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Home My WebLink About2025-07-22; City Council; 06; Annual Subscription Renewal of Tableau SoftwareCA Review AZ Meeting Date: July 22, 2025 To: Mayor and City Council From: Geoff Patnoe, City Manager Staff Contact: Maria Callander, Information Technology Director maria.callander@carlsbadca.gov, 442-339-2454 David van Gilluwe, Data Science and Business Intelligence Manager david.vangilluwe@carlsbadca.gov, 442-339-5992 Subject: Annual Subscription Renewal of Tableau Software Districts: All Recommended Action Adopt a resolution authorizing the City Manager to purchase the Tableau software subscription renewal from Solutions Simplified, Inc. for an amount not to exceed $214,539.60 for a one-year term ending July 30, 2026. Executive Summary Tableau analytics software enables city staff across the organization to access and build analysis products, extract valuable insights and understand operational patterns and trends. Use of Tableau has grown within the organization in the past several years due to an increased demand for data-driven decision-making. With Tableau, non-technical staff members can perform their own analyses and create data-rich dashboards. Solutions Simplified, Inc. provides for the procurement of licenses and subscription services for Tableau internal data analytics development and dashboard portal solutions. The subscription is an annual renewal, with a cost of $214,539.60. The current licensing is set to expire on July 30, 2025, and with this renewal, the new term will be for another year and end on July 30, 2026. The renewal includes an increase in additional Tableau licenses. In keeping with Carlsbad Municipal Code Section 3.28.060(D)(5) relating to the procurement of professional services and services, City Council approval is required because the subscription renewal will cost more than $100,000 per agreement year. The costs are included in the fiscal year 2025-26 Information Technology Department’s operating budget and no additional funds are required. Explanation & Analysis Data-driven decision-making allows organizations to move away from traditional intuition- based decision-making and instead rely on empirical evidence and statistical analysis. By analyzing data, organizations can uncover hidden patterns, detect anomalies, and make July 22, 2025 Item #6 Page 1 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A predictions with a higher level of accuracy. This, in turn, helps to reduce risks, optimize processes and improve overall business performance. Tableau is a powerful and widely used data visualization and business intelligence software that allows city staff to transform complex datasets into interactive and visually appealing dashboards, reports and charts. It provides an easy to learn interface that enables individuals, regardless of their technical expertise, to explore and analyze data and effectively communicate their findings to a broader audience. Tableau has become an essential tool for city staff to unlock the value of the city’s data and drive meaningful outcomes. The city has been using Tableau for several years and in early fiscal year 2023-24, it expanded to an enterprise-wide subscription license. The prior year subscription has been adjusted to include Tableau vendor support to aid staff in technical resource planning around Tableau server software operation and planning for future growth, along with an increase in the number of licenses. Solutions Simplified is the current reseller through which the city has purchased its Tableau subscriptions. Renewal of the Tableau subscriptions from Solution Simplified would be purchased through a cooperative purchasing agreement, in compliance with Carlsbad Municipal Code, Chapter 3.28.100 - Cooperative Purchasing. Cooperative purchasing is when an agency uses an existing procurement contract from another agency as the justification and documentation to create its own contract to purchase the same or similar items or services. Government agencies often use such cooperative purchasing agreements to reduce the costs of procurement. Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing, gives the city’s Purchasing Officer the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods or services when determined by the purchasing officer to be in the city’s best interest. The Purchasing Officer may buy directly from a vendor at a price established by another public agency when the other agency has made its purchase in a competitive manner. Solutions Simplified is an authorized reseller and provides products and technology services under the National Association of State Procurement Officials (NASPO) Value Point Agreement NASPO 7-17-70-40-05.11.1 The cost of this purchase was quoted from that contract. The Purchasing Officer’s memo authorizing this renewal under the cooperative purchasing agreement is attached as Exhibit 2. 