HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9126477q 1 Z � (-i -7 -7
Plant Inventory Software Purchase
Date: 11 /29/2012 /
Completed by: Laurie D'Audney C6){Nn J t�m�, dA,
In 1986, Fort Collins Utilities completed construction of the Xeriscape Demonstration Garden at�j�j
City Hall West, 300 Laporte Ave. The garden has provided a visual model to guide the public in
xeric plant selection. In addition, we are partnering with the Gardens on Spring Creek to develop a
new xeriscape garden, called the Undaunted Garden.
Historically, we have taken a plant inventory each year to update the garden brochure and order
needed plant labels. For several years, we have discussed developing an online plant database
where the public could access plant profiles and photographs of the species growing in the garden.
Software exists to inventory plants and track when they were planted, when they died and their
current condition. Utilities is interested in the software to inventory plants at the Xeriscape
Demonstration Garden and the future Undaunted Garden. The Gardens on Spring Creek and the
Parks Department would also like the software to inventory plants and track plant location and
plant health.
Proposal Description
The product selected, IrisBG, is a comprehensive database and software package used to manage
botanical collections. Utilizing the latest technology, it is easy to use, install and maintain. IrisBG,
introduced in 1996, is used by botanic gardens, arboreta and private estates in Europe, North
America and Asia. The database tracks plant information, such as location, cultivation status, label
type, map coordinates, date planted, etc. Changes to the database can be made in the field using
the mobile app on a portable device. You can look up detailed information about plants with the
integrated web search function. An unlimited number of images may be included, with a wide
range of image formats supported.
Utilities, The Gardens and Parks Dept. propose to split the cost to purchase the standard package
and optional modules.
• Standard Package:
Manages a comprehensive set of botanical collection data, including plant history and
related information such as taxa with synonyms, authors, images, collectors, contacts,
references, tasks, inspections, etc.
• Optional Modules:
❖ Garden Explorer: Publishes your plant collection on the web, which can be
accessed by the public using a PC, tablet computer or Smartphone. It can also be
used at a kiosk in the garden.
❖ IrisBG Mobile: Updates your plant collection, takes photos and updates map
coordinates out in the garden using a handheld device.
❖ Map Viewer: Displays and updates map coordinates for individual plants. This can
use existing City maps or a wide range of intemet map service providers.
Sole Source Justification
At the 2012 American Public Garden Assoc. conference, Michelle Provaznik found two plant.'
database software companies—BG Base and Iris BG. BG Base has been the only option for many
years and is used by several gardens that Michelle knows of. Most are okay with it, but it has been
described as "clunky" and requires a second set of software for the mapping portion which
essentially doubles the price.
New to the international market is Iris BG. They began the program in Norway, used it in many of
their gardens and expanded several years ago to the UK, and now the US. One of the best features
of this software is that it is all in one (database, mapping, mobile app, etc.) It is also using the most
current technology —mobile app, various map capabilities, etc.
Jared Soares from IT has checked out both programs and is much more comfortable with the
system Iris BG uses than BG Base.
Budget
Standard package: $5,520
Garden Explorer: $2,080
Map Viewer: $1,760
IrisBG Mobile (5 devices) $2,550
Total Cost: $119910
Division of Costs
Parks Dept.: $4,000
The Gardens: $4,000
Utilities: $3,910
Total Cost: $119910
City of Fort Collins
Community Services and Information
Technology
215 North Mason St. 3rd Floor
City of Fort Collins, CO 80524
U.S.A.
elrisBG
Botanical Gatdan collection Management
Botanical Software Ltd
9 Priston
Bath BA2 9EB, UK
Tel: +44 (0)1761 479350
info@irisbg.com
www.irisbg.com
Your ref. Jared Scares
Our ref. Havard Ostgaard
Quotation No:120103
Bath, UK, 27th November 2012
Dear Mr Soares,
Further to our conversation and emails, please find below a quote for the IrisBG
server edition, for 5 concurrent users including Map Viewer, Garden Explorer
and licence for 5 IrisBG mobile devices. We have also included prices for our
optional hosting services, IrisBG Map Server, Garden Explorer web hosting and
internet hosted database service.
1 About the product
IrisBG, introduced in 1996, is used by botanic gardens, arboreta and private
estates in Europe, North America and Asia. IrisBG manages a comprehensive set
of botanical collection data, including plant history and related information such
as taxa with synonyms, authors, images, collectors, contacts, etc.
1.1 IrisBG Server Edition Standard Package
The IrisBG Server Edition Standard Package consists of a number of components,
which provide all the functionality that is necessary for effective plant collection
management.
With IrisBG Server Edition you can grant access to an unlimited amount of users
and the only limit is the number of users who can be logged on at the same time.
In our offer, we have listed pricing for 5 concurrent users and the cost of adding
additional users. The software can be installed on a PC running Windows XP,
Botanical Software Ltd. Registered in England. Company No.6357322. Registered Office: 9 Priston, Bath, BA2 9EB, UK
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Vista or Windows 7. The system is built with Microsoft .NET 3.5 and requires a
free memory of about 100 Mb for optimal performance.
1.2 Optional modules
In addition to the standard package, IrisBG can be delivered with a range of
optional modules.
