HomeMy WebLinkAbout142-00 RESOLUTIONt
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RESOLUTION NO. 142-00
A RESOLUTION APPROVING AN ADDITIONAL SERVICES
AGREEMENT WITH NEW WORLD SYSTEMS, INC. FOR
PROJECT MANAGEMENT AND • INSTALLATION OF THE
MUNICIPAL COURT SYSTEM SOFTWARE; AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
SAID AGREEMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS•
Section 1. That the City Council hereby approves an Additional Services Agreement
with New World Systems, Inc. for project management and installation of the Municipal Court
system software; and authorizes the Mayor and City Clerk to execute said agreement. A copy of
the agreement is attached hereto marked Exhibit "A" and made a part hereof.
PASSED AND APPROVED this 17'" day of October 2000.
APPROVED -
ATTEST: �e�
ATTEST:,c// �f
By: �ZO `mff, City
(fie
Heather Woodruff, City rk
By:
Fred Hanna, Mayor
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NAME OF FILE:
CROSS REFERENCE:
Resolution No. 142-00
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10/17/00
Resolution No. 142-00
10/17/00
Exhibit "A" (Services Agreement)
10/02/00
Memo to Mayor Hanna thru John Maguire from Scott Huddleston
10/17/00
Staff Review Form
10/23/00
Memo from City Clerk
05/29/01
Staff Agenda
Form
05/24/01
Copy of the Purchase Requisition
03/07/01
Additional Software License Agreement
Exhibit "A" (For Licensed Standard Software and Fees)
Exhibit "B" (Installation and Training Support Services and Fees)
05/30/01
Memo to Rick Hoyt, Assistant Chief of Police, from Heather Woodruff,
City Clerk
NOTES:
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LINew World Systems'
The Public Sectorsofiuwre Compost'
Mr. Scott Huddleston
City of Fayetteville
113 West Mountain Street
Fayetteville, AR 72701
Dear Mr. Huddleston:
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July 14, 2000
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ADDITIONAL SERVICES AGREEMENT
New World Systems is pleased to provide additional services for Courts Project Management,
Installation and Training.
The attached form (Exhibit B) is to be reviewed and approved by you and/or your authorized
representative. It describes the additional 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.
We thank you for your continued business with New World Systems. We look forward to
working on this project with you.
Sincerely,
NEW WORLD SYSTEMS CORPORATION
AGREED AND ACCEPTED:
NEW WO D SYSTEMS CO ORATION
By: . lJi .
Title: ,/U�i f Nif
Date:
7-iy--vv
CITY OFAYETT� R
By:
fine e
Title: zPearo re
Date: 4/7/06
Each individual signing above 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.
CONFIDENTIAL
(Rev ASLA 11/99) City of Fayetteville, AR
Corporate: 88H West Rig Hearer R',ad • Suite 1100 • Trvg I/irlrigr,, •i8UX•i-•i '49 • 248-269.1000 • wine ze neu•uv,r/dsi c.curu
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EXHIBIT B
ADDITIONAL SUPPORT SERVICES AND FEES
I. Support Hours Recommende4
Allocating adequate support service resources for Courts Project Management, installation and training is estimated at 240
hours. Actual usage may be higher or lower based on Customer's requirements and use of these support services.
The installation and training support services are typically performed at Customer's premises but, at Customer's option,
may be provided at New World national headquarters in Troy, Michigan. (Other support services often involve services
performed at the New World's national headquarters.) New World reserves the right to make cost adjustments for support
trips canceled by Customer less than ten (10) business days bcforc the scheduled start date to cover New World's out of
pocket costs and lost revenues.
2. Support Service Fees Estimate
The minimum hours cited above and any additional support services provided by New World after execution of this
Agreement will be provided at the rate of sJ 10.00 per hour.
Based on the hours listed above, the support service cost is estimated at 526,400. (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 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) File conversion assistance;
(b) Consulting with New World technical staff;
(c) Modifying the Licensed Standard Software;
(d) Designing and programming Custom Software;
(e) Maintaining modified Licensed Standard Software and/or Custom Software;
(f) New World Consultation with other vendors or third parties; and/or
(g) Software testing; and/or
(h) Assistance as Customer is going "live".
Customer may request these additional services in writing using New World's Request For Service (RFS) procedure (or
other appropriate procedure mutually agreed upon by Customer and New World)
4. Fitments for Services and Travel Costs
All hours for services and travel costs will be billed weekly for the previous calendar week. Payments are due within
thirty (30) days from receipt of invoice.
tM VOWRFVNRKANSAS}AITT EVILLEUCNTADD wane MI= dtt)
CONFIDENTIAL
(Rev ASLA 11(99) City of Fayetteville, AR
FAYETTEVI.LE
THE CITY OF FAYETTEVILLE, ARKANSAS
October 2, 2000
TO: Mayor Hanna
'1-HRU: John Maguire, Administrative Se es Director
FROM: Scott Huddleston. Information Technology Manager SIT
SUBJECT: AGENDA ITEM TO AWARD CONTRACT TO NEW WORLD SYSTEMS, INC FOR
MUNICIPAL COURT INSTALLATION.
