BOARD OF COUNTY COMMISSIONERS AGREEMENT-CARTEGRAPH

Transcription

1 TULSA COUNTY PURCHASING DEPARTMENT MEMO DATE: SEPTEMBER 13, 2012 FROM: LINDA R. DORRELL ~ '. r: ~ _ \\ ~ PURCHASING DIRECTOR U~~. '--JO ~ TO: SUBJECT: BOARD OF COUNTY COMMISSIONERS AGREEMENT-CARTEGRAPH SUBMITTED FOR YOUR APPROVAL AND EXECUTION IS THE ATTACHED AGREEMENT BETWEEN THE BOARD OF COUNTY COMMISSIONERS ON BEHALF OF THE TULSA COUNTY ENGINEERING DEPARTMENT AND CARTEGRAPH FOR SOFTWARE UPGRADES. RESPECTFULL Y SUBMITTED FOR YOUR APPROVAL AND EXECUTION. LRD/arh ORIGINAL: EARLENE WILSON, COUNTY CLERK, FOR THE SEPTEMBER 17,2012 AGENDA. COPIES: COMMISSIONER JOHN M. SMALIGO COMMISSIONER KAREN KEITH COMMISSIONER FRED R. PERRY MARK LIOTTA, CHIEF DEPUTY TOM RAINS, COUNTY ENGINEER Frm 4363 (Rev. 4-98)

2 Cartegraph M N t.l') < T: Tm Rains Organizatin: Tulsa Cunty Bard f Cunty Cmmissiners w Cj Frm: Teresa Ddds CO Q Date: September 7, 2012 w > ~ Q RE: Cartegraph Sales Prpsal Attached, please find a prpsal frm yur Sales representative at Cartegraph Systems, Inc. We are pleased with the prspect f serving yu and hpe this meets with yur apprval. -0 Shuld the prducts and/r services and the assciated pricing terms be agreeable t yu as stated, please sign in the area indicated and return all pages fthe prpsal t Cartegraph by ne f the fllwing means: M By -salesperatins@cartegraph.cm By fax - (563) , Attn: Sales Operatins By mail - Cartegraph Attn: Sales Operatins 3600 Digital Drive Dubuque,lA Please be aware that in rder fr Cartegraph t prcess an rder, we must receive ~ f the fllwing items:., Fully-executed Cartegraph prpsal returned in its entirety., Apprved Purchase Order frm yur rganizatin Shuld yu have any questins abut the cntents f the prpsal, please cntact yur Sales representative at (800) Thank yu! I I (fax) I

3 Cartegraph 3600 Digital Drive I Dubuque, Iwa I (800) I (563) I fax (563) FederallD: Sftware and Services Prpsal Date: August 27,2012 Prpsal Expiratin Date: Nvember 30,2012 Cntract N.: Cl Organizatin Tulsa Cunty Bard fcunty Cmmissiners Cntact Tm Rains Department Address 500 S. Denver City Tulsa State/Prv. 0 K Zip/Cde Purchase Type Qty. Ttal Price Future Annual Renewal Fee SOFTWARE PRODUCTS CARTEflex I TOTAL PROJECT COST TOTAL FUTURE ANNUAL RENEWAL FEE License Cnversin Fee & Subscriptin License 2 $4, $3, S4'63~ $3, NOTES: Tulsa Cunty is relinquishing all existing Cartegraph licenses by agreeing t this prpsal fr new/different licenses. Upn installatin fthe licenses cntained in this prpsal the Cunty agrees t remve all prir licenses frm use. Nt-t-Exceed Prpsal Cartegraph will nt exceed the ttal included in this Prpsal withut written apprval frm Custmer. In the event it becmes apparent t Cartegraph that additinal service effrts will be needed due t any changes in the scpe f this prpsal, Cartegraph will ntify Custmer prir t exceeding the apprved effrts and btain written apprval if additinal sftware r services are required. Additinal Services Cartegraph can als prvide additinal fixed fee business and technical services as may be requested by Custmer, including: Business Assessment Services Data Cnversin Services Mdificatin Services Any additinal services are available t Custmer at the rate f $150 per hur (2 day minimum required fr n-site service) plus travel expenses. I CARTEflex Subscriptins include the abve-named number f cncurrent licenses f any fthe fllwing applicatins: WORKdirectr, CALLdirectr, PAVEMENTview, PAVEMENT view Plus, SIGNview, SIGNALview, MARKINGview, LIGHTview, BRIDGEview, STORMview, WATERview, SEWERview, TREEview, PARKview, VERSAt/s, MAPdirectr, MAPdirectr fr ArcGIS, and GISdirectr. Page 2 f4

4 Sftware Subscriptin, Maintenance and Supprt Services Terms/Renewal The initial term f Subscriptin, Maintenance r Supprt Services will run thrugh 5/17/13, and may be renewed annually upn mutual agreement by bth parties. Each subsequent term will cmmence upn cmpletin f the prir term and will cntinue fr a perid f ne (1) calendar year there frm. Custmer may terminate their Subscriptin, Maintenance r Service Supprt, if applicable, at the end f the Initial Term r any subsequent Renewal Term by ntifying Cartegraph in writing f their intentin t d s at least 60 days prir t the applicable End Date fr that term. Sftware licensed under a subscriptin is gverned by a license manager and must be renewed prir t the expiratin date f the term in rder t keep the sftware active. Fr estimated future annual renewal fees, see pricing table abve. Annual renewal fees will increase by n mre than 5% each year. Payment Terms and Cnditins In cnsideratin fr the Services and Prducts prvided by Cartegraph t Custmer, Custmer agrees t pay Cartegraph Sftware Csts and Prfessinal Service Fees in U.S. Dllars as described belw: 1. Delivery: Sftware Prducts shall be licensed upn acceptance f this Prpsal. Prject Services will be scheduled and delivered upn yur acceptance f this Prpsal, which will be cnsidered as yur ntificatin t prceed. 2. Services Scheduling: Custmer agrees t wrk with Cartegraph t schedule Prject Services in a timely manner. All undelivered Prject Services shall expire 365 days frm the signing f this Prpsal. 3. Invicing: Invicing fr any given Sftware Prducts shall ccur upn delivery. Invicing ccurs mnthly fr Prject Services as they are incurred n the prject. Partial billings n fixed fee csts will be inviced mnthly as incurred. 4. Expenses: In prviding the services included in this Prpsal, Cartegraph shall be reimbursed fr any reasnable utf-pcket csts, including, but nt limited t, travel, ldging, and meals. Out-f-pcket expenses are billed based n actual csts incurred and are due separately. 5. Payment Terms: All payments are due Net 30 days frm date f invice. This Prpsal cnstitutes the cmplete and exclusive agreement between Cartegraph Systems, Inc., and the abve cmpany, superseding all ther prpsals, ral r written and all ther cmmunicatin with respect t the terms f the agreement. Prpsal must be executed and returned t Cartegraph prir t the expiratin date shwn abve r all terms cntained herein are invalid and the entire Prpsal is vid. Custmer acknwledges that all materials and dcuments assciated with this prject are prprietary in nature. Custmer further agrees nt t cpy r therwise make available such materials utside f Custmer's rganizatin and its divisins and departments withut the prir written cnsent fcartegraph, except as required by law. Page 3 0/4

5 Acceptance The parties, each acting under due and prper authrity, have executed this Prpsal as f the date written belw: TULSA COUNTY, OK By: Please Print Name Date: CARTEGRAPH SYSTEMS, INC. By: Mark Weber, CFO Date: 9/7/ Page 4 0/4