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Home My WebLink About141-00 RESOLUTION• • e 6 RESOLUTION NO. 141-00 • A RESOLUTION APPROVING A STANDARD SOFTWARE MAINTENANCE AGREEMENT WITH NEW WORLD SYSTEMS, INC. FOR A PERIOD OF THREE YEARS; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE SAID CONTRACT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves a Standard Software Maintenance Agreement with New World Systems, Inc. for a period of three years; and authonzing the Mayor and City Clerk to execute said contract. A copy of the agreement is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 17ih day of October , 2000. APPROVED. By: ATTEST: By: / IraD�.,, * Heather Woodruff, City Clerl? • F ed Hanna, Mayor NAME OF FILE: CROSS REFERENCE: 4A4Zo • /9/- ao Date Contents of File Initials /9-3--z2n Ica/ rt (Afl//4rcairla/ t440. G%/1li�,Zn n .44 ?%%i yZes..e 2b& Stena /D >t-oo 46.6.0 /x;7300 ewe -fain_/fese • • • EXHIBIT A Ex, EXHIBIT C NEW WORLD SYSTEMS CORPORATION STANDARD SOFTWARE MAINTENANCE AGREEMENT This Standard Software Maintenance Agreement (SSMA) between New World Systems Corporation (New World) and City of 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 three (3) years from (start date) 01/01/00 to (end date) 12/31/02. 2. Services Included 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); and (e) Invitation to and participation in user group meetings. Items a, b, and c above will be distributed to Customer on magnetic media or other means, as appropriate. After installation, Customer shall return any magnetic media to New World. Additional support services are available as requested by Customer using the then -current hourly rates or applicable fees. Exhibit B of your original License Agreement has a description of support services available. 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 Exhibit B hourly fees plus reasonable expenses. 4. Billing Maintenance costs will be billed annually as detailed on the following page. (Any Exhibit B support or service hours and travel costs incurred are billed weekly for the previous calendar week.) 5. Additions of Software to Maintenance Agreement Additional Licensed Standard Software licensed from New World will be added to the SSMA as they are installed at Customer's Location. 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. CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville 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 it 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) using Exhibit B Support Services. 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. Non -funding Clause In the event Customer does not appropriate funds to complete payments due under this SSMA, the amount due for the fiscal year not appropriated shall be terminated; provided, however, the Customer shall have given New World ninety (90) days written notice from the anniversary date that they are exercising the non-fimding provision, and further provided that any other payments due to New World are fully paid, and further provided that New World's obligations and services under this SSMA shall also be terminated. Without Customer's fulfillment of the above provisions, Customer's obligation to pay New World the annual SSM A payments remains in effect through the expiration date of this SSMA Agreement. 8. Maintenance Costs for Licensed Standard Software Packages Covered for IBM AS/400 Model 2043 New World agrees to provide software maintenance at the costs listed below for the following New World Licensed Standard Software packages installed at Customer's location: Application Package Number of Modules 1. Theorist - Municipal Court Management Software 8 2. Thernist - Optional Municipal Court Management Software 2 (See Attached List for Details) TOTAL LIST COST: 569.000 Period Covered ANNUAL MAINTENANCE COST: see below Annual Amount Billing Date 01/01/00 to 12/31/00 58,970 01/01/01 to 12/31/01 S9,660 01/01/02 to 12/31/02 S10,350 01/01/00 01/01/01 01/01/02 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 THRITY (30) DAYS FROM RECEIPT OF LNVOICE. CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville • • • • • 8. Terms and Conditions This Agreement is covered by the Terms and Conditions from our Licensing Agreement signed by City of Fayetteville. AR (Customer) on July 8. 