HomeMy WebLinkAbout2023-07-18; City Council; ; Approval of the Purchase of the Tableau Annual Subscription Renewal from Solution Simplified, Inc.CA Review JRT
Meeting Date: July 18, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Maria Callander, IT Director
maria.callander@carlsbadca.gov, 442-339-2454
David Graham, Chief Innovation Officer
david.graham@carlsbadca.gov, 442-339-5992
Subject: Approval of the Purchase of the Tableau Annual Subscription Renewal
from Solution Simplified, Inc.
Districts: All
Recommended Action
Adopt a resolution authorizing the City Manager or a designee to purchase the Tableau
software subscription renewal from Solutions Simplified, Inc., in an amount not to exceed
$215,475 for a one-year term ending July 31, 2024.
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 two 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. The renewal of the existing
Tableau contract includes an increase in licensing that provides additional capacity to publish
real-time data insights and create public-facing dashboards. This will allow for greater
transparency and public understanding of city operations.
Solutions Simplified, Inc. provides for the procurement of licenses and subscription services for
both the Tableau internal and public-facing portal solutions. The subscription is an annual
renewal, with a cost of $215,475. The current licensing is set to expire on July 31, and with this
renewal, the term will end on July 31, 2024. The renewal includes an increase of more than 40
new 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.
July 18, 2023 Item #2 Page 1 of 10
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
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 intuitively 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 internally for several years and in early fiscal year 2022-23, it
expanded to an enterprise-wide subscription license. The city is also piloting the further
expansion of the software to provide access to community members with a public-facing
portal subscription.
The addition of a public-facing portal will help provide data analytics and visualization for
external users. The additional licensing and functionality are necessary to efficiently publish
information about key city priorities associated with the City Council’s 5-Year Strategic Plan
and departmental activities. With the existing subscription, there are technological issues and
inefficiencies that hinder regularly publishing data from existing Tableau products for external
use.
Solutions Simplified is the current reseller through which the city has purchased its two
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.1 Solutions Simplified is an
authorized reseller and provides products and technology services under the California
Software Licensing Program Agreement No. SLP-20-70-0181J, Amendment No. 1.2
The cost of this purchase was quoted from that contract. Carlsbad Municipal Code Section
3.28.100, Cooperative Purchasing, gives the city 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.
The Purchasing Officer’s memo authorizing this renewal under the cooperative purchasing
agreement is attached as Exhibit 2.
1 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.
2 The Software Licensing Program is a State of California program that provides extensive software discounts
through negotiations with major software publishers that are then passed on to the state, through SLP contracts
established with authorized participating re-sellers. These contracts are available to California's state, county,
city, special district, education, and other government entities to buy directly from the supplier.
July 18, 2023 Item #2 Page 2 of 10
Fiscal Analysis
The annual cost of the Tableau subscriptions and additional licenses with Solutions Simplified
is not to exceed of $215,475 for the term ending on July 31, 2024.
Funding for the annual payment for the internal licenses is included in the fiscal year 2023-24
Information Technology Department’s operating budget in the amount of $165,199. Funding
for the public-facing portal licenses was included in the fiscal year 2023-24 Strategic Digital
Transformation Investment Program in the amount of $50,276 and is funded by the
Technology Investment Capital Fund for fiscal year 2023-24.
An additional $125,000 was added to the Information Technology Department’s operating
budget for fiscal year 2023-24 for the initial increase of internal licensing as part of the
continuing effort to expand data-driven decision-making throughout the city and to meet
increased internal demand. If the public-facing portal licenses are continued past fiscal year
2023-24, funding will be needed as part of the Information Technology Department’s
operating budget for fiscal year 2024-25. If appropriate, these funds will be requested during
the fiscal year 2024-25 budget process.
Fiscal Year 2023-24
Information Technology Dept. Operating Budget
Existing internal licensing $165,199
Strategic Digital Transformation Investment Program Budget
Public-facing licensing $50,276
Total licensing costs $215,475
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt a resolution authorizing the City Manager to purchase Tableau at a cost of
$215,475.