The Municipal Court and Police Department are currently on separate non -compatible platforms which require
double entry to maintain both systems. The City has the Municipal Court modules that integrate with the New
World Systems Inc. Public Safety software running on the Police Department's system . This contract will provide
the hours from New World Systems necessary for the Municipal Court system installation, setup, migration of data
from the existing court system, and training for court system users..
Staff recommends approve contract with New World Systems, Inc.- for Municipal Court System software project
management, installation, and training.
113 WEST MOUNTAIN 72701 501 521-7700
Mcmo1
Hanna f
Huddles
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X Agenda Request
Contract Review
Grant Review
STAFF REVIEW FORM
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FOR THE FAYETTEVILLE CITY COUNCIL MEETING OF October 17.2000
confac"
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FROM:
Scott Huddleston
Name
Information Technoloev
Division
Administrative Services
Department
ACTION REQUESTED:
Approve contract with New World Systems, Inc. for project management and installation of the
Municipal Court system software, and authorize the Mayor and City Clerk to sign agreement.
LOST TO THE CITY:
$ 26.400
Cost of this request
4470-9470-5315.00
Account Number
98102-1
Project Number
$ 31,247 NWS Supplemental Software
Category/Project Budget Category/Project Name
$ 3,113
Funds used to date
$ 28,134
Program Name
Sales Tax Capital Imp.
Remaining Balance Fund
BUDGET REVIEW:
Budgeted Item
I/M
: u' g -t Coordinator
Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
Accunti
City Attorney
Purchasing Officer
,U /D -54a
Date
/a'"ti -de
Date
Io -5-o0
Date
GRANTING AGENCY
Internal Artfitor Date
ADA Coordinator
Date
STAFF RECOMMENDATION:
Approve contract to New World System, Inc., and authorize Mayor and City Clerk to sign
agreement.
Division e
epartment Director
ervices Director
Ma
LC- 2.2.3.•
Date
Date
AWN
ate
Cross Reference
New Item Yes No
Prev Ord/Res #:
Orig Contract Date:
SUIRC
Form
10/171
FAYETTE4LLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
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To: Scott Huddleston, Information Technology
From: Heather Woodruff, City Clerk
Date: October 23, 2000
Attached is a copy of Resolution No. 142-00 approving an additional services agreement with
New World Systems, Inc. for project management and installation of the Municipal Court
System software. 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
Dena Stockalper, Municipal Court
City CIc
lorzva
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AGENDA REQUEST
X CONTRACT REVIEW
GRANT REVIEW
STAFF REVIEW FORM
For the Fayetteville City Council meeting of
,ems Piz • 00
gal) toeza,
P9 Addendui„
5jLg/0/
FROM:
Richard L. Watson Police Police
Name Division Department
ACTION REQUIRED: Mayor Coody sign contract for Cash Register Interface. This will
allow the Municipal Court, City Jail, and Police Records to receive payments, issue
receipts, and interface with all three programs.
COST TO CITY:
$5,000.00
Cost of this Request
4470-9470-5209.00
Account Number
01019
Project Number
Computer- network
upgrade
Category/Project Budget Category/Project Name
33,147.00 Capital Improvements
Funds Used To Date Program Nara
30,853
Capital Improvements
Remaining Balance Fund
BUDGE a1;, EW:
X Budgeted Item Budget Adjustment Attached
Manager Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY:
In Cuc` - S/slot
Date ernal A ditor Date
Accoutring Manager LitF
Purchasing Officer
Date ADA Coordinator
51aski
Date
Date Grants Coordinator Date
STAFF RECOMMENDATION:
Page 1
Cross Reference
Now Item: Yes No
Prev Ord/Res 1:
Orig Contract Date:
Suf
Fon
on
a
STAFF REVIEW FORM
Description Meeting Date
Comments:
Budget Manager
Accounting Manager
City Attorney
Purchasing Manager
Internal Auditor
ADA Coordinator
Grants Coordinator
Page 2
Reference Comments:
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Approvals: 'chub; meson (Sy)
Mayor. Department Director:_ Purchasing Manager:
Admin. Services Director: Budget Coordinator: Data Processing Mgr:
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Requester.
J. Cohea
City:
Troy
Address: - - 888 W. Big Beaver
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SHIPPING/HANDUNG
Cash Register Interface
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State:
MI
Vendor Name:
New World Systems
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Account Number:
'Requester's Employee#:
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Ship To Code:
21
FOB Point:
Subtotal: $5,000.00
Tax: $406.25
TOTAL: $5,406.25
Prgect/SubProject
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LiNew World Systems'"
The Pubhe Sector Sof ta are Cont/x n
March 7, 2001
ADDITIONAL SOFTWARE LICENSE AGREEMENT
Lt. Tim Helder
City of Fayetteville Police Dept.