1 The NASPO Value Point Program is a non-profit organization that provides extensive software discounts through negotiations with major software publishers that are then passed on to the state, through contracts established with authorized participating re-sellers. Cities can use these contracts to buy directly from the supplier or reseller. July 22, 2025 Item #6 Page 2 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A Fiscal Analysis The annual cost of the Tableau subscriptions and additional licenses with Solutions Simplified is not to exceed $214,539.60 for the term ending on July 30, 2026. Funding for the subscription and the annual payment for the internal licenses is included in the fiscal year 2025-26 Information Technology Department’s operating budget in the amount of $214,539.60. Fiscal Year 2025-26 Information Technology Dept. Operating Budget Existing internal licensing $200,097.60 Additional licenses to expand data-driven decision-making $14,442.00 Total licensing costs $214,539.60 Staff recommend adoption of the resolution authorizing the City Manager to purchase Tableau at a cost of $214,539.60 for fiscal year 2025-26. Next Steps With the City Council’s approval, staff will execute the necessary documents to purchase the Tableau subscription renewal from Solutions Simplified, Inc. Environmental Evaluation The proposed action is not a “project” as defined by the California Environmental Quality Act, or CEQA, Section 21065 and CEQA Guidelines Section 15378(a) and does not require environmental review under CEQA Guidelines Section 15060(c)(2) because the action is limited to the purchase of the Tableau software subscription renewal. The action has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Exhibits 1. City Council resolution 2. Purchasing Officer’s memo July 22, 2025 Item #6 Page 3 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A Exhibit 1 RESOLUTION NO. 2025-176 . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO PURCHASE THE TABLEAU SOFTWARE SUBSCRIPTION RENEWAL FROM SOLUTIONS SIMPLIFIED, INC. FOR AN AMOUNT NOT TO EXCEED $214,539.60 FOR A ONE-YEAR TERM ENDING JULY 30, 2026 WHEREAS, the City of Carlsbad uses Tableau to access and analyze data; and WHEREAS, the City of Carlsbad desires to renew the Tableau subscription for a one-year term ending July 30, 2026; and WHEREAS, Solutions Simplified, Inc. (“Solutions Simplified”) is an authorized Tableau reseller and provides products and technology services under the National Association of State Procurement Officials (NASPO) Value Point Agreement NASPO 7-17-70-40-05.11; and WHEREAS, Solutions Simplified provided a quote of $214,539.60 for a one-year renewal of the Tableau subscription; and WHEREAS, under Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing, the Purchasing Officer has the authority to join with other public agencies for the purchase of goods or services when it is in the best interest of the city; and WHEREAS, the Purchasing Officer has reviewed the quote for the one-year renewal of the Tableau subscription and determined purchasing the subscription renewal from Solutions Simplified is in the best interest of the city; and WHEREAS, the budget to procure the subscription renewal is available in the Information Technology Department’s fiscal year 2025-26 Operating Fund; and WHEREAS, the funding for the Tableau subscription’s future years will be considered on an annual basis in the Information Technology Department’s annual budget requests. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.The proposed action is not a “project” as defined by the California Environmental Quality Act, or CEQA, Section 21065 and CEQA Guidelines Section 15378(a) and does not require environmental review under CEQA Guidelines Section 15060(c)(2) because the action is limited to the purchase of the Tableau software subscription renewal. The action has no potential to July 22, 2025 Item #6 Page 4 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. 3.That the City Manager or designee is authorized to purchase the Tableau subscription renewal from Solutions Simplified, Inc., for an amount not to exceed $214,539.60 for a one-year term ending July 30, 2026 (Attachment A), and to execute all required documents necessary for the purchase. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 22nd day of July, 2025, by the following vote, to wit: AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin. NAYS: None. ABSTAIN: None. ABSENT: None. ______________________________________ KEITH BLACKBURN, Mayor ______________________________________ SHERRY FREISINGER, City Clerk (SEAL) July 22, 2025 Item #6 Page 5 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A Solutions Simplified 3626 Fair Oaks Blvd. Suite 100 Sacramento, CA 95864 www.solutionssimplified.net Date: A Certified Women-Owned Business Quote #: Valid Until: Prepared By: Rachel DaValle FEIN:47-5088841 Phone: 530-521-0576 Seller's Permit:102-806808 Fax: 916-244-0351 DUNS:80004788 Email: rachel.davalle@solutionssimplified.net CAGE:7GNN0 CUSTOMER David Van Gilluwe Delivery:Electronic City of Carlsbad-Information Technology FOB:Destination, Freight PPD 1635 Faraday Ave Payment Terms:Net 45 Carlsbad, CA 92008-7314 Contract #:NASPO 7-17-70-40-05.11 renewals@carlsbadca.gov (760) 602-2467 ITEM #PART #DESCRIPTION QTY UNIT PRICE EXT PRICE TAXED 1 200001773 76 $722.10 $54,879.60 N 2 200002287 1 $11,240.00 $11,240.00 N 3 200001785 4 $2,570.00 $10,280.00 N 4 200002292 1 $7,010.00 $7,010.00 N 5 200007689 1 $8,070.00 $8,070.00 N 6 200007670 1 $4,840.00 $4,840.00 N 7 200001798 1 $76,920.00 $76,920.00 N Tableau - Creator (Server) Salesforce.com, Inc. - 200001773 Start Date: 07/31/2025 End Date: 07/30/2026 Tableau - Data Mgmt - Core (Server) 25% of Net Price Salesforce.com, Inc. - 200002287 Start Date: 07/31/2025 End Date: 07/30/2026 Tableau - Data Mgmt - Resource Core (Server) Salesforce.com, Inc. - 200001785 Start Date: 07/31/2025 End Date: 07/30/2026 Tableau - Advanced Mgmt - Core (Server) 15% of Net Price Salesforce.com, Inc. - 200002292 Start Date: 07/31/2025 End Date: 07/30/2026 Tableau - Data Mgmt (Server) 25% of Net Price Salesforce.com, Inc. - 200007689 Start Date: 07/31/2025 End Date: 07/30/2026 Tableau - Advanced Mgmt (Server) 15% of Net Price Salesforce.com, Inc. - 200007670 Start Date: 07/31/2025 