1991 ACCEPTED BY: ACCEPTED BY: Customer: City of Favetteville. AR New World Systems Corporation Name: //�(GJ,(l/�� L— Name: Title: /jlq�,� Title: Date: /OA 7.47c) Date: CONFIDENTIAL /D—03-2OQc) (Rev SSMA 03/94) City of Fayetteville • • • • CITY OF FAYETTEVILLE, AR Licensed Application Software January, 2000 Themis" - Court Management Software (Base Package) (Multi -Jurisdictional) - Case Management and Tracking Module - Court Scheduling Module - Bond Disbursement and Tracking Module - Revenue Accounting Module - Wants/Warrants Tracking Module - Public Information Management Module - Integrated Word Processing (AS/400 OfficeVision) 2. T/iemisa - Optional Court Management Software - Traffic Court Module - Criminal Court Module - Civil Court Module CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville • • EXHIBIT C NEW WORLD SYSTEMS CORPORATION STANDARD SOFTWARE MAINTENANCE AGREEMENT This Standard Software Maintenance Agreement (SSMA) between New World Systems Corporation (New World) and Ciry of 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 three (3) years from (start date) 01/01/00 to (end date) 12/31/02. 2. Services Included 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); and (e) Invitation to and participation in user group meetings. Items a, b, and c above will be distributed to Customer on magnetic media or other means, as appropriate. After installation, Customer shall return any magnetic media to New World. Additional support services are available as requested by Customer using the then -current hourly rates or applicable fees. Exhibit B of your original License Agreement has a description of support services available. 3. Maintenance for Modifled 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 Exhibit B hourly fees plus reasonable expenses. 4. Billing Maintenance costs will be billed annually as detailed on the following page. (Any Exhibit B support or service hours and travel costs incurred are billed weekly for the previous calendar week.) 5. Additions of Software to Maintenance Agreement Additional Licensed Standard Software licensed from New World will be added to the SSMA as they are installed at Customer's location. 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. 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 it believes to be defective. Before any notice is sent to New World, it must be reviewed and approved by the Customer Liaison. Documented CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville • • • 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) using Exhibit B Support Services. 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. Non -funding Clause In the event Customer does not appropriate funds to complete payments due under this SSMA, the amount due for the fiscal year not appropriated shall be terminated; provided, however, the Customer shall have given New World ninety (90) days written notice from the anniversary date that they are exercising the non-fimding provision, and further provided that any other payments due to New World are filly paid, and further provided that New World's obligations and services under this SSMA shall also be terminated. Without Customer's fulfillment of the above provisions, Customer's obligation to pay New World the annual SSMA payments remains in effect through the expiration date of this SSMA Agreement. 8. Maintenance Costs for Licensed Standard Software Packages Covered for IBM AS/400 Model 2043 New World agrees to provide software maintenance at the costs listed below for the following New World Licensed Standard Software packages installed at Customer's location: Application Package Number of Modules 1. Logos* - Financial Management Software (Base Package) 7 2. Logos - Optional Financial Management Software 6 3. Logos* - Human Resources Software 2 4. Logos - Utility Management Information System Software 2 5. Logos - Animal Licensing Software 1 6. Logos* - Public Works Software 2 7. .4egis* - Parking Tickets Software l S. Application Source Code (See Attached List for Dennis) TOTAL LIST COST: 5288.000 Period Covered ANNUAL MAINTENANCE COST- see below Annual Amount Billing Date 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 THRITY (30) DAYS FROM RECEIPT OF INVOICE. CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville 01/01/00 to 12/31/00 537,440 01/01/00 01/01/01 to 12/31/01 540,320 01/01/01 01/01/02 to 12/31/02 543,200 01/01/02 