HomeMy WebLinkAboutOrdinance 4985 ORDINANCE NO, 4985
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF
MOBILE DATA TERMINALS WITH THE ASSOCIATED
HARDWARE AND SOFTWARE IN THE AMOUNT OF $2683600.00
FOR USE BY THE FAYETTEVILLE FIRE DEPARMENT.
WHEREAS, the Fayetteville Police Department implemented New World
Mobile Data Terminals with the associated hardware and software beginning in 2003 ;
and,
WHEREAS, Fleet maintenance personnel are already trained and proficient in
the maintenance of this equipment, and
WHEREAS, maintaining uniform computer and communications equipment in
front line and reserve fire units as well as Police units will result in both increased
operational and fiscal efficiencies.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1 : That the City Council of the City of Fayetteville, Arkansas hereby
approves finds that such circumstances constitute an exceptional situation where
competitive bidding is not feasible or practical, and waives the requirements of formal
competitive bidding for Mobile Data Terminals with associated hardware and software.
Section 2 : That the City Council of the City of Fayetteville, Arkansas hereby
approves the purchase of New World Systems Mobile Data Terminals with associated
hardware and software in the amount of $268,600.00 for use by the Fayetteville Fire
Department. %%W,
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PASSED and APPROVED this 20th day of February, 2007. ?'`a�;'' At
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APPROV ATTEST: E ° FAYETTEVILLE :
By: By: &®y+� d�\)iytu� ,,e,,tikG;O,;
JDAAN'COOD4Y,Mayo SONDRA SMITH, City Clerk/Treasurer
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February 6, 2007
ADDITIONAL SOFTWARE LICENSE AGREEMENT
Ms. Elizabeth Mann
Fayetteville Fire Department
303 W. Center
Fayetteville, AR 72701
Dear Ms. Mann:
New World Systems is pleased to license you additional software per your request.
The attached forms (Exhibits A, B and Appendix 1) are to be reviewed and approved by you and/or your
authorized representative. They describe the additional software and services you have requested along
with the related fees.
Other than for the purposes of internal review, we ask that you treat our fees as confidential information.
This is due to the competitive nature of our business.
The General Terms and Conditions from our original License Agreement are incorporated and continue to
apply. Any taxes or fees imposed from the course of this Agreement are the responsibility of the
Customer.
We thank you for your continued business with New World Systems. We look forward to working on this
project with you.
ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEMS® CORPORATION FAYETTEV LE FIRE DEPARTMENT AR
(Newld) (Customer
By: ceneeBy:
Larry , Leinweber, President A thorized Signature dle
r r
By.
Authorized Signatu t1e�;G� C\j Y psG�'
•
Date: 62- 0 7 Date: 0 /07 =ya ••��=
; FAYETTEVILLE ; 3
sZZ
Each individual signing above represents that (s)he has the requisite authority to execute this Agreem6ptnQ�A NSPS:
behalf of the organization for which (s)he represents and that all the necessary formalities have been met'�,,y/NG iONrrC�Jv``
Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 • 148-169-1000 • www.newworldsystems.com
EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES
1 . License Fee for Licensed Standard Software And Documentation Selected By Customer:
Application Package Cost
MOBILE SOFTWARE
MOBILE SOFTWARE ON THE RS/6000 '
-1 . Base Message Switch to State/NCIC (UPGRADE FROM 30-50 users) $13,000
- Base Message Switch for MDT/MCT
- State/NCIC Interface
2. Additional Aegis Software for RS/6000 Message Switch -
- New World CAD Interface for Aegis 400 (UPGRADE from 30-50 users) 3,000
- AVL Interface (UPGRADE from 30-50 devices) 2 3,000
MOBILE SOFTWARE ON THE iSERIES 400
3. Aegis/400 Mobile Integration Software
- MDT/MCT Base CAD/RMS Interface (UPGRADE from 30-50 users) 13000
- AVL CAD Interface 2 (UPGRADE from 30-50 users) 3,000
MOBILE MANAGEMENT SERVER
4. Aegis Mobile Management Server Software (UPGRADE from 30-50 users) N/C
- Base CAD/NCIC/Messaging
CLIENT SOFTWARE '
5. Aegis Law Enforcement Mobile Unit Software (20 Units)
In-Car Mapping $400 ea. 81000
New World AVL $300 ea. 61000
6. Aegis Fire Mobile Unit Software (20 Units)
Fire CAD via Switch $750 ea. 155000
Subtotal $ 1 ,450 ca. 29,000
Less Laptop Software Volume Discount of 10% -2 900
TOTAL LAPTOP SOFTWARE 26, 100
TOTAL SOFTWARE LICENSE FEE 4,5 g
CONFIDENTIAL
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
Note: Year 1 Standard Software Maintenance Agreement (SSMA) fees of $8,656 for the above software will be
added to Customer's current SSMA fees and will commence 90 days after delivery of the software; year one cost to
be prorated to run concurrently with Customer's existing SSMA. Subsequent year SSMA fees will be consistent
with the SSMA agreement currently in effect.
