N- 2009 - 127 -003, dated May of 2013, to extend the term of said Agreement and increase compensation to pay for services provided during the extended term E. In accordance with the terns and conditions of said Agreement, the parties desire to extend maintenance for ArcGIS for an additional one -year period and increase compensation to pay for services provided during the extended term. NOW, THEREFORE, in consideration of the mutual and respective promises, and subject to all the terms and conditions of said Agreement, except as herein modified, the parties agree as follows: 1. TERM. This Fourth Amendment extends the term of maintenance for an additional one -year period from April 1, 2014, through March 31, 2015, as set forth in Exhibit A (Consultant's Maintenance Quotation #25613038), attached hereto and incorporated by reference. 2. COMPENSATION. Compensation shall be amended to increase compensation by an amount not to exceed $7,844.00, plus any applicable tax, to pay for the maintenance as set forth in Exhibit A to this Fourth Amendment and shall include for continuity of service, all services provided since April 1, 2014. 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. ur //I 25D -3 IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to the Agreement on the date and year first written above. ATTEST: MARIA D. ITWZAR Clerk of the Council APPROVED AS TO FORM: SONIAR. CARVALHO CITY OF SANTA ANA DAVID CAVAZOS City Manager ENVIRONMENTAL SYSTEMS RESEARCH INS IFUT, INC. (ESRI) i By: L Name: Chris John_o_,.,,_._,,,,__� Title: jvna nomP4etc once 25D -4 r 9 25D -5 ��v r Earl Inc 389 Now York Street Redlands CA 92373 SUBJECT: MAINTENANCE QUOTE DATE: 12/31/2013 TO: Pete Semelsberger ORGANIZATION: City of Santa Ana Police Dept FAX #: 714- 245 -8090 PHONE #: 714- 245 -6051 FROM: Michelle Burkholder FAX #: 909 - 7934801 PHONE #: 909- 793 -2853 Ext. 2816 EMAIL: mburkholder @esri.com Number of pages transmitted (including this cover sheet): 3 QUOTATION #25613038 DOCUMENT DATE: 12/31/2013 Please find the attached quotation for your forthcoming software maintenance term. Keeping your maintenance current entitles you to exclusive benefits, and if you choose to discontinue your coverage, you will become ineligible for these valuable benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your coverage at a later date. For details regarding the maintenance program benefits for your licensing, please visit http:// www .esri.com /maintenancebenefits. Customers who have multiple copies of some Esri products may have the option of supporting some of their licenses with secondary maintenance. Please contact Customer Service to find out more about the availability of secondary maintenance. For information about Esri Desktop, Developer software, or Web services terms of use, as well as purchase order terms and conditions, please visit http : / /www.esd.com /legal/licensing /software- iicense.html. Do you need training? You can get affordable Esri software training for your entire organization with a subscription to Esri Virtual Campus. To find out how, visit the campus: http: // training .esri.com /gateway /index.cfm For details about ECP discounts and waivers for non -profit users please visit http: / /www.conservationgis.org /grant If you have any questions or need additional information, please contact Customer Service at 888 - 377 -4575 Option 5. 2501-6 Y Redlands, esi■ � ® New York Street Redlende, CA 92373 Quotation Phone: 909.793- 28532818 Fax #:909- 793 -4801 Date: 12/3112013 Quotation Number: 25613038 Send Purchase Orders To: Earl, Inc. 380 New York Street Redlands, CA 92373 -8100 Attn: Michelle Burkholder City of Santa Ana Please Include the following remittance address Police Dept on your Purchase Order: Planning & Research Div Esri, Inc. 60 Civic Center Plz File #54630 Santa Ana CA 92 702 Los Angeles, CA 90074 -4630 Attn: Pete Semelsberger Customer Number: 156392 For questions regarding this document, please contact Customer Service at 888377.4575. Item Qty Material# Unit Price Extended Price 10 1 93094 1,000.00 1,000.00 ArcGIS for Desktop Basic (formerly AreMew) with Extensions Single Use Primary Maintenance Start Date: 04/01/2014 End Date: 03/3112015 1010 3 87193 300.00 900.00 ArcGIS for Desktop Basic (formerly ArCVIew) Single Use Secondary Maintenance Start Date: 04/01/2014 End Date: 03/31/2015 2010 6 93095 900.00 5,400.00 ArcGIS for Desktop Basic (formerly ArcView) with Extensions Single Use Secondary Maintenance Start Date: 04/01/2014 End Date: 03/3112015 Subtotal 7,300.00 Estimated Taxes 544.00 Total $ 7,844.00 DUNSICEC: 06. 313.4175 CAGE: DAMS3 This quotation Is valid for 90 days and Is subject to your Esri License Agreement, The quotation Information is proprietary and may not be copled or released other than for the express purpose of system selection and pumhasedicense. 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 data or this quotation and Is merely provided as a convenience for your organlza8on's budgetary purposes. Earl reserves the right to adjust and rollout 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. Esd may charge a toe to cover expenses related to any customer requirement to use a third party vendor management, procurement, or invoice program. Issued By: Michelle Burkholder Ext: 2816 IMATCHOOMI To expedite your order, please reference your customer number and this quotation number on your purchase order. 25D -7 380 New Yorl<Street /� ® Redlands, CA 92373 Quotation 0 si n Phone: 909 -793- 28532818 Page 2 Fax #: 909. 793 -4801 Date: 12/31/2013 Quotation No: 25613038 Customer No: 156392 Item Qty Material# Unit Price Extended Price IF YOU WOULD LIXE TO RECEIVE AN INVOICE FOR THIS NAINTZNANCE QUOTE YOU MAY DO ONE OF Tax FOLLOWING, • RESPOND TO THIS EMAIL WITH YOUR AUTHORIZATION TO INVOICE • SIGN BELOW AND FAX TO 909- 307 -3083 • FAX YOUR PURCHASE ORDER TO 909 -307 -3003 REQUESTS VIA EMAIL OR SIGNED QUOTZ INDICATE THAT YOU ARE AUTHORIZED TO 08LICATS FUNDS FOR YOUR ORGANIZATION AND THAT YOUR ORGANIZATION DOES NOT REQUIRE A PURCHASE ORDER, If there are any ohanges required to your quotation, pleasa respond to this email and indicate any changes in your invoice authorisation. 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. This transaction is governed exclusively by the terms Of the above - referenced contract, if any, or Hari•s standard terms and conditions at www.cari.com /legal. In order to expedite processing, please reference the quotation number and any /all applicable sari contract number(a) (e.g. NPA, ELA, SmartBuy, GSA, BPA) on your ordering document. By signing below, you are authorizing Esri to issue a software support iavoine in the smaunt of $ plus sales tax, if applicable. Please check one of the following: _ I agree to pay any applicable sales tax. _ I am tax exempt. Please contact me if Bari does not have my current exempt information on file. Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether sari is a Prime Recipient, Sub - recipient, or Vendor for reporting purposes. Signature of Authorized Representative Date Name (Please Print) Title (CSSAiCHOOMI 25D -8