Pros
• Enables expansion of city staff to develop data-informed analysis with added
licenses
• Allows for development and publication of public data-rich dashboards
• Increases operational accountability by allowing staff to provide real-time
operational metrics to the public
Cons
• None
2. Do not adopt a resolution authorizing the purchase of Tableau
Pros
• None
Cons
• Expansion of the ability of city staff to develop data-informed analysis would be
restricted
• Would not allow for publicly facing uses of Tableau to provide the public with
data transparency
July 18, 2023 Item #2 Page 3 of 10
Staff recommend Option 1.
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
This action does not constitute a project within the meaning of the California Environmental
Quality Act under California Public Resources Code Section 21065 in that it has no potential to
cause either a direct physical change in the environment or a reasonably foreseeable indirect
physical change in the environment and therefore does not require environmental review.
Exhibits
1. City Council resolution
2. City Purchasing Officer’s memo
July 18, 2023 Item #2 Page 4 of 10
RESOLUTION NO. 2023-198
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER OR A DESIGNEE TO
PURCHASE THE TABLEAU SOFTWARE SUBSCRIPTION RENEWAL FROM
SOLUTIONS SIMPLIFIED, INC., IN AN AMOUNT NOT TO EXCEED $215,475
FOR A ONE-YEAR TERM ENDING JULY 31, 2024
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 31, 2024; and
WHEREAS, Solutions Simplified, Inc. is an authorized Tableau reseller and provides products and
technology services under the California Software Licensing Program Agreement SLP No. SLP-20-70-
0181J, Amendment No. 1; and
WHEREAS, Solutions Simplified has provided a quote (Attachment A) of $215,475, 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 2023-24 Operating Budget and Strategic Digital Transformation
Investment Program; 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.That the City Manager or a designee is authorized to purchase the Tableau subscription renewal
from Solutions Simplified, Inc., in an amount not to exceed $215,475 for a one-year term ending
July 31, 2024, and to execute all required documents necessary for the purchase.
Exhibit 1
July 18, 2023 Item #2 Page 5 of 10
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 18th day of !!!!Y, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
f-
KEITH BLACiBURN, Mayor
�SHERRY FREISINGER, City Clerk
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July 18, 2023 Item #2 Page 6 of 10
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 #:SLP-20-70-0181J
renewals@carlsbadca.gov
(760) 602-2467
ITEM #PART #DESCRIPTION QTY UNIT PRICE EXT PRICE TAXED
1 TS-00220 1 $830.00 $830.00 N
2 TS-00082 1 $11,650.00 $11,650.00 N
3 TS-00235 4 $2,570.00 $10,280.00 N
4 TS-00021 1 $6,990.00 $6,990.00 N
5 TS-00285 1 $830.00 $830.00 N
6 TS-00257 1 $57,670.00 $57,670.00 N
7 TS-00119 1 $8,775.00 $8,775.00 N
8 TS-00295 4 $1,810.00 $7,240.00 N
Tableau - Creator (Server)
Tableau Software, LLC - TS-00220
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Data Mgmt - Core (Server)
Tableau Software, LLC - TS-00082
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Data Mgmt - Resource Core (Server)
Tableau Software, LLC - TS-00235
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Advanced Mgmt - Core (Server)
Tableau Software, LLC - TS-00021
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Embedded Analytics - Creator (Server)
Tableau Software, LLC - TS-00285
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Embedded Analytics - 8 Core Base
(Server)
Tableau Software, LLC - TS-00257
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Embedded Analytics - Data Mgmt -
Core (Server)
Tableau Software, LLC - TS-00119
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Embedded Analytics - Data Mgmt -
Resource Core (Server)
Tableau Software, LLC - TS-00295
Start Date: 07/31/2023
End Date: 07/30/2024
QUOTE
6/12/2023
11977-B
7/30/2023
