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Home My WebLink About2012-101 License CONT - Cartegraph Systems Inc Cartegraph 3600 Digital Drive I Dubuque, Iowa 52003 1 (800) 688-2656 1 (563) 556-8120 1 fax (563) 556-8149 Federal ID: 42-1419553 Software and Services Proposal Date: February 29,2012 Proposal Expiration Date: May 28,2012 Contract No.: C1202058 I Organization City of Ashland F_Contact Steve Burkhalter _ Department__ r Address 90 North Mountain _City _ Ashland _ _State/Prow. OR Zip/Code 97520 Purchase Type Qty. Unit Price Total Price Future Annual, Renewal Fee SOFTWARE PRODUCTS CARTE/ite ' Subscription License 4 $1,750.00 $7,000.00 $2,940.00 TOTAL PROJECT COST $7,000.00 TOTAL FUTURE ANNUAL RENEWAL FEE $2,940.00 Not-to-Exceed Proposal Cartegraph will not exceed the total included in this Proposal without written approval from Customer. In the event it becomes apparent to Cartegraph that additional service efforts will be needed due to any changes in the scope of this proposal,Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval if additional software or services are required. Additional Services Cartegraph can also provide additional fixed fee business and technical services as may be requested by Customer, including: • Business Assessment Services . • Data Conversion Services • Modification Services Any additional services are available to Customer at the rate of$150 per hour(2-day minimum required for on-site service)plus travel expenses. Software Subscription, Maintenance and Support Services Terms/Renewal The initial term of Subscription,Maintenance or Support Services, if included,will commence upon execution of this proposal and will continue for a period of one(1)calendar year from the date of the execution of this proposal,unless noted differently in the pricing table above. CARTE/ite Subscriptions include the above-named number of concurrent licenses of any of the following applications: WORKdirector,CALLdirector,PAVEMENTvieiv,PAVEMENTview Plus,SIGNview,SIGNALview, MARKINGvieiv, LIGHTview,BRIDGEview,STORMWi v,WATERview,SEWERview,TREEview, PARKview, VERSAtoo/s, MAPdirector,MAPdirector for ArcGIS,and GISdirector. Page 2 of 3 Each subsequent term will commence upon completion of the prior term and will continue for a period of one(1)calendar year therefrom. Customer may terminate their Subscription,Maintenance or Service Support, if applicable,at the end of the Initial Term or any subsequent Renewal Tenn by notifying Cartegraph in writing of their intention to do so at least 60 days prior to the applicable End Date for that term. Software licensed under a subscription is governed by a license manager and must be renewed prior to the expiration date of the term in order to keep the software active. For estimated future annual renewal fees,see pricing table above.Annual renewal fees will increase by no more than 5% each year. Payment Terms and Conditions In consideration for the Services and Products provided by Cartegraph to Customer,Customer agrees to pay Cartegraph Software Costs and Professional Service Fees in U.S.Dollars as described below: 1. Delivery: Software Products shall be licensed upon acceptance of this Proposal. Project Services will be scheduled and delivered upon your acceptance of this Proposal,which will be considered as your notification to proceed. 2. Services Scheduling:Customer agrees to work with Cartegraph to schedule Project Services in a timely manner. All undelivered Project Services shall expire 365 days from the signing of this Proposal. 3. Invoicing: Invoicing for any given Software Products shall occur upon delivery. Invoicing occurs monthly for Project Services as they are incurred on the project. Partial billings on fixed fee costs will be invoiced monthly as incurred. 4. Expenses: In providing the services included in this Proposal,Cartegraph shall be reimbursed for any reasonable out- of-pocket costs, including, but not limited to,travel, lodging,and meals.Out-of-pocket expenses are billed based on actual costs incurred and are due separately. , 5. Payment Terms: All payments are due Net 30 days from date of invoice. This Proposal constitutes the complete and exclusive agreement between Cartegraph Systems, Inc.,and the above company, superseding all other proposals,oral or written and all other communication with respect to the terms of the agreement. Proposal must be executed and returned to Cartegraph prior to the expiration date shown above or all terms contained herein are invalid and the entire Proposal is void. Customer acknowledges that all materials and documents associated with this project are proprietary in nature.Customer further agrees not to copy or otherwise make available such materials outside of Customer's organization and its divisions and departments without the prior written consent of Cartegraph,except as required by law. Acceptance The parties,each acting under due and proper authority, have executed this Proposal as of the date written below: CITY OF ASHLAND,OR By: Signature Date: S�ay� IZ Please Print `M��utt 2. r.n:�3r� Name Title CARTEGRAPH SYSTEMS,INC. /)/1 AP VED S FORM Mark weber,CFO cu`. 