HomeMy WebLinkAboutOrdinance 5378 ORDINANCE NO. 5378
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE
BIDDING AND APPROVING A THREE (3) YEAR CONTRACT WITH NEW
WORLD SYSTEMS CORPORATION FOR PUBLIC SAFETY SOFTWARE SERVICE
AND MAINTENANCE IN AMOUNTS OF $95,221.00 FOR YEAR 2011, $99,982.00
FOR YEAR 2012, AND $104,981.00 FOR YEAR 2013, PLUS APPLICABLE SALES
TAXES
WHEREAS, the City has maintained a software agreement with New World Systems
Corporation since 1992, with the Police Department and Fire Department using New World since 1996;
and
WHEREAS, service and maintenance fees are necessary to keep software current, thereby
allowing the City to receive updates and enhancements to the software as they become available; and
WHEREAS, New World Systems Corporation is the only maintenance and service provider for
their software modules; and
WHEREAS, New World Systems software is proprietary, and no other suppliers are available
for maintenance and service of the software used by the Police and Fire Departments.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an
exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore
waives the requirements of formal competitive bidding and approves a three (3) year contract with New
World Systems Corporation for public safety software service and maintenance in amounts of$95,221.00
for year 2011, $99,982.00 for year 2012, and $104,981.00 for year 2013, plus applicable sales taxes. A
copy of the agreement is attached as Exhibit"A.
PASSED and APPROVED this 21St day of December,2010.
9ECfi➢PF;.
APPROVED: ATTEST:
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By: .... By: ®FAYETTEVI LLE m
LI ELD ,Mayor SO RA E. SMITH,City Clerk/Treasu o n:-s
NEW WORLD SYSTEMS CORPORATION
STANDARD SOFTWARE MAINTENANCE AGREEMENT
This Standard Software Maintenance Agreement(SSMA)between New World Systems Corporation(New
World)and Fayetteville,AR Police Department(Customer)sets forth the standard software maintenance
support services provided by New World.
1. Service Period
This SSMA shall remain in effect for a period of three(3)years from(start date) 1/1/11 to(end date)
12/31/13.
2. Services Include
The following services or features are available under this SSMA:
(a) Upgrades, including new releases,to the Licensed Standard Software(prior releases of Licensed
Standard Software application packages are supported no longer than nine(9)months after a new
release is announced by New World).
(b) Temporary fixes to Licensed Standard Software(see paragraph 6 below).
(c) Revisions to Licensed Documentation.
(d) Reasonable telephone support for Licensed Standard Software on Monday through Friday from 8:00
a.m.to 8:00 p.m.(Eastern Time Zone).
(e) Invitation to and participation in user group meetings.
(f) Includes ESRI Integration for the ESRI software that is part of Exhibit A Licensed Standard Software.
Items a,b, and c above will be provided to Customer by electronic means.
Additional support services are available as requested by Customer using the then-current hourly rates or
applicable fees.
3. Maintenance for Modified Licensed Standard Software and Custom Software
Customer is advised that if it requests or makes changes or modifications to the Licensed Standard
Software,these changes or modifications(no matter who makes them)make the modified Licensed
Standard Software more difficult to maintain. If New World agrees to provide maintenance support for
Custom Software or Licensed Standard Software modified at Customer's request,then the additional New
World maintenance or support services provided shall be billed at the then-current hourly fees plus
reasonable expenses.
4. Billing
Maintenance costs will be billed annually as detailed on the following page. If taxes are imposed,they are the
responsibility of the Customer and will be remitted to New World upon being invoiced.
5. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSMA per the terms
of the contract adding the software. Maintenance costs for the additional software will be billed to Customer
on a pro rata basis for the remainder of the current maintenance year and on a full year basis thereafter.
(Rev SSMA 03/06) CONFIDENTIA Fayetteville,AR PD
n
6. Requests for Software Correction on Licensed Standard Software
At any time during the SSMA period,if Customer believes that the Licensed Standard Software does not
conform to the current specifications set forth in the user manuals,Customer must notify New World in
writing that there is a claimed defect and specify which feature and/or report Customer believes to be
defective. Before any notice is sent to New World,it must be reviewed and approved by the Customer
Liaison. Documented examples of the claimed defect must accompany each notice. New World will review
the documented notice and when a feature or report does not conform to the published specifications,New
World will provide software correction service at no charge. A non-warranty request is handled as a billable
Request for Service(RFS).