1.2.1 Garden Explorer
Garden Explorer is a web -based search and presentation solution for plant
collections. This module can be accessed using a web browser on a PC, tablet
computer and Smartphone (iPad and iPhone). Garden Explorer is built on
ASP.NET 2.0. The web site can be hosted by your own staff on -site, or
optionally, with our hosting service.
The Garden Explorer user interface will adapt to the browser language of the user,
or can be changed manually by the user. Currently we support English (default),
French, Dutch and Norwegian.
1.2.2 Map Viewer
The Map Viewer module provides you with the functionality needed to display
maps and visually update map coordinates in your botanical collection. These
maps can be used to show and update the location of accessions, areas in the
garden or localities from where the accession originates. Choose between your
own maps and a wide range of internet map service providers, including Bing
maps, OpenStreetmap, etc.
Your own base maps can be hosted on -site using a compatible map server or
hosted by us using IrisBG Map server hosting service. If the base maps are
hosted by us, they must be supplied as ArcGIS Esri shapefile or PostGIS
database format. Other file formats, such as AutoCAD and Vectorworks are
supported by converting the map data to the Esri Shapefile format.
1.2.3 IrisBG Mobile Device licence
IrisBG Mobile is a software application made to view and update your Botanical
plant collection on a portable device. The licence includes the use and installation
on one compatible portable device. More details about IrisBG Mobile are
available in the product sheet and on our website.
1.2.4 Annual support and maintenance
The annual support and maintenance fee includes access to technical support
when needed, free training material, regular follow ups and access to all software
updates and product improvements.
Botanical Software Ltd. Registered in England. Company No.6357322. Registered Office: 9 Priston. Bath, BA2 9EB, UK
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2 Optional services
2.1 Data migration
When moving over to IrisBG, data migration of your existing data is usually
required. The work involved will vary depending on your data platform, the
complexity of your data and the data quality. We can carry out a successful data
migration project from any readable data source.
Each individual project can vary considerably both in complexity and data
quality, and it is for that reason that we price each project independently. After
having received a copy of your data, we will be able to provide you with a fixed
price for the work.
2.2 Internet hosted database service
The IrisBG database can be hosted on your own database server or by us, through
a cloud based internet hosted database. This internet hosted database service is a
cloud -based relational database hosted by Microsoft Corporation and managed
by Botanical Software Ltd. More details about this service are available on our
website, "Using IrisBG with an Internet hosted database". All services described
in the document are included in the price. The initial database is configured to
1GB. Larger capacity is available at an extra cost. The database firewall will be
configured to allow access to the database from a list of static IP addresses
provided by the customer.
Adding users and making changes to existing user accounts is done directly in
IrisBG by any user with administrative privileges.
2.3 Garden Explorer Hosting
Garden Explorer can be hosted on your own servers. If you would like us to host
your Garden Explorer web server, we can now offer a dedicated URL for your
plant collection under the "gardenexplorer.org" domain, for example
http: // w►vw. fcgov. gardenMIorer. org.
Botanical Software Ltd. Registered in England. Company No.6357322. Registered Office: 9 Priston, Bath, BA2 9EB, UK
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3 Self -paced training with on-line Q&A follow up
This is our free training option available to all our new customers. Each student
will follow a self -paced training programme consisting of video tutorials and
exercises. There will be two 30 minute question and answer sessions with an
IrisBG representative at the beginning and end of the training programme. The
Q&A session will be held online using our presentation software. An online
Q&A session can include up to 15 participants.
Other training options are available upon request.
3.1 Installation
As part of the delivery, we will supply the latest version of the IrisBG Microsoft
MSI installation package together with a prepared configuration file to connect to
the IrisBG database. Installation to individual PC's on site will be carried out by
you. We will supply the database preconfigured and ready to be attached to your
database server.
The IrisBG installation can be carried out by any IT staff with a general
knowledge of software installation. However, if required, we are happy to offer
installation services at an extra cost.
Pricing
Valid until 31" of January 2013. All prices are in USD.
IrisBG does not depend on third party products that require additional license
fees, but license fees may be incurred, depending on your choice of database,
web server platform etc.
3.2 Software licences with full support and maintenance
Licence holders have free access to technical support, software upgrades and
online resources, including training material and video tutorials.
Pricing for 5 concurrent users
Product/Service
Standard package
5,520
1,100
Optional modules
Garden Explorer
2,080
420
Map Viewer
1,760
350
IrisBG Mobile for 5 devices
2,550
510
Total (USD 14,190)
11,910
2,380
Botanical Software Ltd. Registered in England. Company No.6357322. Registered Office: 9 Priston, Bath, BA2 9EB, UK
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3.3 Data migration prices
After having received a copy of your data, we will be able to provide you with a
fixed price for the work.
3.4 Optional services
I hope our offer meets with your expectations and that we will be given the
opportunity to work with you and your colleagues at City of Fort Collins in the
near future.
Kind regards,
Havard Ostgaard,
Director, Botanical Software Ltd.,
havard@irisbg.com
Botanical Software Ltd. Registered in England. Company No.6357322. Registered Office: 9 Priston, Bath, BA2 9EB, UK