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Home My WebLink About2024-07-23; City Council; ; Annual Subscription Renewal of Tableau SoftwareCA Review AZ Meeting Date: July 23, 2024 To: Mayor and City Council From: Scott Chadwick, 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 or designee to purchase the Tableau software subscription renewal from Solutions Simplified, Inc. for an amount not to exceed $232,789 for a one-year term ending July 31, 2025. 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 $232,789. The current licensing is set to expire on July 31, and with this renewal, the term will end on July 31, 2025. The renewal includes an increase of more than 20 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 23, 2024 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 2023-24, 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 23, 2024 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 $232,789 for the term ending on July 31, 2025. Funding for the annual payment for the internal licenses is included in the fiscal year 2024-25 Information Technology Department’s operating budget in the amount of $232,789. Additional funds were added to fiscal year 2024-25 Information Technology Department’s operating budget during the budget process as part of the continuing effort to expand data- driven decision-making throughout the city and to meet increased internal demand with additional licensing. Fiscal Year 2024-25 Information Technology Dept. Operating Budget Existing internal licensing $215,475 Additional 20 licenses to expand data-driven decision-making $17,314 Total licensing costs $232,789 Staff recommend adoption of the resolution authorizing the City Manager to purchase Tableau at a cost of $232,789 for fiscal year 2024-25. 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 23, 2024 Item #2 Page 3 of 10 Exhibit 1 RESOLUTION NO. . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER OR DESIGNEE TO PURCHASE THE TABLEAU SOFTWARE SUBSCRIPTION RENEWAL FROM SOLUTIONS SIMPLIFIED, INC. FOR AN AMOUNT NOT TO EXCEED $232,789 FOR A ONE-YEAR TERM ENDING JULY 31, 2025 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, 2025; 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 $232,789, 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 2024-25 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. That the City Manager or a designee is authorized to purchase the Tableau subscription renewal from Solutions Simplified, Inc., for an amount not to exceed $232,789 for a one-year term ending July 31, 2025, and to execute all required documents necessary for the purchase. July 23, 2024 Item #2 Page 4 of 10 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the __ day of ________, 2024, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: ______________________________________ KEITH BLACKBURN, Mayor ______________________________________ SHERRY FREISINGER, City Clerk (SEAL) July 23, 2024 Item #2 Page 5 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 200001773 1 $830.00 $830.00 N 2 200002287 1 $11,950.00 $11,950.00 N 3 200001785 4 $2,570.00 $10,280.00 N 4 200002292 1 $7,175.00 $7,175.00 N 5 200001788 1 $830.00 $830.00 N 6 200001800 1 $57,725.00 $57,725.00 N 7 200002297 1 $9,000.00 $9,000.00 N Tableau - Creator (Server) Salesforce.com, Inc. - 200001773 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Data Mgmt - Core (Server) 25% of Net Price Salesforce.com, Inc. - 200002287 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Data Mgmt - Resource Core (Server) Salesforce.com, Inc. - 200001785 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Advanced Mgmt - Core (Server) 15% of Net Price Salesforce.com, Inc. - 200002292 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Embedded Analytics - Creator (Server) Salesforce.com, Inc. - 200001788 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Embedded Analytics - 8 Core Base (Server) Salesforce.com, Inc. - 200001800 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Embedded Analytics - Data Mgmt - Core (Server) 25% of Net Price Salesforce.com, Inc. - 200002297 Start Date: 07/31/2024 End Date: 07/30/2025 QUOTE 4/15/2024 12898-C 7/30/2024 Attachment A July 23, 2024 Item #2 Page 6 of 10 8 200001795 4 $1,815.00 $7,260.00 N 9 200002306 1 $5,400.00 $5,400.00 N 10 200001773 35 $646.00 $22,610.00 N 11 200007689 1 $5,604.00 $5,604.00 N 12 200007670 1 $3,365.00 $3,365.00 N 13 200001798 1 $76,920.00 $76,920.00 N 14 200001773 20 $692.00 $13,840.00 N Subtotal $232,789.00 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 $232,789.00 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. Tableau - Embedded Analytics - Data Mgmt - Resource Core (Server) Salesforce.com, Inc. - 200001795 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Embedded