The no charge software correction service does not apply to any of the following:
(a) situations where the Licensed Standard Software has been changed by anyone other than New World
personnel;
(b) situations where Customer's use or operations error causes incorrect information or reports to be
generated;and;
(c) requests that go beyond the scope of the specifications set forth in the current User Manuals.
7. Maintenance Costs for Licensed Standard Software Packages Covered for IBM AS/400-2043
New World agrees to provide software maintenance at the costs listed below for the following New World
Standard Software packages licensed by the Customer:
Application Package Number of Modules
1. Aegis® Computer Aided Dispatch(CAD) 17
2. Aegis® Law Enforcement Records Software 25
3. Aegis® Fire Records Software 2
4. Aegis® Public Safety Interface Software 2
5. Aegis® Photo Imaging Software 2
6. Aegis® Data Management and Retrieval Tools 2
7. Aegis® Mobile Management Server Software 2
8. Aegis® Mobile Software on the RS6000 3
9. Aegis® Mobile Client Laptop Software 4
10. Aegis® Mobile Software on the 400 or MSP Server 3
11. Aegis® ESRI Embedded Applications-New 2
12. Aegis® ESRI Embedded Applications-Upgrades 2
ANNUAL
MAINTENANCE COST: See Below
Period Covered Annual Amount Billina Date
1/1/2011 to 12/31/2011 $95,221 12/15/2010
1/1/2012 to 12/31/2012 $99,982 12/15/2011
1/1/2013 to 12/31/2013 $104,981 12/15/2012
Note: Unless extended by New World,the above costs are available for 90 days after submission of the
costs to Customer. After 90 days,New World may change the costs.
ALL INVOICES ARE DUE THIRTY(30)DAYS FROM BILLING DATE.
(Rev SSMA 03/06) CONFIDENTIAL Fayetteville,AR PD
8. Terms and Conditions
This Agreement is covered by the Terms and Conditions specified in the Licensing Agreement(s)for the
software contained herein.
ACCEPTED BY: ACCEPTED BY:
Customer: Fay2fleville AR Police Department New Worl stems Cor oratio
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Name: Name:
Title: Title: /
Date: /o�,�� 7'�/!� Date:
By signing above,each of us agrees to the terms and conditions of this Agreement and as incorporated herein.
Each individual signing represents that(s)he has the requisite authority to execute this Agreement on behalf of
the organization for which(s)he represents and that all the necessary formalities have been met.If the individual
is not so authorized then(s)he assumes personal liability for compliance under this Agreement.
(Rev SSMA 03/06) CONFIDENTIAL Fayetteville,AR PD
Fayetteville, AR Police Department
Licensed Application Software
At September,2010
1. Aegis®Combined LE/Fire/EMS CAD Multi-Jurisdiction
-Combined LE/Fire/EMS CAD Multi-Jurisdiction
-Base
-Call Scheduling Module
-Call Stacking Module
-Geo-File Verification Module
-Hazard and Location Alerts Module
-Hydrant Inventory Module
-Interface to Aegis®Law Enforcement Records Module
-Interface to Aegis®Fire/EMS Records Module
-Note Pads Module
-Rip-N-Run Module
-Run Cards Module
-Tone Alerts Module
-Unit Control Panel Module
-Unit Recommendations Module
-Service Vehicle Rotation
-CAD Redundancy
-CAD Mapping(ESRI)
2. Aegis®LE Records Single Jurisdiction Base
-LE Records Single Jurisdiction Base
-Base
-Accidents Module
-Arrest Module
-Business Registry Module
-Case Processing Module
-Computer Aided Investigations Module
-Federal Reports(UCR/IBR)Module
-Geo-File Verification Module
-Impounded Vehicles Module
-Incident Tracking Module
-Jacket Processing Module
-Personnel/Education Module
-Property Module
-Traffic Tickets and Citations Module
-Wants and Warrants Module
-LE Records Federal& State Compliance
-Field Investigations
-Case Management
-GEO File Verification
-Bookings
-Activity Reporting and Scheduling
-Property Room Bar Coding
-Hazardous Materials
-Paperless Automated Case Entry(PACE)
-APS Ticket Writer Interface
(Rev SSMA 03/06) CONFIDENTIAL Fayetteville,AR PD
Fayetteville, AR Police Department
Licensed Application Software
At September, 2010
3. Aegis®Fire Records Base Package
-Fire Records Base Package
-Fire Records Compliance