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 THRITY (30) DAYS FROM RECEIPT OF INVOICE. CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville • • • • 8. Terms and Conditions This Agreement is covered by the Terms and Conditions from our Licensing Agreement signed by City of Fayetteville. AR (Customer) on July 8, 1991 ACCEPTED BY: ACCEPTED BY: Customer. City of Favetteville, AR New World Systems Coorporartionn Name: Name: $6 - (ii/ -41 Title: /11issef/e.42. Title: '24, 1 Date: /0/7,40 Date: /O—o3- 000r/ CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville • • CITY OF FAYETTEVILLE, AR Licensed Application Software January, 2000 1. Logos; - Financial Management Software (Base Package) - General Ledger Module - Budgetary Accounting Module - Annual Budget Processing Module - Accounts Payable Module - Purchasing and Encumbrance Control Module - Requisition Processing Module - Revenue Accounting/Cash Receipts Module 2. Logos' - Optional Financial Management Software - Project/Grant Accounting Module - Boling and Receivables Module - Fixed Assets Module - Integrated Inventory/Purchasing Module - Cash Register Interface Module - Management Reporting 3. Logos' - Human Resources Software - Payroll with Base Personnel Module - Advanced Personnel Module Logos r - Utility Management Information System Software - Water/Sewer/Other Module - Automatic PC Meter Read Module 5. Logos' - Animal Licensing Software 6. Logos?' - Public Works Software - Equipment/Vehicle Maintenance Module - Work Order Processing Module 7. Logos' - Other Software - Parking Tickets CONFIDENTIAL, (Rev SSMA 03/94) City of Fayetteville FAYETTEVIQLE • 114E CITY OF FAYETTEVILLE, ARKANSAS October 2, 2000 TO: Mayor Hanna THRU: John Maguire, Administrative Servic irector FROM: Scott Huddleston. Information Technology Manager SUBJECT: AGENDA ITEM TO RENEW STANDARD SOFTWARE MAINTENANCE AGREEMENT CONTRACT WITH NEW WORLD SYSTEMS, INC. Staff recommends renewal of Standard Software Maintenance Agreement(SSMA) contracts with New World Systems, Inc. New World Systems maintains a very active development group. Due to their efforts, the software licensed from New World Systems continues to expand and improve. The SSMA assures that the new features and functions provided through periodic updates and new releases will keep the City's licensed software up to date. Additional services provided by the SSMA include 1-800 phone support, documentation updates, software modifications, and participation in annual user group meetings. See attached contracts for modules covered by these SSMA contracts. 113 WEST MOUNTAIN 72701 301 321-7700 • • STAFF REVIEW FORM X Agenda Request _ Contract Review Grant Review FOR THE FAYETTEVILLE CITY COUNCIL MEETING OF October 17, 2000 FROM: Scott Huddleston Name Division Department ACTION REQUESTED: Information Technology Administrative Services Approve 3 Year Standard Software Maintenance contract with New World Systems, Inc. and authorize the Mayor and City Clerk to sign agreement.. COST TO THE CITY: $ 46,410 $ 97,000 Maintenance Cost of this request Category/Project Budget Category/Project Name 1010-1710-5416 00 $ 37,471 Account Number Project Number Funds used to date Program Name $ 59,529 General Remaining Balance Fund BUDGET REVIEW: lt Budget Coordinator Budgeted Item /o -S-co Budget Adjustment Attached Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: Accou GRANTING AGENCY: tz Gt/ /a -so alYi,d L tots (tro Date Internal Auditor Date Date ADA Coordinator Date C ty rAtto ey/ Useg Purchasing Officer ID -S-00 Date STAFF RECOMMENDATION: Approve 3 Year Standard Software Maintenance contract to New World System, Inc. and authorize the Mayor and City Clerk to sign agreement.. Divisio��i a -p. . ent I rector (1' / 1 1. in' Mayor ices a'rector n �I /6- tape Date atl to Cross Reference New Item Yes No Prev Ord/Res #: Orig Contract Date: FAYETTEVh.LE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Scott Huddleston, Information Technology From: Heather Woodruff, City Clerk Date: October 23, 2000 Attached is a copy of Resolution No. 141-00 approving a standard software maintenance agreement with New World Systems, Inc. I am returning two signed agreements. The original will be microfilmed and filed with the City Clerk. cc: Nancy Smith, Internal Auditor John Maguire, Administrative Services Director Peggy Vice, Purchasing Division