HomeMy WebLinkAboutOrdinance 5756ORDINANCE NO. 5756
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVE A TWO (2) YEAR CONTRACT
WITH NEW WORLD SYSTEMS CORPORATION FOR SOFTWARE
SERVICE AND MAINTENANCE IN THE AMOUNT OF $106,690.00 PER
YEAR, PLUS ANY APPLICABLE SALES TAXES
WHEREAS, the City has maintained a software agreement with New World Systems
Corporation since 1992 for software modules in financial management, human resources, utility
billing, licensing, NettoGov interfacing software and public safety software; and
WHEREAS, the City recently extended a separate agreement with New World Systems
for maintenance of its public safety software but additional service and maintenance fees are
necessary to keep the remaining software modules current, thereby allowing the City to continue
receiving updates and enhancements to the software as they become available; and
WHEREAS, New World Systems software is proprietary and New World is the only
maintenance and service provider for the software modules used by the City.
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 two (2) year
contract with New World Systems Corporation for software service and maintenance in the
amount of $106,690.00 per year, plus any applicable sales taxes. A copy of the agreement is
attached to this Ordinance and made a part hereof.
Page 2
Ordinance No. 5756
PASSED and APPROVED this 3`d day of March, 2015.
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ATTEST:
By: Ava� 6. 4H x
SONDRA E. SMITH, City Clerk/Treas P"I'llite.
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City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
eu 479-575-8323
No
Text File
File Number: 2015-0080
Agenda Date: 3/3/2015 Version: 1 Status: Passed
In Control: City Council File Type: Ordinance
Agenda Number: C. 3
NEW WORLD SYSTEMS CORPORATION (SOFTWARE SERVICE AND MAINTENANCE):
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING
AND APPROVE A TWO (2) YEAR CONTRACT WITH NEW WORLD SYSTEMS
CORPORATION FOR SOFTWARE SERVICE AND MAINTENANCE IN THE AMOUNT OF
$106,690.00 PER YEAR, PLUS ANY APPLICABLE SALES TAXES
WHEREAS, the City has maintained a software agreement with New World Systems Corporation since
1992 for software modules in financial management, human resources, utility billing, licensing,
NettoGov interfacing software and public safety software; and
WHEREAS, the City recently extended a separate agreement with New World Systems for
maintenance of its public safety software but additional service and maintenance fees are necessary to
keep the remaining software modules current, thereby allowing the City to continue receiving updates
and enhancements to the software as they become available; and
WHEREAS, New World Systems software is proprietary and New World is the only maintenance and
service provider for the software modules used by the City.
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 two (2) year contract with New World
Systems Corporation for software service and maintenance in the amount of $106,690.00 per year, plus
any applicable sales taxes. A copy of the agreement is attached to this Ordinance and made a part
hereof.
City of Fayetteville, Arkansas Page 1 Printed on 316/2015
City of Fayetteville Staff Review Form
2015-0080
Legistar File ID
3/3/2015
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Information Technology /
Brad Fulmer 2/11/2015 Finance & Internal Services Department
Submitted By Submitted Date Division / Department
Action Recommendation:
To waive competitive bidding and approve a 2 -year Software Maintenance Contract with New World Systems, Inc.
to be paid annually as follows: 2015 - $106,690 and 2016 - $106,690.
Budget Impact:
1010:1710.5416.00 General
Account Number
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? NA
Fund
Project Title
Current Budget $ 365,583.00
Funds Obligated $ 70,193.00
Current Balance
Item Cost $ 106,690.00
Budget Adjustment
Remaining Budget Iii:700 OLf
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Approval Date:
CITY OF
11
A _•
1 le ay
ARKANSAS
MEETING OF MARCH 3, 2015
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
FROM: Brad Fulmer, Systems Administrator
CITY COUNCIL AGENDA MENTO
DATE: February 11, 2015
SUBJECT: New World Systems Maintenance Contract Renewal
RECOMMENDATION:
Staff recommends to waive competitive bidding and approve a 2 -year Software Maintenance
Contract with New World Systems, Inc. to be paid annually as follows: 2015 - $106,690 and
2016 - $106,690.
BACKGROUND:
The City purchased and implemented New World Systems, Inc. software in 1992. The City
currently maintains and utilizes New World applications with unlimited user counts that include
modules in Financial Management, Human Resources, Utility Billing, Licensing, and NettoGov
interfacing software.
DISCUSSION:
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 technical phone support and problem
troubleshooting and resolution. The software products purchased from New World are essential
to the City's day to day operations and thus important to keep these assets current.
BUDGET/STAFF IMPACT:
2015 Budgeted expense
Attachments:
Staff Review Form
Staff Memo
New World Contract
2015 New World Invoice
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
NEW WORLD SYSTEMS CORPORATION
STANDARD SOFTWARE MAINTENANCE AGREEMENT
This Standard Software Maintenance Agreement (SSMA) between New World Systems Corporation (New
World) and Fayetteville, AR (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 two (2) years from (start date) 1/1/15 to (end date) 12/31/16.
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.
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) CONFIDENTIAL Fayetteville, AR