4. Aegis®AS/400 State/NCIC Interface
-AS/400 State/NCIC Interface
-On-Line CAD Interface to State/NCIC
5. Aegis®Capture/View Stations
-Capture/View Stations
-Public Safety Line Ups/Mug Shots
-Digital Imaging
6. Aegis®Microsoft Word Interface
-Microsoft Word Interface
-Data Analysis and Mapping
7. Aegis®AVL Mapping Server
-AVL Mapping Server
-Base CAD/NCIC/Messaging
8. Aegis®Base Message Switch to NCIC
-Base Message Switch to NCIC
-New World CAD Interface for Aegis/400
-AVL Interface
9. Aegis®LE State/NCIC via Switch
-LE State/NCIC via Switch 27 User(s)
-LE CAD Via Switch 29 User(s)
-In Car Mapping 2 User(s)
-Ticket Writer Interface 1 User(s)
10. Aegis®MDT/MCT Base LE CAD Interface
-MDT/MCT Base LE CAD Interface
-AVL CAD Interface
-MDT/MCT Base CAD/RMS Interface
11. Aegis®ESRI Embedded Applications
-CAD Mapping Integration
-Mobile In-Car Mapping Integration
12. Aegis®ESRI Embedded Applications
-CAD Mapping Integration
-Data Analysis/Mapping Integration
(Rev SSMA 03/06) CONFIDENTIAL Fayetteville,AR PD
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/21/2010
City Council Meeting Date
Agenda Items Only
Greg Tabor Support Services Police
Submitted By Division Department
Action Required:
Approval of an ordinance to waive competitive bidding and to approve a three (3)year contract with New World
Systems Corporation for Public Safety software maintenance in the amount as follows: 2011 -$95,221; 2012 -
$99,982; and 2013-$104,981 plus tax.
$ 104,030.00 $ 104,030.00 Maintenance
Cost of this request Category/Project Budget Program Category/Project Name
1010-3020-5416.00 $9,505
1010-2900-5416.00 $94,525 $ - Software Maintenance
Account Number Funds Used to Date Program/Project Category Name
$ 104,030.00 General
Project Number Remaining Balance Fund Name
Budgeted Item �X Budget Adjustment Attached
�������Previous Ordinance or Resolution#
Department Date
Original Contract Date:
ve_s%�� /I— V Original Contract Number:
orney Date
Finance and Internal Services Director Date Received in City 1 1-29-1 0 PO4:09 R CV D
Clerk's Office d
C1 f of tall Date
Received in E�
Mayor's Office
yor Date
Comments:
Revised January 15, 2009
V I l OVTHE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
CITY COUNCIL AGENDA MEMO
To: Mayor Lioneld Jordan and City Council Members
From: Greg Tabor, Chief of Police�A—
Date: November 29, 2010
Subject: Approval of a bid waiver and three (3) year contract with New World Systems for Public Safety
software maintenance fees
PROPOSAL:
City Administration has maintained a software maintenance agreement with New World Systems since
1992. Public Safety began using New World in 1996. Since that time we have added several enhancements
such as mobile computing and electronic ticketing. New World Systems is a very stable company with the
resources to supply support for the needs of the Police Department.
Service and maintenance fees are necessary to keep software current. These fees allow the City to
receive updates and enhancements to the software as they become available. In addition, service and
maintenance fees provide for technical phone support and problem troubleshooting and resolution. The
software products that we have purchased from New World Systems are essential to all aspects of Public
Safety's day to day operations and it is important that we keep these assets current.
RECOMMENDATION:
Staff recommends approval of an ordinance to waive competitive bidding and to approve a three (3) year
contract with New World Systems for Public Safety software maintenance in the amount as follows: 2011 -
$95,221; 2012 - $99,982; and 2013 - $104,981 plus tax.
BUDGET IMPACT:
Funding is included in the 2011 proposed budget.
SOLE SOURCE JUSTIFICATION
PURPOSE:
This form, with one or more categories completed, must accompany purchase requisitions for the
sole source procurement of equipment, services or supplies exceeding $1000 (purchased from State
Contract venders excepted). The purpose of sole source justification is to show that competitive
bidding is impractical because only one product or service provider can meet a specific need.