ENDNOTES
I Currently supporting Motorola, Data Radio (DMP & IP), CDPD, EDACS, GPRS, 802. 11 and Electrocom
Mobile Communication solutions only.
1 Requires 3rd party GPS hardware.
3 Budgeting estimate for laptops: $3,000 for standard includes laptop, external modem mounted in vehicle and
mounts. Pricing estimates do not include installation of mounts.
Prices assume that all software proposed is licensed.
5 If taxes or fees are imposed, they are the responsibility of the purchaser and will be remitted to New World
upon being invoiced.
CONFIDENTIAL
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
2. License Fee Payment Schedule for Licensed Standard Software and Documentation
a) DOWN PAYMENT $19,640
40% of the total Exhibit A cost
[Invoiced upon receipt of signed
Standard Software License and Services Agreement.]
b) DELIVERY PAYMENT $241550
50% of each application cost
[Invoiced as each Exhibit A Licensed Standard
Software package is delivered to Customer.]
c) FINAL PAYMENT $4,910
10% of each application cost
[Invoiced ninety (90) days after delivery
of each Licensed Standard Software package.]
TOTAL LICENSED STANDARD SOFTWARE PAYMENTS DUE..............................$9
ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE
PRICING VALID THROUGH MARCH 23. 2007.
CONFIDENTIAL
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EXHIBIT B
INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES
1 . Installation and Training Support Hours Recommended
It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit
A to insure successful installation of and training on each application package. Based on the Licensed Standard
Software listed on Exhibit A, 120 hours ofNew World installation and training support services have been
allocated. Forty (40) of the above hours are allocated for AS400 Fire Records Refresher Training. Avoiding or
minimizing custom or modified features will aid in keeping the support costs to the amount allocated. Customer
. agrees to reimburse New World for support trips canceled by Customer less than ten (10) days before the
scheduled start date to cover New World's out-of-pocket costs and lost revenues. The recommended installation
and training support services include:
a) installation of each package of Licensed Standard Software;
b) Customer training and/or assistance in testing for each package of Licensed Standard Software;
and
c) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff.
2. Support Service Fees Estimate
The 120 hours of installation and training support services cost has been calculated using a rate of $140 per hour.
Additional services are also available at the rate of $140 per hour. This rate is guaranteed for work performed on
this contract within 6 months of acceptance. Beyond that date, these and any additional services will be provided at
your then current rate.
Based on the services suggested above, the Installation and Training Support Services costs will be a total of.
$16,800. (Plus all actual and reasonable travel expenses incurred by New World divided proportionately between
all New World customers visited on a single trip and actual employee travel time for Installation and Training up to
but not exceeding four (4) hours per Customer visit.)
3. Additional Services Available
Other New World services may be required or requested for the following:
a) additional software training;
b) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff;
c) New World consultation with other vendors or third parties;
d) modifying the Licensed Standard Software;
e) designing and programming custom software; and
f) maintaining modified Licensed Standard Software and/or custom software.
Customer may request these additional services in writing using New World's Request . For Service (RFS)
procedure (or other appropriate procedures mutually agreed upon by Customer and New World).
CONFIDENTIAL
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Exhibit B / PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND
FEES
4. Payments for Installation and Training Support Services and Travel Costs
All hours for installation and training support services and all travel costs will be billed weekly for services provided
in the previous calendar week.
Note: Any taxes imposed from the course of this Agreement are the responsibility of the Customer and Customer
' agrees to remit when imposed. If an exemption is claimed by the Customer, an exemption certificate must be
submitted to New World.
ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE,
CONFIDENTIAL
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New ' o7°rd. Systems'
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APPENDIX 1
AGREEMENT AND AUTHORIZATION FOR PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
February 6, 2007
This agreement (Agreement) between Fayetteville Fire Department, Arkansas (Customer) and New World Systems®
Corporation, (New World) is to cover the procurement of Third Party products and services by New World for Customer.
The attached configuration (Exhibit 1) describes the Third Party products and services that Customer will be obtaining through
New World. By their written approval below, Customer authorizes New World to order the Exhibit 1 products for delivery to:
Fayetteville Fire Department
Atm: Elizabeth Mann
303 W. Center
Fayetteville, AR 72701
Upon delivery of Third Party products, 100% of the Exhibit 1 cost is due. Customer agrees to pay all applicable finance charges
(if any) promptly.