Attachment A
July 18, 2023 Item #2 Page 7 of 10
4i!!J'
SOLUTIONS
SIMPLIFIED
9 TS-00102 1 $5,790.00 $5,790.00 N
10 TS-00220 35 $646.00 $22,610.00 N
11 TS-00094 1 $3,725.00 $3,725.00 N
12 TS-00025 1 $2,235.00 $2,235.00 N
13 TS-00191 1 $76,850.00 $76,850.00 N#DIV/0!$0.00
Subtotal $215,475.00
NOTES:Tax Rate 8.75%
1. This quote is valid for 30 days from original quote date Tax $0.00
unless otherwise specified above.Total $215,475.00
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 - Embedded Analytics - Advanced Mgmt
- Core (Server)
Tableau Software, LLC - TS-00102
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Creator (Server)
Tableau Software, LLC - TS-00220
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Data Mgmt (Server)
Tableau Software, LLC - TS-00094
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - Advanced Mgmt (Server)
Tableau Software, LLC - TS-00025
Start Date: 07/31/2023
End Date: 07/30/2024
Tableau - 8 Core Base (Server)
Tableau Software, LLC - TS-00191
Start Date: 07/31/2023
End Date: 07/30/2024
July 18, 2023 Item #2 Page 8 of 10
Exhibit 2
In t matitn T chntltgy D a tm nt
1635 Farafay Av ï Carl baf, CA 92008 ï 760-602-2450 t
Mem andum
Jun 26, 2023
Tt: Roxann Muhlm i t r, A i tant Financ Dir ctor/Purcha ing O ic r
F tm: Doug Kapp l, IT Application Manag r
Davif van Gilluw , Chi Data O ic r
Via: Davif Graham, Innovation & Economic D v lopm nt Dir ctor
R : Approv th coop rativ u o th Cali ornia So twar Lic n ing Program
agr m nt SLP No. SLP-20-70-0181J contract with Solution Simpli i f, Inc.
Th IT D partm nt anf Innovation & Economic D v lopm nt D partm nt r qu t approval to
coop rativ ly u th Cali ornia So twar Lic n ing Program (SLP) agr m nt SLP No. SLP-20-70-
0181J contract with Solution Simpli i f, Inc. to provif or th lic n ing anf ub cription
rvic o th Tabl au int rnal anf public- acing portal olution at a co t o $215,475 or a
on -y ar t rm nfing July 31, 2024.
Th city curr ntly u Tabl au profuct or int rnal fata analytic anf vi ualization. In i cal
y ar 2022-23 thi wa xpanf f to b an nt rpri -wif olution anf to incorporat th u
o a public acing portal. Th primary purpo o th n w purcha i to provif n w t chnical
capabiliti to nabl th city to hav a n w public acing fata portal. Th portal will allow ta
to m t city goal o publi hing fata to th public in a t chnically afvantag ou mann r that i
u r- ri nfly to xt rnal vi w r . Solution Simpli i f, Inc. provif or th procur m nt
lic n anf ub cription rvic or th Tabl au public acing portal olution.
Thi r n wal will a i t in fata analytic anf vi ualization or int rnal anf public acing u r .
Th profuct ar n c ary to a i t th city with publi hing in ormation about k y city
prioriti a ociat f with th n wly approv f Strat gic Plan, citiz n-c ntric fata, anf oth r
f partm ntal activiti . Th combination o int rnal anf public acing t chnological r olv
i u anf in ici nci that ar barri r to r gularly publi hing fata through Tabl au profuct .
Thi r n wal h lp th city to mak fata-friv n f ci ion int rnally anf to ngag th public
u ing fata rom th public acing portal.
P r th city’ municipal cof , S ction 3.28.100 – Coop rativ purcha ing, th purcha ing o ic r
hall hav th authority to join with oth r public or qua i-public ag nci in coop rativ
purcha ing plan or program or th purcha o goof anf/or rvic by contract,
arrang m nt or agr m nt a allow f by law anf a f t rmin f by th purcha ing o ic r to b
in th city’ b t int r t. (Orf. CS-002 § 2, 2008)
July 18, 2023 Item #2 Page 9 of 10
(City of
Carlsbad
Muhlm i t
Jun 26, 2023
Pag 2
Th annual ct t t th Tabl au ub c i titn anf lic n ing with Stlutitn Sim li i f i ntt tt
xc f $215,475 t th t m nfing tn July 31, 2024.
A tval
________________________ _____________
Rtxann Muhlm i t , Dat
A i tant Financ Di ctt /Pu cha ing O ic
CC:
Davif G aham, Chi Inntvatitn O ic
Ma ia Callanf , IT D a tm nt Di ctt
Cinfi McMahtn, City Attt n y
B nt G b , S nit Manag m nt Analy t
Sh a Sainz, S nit Ctnt act Afmini t att
7/12/2023
July 18, 2023 Item #2 Page 10 of 10