2/29/2012 Si a ure Date: s/A--/� � Date Page 3 of 3 Cartegraph 0 0 N To: Steve Burkhalter a W Organization: City of Ashland d From: Dave Samson M m o Date: February 29,2012 RE: Cartegraph Sales Proposal W 1 1' -' Attached,please find a proposal from your Sales representative at Cartegraph Systems,Inc. We are pleased a with the prospect of serving you and hope this meets with your approval. _u o Should the products and/or services and the associated pricing terms be agreeable to you as stated,please sign o in the area indicated and return all pages of the proposal to Cartegraph by one of the following means: 0 0 r� • By email—salesooerationsCdcartearaoh.com • By fax—(563)556-8149,Attn:Sales Operations • By mail—Cartegraph Attn:Sales Operations 3600 Digital Drive Dubuque,IA 52003 Please be aware that in order for Cartegraph to process an order,we must receive all of the following items: •Fully-executed Cartegraph proposal returned in its entirety •Approved Purchase Order from your organization Should you have any questions about the contents of the proposal,please contact your Sales representative at (800)688-2656. Thank you! : 010 r CITY RECORDER Page 1 / 1 CITY OF S H LAN D DATE -PO NUMBER A 20 E.MAIN ST. 5/25/2012 10881 ASHLAND, OR 97520 (541)488-5300 VENDOR: 000455 SHIP TO: Ashland Street Department CARTEGRAPH SYSTEMS INC (541)488-5313 3600 DIGITAL DR 90 N. MOUNTAIN DUBUQUE, IA 52003 ASHLAND, OR 97520 FOB Point: Req.No.: . Terms: Net 30 days Dept.: Req.Del.Date: Contact: Steve Burkhalter Special Inst: Confirming? No ,. Quanti .,1 Unit - - Description .Unit Pric& ' -.Ex[:Price: 4.00 Each CARTElite Subscription License 1,750.00 7,000.00 Contract No. C1202058 Per attached Software Services Proposal dated February 29,2012 SUBTOTAL 7,000.00 BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST. . FREIGHT 0.00 541-552-2028 TOTAL 7,000.00 ASHLAND, OR 97520 Account Number ` ` Project Number ,, -Amount Account Number,,, Project Number " Amount. E 260.08.12.00.60570 1,750.00 E 260.08.17.00.60570 1,750.00 E 670.08.18.00.60570 1,750.00 E 675.08.19.00.60570 1,750.00 ALnhorized Signature VENDOR COPY FORM #3 C I T Y OF ASHLAND REQUISITION Date of request: 5/24/12 Required date for delivery: 6/29/12 Vendor Name cnPgr?nh.Syycramc Mr. Address,City,State,Zip 3600 Digital Drive,DubuQue, IA.52003 Contact Name&Telephone Number Dave Samson(800)688-2656 Ext.5271 Fax Number (563)556-8149 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authorization ® AMC 2.50 .090(1)(2) Dale approved by Council: ❑ Written quote or proposal attached ® Written quo te or proposal attached ❑ Small Procurement Cooperative Procurement Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# ❑ VerbalNVrilten quote(s)or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) ❑ Other government agency contract $5,000 to$100,000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes attached ❑ Special Procurement Contract# PERSONAL SERVICES ❑ Form 49,Request for Approval Intergovernmental Agreement $5,000 to$75,000 - ❑ Written quote or proposal attached ❑ Agency ❑ Less than$35,000,by direct appointment Date approved by Council: Date original contract approved by Council: ❑ 3 Written proposals attached Valid until: Date (Dale) Description of SERVICES Total Cost Adding 4 additional CARTElite seat licenses for the asset management modules $7,000.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached quote/proposal $ Account Number 260.08.17.00.605700 25% Account Number 260.08.12.00.605700 25% Account Number 675-08-19.00-605700 25% Account Number 670.08-,1 00.605700 25% rg 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. � C— /fjL�22�11,L,IT Director in collaboration with department to approve all hardware and software purchases %J S 3V i Z // ITDirector Date 9 pport-Yes/ o By signing this requi/si//oJ/4`form,I certify that the City's public contracting requirements have been satisfied. Employee Signature ` ,iqu", S Department Head Signature: (Equal to or greater than$5,000) Additional signatures(if applicable): Funds appropriated for current fiscal year., / NO Finance Director-(Equalto greaterthan$5,000) Date Comments: Form#3-Requisition