End Date: 07/30/2026 Tableau - 8 Core Base (Server) Salesforce.com, Inc. - 200001798 Start Date: 07/31/2025 End Date: 07/30/2026 QUOTE 6/23/2025 13823-C 7/30/2025 Attachment A July 22, 2025 Item #6 Page 6 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A 8 200003620 1 $41,300.00 $41,300.00 N Subtotal $214,539.60 NOTES:Tax Rate 7.75% 1. This quote is valid for 30 days from original quote date Tax $0.00 unless otherwise specified above.Total $214,539.60 2. We accept Purchase Order, Visa, Mastercard, & AMEX. 3. Orders placed on a credit card are subject to a 3% fee. 4. Our product return window is 30 days from receipt of order. THANK YOU FOR YOUR BUSINESS! Please contact us if you have any questions or need further information. Tableau - Premier Success Plan 30% of Net Price Salesforce.com, Inc. - 200003620 Start Date: 07/31/2025 End Date: 07/30/2026 Notwithstanding anything to the contrary, the Tableau - 8 Core Base (Server) subscriptions ordered under this Order Form at USD are offered at one-time promotional pricing. Additional subscriptions are not available at this subscription pricing. These subscriptions terminate on the applicable Order End Date and cannot be renewed at the pricing herein. Renewal of any one-time promotional priced subscriptions will be at Salesforce’s applicable list price in effect at the time of renewal or as otherwise agreed by the parties Embedded Analytics (Server) Licenses for Embedded Analytics Server Software may be used solely in conjunction with Customer’s external-facing application named City of Carlsbad Citizen Engagement. Tableau Services Tableau Software and/or Tableau Cloud Services are subject to the Order Form Supplement for Tableau Products available at www.tableau.com/ofs which is hereby made part of this Order Form Any increase in subscription pricing (excluding support and resource-based Services) for the first renewal term will be in accordance with SFDC's pricing and policies in effect at the time of the renewal or as otherwise agreed to by the parties or noted in these quote terms or contract Licensee agrees that any order for Salesforce Services will be governed by the terms and conditions of the Carahsoft Salesforce Service Terms, copies of which are found at https://carah.io/SFDC-TOU and all Schedules and Documentation referenced by the Terms are made a part hereof. The parties agree that any term or condition stated in a Customer purchase order or in any other Customer order documentation (excluding Quotes) is void. In the event of any conflict or inconsistency among the following documents, the order of precedence shall be: (1) the applicable Quotes (and their Contract Vehicle), (2) the TOU, and (3) the July 22, 2025 Item #6 Page 7 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A Exhibit 2 Information Technology Department 1635 Faraday Ave ï Carlsbad, CA 92008 ï 760-602-2450 t Memorandum July 9, 2025 To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer From: Doug Kappel, IT Applications Manager David van Gilluwe, Chief Data Officer Via:Maria Callander, Information Technology Director Re: Authorization to Participate in a Cooperative Purchasing Agreement for the Annual Subscription Renewal of Tableau Software The Information Technology Department requests approval to cooperatively use the National Association of State Procurement Officials (NASPO) Value Point Agreement NASPO 7-17-70-40- 05.11 contract with Solutions Simplified, Inc. to provide for the annual licensing and subscription service of the Tableau software solution at a cost of $214,539.60. The city currently uses Tableau products for data analytics and visualization. This renewal includes added vendor support and additional licenses to assist in data analytics and visualization for users. These products are necessary to assist the city with publishing information about key city priorities associated with the citywide Strategic Plan, citizen-centric data, and other departmental activities. The combination of the current licensing and new items to the subscription will help resolve technological issues and inefficiencies that are barriers to regularly publishing data through Tableau products. This renewal helps the city to make data driven decisions. As per Carlsbad Municipal Code Section 3.28.100 – Cooperative purchasing, “The purchasing officer shall have the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods and/or services by contract, arrangement or agreement as allowed by law and as determined by the purchasing officer to be in the city’s best interest. The purchasing officer may buy directly from a vendor at a price established by another public agency when the other agency has made their purchase in a competitive manner.” With Purchasing Officer authorization, staff will recommend the City Council adopt a resolution authorizing the purchase of the annual renewal for the Tableau software subscription from Solutions Simplified, Inc. in an amount not to exceed $214,539.60 at the July 22, 2025, City Council Meeting. July 22, 2025 Item #6 Page 8 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A Muhlmeister July 9, 2025 Page 2 Authorization to participate in cooperative purchasing agreement: ____________________________________ ____________ Roxanne Muhlmeister, Date Assistant Finance Director/Purchasing Officer CC: Maria Callander, IT Department Director Cindie McMahon, City Attorney Brent Gerber, Senior Management Analyst Shea Sainz, Senior Contract Administrator Joy Lile, Contract Administrator 7/10/2025 July 22, 2025 Item #6 Page 9 of 9 Docusign Envelope ID: 5CFD016A-9DC8-4DFA-9F25-DD21AE88EF0A