The URL can be used to link to this page

Home My WebLink About2013 09 23 Consent 201 Oracle Maintenance Agreement (KIVA) COMMISSION AGENDA Informational Consent X ITEM 201 public Hearings g Regular September 23, 2013 KS JD Regular Meeting City Manager Department REQUEST: The Information Services Department requests the Commission approve renewal and payment of the Oracle annual maintenance and support agreement in the amount of $26,522.49 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 $26,522.49. 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 10-01-13 through 09-30-14 and covers all Oracle software application modules. Three quotes were received as follows: Oracle America $26,522.49 DLT Solutions $27,063.76 Mythics No Bid Consent 201 PAGE 1 OF 2-September 23,2013 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 staff is currently working with New World to move to the new software starting with the finance components of the solution. FISCAL IMPACT: Oracle Database Support $15,155.72 Oracle App Server Support $11,366.77 Total $26,522.49 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: The Information Services Department requests the Commission approve renewal and payment of the Oracle annual maintenance and support agreement in the amount of $26,522.49 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., DLT Solutions, and Mythics are included in attachment(11 pages). Consent 201 PAGE 2 OF 2-September 23,2013 C)RAC E® 3-Apr-13 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-13. Please find attached an ordering document for the renewal of this service contract. If applicable, the attached ordering document may describe services that you have ordered that are in addition to the services that you are renewing. 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-13. Take advantage of a promotion to purchase a 20% discounted, prepaid Learning Credit account from Oracle University. This promotion is valid 90 days prior to and 30 days following the expiration date of your service contract specified above. This promotion is not valid in conjunction with any other Oracle University discounts or promotions, for US public-sector customers, or as otherwise prohibited by law. A minimum order of USD1,000 is required. Please visit http://education.oracle.com/renewaIoffer for more details and to order your prepaid Learning Credit account. 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 7 Service Contract Number:2342994 RL_v051910 C)RAC E0 Ordering Document Service Contract#: 2342994 Renewal Contact: Allison MacEwen Offer Expires: 30-Sep-13 Payment Terms: 30 NET from date of Telephone: +17033643362 invoice Fax: +17197574233 Billing Terms: Annually in Advance E-mail: allison.macewen @oracle.co m 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: rkandzer @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 7 Service Contract Number:2342994 RL_v051910 Service Details Service Level: Software Update License &Support End Date: 30-Sep-14 Product Description CSI# Qty License License Start Date Price Metric Level/Type Oracle Database Enterprise Edition- 14801987 2 FULL USE 1-Oct-13 15,155.72 Processor Perpetual Internet Application Server 14801987 2 FULL USE 1-Oct-13 11,366.77 Enterprise Edition-Processor Perpetual Subtotal: USD 26,522.49 Total Amount: USD 26,522.49 plus applicable tax Notes: 1. If any of the fields listed above are blank, then such field(s)does not apply for the applicable programs and/or hardware. 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. Page 3 of 7 Service Contract Number:2342994 RL_v051910 GENERALTERMS "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 represents 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. Customer agrees that even if the Customer and the Bill To Account Name above are different, that: a) Customer has the ultimate responsibility for payments under this ordering document; and, b) any failure of CITY OF WINTER SPRINGS to make timely payment under this ordering document shall be deemed to be Customer's breach of this ordering document; and, c) in addition to any other remedies available to Oracle, it may terminate Customer's support for such nonpayment of fees. The technical support services acquired under this ordering document are governed by the terms and conditions of the agreement that you executed for technical support from the vendor of the programs and/or hardware listed in the Service Details section above (i.e. Oracle, a vendor acquired by Oracle, or an authorized reseller of Oracle or of the acquired vendor). However, any use of the programs and/or hardware, 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 and/or hardware set forth in the order in which the programs and/or hardware 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 and/or hardware 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 may be accessed at http://www.oracle.com/us/support/policies/index.html. Customers who allow technical support to lapse may be subject to Oracle's reinstatement policy in effect at the time of reinstatement. Page 4 of 7 Service Contract Number:2342994 RL_v051910 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 agreement that you executed for technical support from the vendor of the programs and/or hardware listed in the Service Details section above (i.e. Oracle, a vendor acquired by Oracle, or an authorized reseller of Oracle or of the acquired vendor), 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 USD $2,000 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 " tax"). 