100 W. Rock
Fayetteville, AR 72702
Dear Lt. Helder:
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.
We thank you for your continued business with New World Systems. We look forward to working
on this project with you.
Sincerely,
NEW WORLD SYSTEMS CORPORATION
AGREED AND ACCEPTED:
NEW WORLD SYSTEMS CORPORATION FAYETTEVILLE POLIC DEPT , AR
By: By:
Title:
Date:
Title:
Date:
Each individual signing above 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.
CONFIDENTIAL.
(Rev ASLA 11/99) Fayetteville Police Dept., AR
corporate. RSS West .1;,-,t; Per Rrec/ • Sully 1/.0 . Troy • Ai/eh/goo 4808.j..j- i9 . 2.iS-209- ,000 • (•tear. nutrttnr/r/>l:c.inn
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EXHIBIT A
FOR LICENSED STANDARD SOFTWARE AND FEES
March 7, 2001
A. STANDARD SOFTWARE FROM NEW WORLD FOR IBM AS/400 MODEL 2043
Application Package Cost
1. Aegis® Business Office Software
- Cash Register Interface $6,000
NEW WORLD STANDARD SOFTWARE LICENSE FEE $6,000
LESS DEMONSTRATION SITE DISCOUNT ($1,000)
TOTAL SOFTWARE LICENSE FEE 12 $5,000
THE ABOVE SOFTWARE PACKAGE FEES ARE VALID THROUGH MAY 31, 2001
Note: Annual Standard Software Maintenance Agreement (SSMA) tees of $900 for the above
software will be added to Customer's current SSMA fees and will commence 90 days after
delivery of the software.
ENDNOTES
I !'rices assume that all software proposed is licensed and includes Application Source Code unless
otherwise noted.
2 Any taxes imposed are the responsibility of the purchaser and will he remitted when imposed.
CONFIDENTIAL
(Rev ASLA 11/99) Fayetteville Police Dept., AR
E
L
s
Exhibit A/LICENSED STANDARD SOFTWARE AND FEES
Page 2
B. PAYMENTS SCHEDULE
1. DELIVERY PAYMENT
(100% of each application cost -
Invoiced as each Exhibit A Licensed Standard
Software package is delivered to Customer)
$5 000
TOTAL LICENSED STANDARD SOFTWARE PAYMENTS DUE S5 000
ALL PAYMENTS ARE I)UE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE
CONFIDENTIAL
(Rev ASLA 11/99) Fayetteville Police Dept., AR
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EXHIBIT B
INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES
I. Training and Installation Support Hours Recommended
Allocating adequate support service hours for each application of Licensed Standard Software listed on Exhibit A is not
only recommended but also is critical for a successful installation of and training on each application package. Based
on the Licensed Standard Software listed on Exhibit A, 16 hours of New World installation and training support services
have been allocated. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the
amount allocated. The recommended installation and training support services include:
(a) Project management assistance;
(b) Installation of each package of Licensed Standard Software; and
(c) Customer training and/or testing on each package of Licensed Standard Software.
The installation and training support services are typically performed at Customer's premises and/or at New World
national headquarters in Troy, Michigan.
2. Support Service Fees Estimate
The 16 hours of training and installation support services cost has been calculated using your current rate of $125 per
hour. Additional services are also available at your current rate of 5125 per hour.
Based on the hours listed above, the training and installation support service cost is estimated at Sy. (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 up to but not exceeding four (4) hours per Customer
visit.)
3. Additional Services Available
Other New World services may he required or requested for the following:
(a) File conversion assistance,
(b) Consulting with New World technical staff;
(c) Modifying the Licensed Standard Software;
(d) Designing and programming Custom Software;
(c) Maintaining modified Licensed Standard Software and/or Custom Software:
(0 New World Consultation with other vendors or third parties; and/or
(g) Software testing
Customer may request these additional services in writing using New World's Request For Service (RFS) procedure
(or other appropriate procedure mutually agreed upon by Customer and New World).
4. Payments for Services and Travel Costs
All hours for services and travel costs will he billed weekly for the previous calendar week. Payments are due within
thirty (311) days from receipt of invoice.
'1 l2 I RFTARKANSASFA',EITEV ILLf V CV I ADD CAsII REG IXx:
CONFIDENTIAL
(Rev ASLA 11/99) Fayetteville Police Dept., AR
FAYETTEACLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Rick Hoyt, Assistant Chief of Police
From: Heather Woodruff, City Clerk
Date: May 30, 2001
Attached is the completed staff review form and signed contract with New World for additional
license. I am also returning the only original to you. Please return the original to the City
Clerk's office after signatures from New World have been obtained.
1 have forwarded your purchase requisition to the Internal Auditor.
cc: Nancy Smith, Internal Auditor
M
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