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Home My WebLink About2013-101 Invoice - KRP Data Systems k KRP Data Systems Invoice No. asH-001 PO Box 504 Gd~vt~~~fa . R oseburg, OR 97470 5 y !Il (541) 580-4849 g INVOICE Customer Name Ashla 155 Address nd Police Departmen=Hensman =FOB 1 E. Main Street City Ashland StPhone (541) 552-2118 - Sgq WarrQty Description Unit Price TOTAL t:` A 1 WebLEDS Application Software $2,999.00 $2,999 OQ Installation and Configuration of the WebLEDS r L software application system. Y Includes 10 User License No onsite visits included All installation and training done remotely P SubTotal $2,999.00 Shipping & Handling 7:$0.00 Taxes r TOTAL $2,999 00 • Office Use;6nly f Thank You i KRP Data Systems PO Box 504 Roseburg„ OR 97470 - - (541) 58DA849 s .krpdataxom Data Systems Sgt Warren Hensman March 28, 2013 City of Ashland Police Department 1155 E. Main Street Ashland, OR 97520 (541) 552-2118 Sgt Hensman, Thank you for the opportunity to allow KRP Data Systems to provide the City of Ashland with a proposal for a WebLEDS software installation. WebLEDS is currently the most widely used LEDS application in the state of Oregon, with more than 11,000 users using our software. We are confident your agency will be extremely happy with the value WebLEDS can bring to you, and we will commit to working diligently to make sure our application meets your every expectation, and that you are completely satisfied with our software. Proposal KRP Data Systems proposes to supply the City of Ashland with a license of our WebLEDS Enterprise Browser software system, fully installed, for the following discounted price: 10 User License: $2,999 This cost includes all necessary project management services with your I.T. staff and LEDS on the pre-installation steps, as well as installation of the software done remotely. In addition, this cost includes a 1 hour remote (WebEx) training session on how to use the software. Normally both the installation and training is done onsite, but it has been agreed upon that to provide you with this discounted price, no onsite visits will be included in this proposal. Beyond purchase, your agency's only ongoing cost will be the cost for annual software support and maintenance. This cost is currently 15% annually of a customer's total software purchase price. For the quoted 10 user license ($2,999), this amounts to $450 annually. Your first year's maintenance charge is included in the purchase price, so your first maintenance payment will not be due until 1 year after installation. Maintenance and Support is not optional, and must be maintained to use the WebLEDS software product. KRP Data Systems does not provide the PC server required to run the application on. Your agency will be responsible for providing a server configured with the Windows/2008 Server operating system. This does not have to be .a dedicated server just for the WebLEDS application, and most agencies utilize an existing, already in production server for this purpose. This proposal also requires your agency to configure and establish the necessary TCP/IP VPN connection between your agency and the LEDS department in Salem, over which all LEDS communications will occur between the WebLEDS server and the state LEDS system. KRP Data Systems will work with your agency and LEDS to facilitate the configuration of this link. Lastly, it will also be your agencies responsibility to provide (in-house or purchased) the necessary web SSL certificate required to be installed in the WebLEDS application to meet CJIS SSL security requirements. Thank you again for this opportunity to present you with this quote. This proposal is valid for 60 days. Upon review and acceptance of this Proposal, please sign below and return a scanned E-mailed copy of this proposal back to Kevin Potter at KRP Data Systems. Once we have received your signed authorized proposal, we will immediately begin working with your staff on the implementation. We look forward to working with you and your staff on this project. ' Sincerely, Kevin Potter (President/Owner) KRP Data Systems PO Box 504 Roseburg, OR 97470 Phone: (541) 580-4849 Email: KevinQJG?Pdata.com f Mfr r+ KRP Data Systems SIGNATURE PAGE fjl/ ,s - WebLEDS Software Purchase a? j J l !ii Y 5 l tTi ra By signature, the City of Ashland accepts this Sofhvare Proposal and here-by authorizes KRP Data Systems to commence work on this project, and commits funds to the payment of this project. KRP Data Systems: h/ Owner - KRP Data Systems 3/28/2013 Signature Title Date Licensee: S?nat rc ( r $S . Printed N v Da[ Printed Title rimed Agency Page 1 / 1 G I T Y OF DATE PO NUMBER ASHLAND, Irma 20 E MAIN ST. 4/30/2013 11570 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 017726 SHIP TO: City of Ashland - Police Dept. KRP DATA SYSTEMS 1155 E MAIN STREET PO BOX 504 ASHLAND, OR 97520 ROSEBURG, OR 97470 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Gall Rosenberg Special lnst: Confirming? No Quanti Unit- Descrip tion - Unit Price. - Ext. Price. WebLEDS Software 2,999.00 Initial set up fee and maintenance Note: Annual maintenance and support will be $450.00 per year in the following years. ors ~w SUBTOTAL 2,999.