Customer is responsible for the site preparation and related costs to install the Exhibit 1 products. Customer is responsible for
any returned product charges, including re-stocking and shipping fees, for all Third Party products ordered by New World on the
Customer's behalf. Actual and reasonable travel expenses incurred by New World and actual employee travel time up to but
not to exceed four (4) hours per Customer visit, are in addition to the Exhibit I cost and will be billed weekly as incurred.
Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer and Customer agrees to
remit when imposed. If an exemption is claimed by the Customer, an exemption certificate must be submitted to New World.
After execution of this Agreement, the Exhibit 1 components and cost may be changed by mutual agreement of both parties. If a
change order in the configuration requires additional costs, New World shall notify Customer of the additional costs and with
Customer's approval these costs shall be home by Customer. Without such approval, the change order will not be processed.
Customer shall or may be required to execute selected Agreements with vendors and New World shall not confirm the ordering
of any Exhibit 1 products without Customer's authorized signature on the Agreements. Customer shall receive the benefit of all
warranties, services, etc. provided for in the Agreements.
ACKNOWLEDGED AND AGREED TO BY:
NEW( !%Z.
WWOORRLLD SYSTEMS" CORPORATION FAYETTEVI LE FIRE DEPARTMENT ARKANSAS
(New C � (Customer)B}': By: ' .
Lar j D. Leinweben, President Adililirlied Signat Titib
By: JAMAAA
Authorized ,Signature Title �N.o�RK/TR�
Date: �J 2 ' '1�J Date: /a?y0'l a�G° GAS Y °0 c SGPF�
=U °
; FAYETTEVUE °
Each individual signing above represents that (s)he has the requisite authority to execute this Agreement1phalf :� 3
of the organization for which (s)he represents and that all the necessary formalities have been met. �0 -y 9'QKANSP°J�`
.�
GTO
CONFIDENTIAL
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AGREEMENT AND AUTHORIZATION FOR PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
February 6, 2007
EXHIBIT 1
CONFIGURATION
1. GIS Software (ESRI)
Mobile
Mobile In-Car Mapping. 20 units 200/ea. 42000
TOTAL THIRD PARTY COSTS $43000
ESRI Notes
1 ) All Aegis/MSP Customers are required to use ESRI's ArcGIS suite of products to maintain GIS data. All
maintenance, training and on-going support of this product will be contracted with and conducted by ESRI.
Maintenance for ESRI's ArcGIS suite of products that are used for maintaining Customer's GIS data will
be contracted by Customer separately with ESRI.
2) The on-going New World SSMA cost is required for any Aegis software changes related to integration with
ESRI software.
3) If a new release of ArcGIS is incorporated into the Aegis software, an associated upgrade fee may be
required for the new ESRI software, depending on the potential cost from ESRI; and/or on the scope of
effort required to integrate the new ESRI release with Aegis software.
4) . Customer will restrict use of the ESRI Software to executable code (used with the Aegis Licensed
Standard Software).
5) Customer will prohibit (a) transfer of the ESRI Software except for temporary transfer in the event of
computer malfunction; (b) assignment, time-sharing, lend or lease, or rental of the ESRI Software or use for
commercial network services or interactive cable or remote processing services; and (c) title to the ESRI
Software from passing to any other party.
6) Customer will prohibit the reverse engineering, disassembly, or decompilation of the ESRI Software and
prohibit duplication of the ESRI Software except for a single archival copy; reasonable Sublicensee backup
copies are permitted.
7) Customer will disclaim, to the extent permitted by applicable law, ESRI's liability for any damages, or
loss of any kind, whether special, direct, indirect, incidental, or consequential, arising from the use of the
ESRI Software.
8) At the termination of their Agreement (Sublicense) with New World, Customer will certify in writing to
New World that it has discontinued use and has destroyed or will return to New World all copies of the
ESRI Software and documentation.
9) Customer will comply fully with all relevant export laws and regulations of the United States to assure that
the ESRI Software, or any direct product thereof, is not exported, directly or indirectly, in violation of
United States law.
10) Customer will prohibit the removal or obscuring of any copyright, trademark notice, or restrictive legend.
11) If New World grants a Sublicense to the United States Government, the ESRI Software shall be provided
with "Restricted Rights".
