Signed Contract_CarteGraph Systems Software PurchaseMasterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
(�
FROM: Don Vogt, Public Works Directorbv
SUBJECT: Cartegraph Software Purchase
DATE: March 3, 2011
Dubuque
Amimeducty
2007
INTRODUCTION
The purposes of this memorandum are to provide information and request your
approval of the proposed purchase of asset management software from Cartegraph
Systems Inc.
DISCUSSION
The attached memorandum from Street and Sewer Maintenance Supervisor John
Klostermann provides much greater detail regarding our recommended purchase of
asset management software for the Public Works Department's sign maintenance and
replacement program and our floodwall maintenance program. John's memorandum
also recommends how our recommended purchases can be addressed with funds
already budgeted for FY11 for said programs.
ACTION STEP
I concur with John's recommendations and request your approval of same.
CC: Jennifer Larson, Budget Director
Attachments
Masterpiece on the Mississippi
TO: Don Vogt, Public Works Director
FROM: John Klostermann, Street/Sewer Maintenance Supervisor
SUBJECT: Cartegraph Software Purchase
DATE: February 28, 2011
Dubuque
111141malcally
11111
2007
INTRODUCTION
The purpose of this memorandum is to recommend that we enter into a software
agreement with Cartegraph for the use of two of their software products and for the
purchase of one mobile GPS /data collection device.
DISCUSSION
This request is for the purchase of two software asset management programs from
Cartegraph which we will use to document two ongoing maintenance projects in our
department.
Currently underway is a project to replace all of the street name signs in the city. This
proposal will allow our sign maintenance crew to document the sign replacement, its
location, and build a replacement schedule in the field by using a Trimble Juno
handheld device. Once the information is captured in the field it will then be transferred
at the end of the day to the Cartegraph's SIGNview software which is currently being
used in the Engineering Department. Using this system will allow the department to
track sign replacements, develop future sign maintenance replacement budgets and
share asset management information with other departments.
The second project our department is working on is addressing the defects noted in the
Corps of Engineers /HNTB flood control system draft periodic inspection report. Under
this proposal the Cartegraph's VERSAtoo /s software will be developed to meet our
needs for asset management and maintenance documentation along the flood control
system.
am recommending that we use available funding from the following existing Capital
Improvement Projects for the purchase of this software. For the purchase of the flex
— license subscription, the - handheld - GPS /data collection devise and fixed - fee service
for the mobile application for the SIGNview system I am recommending that the funds
($3,051) come from the Sign Post Replacement Project (2501938) which has a current
balance of $10,335.
I am also recommending that the remaining funds ($8,903) needed for the purchase
and development of the VERSAtools software come from funds available in the
Floodwall Repair Project (3501445) which has a current fund balance of $33,670. I
would note that the proposal fee for development of this software tool is an hourly fee
with a not -to- exceed limit.
The annual software licensing subscription for these products is estimated to be $4,631
per year and will be included in future activity maintenance budget requests.
ACTION STEP
am requesting that you recommend the purchase of these software systems as
requested so we can have them developed and functional as we move forward with
these project this spring.
Cartegraph
To: John Klostermann
Organization: City of Dubuque
From: Ryan Neuwoehner
Date: February 21, 2011
RE: Cartegraph Sales Proposal
Attached, please find a proposal from your Sales representative at Cartegraph Systems, Inc. We are pleased
with the prospect of serving you and hope this meets with your approval.
Should the products and /or services and the associated pricing terms be agreeable to you as stated, please sign
in the area indicated and return all pages of the proposal to Cartegraph by one of the following means:
• By email — administration @cartegraph.com
• By fax— (563)556 -8149, Attn: Administration
• By mail — Cartegraph
Attn: Administration
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 youl
800.688.2656 I 563. 556.8120 1 563.556.8149(faxj 1 ''v,ww.c..rtQgraph.com
Cartegraph
3600 Digital Drive 1 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 21, 2011 Expiration Date: May 20, 2011 Contract No.: C1102026
Organization City of Dubuque
Contact John Klos termann
Department
Address 50 W. 13th Street
City
Dubuque
State/Prov. IA Zip /Code 52001
NOTES: Service hours are to be used for the implementation of SIGNview and mobile sign management in both
the Engineering and Public Works departments, and for the development & implementation of
VERSAtools floodwall management to be used in Public Works.
Please note: This is a 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.
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.
annuafsuoscription renewal amount shown below is required to keep the subscription software licenses active after
the first year. Cartegraph flexLICENSE Subscriptions currently include the above -named number of user -based licenses
of any of the following applications: WORKdirector, CALLdirector, PAVEMENTview, PAVEMENTview Plus,
SIGNview, SIGNALview, MARKINGview, LIGHTview, BRIDGEview, STORMview, WATERview, SEWERview,
VERSAtools, MAPdirector, MAPdirector for ArcGIS, GEODATAconnect, GlSdirector, MOBILEconnect, and
Cartegraph applications.
Page 2 of 3
Purchase Type
Qty.
Unit Price
Total
SOFTWARE PRODUCTS
Cartegraph Software Subscription Plan'
flexLICENSE Subscription
2
$1,102.50
$2,205.00
THIRD -PARTY PRODUCTS
Trimble JunoTM handheld series 66411 -00
Juno SB (BT, WLAN, Camera)
GPS Device /Accessory
1
$749.00
$749.00
PROJECT SERVICES
Implementation Services
Other Implementation Services
Service Hours
52
$150.00
$7,800.00
Technical Services
Cartegraph Mobile Applications
Installation Services (up to 2 devices)
Fixed Fee Service
1
$1,200.00
$1,200.00
TOTAL PROJECT COST
$11,954.00
Cartegraph
3600 Digital Drive 1 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 21, 2011 Expiration Date: May 20, 2011 Contract No.: C1102026
Organization City of Dubuque
Contact John Klos termann
Department
Address 50 W. 13th Street
City
Dubuque
State/Prov. IA Zip /Code 52001
NOTES: Service hours are to be used for the implementation of SIGNview and mobile sign management in both
the Engineering and Public Works departments, and for the development & implementation of
VERSAtools floodwall management to be used in Public Works.
Please note: This is a 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.
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.
annuafsuoscription renewal amount shown below is required to keep the subscription software licenses active after
the first year. Cartegraph flexLICENSE Subscriptions currently include the above -named number of user -based licenses
of any of the following applications: WORKdirector, CALLdirector, PAVEMENTview, PAVEMENTview Plus,
SIGNview, SIGNALview, MARKINGview, LIGHTview, BRIDGEview, STORMview, WATERview, SEWERview,
VERSAtools, MAPdirector, MAPdirector for ArcGIS, GEODATAconnect, GlSdirector, MOBILEconnect, and
Cartegraph applications.
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 there from. Customer may terminate their Subscription, Maintenance or Service Support, if applicable, at the end of
the Initial Term or any subsequent Renewal Term 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.
1. Future years' annual Software Licensing Subscription is estimated to be $4,631.00 for the Software Products listed in
this Proposal.
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. 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.
3. Payment Terms: All payments are due Net 30 days from date of invoice.
4. Scheduling of Services: Services must be scheduled and used within 6 months of Proposal signing.
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 DUBUQUE, IA
CARTEGRAPH SYSTEMS, INC.
By:
Signature
Please
Date:
Vi I
Print Michael C. Van Miliigen, City Manager
Name Title
By: '41w-A WIM
Mark Weber, CFO
Page 3 of 3
Date:
2/21/2011