Analytics - Advanced Mgmt - Core (Server) 15% of Net Price Salesforce.com, Inc. - 200002306 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Creator (Server) Salesforce.com, Inc. - 200001773 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Data Mgmt (Server) 25% of Net Price Salesforce.com, Inc. - 200007689 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Advanced Mgmt (Server) 15% of Net Price Salesforce.com, Inc. - 200007670 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - 8 Core Base (Server) Salesforce.com, Inc. - 200001798 Start Date: 07/31/2024 End Date: 07/30/2025 Tableau - Creator (Server) Salesforce.com, Inc. - 200001773 July 23, 2024 Item #2 Page 7 of 10 THANK YOU FOR YOUR BUSINESS! Please contact us if you have any questions or need further information. Unless otherwise provided in the applicable Agreement, any increase in subscription pricing for the first renewal term will not exceed 5% over the subscription pricing in the immediately preceding term, provided that (a) for each renewal Customer renews its entire then-current subscription volume under this Order Form combined with any associated add-on Order Forms, and (b) each renewal term is the same duration as the Order Term of this Order Form or one year (whichever is longer). Thereafter, or upon a renewal that does not meet the aforementioned criteria for Customer to benefit from the above price cap, any increase in subscription and support pricing 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. Notwithstanding the foregoing, any consumption-based Services which are subject to a rate card as set forth in the product terms for the applicable Services and any support or resource-based Services are not subject to any price increase limitations Product Special Terms CQ: 40135028 Tableau Software and/or Tableau Services are subject to the Order Form Supplement for Tableau Products available at www.tableau.com/ofs which is hereby made part of this Quote 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 Documentation. Licensee acknowledges it has had the opportunity to review the Terms, prior to executing an order. Product Terms Directory: http://carah.io/Product-Terms-Directory Help & Training: http://carah.io/Help Government Cloud Plus: http://www.carahsoft.com/government-cloud-terms A list of currently available FedRAMP/IL4 Authorized Salesforce products can be found here: https://help.salesforce.com/articleView?id=000270080&language=en_US&type=1 July 23, 2024 Item #2 Page 8 of 10 Exhibit 2 Information Technology Department 1635 Faraday Ave ï Carlsbad, CA 92008 ï 760-602-2450 t Memorandum July 7, 2024 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 Subscription Renewal of the Tableau Enterprise Public Facing Portal The Information Technology Department requests approval to cooperatively use the California Software Licensing Program (SLP) agreement SLP No. SLP-20-70-0181J contract with Solutions Simplified, Inc. to provide for the annual licensing and subscription service of the Tableau internal and public-facing portal solutions at a cost of $232,789. The city currently uses Tableau products for internal data analytics and visualization. In fiscal year 2022-23 this was expanded to be an enterprise-wide solution and to incorporate the use of a public facing portal. The primary purpose of the new purchase is to provide new technical capabilities to enable the city to have a new public facing data portal. The portal will allow staff to meet city goals of publishing data to the public in a technically advantageous manner that is user-friendly to external viewers. Solutions Simplified, Inc.provides for the procurement licenses and subscription services for the Tableau public facing portal solution. This renewal and additional 20 licenses will assist in data analytics and visualization for internal and public facing users. These products and additional licensing are necessary to assist the city with publishing information about key city priorities associated with the newly approved Strategic Plan, citizen-centric data, and other departmental activities. The combination of internal and public facing technological resolves issues and inefficiencies that are barriers to regularly publishing data through Tableau products. This renewal helps the city to make data- driven decisions internally and to engage the public using data from the public facing portal. 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.” July 23, 2024 Item #2 Page 9 of 10 Tableau cooperative purchase July 7, 2024 Page 2 With Finance Department 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 $232,789 at the July 23, 2024 City Council Meeting. 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 7/16/2024 July 23, 2024 Item #2 Page 10 of 10