Item 4.2 - Approval of License Agmt with Cartegraph Systems LLC for Software Licensing, Tech. Support and Maint.October 1, 2019, Item #4.2
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
City of Poway
COUNCIL AGENDA REPORT
October 1, 2019
Honorable Mayor and Members of the City Council . ~
Eric Heidemann, Interim Director of Public Works 1
Pat Ryan, Interim Assistant Director of Public Works for Maintena ~c~z
Operations
(858) 668-4705 or pryan@poway.org
Approval of License Agreement between the City of Poway and
Cartegraph Systems LLC for Software Licensing, Technical Support
and Maintenance
The City utilizes Cartegraph Systems LLC (Cartegraph) software to manage the Public Works
Department work orders and assets. With the discontinuation of YourGOV, Cartegraph's licensed
citizen reporting service and impending license agreement expiration, staff recommends
renewing its license agreement with Cartegraph for its Operations Management System (OMS)
and SeeClickFix platforms for asset and work order management, and citizen reporting services.
The total cost of the agreement is $221,670.46 and is effective from the period commencing
November 1, 2019, and ending July 29, 2023. Staff has determined that Cartegraph's products
continue to best meet the business needs of the City.
Recommended Action:
It is recommended that the City Council approve the License Agreement with Cartegraph for
Operations Management System Licensing, Technical Support and Maintenance; and authorize
the City Manager to execute the necessary documents .
Discussion:
The City of Poway first implemented Cartegraph in August 1998, to assist staff in day-to-day
operations . Initially, Cartegraph was utilized to generate and process work orders, record labor,
equipment and materials costs, and generate reports. Since 1998, the City has entered into new
license agreements with Cartegraph as Cartegraph's asset management functionality has
increased to meet the City's business needs over time. For example, the City has transitioned or
updated to Cartegraph products which are web-based, integrate public service requests, allow for
GIS integration and mobile access, provide for additional users (enterprise license) and provide
more comprehensive asset management capabilities.
Implemented in 2013, the City's mobile and web-based service request platform, YourGOV, which
is licensed by Cartegraph, will be phased out and support from Cartegraph will be discontinued
in December 2019. YourGOV allows for the public to report service requests via the web and
mobile devices, which are reported directly into the City's Cartegraph OMS application. The loss
of this tool will have an impact on customer service, as ··the City will be without a ·centralized
program for reporting and tracking issues. Cartegraph has licensed SeeClickFix as its
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October 1, 2019, Item #4.2
program for reporting and tracking issues. Cartegraph has licensed SeeClickFix as its
replacement. SeeClickFix provides enhanced functionality compared to YourGOV, including
improved communication, reporting and tracking. It also has the potential to improve the City's
already high level of customer service. The prorated cost for the first year of SeeClickFix is
$15,166.67, plus a one-time implementation fee of $5,300. There are other service request
applications that provide similar functional capabilities; however, SeeClickFix is the application
Cartegraph has partnered with and it is fully integrated with Cartegraph's services.
Currently, the City is in its fourth and final year of its license agreement with Cartegraph, which
expires July 29, 2020. Staff recommends renewing its license agreement with Cartegraph to
include SeeClickFix, instead of adding the SeeClickFix subscription as a change to the existing
agreement that expires in less than a year. Under the proposed new license agreement, the
length of the term is three years and nine months, beginning November 1, 2019, and ending
July 29, 2023. The remaining nine months of the City's current final year will be enfolded into the
new license agreement's term (base year). The total agreement amount is $221,670.46. The
total agreement amount includes the prorated first year amount of $20,466.67. The annual costs
for years two through four are $65,094.10; $67,048.73 and $69,060.96; respectively.
After an evaluation of Cartegraph's software platforms, staff concluded that the Cartegraph OMS
SeeClickFix solution would best meet the overall work order, maintenance and asset
management system needs of the City. SeeClickFix provides both a mobile and web application
that allows citizens to submit service requests to the City that get routed to the appropriate
Department for resolution. The system improves the notification and workflow of the request and
provides the ability to send feedback and resolutuion back to the requester. The implementation
of SeeClickFix is expected to be completed by January 2020.
Environmental Review:
This action is not subject to review under the Environmental Quality Act (CEQA).
Fiscal Impact:
Sufficient funds to award year one of the license agreement, as identified in this report, are
available in the Fiscal Year 2019-20 Budget (various Public Works divisions; account 41200).
Funding for subsequent agreement years will be incorporated into future budgets and subject to
Council approval.
Public Notification:
None.
Attachments:
A. Software Purchase and Service Agreement with Cartegraph Systems LLC.
Reviewed/Approved By:
Wendy Kaserman
Assistant City Manager
2 of 9
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
Chris Hazeltine
City Manager
PA1224, City of Poway
Purchase Agreement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions. This
Purchase Agreement is made and entered into between City of Poway (hereinafter referred to as “Customer”) and Cartegraph
Systems LLC (hereinafter referred to as “Cartegraph”. In the case that any terms or conditions provided in the Cartegraph
Solutions Agreement differ from, are provided in more detail by, or are made irrelevant by the terms and conditions provided in this
Purchase Agreement, the terms in this Purchase Agreement shall control. For all terms and conditions not addressed by this
Purchase Agreement, the Cartegraph Solutions Agreement shall control.
