RESOLUTION NO. 2023-137
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE PURCHASE OF ADDITIONAL SOFTWARE
LICENSES PURSUANT TO AN EXISTING LICENSE AND SUPPORT AGREEMENT WITH SMARTSHEET, INC., FOR SMARTSHEET PORTFOLIO ADVANCE SILVER
WITH ENTERPRISE PLAN PLUS PRO SUPPORT LICENSES IN AN AMOUNT NOT TO EXCEED $93,000 FOR THE INITIAL ONE-YEAR TERM AND AUTHORIZING
THE CITY MANAGER TO PURCHASE FOUR ADDITIONAL ONE-YEAR LICENSE TERMS, FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $493,749 WHEREAS, the City Council of the City of Carlsbad, California has determined that the most effective way to operate and support the city's project management requirements is with Smartsheet Portfolio Advance Silver with Enterprise Plan plus Pro Support licenses; and WHEREAS, the city does not currently have a city-wide project management solution; and WHEREAS, the city issued a challenge-based Request for Qualifications {RFQ) for a city-wide project management solution and based on that RFQ, staff selected Smartsheet Portfolio Advance Silver with Enterprise Plan plus Pro Support licenses as the solution to meet the city's needs; and WHEREAS, the city previously entered into a license and support agreement for a project management solution for use by the Information Technology Department; and WHEREAS, for the city to use Smartsheet Portfolio Advance Silver with Enterprise Plan plus Pro Support Licenses city-wide, the city is required to purchase additional licenses pursuant to an existing license and support agreement with Smartsheet, Inc.; and WHEREAS, the city manager will have the authority to purchase the additional licenses for use city-wide, and to approve the purchase of the additional licenses for four additional years, as needed, for a total estimated amount of $493,749; and
WHEREAS, funding is available in the Strategic Digital Transformation Investment Program (SDTIP) to fund this project; and
WHEREAS, the cost of the additional licenses to use Smartsheet, Inc. city-wide will require an increase in available in the Information Technology Department's Annual Operating Budget starting in Fiscal Year 2023-24, for the annual on-going licensing and support cost.
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 purchase of additional licenses with Smartsheet, Inc. for $93,000 for the initial year, as provided in the purchase order, attached as Attachment "A," is approved and the City Manager is authorized to execute all required documents on behalf of the city.
3.That the City Manager or designee is hereby authorized to purchase additional software licenses with Smartsheet, Inc. for up to four additional one-year terms, in a total amount not to exceed $493,749.
4.That the funding for the purchase of additional licenses for use city-wide is budgeted in the fiscal year 2022-23 SDTIP Project Portfolio Management Tool and Consulting.
5.That the purchase of additional licenses for Years 2 through 5 for the annual licensing and support services are subject to the approval of corresponding increases to the Information Technology Department's Annual Operating Budget.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 23rd day of May, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
jr
KEITH BLACKBURN, Mayor
ML
SHERRY FREISINGER, City Clerk
(SEAL)
Time of document generation: 5/4/2023 12:28:15 PM. 1
-2,424.77 USDEstimated
Credit
Customer Contact Information Subscription Details
Contact Name Email Phone
Contract
Owner
Rachel Muller
[email protected]
v
858-336-0315
Billing
Contacts
[email protected] [email protected] 7606022465 Services
Contact
Customer Address Information
Ship To Bill To
Street 1635 Faraday Ave, 1635 Faraday Ave,
City Carlsbad Carlsbad
State California California
Zip 92008 92008
Country United States United States
Product Region Annual / Unit Price Unit Quantity Extended Price Billing Frequency Subscription Term Total Price Enterprise Plan plus Pro Support - Licensed Users US 598.00 40 23,920.00 Annual 5/26/2023 to 5/26/2024 (12 Months)
23,985.54
USD
Enterprise Plan plus Pro Support - Licensed Users US 598.00 10 5,980.00 Annual 5/26/2023 to 5/26/2024 (12 Months)
5,996.38
USD
Smartsheet Advance - Silver (Up to 249 Connected
Users)
US 61,100.00 1 61,100.00 Annual 5/26/2023 to 5/26/2024 (12 Months)
61,267.40
USD
Smartsheet University All Access Upgrade US 41.00 50 2,050.00 Annual 5/26/2023 to 5/26/2024 (12 Months)
2,055.62
USD
Order Q-2111675
Organization Name City of Carlsbad
Payment Terms Net 30
Order Execution Date
Subscription Action Renewal in Accordance with the Existing Terms System Administrator
Email The System
Administrator will have
administrative control over
this plan and cannot be a
user associated with another Smartsheet plan.