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-13 to 30-Sep-14 - Final Total: USD 26,522.49 (excluding applicable tax) - Local Tax, if applicable In issuing a purchase order, CITY OF WINTER SPRINGS agrees that the terms of this ordering document and the terms of the agreement described above 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-13 to 30-Sep-14 - Final Total: USD 26,522.49 (excluding applicable tax) - Local Tax, if applicable Page 5 of 7 Service Contract Number:2342994 RL_v051910 In issuing a check, CITY OF WINTER SPRINGS agrees that only the terms of this ordering document and the terms of the agreement described above 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. 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-13 to 30-Sep-14 - Final Total: USD 26,522.49 (excluding applicable tax) 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 the agreement described above 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 Page 6 of 7 Service Contract Number:2342994 RL_v051910 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 7 of 7 Service Contract Number:2342994 RL_v051910 Quote:4290941 feren Rece: 888104 D[1%ff1ffi Price Quotation Date: 05107/2013 Expires: 09120/2013 To, Ron Kandzer From: Jeremiah Johnson City of Winter Springs DLT Solutions 1126 E. State Road 434 13861 Sunrise Valley Drive Winter Springs, FL 32708 Suite 400 Hemdon,VA 20171 Phone: (407)327-1800 Fax: Phone: (703)708-9122 Email: rkandzer@w inters pringsfl,org Fax: (866)419-7926 Email: jeremiah.johnson@dlt.com # DLT Part No, Contract ---------- yn'tt Price Ex. Price I PUPP RENEWAL-CORE 0M 1 $15,465.02 $15,465.02 Support Renewal-Core Technology Oracle Database EE Processor, CSI 14801987,2 prod, PaP., 10/1/2013 through 9/30/2014 E2 SUPP RENEWAL-FMW O_M $11,598.74 f $11,598.74 !Support Renewal-Fusion M iddleware 'Internet Application Server EE Processor,CSI 14801987,2 procs, ,PoP: 10/1112013 through 9/30f2014 ..................................................................------------------------------- ............................................. Total: $27,063.76 .............................---------1_U------------------------ ........................................ Contract Number: OPEN MARKET DUNS#:78-646-8199 Federal ID M 54-1599882 CAGE Code: 050119 FOB: Destination Terms: Net 30(On Approved Credit) DLT accepts VISA/MC)AMEX DLrs standard Terms&Conditions apply PLEASE REMIT ACH: DLT R Mail: DLT Solutions PAYMENTTO- Sre unTrust Bank PO Box 102549- .......... ABA#061000104 Atlanta,GA 30368 Acct#1000032705898 Customer orders subject to applicable sales tax in:CA, CO, CT, DC, FL,CIA, HI, IL, IN, KS, KY, LA,MA, MD,Ml, MO, MS, NC, NM, NJ, NV, NY,OH,OK PA, RI,SC,TN,TX,VA,WA,WI The terms and conditions of the Manufacturer's standard commercial license and subscription agreement are made a part of this quotation and shall govern purchasers use of any Manufacturer product Contact the DLT Sales Rep if further information is required. Page 1 of 2 Quote: 4290941 Refr ' eence- 888104 DITHIN Price Quotation Date05/07/2013 Expires: 09/2012013 Documentation to be submitted to validate invoice for pp'2omd en% a. Authorized Services shall be invoiced with a corresponding me report for the period of performance identifying names, days,and hours worked. b. Authorized reimbursable expenses shall be invoiced with a detailed expense report,documented by copies of supporting receipts, c. Authorized Education or Training shall be invoiced with a Report identifying date and name of class completed,and where applicable the name of attendees. Page 2 of 2 Ron Kandzer From: Jared Barnes [JBarnes @mythics.com] Sent: Friday, April 26, 2013 10:33 AM To: Ron Kandzer Subject: FW: Oracle Support Renewal Hi Ron, I sent you a response but my email may not have gone through to you. I appreciate the request but at this time Mythics would like to respond with a No Bid. Please let me know if you have any additional questions. Kind regards, Jared Barnes From: Ron Kandzer<rkandzer @winterspringsfl.org> Date: Friday, April 26, 2013 9:58 AM To:Jessica Wessinger<Wessinger @mythics.com> Subject: FW: Oracle Support Renewal Hi Jessica, I am hoping that you can get me to the correct person to provide an Oracle support renewal quote. The last person who provided us this information was Jared Barnes, however, I have not received a response back from him for over three weeks. The specifications for our Oracle needs are shown in the attached message. Your assistance is most appreciated. Best regards, 39" Jr&utdz" Systems Analyst City of Winter Springs From: Ron Kandzer Sent: Wednesday,April 03, 2013 10:40 AM To: 'Jared Barnes' Subject: Oracle Support Renewal Hi Jared, It's that time of the year again to request a quote for renewing our Oracle support for the two products as described below: Support Renewal -Core Technology Oracle Database EE Processor, CSI 14801987,2 procs,Term of Support 10/1/13 to 9/30/2014 PoP: 10/1/2013 through 9/30/2014 1 Support Renewal -Fusion Middleware Internet Application Server EE Processor, CSI 14801987,2 procs,Term of Support 10/1/13 to 9/30/2014 PoP: 10/1/2013 through 9/30/2014 Thank you for your assistance. Regards, 39" Jr&utdz" Systems Analyst City of Winter Springs 1126 E State Road 434 Winter Springs, FL 32708 Phone:407-327-6551 Email: rkandzer@vVintersprinqsfi.org Website: www.winterspringsfl.org Confidentiality Note:This e-mail,and any attachment to it,contains information intended only for the use of the individual(s)or entity named on the e-mail.If the reader of this e-mail is not the intended recipient,or the employee or agent responsible for delivering it to the intended recipient,you are hereby notified that reading it is strictly prohibited.If you have received this e-mail in error,please immediately return it to the sender and delete it from your system.Thank you. 2