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 2,999.00 ASHLAND, OR 97520 Account Number , _ Project Number.. . Amount' 'Account Number. - Project Number' Amount E 110.06.11.00.60110 21999.00 2 - x1'113 Aut ed Signature VENDOR COPY F ~RM #3 CITY OF ASHLAND REQUISITION Date of request: oq/o9ns Required date for delivery: Vendor Name KRP nata S~ictems Address, City, State, Zip Pn Roy .904 Rncehurg OR 97470 Contact Name & Telephone Number Fax Number Kevin Pottpr 541580 4849 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 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote 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 # ® Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement Sole Source Contract # GOODS & SERVICES ❑ Applicable Form 10,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 Written quote or proposal attached Agency ❑ (3) Written quotes attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ , Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals attached Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost WebLEDs - software package that interfaces with Tiburon which allows streamlined data entry and ability to access criminalldriving history remotely. Initial set-up fee. Annual support and $2,999 00` maintenance will be $450 in the following ears. ? Item # Quantity Unit. Description of MATERIALS Unit Price Total Cost iTOTAL`.COST ❑ Per attached quote/proposal $ Project NumberAccount Number 110.06.11.00.601100 Account Number Account Number Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expen 'lures. IT Director in collaboration with department to approve all hardware and software purchases: J di I IT Director' Date Suppo -Yes / o 9y sig~nifno'sr~equis/on~form,, II certify that the City's public contracting requirements have been satisfied. Employee Signature: Department Head Signature: / ua11 or greater than $5,000) City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year YES / NO Finance Director- (Equal to or greater than $5,000) Date Comments: Form #3 - Requisition ' FORM #5 CITY OF ASHLAND pp r I . TI'OO I ~ INDING tan')1...Q To: Dave Kanner From: KRP Data Systems Date: April 24, 2013 Re: Sole Source Determination and Written Findings for Goods and Services fn accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there is only one provider of a product or service of the quality and type required available. Estimated total value of contract: $2999 first year, $450.following years for annual support/maintenance Project name: Description of goods and services: WebLEDs - a software package that interfaces with Tiburon which allows steamlined data entry and ability to access criminal/driving history remotely. Background: After discussion with other law enforcement agencies who ate currently using this product, it was determined it would make entry into the Tiburon records system much more streamlined while also allowing access to the data remotely. It is a product that currently interfaces with Tiburon. Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 1 of 2, 4/24/2013 Findings- [The findings below must include factual information supporting the determinationl. Market Research Overall finding: Research was done with other agencies whom are using this product. This company provides an interface with Tiburon which is the Records Management software that's currently being used by all law enforcement agencies in the county. This company is the software authors for this product. (In accordance with ORS 279B.075, these are the examples of findings that should be addressed. Select at least one of the ftndinj s and prepare the determination as it specifically relates to the goods or services being procured. More than one finding can be addressed. The findings are as follows. Pursuant to ORS 279B.075 (2)(a): Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. Pursuant to ORS 279B.075 (2)(b): Provide findings supporting your determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source. N/A Pursuant to ORS 279B.075 (2)(c):. Provide findings supporting your determination that.the goods or services are for use in a pilot or an experimental project. N/A Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. N/A Form #5 • Sole Source -Goods and Services - Less than $100,000, Page 2 of 2, 4/24/2013