CA Review JRT
Meeting Date: July 18, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Maria Callander, IT Director
[email protected], 442-339-2454
David Graham, Chief Innovation Officer
[email protected], 442-339-5992
Subject: Approval of the Purchase of the Tableau Annual Subscription Renewal from Solution Simplified, Inc.
Districts: All
Reco
mmended 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 e xtensive software discounts through negotiations with major software publishers that are then passed on to the s tate, 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 E valuation
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
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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: [email protected] 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
[email protected]
(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
Information Technology Department
1635 Faraday Ave ï Carlsbad, CA 92008 ï 760-602-2450 t
Memora
ndum
June 26, 2023
To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer From: Doug Kappel, IT Applications Manager
David van Gilluwe, Chief Data Officer
Via: David Graham, Innovation & Economic Development Director Re: Approve the cooperative use of the California Software Licensing Program agreement SLP No. SLP-20-70-0181J contract with Solutions Simplified, Inc.
The IT Depa
rtment and Innovation & Economic Development Department request 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 licensing and subscription service of the Tableau internal and public-facing portal solutions at a cost of $215,475 for a one-year term ending July 31, 2024.
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 will assist in data analytics and visualization for internal and public facing users.
These products 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.
Per the city’s 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. (Ord. CS-002 § 2, 2008)
July 18, 2023
Item #2 Page 9 of 10
( City of
Carlsbad
Muhlmeister
Jun
e 26, 2023
The annual cost of the Tableau subscriptions and licensing with Solutions Simplified is not to exceed $215,475 for the term ending on July 31, 2024.
Approval
________________________ _____________
Roxanne Muhlmeister, Date
Assistant Finance Director/Purchasing Officer
CC:
David Graham, Chief Innovation Officer
Maria Callander, IT Department Director
Cindie McMahon, City Attorney
Brent Gerber, Senior Management Analyst
Shea Sainz, Senior Contract Administrator
7/12/2023
July 18, 2023
Item #2 Page 10 of 10