HomeMy WebLinkAbout2012 09 24 Consent 203 Oracle MaintenanceCOMMISSION AGENDA
ITEM 203
Informational
Consent
X
Public Hearings
Regular
September 24, 2012 KS JD
Regular Meeting City Manager Department
REQUEST:
Information Services requests Commission approve renewal and payment of
the Oracle annual maintenance and support agreement in the amount of $25,749.99 to
Oracle America and authorize the City Manager and City Attorney to prepare and
execute any and all applicable documents.
SYNOPSIS:
Oracle is the database manager for the Kiva application that supports the permitting,
inspection scheduling, and code enforcement activities of the City. We wish to renew
our maintenance agreement with Oracle America, Inc., for an additional year via the
attached addendum and obtain Commission approval to expend $25,749.99.
CONSIDERATIONS:
Kiva is the City's Community Development application that uses Oracle Database and
Oracle Application Server. The Oracle software was acquired via an RFP process in
2000/2001. Oracle and its business partners are vendors for Oracle technical support and
maintenance which provides database support and maintenance as well as upgrades as they
are made available. The Oracle maintenance and support agreement is renewable annually
and is up for renewal for the period of 10 -01 -12 through 09 -30 -13 and covers all Oracle
software application modules.
Three quotes were received as follows:
Oracle America $25,749.99
Mythics $26,264.99
DLT Solutions $26,381.49
Consent 203 PAGE 1 OF 2 - September 24, 2012
These maintenance agreements will no longer be required once the City has implemented
the New World Systems software which was approved in Regular 601 agenda item on July
23, 2012. The City Attorney is currently working with New World to finalize a mutually
agreeable contract.
FISCAL IMPACT:
Oracle Database Support $14,714.29
Oracle App Server Support $11,035.70
Total $25,749.99
This item is budgeted in Information Services Department 1343.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and
the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City's Website, LaserFiche, and the City's
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas /Agenda Item information, Homeowner's Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been posted outside City Hall, posted inside City Hall with additional
copies available for the General Public, and posted at five (5) different locations around the
City. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
RECOMMENDATION:
Information Services requests Commission approve renewal and payment of
the Oracle annual maintenance and support agreement in the amount of $25,749.99 to
Oracle America and authorize the City Manager and City Attorney to prepare and
execute any and all applicable documents.
ATTACHMENTS:
Price quotes from Oracle America, Inc., Mythics, and DLT Solutions are included in
attachment (9 pages).
Consent 203 PAGE 2 OF 2 - September 24, 2012
ORACLE'
22- May -12
RON KANDZER
CITY OF WINTER SPRINGS
Information Services
1126 East State Road 434
WINTER SPRINGS
FL 32708
United States
Dear RON KANDZER,
The technical support services and benefits provided under service contract number 2342994 will expire, or
have expired, on 30- Sep -12. Please find attached an ordering document for the renewal of this service
contract. If applicable, the attached ordering document may also include incremental technical support
services newly acquired.
To ensure that there is no interruption to the technical support services and benefits provided under service
contract number 2342994, please order the technical support services on this ordering document by issuing
a form of payment acceptable to Oracle in accordance with the attached Order Processing Details section on
or before 1- Sep -12.
If further information is required, please contact me at the e-mail address or telephone number provided
below.