CONFIDENTIAL
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City of Fayetteville
Staff Review Form a/oZp�d 7
City Council Agend Items
or
Contracts
February 20, 2007 a f
City Council Meeting Date
Tony Johnson Fire Fire
Submitted By Division Department
Action Required:
The Fayetteville Fire Department is seeking a bid waiver to purchase hardware, software, and radio equipment in order to install
and implement mobile data terminals in all front line apparatus, reserve apparatus, and some staff vehicles. This equipment will
be purchased utlizing grant funds and is the same equipment already procured by the Police Department. This will allow
standardization of equipment as well as a more stable platform for the computer system to operate.
$ 268,600 $ 354,200.00 Fire Records Mgmt System
Cost of this request Category/Project Budget Program Category/Project Name
1010.3020.5801 .00 $ Fixed Assets
Account Number Funds Used To Date Program/Project Category Name
06034. 1 $ 354,200.00 General
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached SIJ
Previous Ordinance or Resolution#
2/1/2007
Department'Director Date
Original Contract Date:
Original Contract Number:
City Attor ey Date
Received in City Clerk's Office
Finance and Internal Service Director Date
Received in Mayor's Office
JENRII
Mayo Date
Comments:
R
S
DEPARTMENTAL CORRESPONDENCE
To: Mayor Coody and members of the City Council
From: Tony Johnson, Fire Chief
Date: 211/2007
Subject: Approval of Bid Waiver for Mobile Data Terminals Project
RECOMMENDATION:
Council approves a bid waiver for the purchase of software, hardware, and radio equipment in order
for the Fire Dept to install and implement mobile data terminals in all front line and reserve apparatus as
well as some command vehicles. I also request that Council authorizes Mayor Coody to issue a
purchase order to Smith Two Way Communications for IP Mobile Net equipment for the radio
equipment as well as the Motorola ruggedized laptops as they are the Motorola representative for this
region. This is the same equipment that the Police Dept has already purchased for their mobile data
terminals. A purchase order to New World is requested for the purchase of additional licenses and
related required software for the mobile product that the Police Dept is currently utilizing.
BACKGROUND:
The Fayetteville Police Dept has been using New World Mobile Data software since 1999. This
software allows real time access to dispatch information along with in car mapping and AVL
capabilities. The Fire Dept has no access to dispatch information once in route. The New World
system has the functionality to track information such as hydrants, pre fire plans, HAZMAT information,
etc but this information cannot currently be accessed from the apparatus.
DISCUSSION:
Because this is the same equipment that is used by the Police Dept, the addition of this equipment
for the Fire Dept would provide a standardized system citywide. Our current IT staff is already familiar
with this equipment, which would allow for more efficient maintenance of the system. By not having
another third party software interfacing with this product, the operating environment will be more stable
and future upgrades to the system should not be affected. By utilizing the IPSeries product, the
operating environment is also much more stable. We have looked at other third party products through
the RFP process. All the products presented required an interface that would have to be written in
order for their product to work. This could be a very time consuming as well as expensive process. It
has also not been proven to work with the New World system. By staying with New World, we will
eliminate this uncertainty and expense. By staying with the current hardware and radio equipment, all
of the equipment would then be standardized citywide.
BUDGET IMPACT:
All of the funds required for this project will be from a 2006 Assistance to Firefighters Grant award.
The money is available through September 2007 so long as the project has been completed by that
time. For this reason, time is also a consideration for this request. By keeping the same system and
equipment, the implementation process will be much quicker and easier.
0 Page 1
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF MOBILE
DATA TERMINALS WITH THE ASSOCIATED HARDWARE AND
SOFTWARE IN THE AMOUNT OF $268,600.00 FOR USE BY THE
FAYETTEVILLE FIRE DEPARTMENT.
WHEREAS, the Fayetteville Police Department implemented New World Mobile Data Terminals with the
associated hardware and software beginning in 2003; and,
WHEREAS, Fleet maintenance personnel are already trained and proficient in the maintenance of this
equipment; and,
WHEREAS, maintaining uniform computer and communications equipment in front line and reserve Fva units
as well as Police units will result in both increased operational and fiscal efficiencies.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIk O' THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such ircumstances
constitute an exceptional situation where competitive bidding isnot feasible or pravtical,AM
waives the riuirements of
formal competitive bidding for Mobile Data Terminals with it*ciated hardwerre ind�8ware.
Section 2. That the City Council�e City of Fa a evi le, Arkansas hyreby approves theIpUrCA'ase� of New
World Systems Mobile Data Term l is=with crated hwc ar and software m the amount of$26�� 600.00 for use by
the Fayetteville Fire Department.
PASSED an an PROVED this,20 day of F tiruary, 20 7.
APPROVE ATiT ST:
By: By:
DAN'COODY, Mayor SONDRA SMITH, City Clerk/Treasurer