Fiscal Note
The proposed resolution authorizes the migration from a 1-yr renewal to a 3-yr renewal for the purchase of Autodesk licensing, subscription and support services for the use of Autodesk AutoCAD and Civil 3D design software. DLT Solutions, LLC quoted a cost of $131,319 for a 1-year renewal and $360,492.72 for a 3-yr renewal. The City Engineer has recommended the 3-yr renewal option in the Engineering 2020 budget in an effort to save the City $33,464.28 over that 3-yr period. Funding is available in the Engineering, Sewer Utility and Stormwater Utility Operating Budgets. Under the 3-yr renewal option, Engineering shall pay the entire amount in 2020 booking 1/3 to expense and the other 2/3 to Prepaid Expense. Then in each of the following years, 1/2 of the amount in Prepaid Expense will be transferred to expense.
Title
SUBSTITUTE Authorizing the noncompetitive purchase from DLT Solutions, LLC of a subscription for Autodesk AutoCAD and Civil 3D software to facilitate Engineering design and plan preparation for all Public Works projects.
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WHEREAS, City Public Works departments (Engineering, Parks, Transportation and Water Utility) are presently amid a CAD and design software conversion from prior Bentley Microstation and InRoads solutions to a new Autodesk AutoCAD and Civil 3D environment; and
WHEREAS, the City is currently the licensee for 1-yr software subscription with DLT Solutions, LLC set to expire on February 27, 2020; and
WHEREAS, Autodesk software products are available for purchase from DLT Solutions LLC, Autodesk’s authorized master government reseller through the State of Wisconsin contract 505ENT-M16-VARSOFTWARE-00; and
WHEREAS, Engineering strives to be proactive in our efforts to reduce costs to the City, which has been challenging due to a trend of significant increases to software and licensing costs that continue across the entire market; and
WHEREAS, Engineering requested DLT Solutions, LLC provide 1-yr and 3-yr renewal option cost estimates; and
WHEREAS, DLT Solutions, LLC quoted a 1-yr annual renewal at a cost of $131,319 per Quote 4773209, Reference 1445898 attached hereto; and
WHEREAS, DLT Solutions, LLC quoted a 3-yr renewal option at a cost of $360,492.72 per quote 4773209 attached hereto; and
WHEREAS, Engineering 2020 Operating Budget included a cost saving recommendation to convert away from the current 1-yr renewal to a 3-yr renewal which saves the City a minimum of $33,464.28 over that 3-yr period, yet presumably would save even more, as annual subscription costs are projected to increase significantly from the $131,319 1-yr base quote; and
WHEREAS, continued use of the software will require an updated 3-yr term Contract for Purchase of Services with DLT Solutions, LLC for continued Autodesk licensing, subscriptions, maintenance and support as quoted at $360,492.72; and
WHEREAS, software support and maintenance contracts of $50,000 or more per year that are not competitively selected must meet one of the exceptions stated in MGO 4.26(4)(a) and require Common Council approval and Mayor and Clerk signature; and
WHEREAS, this contract meets the exception in MGO 4.26(4)(a)2., “the service required is available from only one person or firm” because only DLT Solution can provide subscriptions to AutoCAD, as explained in the attached Noncompetitive Selection Request Form.
NOW, THEREFORE, BE IT RESOLVED, that the Common Council hereby authorizes the purchase of a 3-yr Autodesk site license subscription for the use of AutoCAD and Civil 3D software at an initial 3-yr cost of $360,492.72; and
BE IT FURTHER RESOLVED the Mayor and City Clerk are authorized to sign a contract for the licensing, subscription, maintenance and support purposes as described above, with DLT Solutions, LLC on a recurring 3-yr cycle basis for the useful life of the software at a negotiated amount, pending availability of budgeted funds.