Regards,
Allison MacEwen
Oracle Support Services
E -mail: allison.macewen @oracle.com
Tel.: +17033643362
Fax: +17197574233
Page 1 of 6
RL_S pecif ied_Ag ree men t_v030109
Service Contract Number: 2342994
ORACLE'
Ordering Document
Service Contract #:
2342994
Renewal Contact:
Allison MacEwen
Offer Expires:
30- Sep -12
Payment Terms:
30 NET from date of
Telephone:
+17033643362
invoice
Fax:
+17197574233
Billing Terms:
Quarterly in Arrears
E -mail:
allison.macewen @oracle.com
CUSTOMER: CITY OF WINTER SPRINGS
QUOTE TO
BILL TO
Account Contact:
RON KANDZER
Account Contact
Accounts Payable
Account Name:
CITY OF WINTER
Account Name:
CITY OF WINTER SPRINGS
SPRINGS
Address:
Information Services
Address:
Information Services
1126 East State Road
1126 East State Road 434
434
WINTER SPRINGS
WINTER SPRINGS
FL 32708
FL 32708
United States
United States
Telephone:
407 3276551
Telephone:
Fax:
Fax:
E -mail:
rkkandzer @winterspringsfl
E -mail:
@
.Org
Oracle may provide certain information and notices about technical support via e -mail. Accordingly, please
verify and update the Quote To and Bill To information above to ensure that such communications and
notices are received from Oracle. If changes are required, please e-mail or fax the updated information to
Allison MacEwen at allison.macewen @oracle.com or +17197574233. Please also include service contract
number 2342994 on such reply.
Page 2 of 6
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Service Contract Number: 2342994
Service Details
Service Level: Software Update License & Support End Date: 30- Sep -13
Product Description CSI # Qty License License Start Date Final Price
Metric Level/Type
Oracle Database Enterprise Edition - 14801987 2 FULL USE 1- Oct -12 14,714.29
Processor Perpetual
Internet Application Server 14801987 2 FULL USE 1- Oct -12 11,035.70
Enterprise Edition - Processor
Perpetual
Subtotal: USD 25,749.99
Total Amount: USD 25,749.99
plus applicable tax
Notes:
1. If any of the fields listed above are blank, the program licenses were acquired under a separate license
model in which such field(s) does not apply.
2. If a change to the Service Details provided above is required, please contact Allison MacEwen at
+17033643362 or at allison.macewen @oracle.com and an updated ordering document will be provided
to you in accordance with Oracle's technical support policies.
Page 3 of 6 Service Contract Number: 2342994
RL_Specified_Ag reement_v030109
GENERAL TERMS
"You" and "your" refers to the Customer provided above
In the event that the Customer and the Quote To Account Name provided above are not the same, CITY OF
WINTER SPRINGS acknowledges that Customer has authorized CITY OF WINTER SPRINGS to execute
this ordering document on Customer's behalf and to bind Customer to the terms described herein. CITY OF
WINTER SPRINGS agrees that the ordered services shall be used solely by the Customer and shall advise
Customer of the terms of this ordering document as well as information and notices about technical support
that Oracle provides to CITY OF WINTER SPRINGS during the term of service.
The technical support services acquired under this ordering document are governed by the terms and
conditions of the Public Sector Technical Support Services Agreement. However, any use of the programs,
which includes by definition the updates and other materials provided or made available by Oracle under
technical support, is subject to the rights granted for the programs set forth in the order in which the
programs were acquired.
Technical support is provided under Oracle's technical support policies in effect at the time the services are
provided. The technical support policies are subject to change at Oracle's discretion; however, Oracle will
not materially reduce the level of services provided for supported programs during the period for which fees
for technical support have been paid. You should review the technical support policies prior to entering into
this ordering document. The current version of the technical support policies, including Oracle's
reinstatement policy, may be accessed at http:llwww.oracle.coraluslsu� port oolicieslindex.html. Customers
who allow technical support to lapse and later wish to reactivate it will be subject to Oracle's reinstatement
policy in effect at the time of reinstatement. Applicable reinstatement fees may apply in addition to the
annual technical support fees.
Page 4 of 6 Service Contract Number: 2342994
RL_S pecif ied_Ag ree men t_v030109
Order Processing Details
Your order is subject to Oracle's acceptance. An order consists of the following: (i) this ordering document,
which incorporates by reference the Public Sector Technical Support Services Agreement, and (ii) a form of
payment acceptable to Oracle. Oracle normally accepts orders after receipt of a purchase order, check or
credit card issued in accordance with the Purchase Order, Check, Credit Card Confirmation section below. If
Oracle accepts your order, the service start date is the effective date of such order and also serves as the
commencement date of the technical support services.
Please note that if the pre -tax value of this ordering document is USD2,000 or less, the technical support
services on this ordering document must be paid either by credit card or electronic upload of a PO to the
Online site.
