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Home My WebLink About2008-071 License Agrmt - Cartegraph Systems CarteGraph Systems, Inc. Proposal for Software I Professional Services 3600 Digital Drive, Dubuque, IA 52003 Date: 800-688-2656 . 563-556-8120 Completed By: 663-666-8149 (fax) Expiration Date: Cartroraph Systems, Inc. Federal 10: 42-1419553 5/29/2008 Dawn Schreiber 6/28/2008 Company City of Ashland E-mail weQnerj@ashland.or.us Contact Jason Wegner PhonelExt (541 )552-2417 Deparbnent FAX (541 )552-2328 Address 90 N. Mountain Ave. Address Street Dept City Ashland State OR ZIP 97520 Product Description Quantity List Price/Unit Extended Price CarteLite Add-On Subscription Subscription 11 $1 183.00 $ 13.013.00 $ - Trade in of Perpetual Software Unused Maintenance 1 ($5 668.83) $ 15 668.83) S - $ - $ - $ - S - $ - i - CartiGraph Subscription Packages Include the above named number of licenses of any of the fo/lowIng applications at any one tlmet\ORKdirector, CALLdirectOf", PAVEMENTview, PAVEMENTvlilw Plus, SIGN view ,SIGNALview, MARKINGview, L1GHTview, BRIDGEview, STORM view , WATERview, SEWER view , VERSAtools, MAPdirectOf", MAPdirectOf" for ArcGIS, GEOOATAconnect, and GISdirectOf". ANNUAL SUBSCRIPTION AMOUNT SHOWN BELOW IS REQUIRED TO KEEP SUBSCRIPTION SOFtwARE LICENSES ACTIVE. Professional Service Quantity Ust Price/Unit Extended Price Complimentary License Unlocking Service / Removal of Perpetual License Codes 1 $0.00 S - S - $ - $ - $ - $ - $ - S - $ - $ - $ - $ - I - Renewal Budget Amount for this Proposal I $6,875.00 I Sub Total 1 $ 7344.17 Renewal Anniversary Date I 12 mo from execution I Sub Total 2 $ 7,344.17 Annual renewal term is 12 months. Tax Rate: 0.000,1, Sales Tax $ - Shipping $ - Total $ 7,344.17 Notes This executed proposal must be accompanied by the executed deactivation form. Acceptance and payment terms INVOICED UPON EXECUTION: 1. Delivery: Software sh.. be licensed upon acceptance of this Agreement and t.Aaintenance or Subsaiption services will begin upon licensing cAthe Software. Professional Services will be scheduled and deltvered upon your acceptillce of this Agreement. 2. lnvci~g: 100% rAthe project tetal is due at the signing of this agreement. 3. Expenses: In pro'liding the services included in this agreement, CarteGraph shaH be reimbursed for any reasonable out-oJ.pocket costs, induding, but not limited to, Ira\'eI, lodging, and meals. Oul-of-pockel expenses are billed and due separalely. 4. Payment Terms: All payments are due Net 30 days from date of invoice. Please provide a purchllse order and sign belatI. If your ~on does not utilze a plRhase order system. please sign belCM' WId ytU' orpniZiIlion will be billed acconing to the terms ofeus proposal. This proposal CUlstiulesthe complete and exd..- agr...,ent belweon ~ Systems Inc. and the _ comp..y ""en:eding 011_ ~ ........_ and aII_ ccmm_ with respectlo thelenn. afllle agreement. Services must be scheduled and used wIhin 6 madhs of aweement signing. Agreement must be sealted and returned to CarteGraph priCl' to the expiration date shown above or at terms COI'ltIIined herein iH'1t i'MIIid -.d the emre agreement is \lOcI. x ~ .$.- City of Ashland .6' .J- "'~/~ Date CaltlGraph Systems, Inc. 5/29/2008 Date To: Cartegraph Systems CarteGraph Systems, Inc. Ref: License Deactivation 4/24/2008 Attention: Operatiom 3600 Digital Drive Dubuque, IA 52003 e-mail: Fax: Kevin Kline@.carteQraph.com 563-556-8149 Company Contact Address Address City City of Ashland Jason Wegner 90 N. Mountain Ave. Street Dept Ashland State E-mail Phone/Ext FAX ZIP (541 )552-2417 (541 )552-2328 97520 OR Re: Deactivating a Cartegraph System Application Module. Effective Date: 412412006 Reason for Deactivation: The following modules are to be deactivated: Quantity I 1 1 1 1 1 1 1 1 Modules GISDirector GEODA T Aconnect Persional Stormview Signview Waterview V\IorkDirector Pavementview Plus Sewerview I Database Type I Enterprise I Standard I Enterprise Enterprise Enterprise Enterprise Enterprise Enterprise Enterprise Enterprise Software Maintenance Expiration 4/24/2008 412412006 4/24/2008 4/2412006 