Customer Bill To: Customer Ship To:
City of Poway
14467 Lake Poway Road
Poway, CA 92064
Same
Investment Summary
The Addendums attached hereto, include:
Addendum A – Support Services
Addendum B – Field Services
Cartegraph’s proposed fees for this project are included in the summary below.
Today’s Date: September
18, 2019
Signature
Expiration Date:
October 30, 2019 Purchase
Agreement No.:
#PA1224
Purchase Type Qty. Unit Price Total Price
CURRENT YEAR
SOLUTIONS
SeeClickFix Extension •SeeClickFix Subscription,
40 Users,
•Advanced Asset
•Cartegraph User Pack 100
Named Users
•Internal Requests
thru 7/29/2020
9 months $15,166.67 $15,166.67
FIELD SERVICES
Implementation
Services Fixed Fee Service 1 $5,300.00 $5,300.00
CURRENT YEAR SUB-TOTAL $20,466.67
3 of 9 ATTACHMENT A October 1, 2019, Item #4.2
#PA1224, City of Poway
YEAR 1
SOLUTIONS
Cartegraph OMS –
Platform - Enterprise
Subscription, On-Premise
7/30/2020-7/29/2021 1 $20,837.00 $20,837.00
Cartegraph OMS
Extension
Advanced Asset Management
Subscription 1 $6,251.10 $6,251.10
Cartegraph OMS
Extension Internal Requests Subscription 1 $1,235.00 $1,235.00
SeeClickFix Extension SeeClickFix Subscription, 40 Users 1 $18,746.00 $18,746.00
Cartegraph OMS
Users
User Pack Subscription – 100 Named
Users 1 $18,025.00 $18,025.00
SALES TAX N/A
YEAR 1 SUB-TOTAL $65,094.10
YEAR 2
SOLUTIONS
Cartegraph OMS –
Platform - Enterprise
Subscription, On-Premise
7/30/2021-7/29/2022 1 $21,463.50 $21,463.50
Cartegraph OMS
Extension
Advanced Asset Management
Subscription 1 $6,439.05 $6,439.05
Cartegraph OMS
Extension Internal Requests Subscription 1 $1,272.05 $1,272.05
SeeClickFix Extension SeeClickFix Subscription, 40 Users 1 $19,308.38 $19,308.38
Cartegraph OMS
Users
User Pack Subscription – 100 Named
Users 1 $18,565.75 $18,565.75
SALES TAX N/A
YEAR 2 SUB-TOTAL $67,048.73
YEAR 3
SOLUTIONS
Cartegraph OMS –
Platform - Enterprise
Subscription, On-Premise
7/30/2022-7/29/2023 1 $22,108.00 $22,108.00
Cartegraph OMS
Extension
Advanced Asset Management
Subscription 1 $6,632.40 $6,632.40
Cartegraph OMS
Extension Internal Requests Subscription 1 $1,310.21 $1,310.21
SeeClickFix Extension SeeClickFix Subscription, 40 Users 1 $19,887.63 $19,887.63
Cartegraph OMS
Users
User Pack Subscription – 100 Named
Users 1 $19,122.72 $19,122.72
YEAR 3 SUB-TOTAL $69,060.96
SALES TAX N/A
TOTAL COST (4-YEAR TERM) $221,670.46
NOTES: The pricing listed above does not include applicable sales tax.
*Sales tax is not applicable in the state of California*
4 of 9 October 1, 2019, Item #4.2
#PA1224, City of Poway
Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees to pay
Cartegraph the Fees in U.S. Dollars as described below:
1. Delivery: Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of this
Purchase Agreement, which will be considered as your notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner. All
undelivered Services shall expire 365 days from the signing of this Purchase Agreement.
3. Solutions Invoicing: The Fee for Solutions will be due in annual installments 15 days prior to the anniversary of
the initial term as follows:
a. $15,166.67 due upon execution of the Purchase Agreement.
b. $65,094.10 due 15 days prior to 1st year anniversary of term start date.
c. $67,048.73 due 15 days prior to 2nd year anniversary of term start date.
d. $69,060.96 due 15 days prior to 3rd year anniversary of term start date.
4. Field Services Invoicing: Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase
Agreement and shall be invoiced as follows:
a. Invoicing for the Field Services fee shall occur upon the execution of the Purchase Agreement.
5. Payment Terms: All payments are due Net 30 days from start date of invoice.
5 of 9 October 1, 2019, Item #4.2
#PA1224, City of Poway
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN
THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT, WHICH
CAN BE REVIEWED AT: https://www.cartegraph.com/solutions-agreement/. THE PARTIES AGREE TO BE BOUND BY
THE TERMS AND CONDITIONS OF THE CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE
AGREEMENT REFERENCED HEREIN.