Once ordered, technical support for the support period defined above is non - cancelable and the related fees
are non - refundable.
An invoice will only be issued upon receipt of a form of payment acceptable to Oracle. Regardless of the
form of payment, Oracle's invoice includes applicable sales tax, GST, or VAT (collectively referred to as "ta)e'
). If CITY OF WINTER SPRINGS is a tax exempt organization, a copy of CITY OF WINTER SPRINGS's tax
exemption certificate must be submitted with CITY OF WINTER SPRINGS's purchase order, check, credit
card or other acceptable form of payment.
PURCHASE ORDER, CHECK, CREDIT CARD CONFIRMATION
Purchase Order
If the technical support services on this ordering document will be ordered and paid under a purchase order,
the purchase order must include the following information:
- Service Contract #: 2342994
- Term of Service: 1- Oct -12 to 30- Sep -13
- Final Total: USD 25,749.99 (excluding applicable tax)
- Local Tax, if applicable
- Agreement: Public Sector Technical Support Services Agreement
In issuing a purchase order, CITY OF WINTER SPRINGS agrees that the terms of this ordering document
and the terms of Public Sector Technical Support Services Agreement supersede the terms in the purchase
order or any other non - Oracle document, and no terms included in any such purchase order or other
non - Oracle document shall apply to the technical support services ordered.
Please e-mail or fax the purchase order to Oracle per the Remittance Details provided below.
Check
If the technical support services on this ordering document will be ordered and paid by check, the check
must include the following information:
- Service Contract #: 2342994
- Term of Service: 1- Oct -12 to 30- Sep -13
- Final Total: USD 25,749.99 (excluding applicable tax)
- Local Tax, if applicable
- Agreement: Public Sector Technical Support Services Agreement
In issuing a check, CITY OF WINTER SPRINGS agrees that only the terms of this ordering document and
the terms of Public Sector Technical Support Services Agreement shall apply to the technical support
services ordered. No terms attached or submitted with the check shall apply.
Please mail check payments per the Remittance Details provided below.
Page 5 of 6
RL_S pecif ied_Ag ree men t_v030109
Service Contract Number: 2342994
Credit Card Confirmation
If the technical support services on this ordering document will be ordered and paid under a credit card,
please complete the section below and return it to Oracle per the Remittance Details provided below.
Please note that Oracle is unable to process credit card transactions of USD100,000 or greater.
Service Contract #: 2342994
Term of Service: 1- Oct -12 to 30- Sep -13
Final Total: USD 25,749.99 (excluding applicable tax)
Agreement: Public Sector Technical Support Services Agreement
Credit Card Number
Expiration Date
Billing Address (associated with Credit Card)
City, State, and Zip (associated with Credit Card)
Authorized Signature
Name
The credit card must be valid for the entire Term of Service above. In issuing this credit card confirmation,
CITY OF WINTER SPRINGS agrees that only the terms of this ordering document and the terms of Public
Sector Technical Support Services Agreement shall apply to the technical support services ordered. No
terms attached or submitted with the credit card confirmation shall apply.
REMITTANCE DETAILS
Purchase orders or credit card details for the technical support services ordered hereto should be sent to:
Attn: Allison MacEwen
Oracle Support Services
Fax: +17197574233
E -mail: allison.macewen @oracle.com
Checks for the technical support services ordered hereto should be sent to:
AK, AZ, CA, HI, ID, NV, OR, UT, WA:
Oracle America, Inc.
PO Box 44471
San Francisco, CA 94144 -4471
All other States:
Oracle America, Inc.