4/24/2008 4124/2008 412412008 4124/2008 The modules listed above are not being used or are being used to convert towards a new subscription agreement. I understand that by deactivating them the registration keys will change to reflect the decreased module access and that I will be required to inpti the new registration keys. Further, I am aware that there is a reactivation fee. This means that if I subsequently wish to reactivate the modues(s), I agree to pay a fee equivalent to 100% ofthe current list price ofthe module(s) being reactivated, plus prorated maintenance reinstatement. There is no charge for deactivating modules(s). Name: ~~ ..,-1 _ _~~ 'D~ lu... N 7L,,",ut~ Date: '" h/U4 r Signature: CITY OF ASHLAND Memo DATE: May 28, 2008 TO: Lee Tuneberg, Finance Director FROM: Terry Ellis, Public Works Superintendant RE: Findings for Sole-Source Procurement- Cartegraph The City of Ashland utilizes a computer maintenance program supplied by Cartegraph Systems, Inc. At this time, we have six to eight users in different departments accessing it daily with only one license. We continually have concerns and conflicts with each department trying to use it at the same time. The program is used for our work order system, Sewer View, StormView, WaterView, SignView and Pavement Management. Our mapping Division at Engineering also uses it. This program is critical in our daily scheduling and activities in the Division. This upgrade would allow us to access the program with up to 11 users at the same time. DEPARTMENT HERE Street Address Ashland, Oregon 97520 wwwashlandor.us Tel 541-488-6002 Fax. 541-488-5311 TTY 800-735-2900 ~A' -~-~-------~---,._--.._-,.--~.__......._._- 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 slfV "ECORDER I Page 1 / 1 r~' CITY Of ASHLAND DATE 6/2/2008 PO NUMBER 08312 VENDOR: 000455 CARTEGRAPH SYSTEMS INC 3600 DIGITAL DR DUBUQUE, IA 52003 SHIP TO: Ashland Water Department (541) 488-5354 90 N MOUNTAIN ASHLAND, OR 97520 FOB Point: Terms: Net 30 days Req. Del. Date: Speciallnst: Req. No.: Dept.: PUBLIC WORKS Contact: Terry Ellis Confirming? No Quantity Unit Description Unit Price Ext. Price Carte Lite Add-On Subscription 7,344.17 11 Each @ $1,283.00 = $13,013.00 Trade in of Perpetual Software Unused Maintenance - ($5,668.83) SUBTOTAL 7344.17 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 7,344.17 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.18.00.60140( 3.500.00 E 675.08.17.00.60140( 2,444.17 E 710.08.23.00.60140l 1.400.00 "'\.7 i'/ ~." . / .' 7\ dl', L~f ~/ "\ - '-.. "- VEND R COPY Authorrzed Signature o CITY OF ASHLAND REQUISITION FORM THIS REQUEST IS A: o Change Order(existing PO # Date of Request: 15/1.8/D(3 I , Required Date of Delivery/Service: I I C o..r.\-~ ')~ \" ~ ,~" f ","-c . . I ~ bOD \\ \ 'j . .\-.. \ CJ Jl ~ . D.J bu<] ~ ,/ I A 5'2.. o~ ,J~ 8CO-(.,8~-2b<:;h t=<L,<.. ~1'-5S(,-BI'tq , rJa..... S~~Q^- Vendor Name Address City, State, Zip Telephone Number Fax Number Contact Name SOLICITATION PROCESS Small Procurement , Sole Source 0 Invitation to Bid o Less than $5,000 Written findings attached (Copies on file) Gl Quotes (Optional) Quote or Prooosal attached Cooperative Procurement 0 ReQuest for Proposal o State of ORNVA contract (Copies on file) Intennediate Procurement o Other government agency contract 0 Special! Exempt o (3) Written Quotes 0 Copy of contract attached 0 Written findings attached (Copies attached) 0 Quote or Proposal attached 0 Contract # 0 Emeraencv 0 Written findings attached 0 Quote or Prooosal attached Description of SERVICES Total Cost o Per attached PROPOSAL $ Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ~ ... ~\~~ ~- Cj...Jo~ /<,Y '-{ I " O-Per attached QUOTE TOTAL COST '''" W':' r - :t ~5o;;'."";> $ 7) Y'-Itl, , - . (,,0.(.)'6. t'b,0~.. bOI'-!<J:) _ 08 \ -i.. 00. G <.) I L{oo '::: J:2-'-I 4LJ. q -} Ie, 08. -L'S. 00. be 1'-10.:.) -== 'I J '-/00. <JO By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracung requirements, and the documentation can be provided upon request. -"2 u.... II -:-7;:> ("'0-.' 7.J 1 -.. Employee Signature: I Supervisor/Dept. Head Signature.:_ k ( I:jlC~"" j