CARTEGRAPH: Cartegraph Systems LLC CUSTOMER: City of Poway, CA
By By
(Signature) (Signature)
Mitch Bradley
(Type or print name) (Type or print name)
Title SVP of Sales & Marketing Title
Date Date
ATTEST:
____________________________________
Faviola Medina, City Clerk
APPROVED AS TO FORM:
By: _________________________________
Alan B. Fenstermacher
6 of 9 October 1, 2019, Item #4.2
Cartegraph Systems LLC
Addendum A - Support Services
Cartegraph Support and Training Services – Scope of Work
The Support Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services
which will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to
the limitations set forth in this Addendum A, the applicable Purchase Agreement, and the Cartegraph Solutions
Agreement. Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
As part of Customer’s subscription to access and use of the Cartegraph Solutions, Customer will receive:
1. Support Services
a. Campus – www.campus.cartegraph.com
Our User Assistance area is a convenient and easily-shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user tips,
step-by-step instructions, videos, and more.
b. Dedicated, Unlimited, Toll-free Phone Support - 877.647.3050 and Live Chat When questions need answers and difficulties arise, count on our industry-leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday-Friday, 7:00 am-7:00 pm CT. Live
Chat is available within the product or through Campus.
c. Support via Case Submittal or Email If a phone call or live chat is not your best option, you can always request support via our online case submittal form
available in Campus or via email. Email support is available at support@cartegraph.com.
2. Training & Education Services
a. Convenient Online Resources: All the information you need, one click away. Take advantage of online training
opportunities, tutorial videos, upcoming event information, and more.
b. Customer Led User Groups: Meet and network with similar Cartegraph users in your region. Customer led User
Groups allow you to find out what other organizations are doing to get more from their Cartegraph solutions and
services.
3. Releases & Upgrades
a. New Releases: Cartegraph is continuously innovating and enhancing the Cartegraph OMS collection of products.
As a customer with an active subscription, you will receive each new release of the software.
i. Cloud-hosted customers: Your cloud-hosted site will be upgraded by our Cartegraph System Consultants
after the release is available.
ii. On-premise customers: For your on-premises installation, our Technical Consultants will work with your
organization’s IT staff to deliver the latest software release. Software will be made available after
installation to the Cartegraph cloud-hosted customers.
b. Service Packs: A Service Pack consists of lower-severity bug fixes and/or small platform updates.
i. If required, cloud-hosted sites will receive Service Packs as needed. These Service Packs are installed
by the Cartegraph System Consultants.
ii. On-premises customers that contacted Cartegraph Technical Support about an issue that is resolved with
the Service Pack, will be provided the service pack for installation. These on-premises customers can
then schedule a time to install the Service Pack with our Technical Support team
c. Hot Fixes: If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will
issue a hot fix and provide application specialists with detailed levels of product knowledge to work with you in
achieving a timely and effective resolution
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to contact any
third party as necessary to facilitate the delivery of Support Services or other services re lating to the Solutions. Said
support applies only to the most current version of the product and the previous version in succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph’s
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the modified Solutions
would depart from Cartegraph’s published documentation and specifications for such Solutions.
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Addendum B
Cartegraph Systems LLC
Addendum B - Field Services (Fee for Service)
Cartegraph Field Services – Scope of Work
The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services which
will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to the
limitations set forth in this Addendum B, the applicable Purchase Agreement, and the Cartegraph Solutions Agreement.
Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
Cartegraph – Scope of Work
The scope of work includes the following professional services:
Extensions
• Cartegraph will provide remote train-the-trainer training, up to eight (8) hours, on SeeClickFix Request
functionality. Training topics include:
o Administrator functions
o Web-Based CRM
o Cartegraph and SeeClickFix recommended best practices for citizen engagem ent and request
management
In addition to training, Cartegraph will provide supporting services related to mobile app configuration and
citizen engagement marketing materials.
Cartegraph will provide all services remotely via audio, video, and web confere nces unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
• Implementation of any custom modification or integration developed by Cartegraph, your internal staff, or
any third-party is not included in the scope of this project unless specifically listed above.
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed ab ove.
• Any service items discussed during demonstrations, conference calls, or other events are not included in
the scope of this project unless specifically listed above.
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in the
Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph resources and
management of project tasks is the responsibility of the Customer and Cartegraph project r epresentatives. Customer and
Cartegraph project representatives will provide overall guidance and direction for the project and will direct the project
accordingly. Further, and with regard to the Cartegraph obligations listed in this Purchase Agreement, Customer
understands that it is vital to the success of the project that Customer provides assistance in the following matters:
8 of 9 October 1, 2019, Item #4.2
Addendum B
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph’s system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation, including a dedicated project manager responsible for reviewing the implementation
scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight
on all relevant internal issues such as policy/procedure, organizational structure, project stak eholders, technical
architecture, data, and current systems. Customer responsibility also includes internal documentation, internal
change management, task completion, staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web-based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these workstation
platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph’s
discretion.
Not-to-Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from Customer. In the
event it becomes apparent to Cartegraph that additional Service will be needed due to any changes in the scope of this
Purchase Agreement, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval
if additional Services are required.
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