PO Box 203448
Dallas, TX 75320 -3448
Page 6 of 6
RL_S pecif ied_Ag ree men t_v030109
Service Contract Number: 2342994
MYTH ICS'"
Jared Barnes
Direct: 757.416.6539
Fax: 757.412.1060
Email: Jbarnes @mythics.com
Mythics, Inc
1439 N. Great Neck Rd. Suite 201
Virginia Beach, VA 23454
Company Name: City of Winter Springs
Contact: Ron Kandzer
Phone: (407) 327 -6551
Email: rkandzmK0wmterspnngsfl.org
ORACLE SUPPORT RENEWAL
. - Platinum
Partner
Quote Number: COWS 2342994 -SR
Prepared On: May 22, 2012
Valid Through: September 30, 2012
1 1 1 14801987 Oracle Database Enterprise Edition Oct 1, 2012 - Spet 30, 2013 Processor Perpetual 2 Full Use $15,008.58
2 14801987 Internet ADDlication Server Enterprise Edition Oct 1. 2012 - Suet 30. 2013 Processor Perpetual 2 Full Use $11.256.41
TOTAL $26,264.99
"" "Please reference Mythics Quote Number on your purchase order: COWS 2342994 -SR
Additional Information:
This quotation is an estimate and is an invitation for you to offer to purchase products and services from Mythics. Your order is subject to Mythics' acceptance and to
software licensing terms and conditions per reference to an existing license /contract or a newly executed license accompanying your order.
Mythics DUNS #: 013358002
Mythics Fed Tax ID# 54- 1987871
CAGE CODE: 1 TA34
Business Size: Small
NAIC:423430
Support services are provided under Oracle's then current technical support policies located at: http: / /www.oracle.com /support /policies.html
You agree that Mythics has the right to cancel your support due to non - payment.
Media is available for download at no additional cost at http: / /edelivery.oracle.com/
In reliance on your order, Mythics will issue a non - cancellable order with its supplier for software or hardware products ordered. Therefore all orders are non-
Purchasing Instructions:
Please include the following statements in your order:
1. This order is placed pursuant to the terms and conditions of Oracle's Technical Support Policies.
2. Payment terms are: Net 30
Fax order to 757 - 412 -1060 or email to: jbarnes @mythics.com
To: Ron Kandzer
City of Winter Springs
1126 E. State Road 434
Winter Springs, FL 32708
Phone: (407) 3271800 x217
Fax: (407) 327 -6670
Email: RKandzer @winterspringsfl.org
Quote: 4206849
Reference: 799631
Date: 08/27/2012
Expires: 09/27/2012
From: Jeremiah Johnson
DLT Solutions
13861 Sunrise Valley Drive
Suite 400
Herndon, VA 20171
Phone: (703) 708 -9122
Fax: (866) 419 -7926
Email: jeremiah.johnson @dlt.com
Total: $26,381.49
Contract Number: OPEN MARKET
DUNS #: 78- 646 -8199
Federal ID #: 54- 1599882
CAGE Code: OSOH9
FOB: Destination
Terms: Net 30 (On Approved Credit)
DLT accepts VISA/MC /AMEX
DLT's standard Terms & Conditions apply
PLEASE REMIT ACK DLT Solutions - ®R^ frail: DLT Solutions
SunTrust Bank PAYMENT 'TO: ABA # 06 000104 Atlanta, n a, GA 30368
Acct # 1000032705898
Customer orders subject to applicable sales tax in: CA, CO, CT, DC, I=L, GA, HI, IL, IN, KS, KY, LA, MA, MD, MI, MO, MS, NC,
NM, NJ, NV, NY, OH, OK, PA, Rl, SC, TN, TX, VA, WA, WI
The terms and conditions of the Manufacturers standard commercial license and subscription agreement are made a part of
this quotation and shall govern purchaser's use of any Manufacturer product. Contact the DLT Sales Rep if further information
is required.
Page 1 of 2
Quote: 4206549
I'M Reference: 799631
. rice Quotation Date: 08/27/2012
Expires: 09/27/2012
Documentation to be submitted to validate invoice for payment
a. Authorized Services shall be invoiced with a corresponding time report for the period
days, and hours worked.
b. Authorized reimbursable expenses shall be invoiced with a detailed expense report,
receipts.
c. Authorized Education or Training shall be invoiced with a Report identifying date and
applicable the name of attendees.
of performance identifying names,
documented by copies of supporting
name of class completed, and where
Page 2 of 2