[email protected]
Purchase Order
Does your organization
require a PO to process
payment?
PO Number PO Attachment
International Tax ID
DocuSign Envelope ID: 5EAC2A3C-4BA5-4D73-A02F-3D050E50D957DocuSign Envelope ID: B5632A18-3F1C-4825-95F0-83DAAC2217DD At
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Smartsheet will provision Subscription Services and issue an invoice for amounts due promptly after receipt of an executed Order. Subscription Term may be adjusted based on the actual provision date of the Subscription Service, which will be specified in your invoice with any corresponding prorated amounts due. This Order and any renewals are governed by, and hereby incorporate by reference, the Services Agreement attached hereto (“Agreement”). By submitting this Order, you are entering into an agreement on behalf of your company for the provision of services by Smartsheet. Accordingly, you (i)acknowledge that you have read the Agreement, understand it, and agree to be bound by it; and (ii) represent and warrant that you have the necessary authority to submit this Order. Minimum differences in feature availability may exist between Regions, for details see https://help.smartsheet.com/regions-capability-differences Notwithstanding anything to the contrary in the Agreement, each Order remains in effect for the subscription term specified therein and will only be renewed upon mutual agreement.
Smartsheet Inc. acquired Brandfolder, Inc. as a wholly owned subsidiary in September 2020 and is working to integrate the companies’ services and business operations. Accordingly, Smartsheet is now issuing transactional documentation with respect to Brandfolder services. Please visit www.smartsheet.com/platform for more information.
Product Terms:
Your purchase level of Smartsheet Advance includes access to Smartsheet’s subscription-based online work collaboration service and certain components (collectively, the “Platform”), which are identified https://www.smartsheet.com/pricing/smartsheet-advance .
Customer is responsible for maintaining the number of individuals authorized or invited by Customer or a Licensed User to access and use the Platform during the Subscription Term (“Connected Users”) in accordance with the limitations set forth in this Order and the Agreement. If Customer needs additional Connected Users in excess of the authorized limit purchased under this Order, Customer may contact Smartsheet to determine the number of Connected Users that accounts for Customer’s anticipated usage, and Smartsheet will provide pricing for such usage. For clarity: (a) the number of Licensed Users purchased in conjunction with the Platform counts toward the limit of Connected Users; and (b) all Connected Users have access, view, and edit capabilities within the Platform, however, only Licensed Users control access to and can create within the components of the Platform.
Order Q-2111675
90,880.17 USD Total
DocuSign Envelope ID: 5EAC2A3C-4BA5-4D73-A02F-3D050E50D957DocuSign Envelope ID: B5632A18-3F1C-4825-95F0-83DAAC2217DD I' smartsheet
Time of document generation: 5/4/2023 12:28:15 PM. 3
ACCEPTED AND AGREED:
SMARTSHEET INC.
By:
Name:
Title:
Date:
Order Q-2111675
DocuSign Envelope ID: 5EAC2A3C-4BA5-4D73-A02F-3D050E50D957 Mike Artnz
CRO & EVP WW Field Operations
5/9/2023
DocuSign Envelope ID: B5632A18-3F1C-4825-95F0-83DAAC2217DD CARLSBAD, a municipal corporation of
By:
City Manager _________________________
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By:
(sign here)
(print name/title)
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: __ bi_·~--~-~--'{)., ___ _
Deputy City Attorney
ATTEST:
SHERRY FREISINGER
City Clerk