Therefore, an equitable evaluation of comparable products or services must be made and
documented by the requester who shows that rejection of other products or services is based solely
on their failure to meet that need. In cases where no other comparable source can be identified, a
technical description of the product requested and a listing of those companies which were
considered as alternative sources must be provided. Quality can be a subjective evaluation based
upon opinion. Municipal (public) procurement law requires price considerations be evaluated via
competitive quoting or bidding.
While all sole source justifications are subject to review, sole source justified purchases of
$20,000.00 or more must be publicly bid or a bid waiver approved by Council. Justifications must
contain clear, in-depth, and accurate information in order to avoid protests and the possibility of
delaying the procurement.
INSTRUCTIONS:
1. Please type or print legible in ink.
2. Complete all categories and sections that apply.
3. Provide full explanation, complete descriptions, and/or list all relevant reasons where space
has been provided. Sole Source Justification forms lacking sufficient detail cannot be
approved.
4. Sign and date the form in the space provided for"signature".
5. Improperly completed, and/or unsigned forms will be returned to the sender.
TO: Purchasing Division Date: 11-29-10
FROM: Willie Newman Dept: Greg Tabor
Names of Requisitioner and Dept. Head
SUBJECT: Sole Source Justification
Purchase Requisition (attached)
Proposed Vendor New World Systems
Product Description Maintenance and service fees for Public
Safety Software Modules
STATEMENT
I am aware that Fayetteville Code of Ordinances,Title III Administration, Chapter 34,Article II
mandates that the procurement of services,materials, equipment and supplies be via competitive
quotes whenever the amount is over$1,000.00. However, I am requesting sole source procurement
based on the following criteria. (Attach additional sheets as necessary):
1. The requested product is an integral repair part or accessory compatible with existing
equipment. (please state the manufacturer and model number of existing equipment):
2. The requested product has special design/performance features which are essential to my
needs.
Both A and B portions of this category must be completed.
A. These features are:
New World Systems is the only maintenance and service provider of
their software modules. Fayetteville Police and Fire have used New World
Systems software since 1996.
B. In addition to the product requested, I have contacted other suppliers and
considered their product of similar capabilities. I find their product unacceptable
for the following reasons (identify companies contacted, individuals contacted,
model number and specific technical deficiency).
New World Systems software is proprietary;therefore, no other suppliers
are available for this maintenance and service.
3. I have standardized the requested product/service;the use of another
would require considerable time and money to evaluate.
Explain:
4. The requested product is one which I (or my staff)have specialized training and/or
extensive experience.Retraining would incur substantial cost in money and/or time.
Explain:
5. Please consider sole source approval for this reason(s) (e.g.trade-in allowance;
availability of services, parts and maintenance; product is a prototype; inventory of parts
are maintained, etc.):
No other suppliers are available for the maintenance and service of the
Public Safety software modules used by the Police and Fire Departments
Authorization:
Full Name and Title ofquisitioner Willie Newman, Financial Coordinator
it
Z (typed or printed in ink)
Signature Date
Full Name of Division ad Chief Greg Tabor
(typed or printed in ink)
Signature Date N��—� -��
Requisition o.: Date:
City Of Fayetteville' Purchase Order (PO) Request 1/312011
(Not a Purchase Order) P.0 Number: Expected Delivery Date:
All purchases under$2500 shall be used on a P-Card unless medical or 1099 service related. (CaN x256 with questions)
All PO Request shall be scanned to the Purchasing e-mail:Purchasing@ci.fayetteville.ar.us
Vendor#: Vendor Name: Mail
236 New World Systems Yes:_X No:
Address: Fob Point: Taxable Quotes Attached
888 W Big Beaver,Ste 600 Yes:_ No: Yes: No:
City: State: Zip Code: Ship to code: Divison Head Approval:
Troy IMI 48084
Requester: Requester's Employee#: Extension:
W Newman 2888 579
Item Descriptio Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset#
1 Public Safety Software 1 LS 95,221.00 $95,221.00 1010-2900-5416.00
Maintenance
2 $0.00
3 $0.00
4 $0.00
5 $0.00
6 $0.00
7 $0.00
8 $0.00
9 $0.00
10 $0.00
Shipping/Handling $0.00
Special Instructions:
2011 Purchase Request Subtotal: $95,221.00
Tax: $8,807.94
Total: $104,028.94
Approvals:
Mayor: Department Direc Purchasing Manager:
Finance&Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Revised 1/2/2008