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HomeMy WebLinkAbout196-04 RESOLUTION• • • RESOLUTION NO, 196-04 A RESOLUTION APPROVING A CONTRACT WITI-I NEW WORLD SYSTEMS IN THE AMOUNT OF $67,700.00 TO PROVIDE CAD MAPPING AND AUTOMATIC VEHICLE LOCATOR (AVL) SOFTWARE AND SUPPORT TO THE FAYETTEVILLE POLICE DEPARTMENT. 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 approvts a contract with New World Systems in the amount of 567,700.00 to provide CAD Mapping and Automatic Vehicle Locator (AVL) software and support to the Fayetteville Police Department. PASSED and APPROVED this 7th day of December 2004. ATTEST: APPROVED: By DAN COODY, Mav UP ............. ... ��i• •�,Yp,c • 'r% M� _ v :FAYETTEVILLE: Aosta :�%A1 ••.KANS •' J2. ti yG G SONDRA SMITH, City Clerk • • LINew World Systems' The ruM c ttor.COATI?!ranfnn. November 19, 2004 ADDITIONAL SERVICES AGREEMENT Ms. Judy Cohca Fayetteville Police Department 100 West Rock Street Fayetteville, AR 72702 Dear Ms. Cohca: New World Systems is pleased to provide additional services for the upgrade to Mobile Messaging 5.x. 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 WORLD SYSTE S C RPORATION FAYETTEV LE P( e10E DF T., AR Title: e/ 11 ::1441 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. (Rev ASI.A 11/99) CONFIDENTIAL Fayetteville Police Dept., AR • • EXHIBIT B ADDITIONAL, SUPPORT SERVICES AND FEES I. Support Hours Recommended Allocating adequate support service resources for the upgrade to Mobile Messaging 5.x is estimated at SO 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'Frey, Michigan. (Other support services often involve services performed at the New World's national headquarters.) Customer agrees to reimburse New World for support trips canceled by Customer Tess than ten (10) days before 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 will be provided at the rate of S140 per hour. Any additional support services provided by New World after execution of this Agreement will he provided at the Customer's hourly rate in effect at that time. Based on the hours listed above, the support service cost is estimated at 511,200. (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. Payments for Services and Travel Costs All hours for services and travel costs will be billed weekly for the previous calendar week. 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. Payments are due within thirty (30) days from receipt of invoice. SSI 53004RFPARKAN%AS FAYETTE V IIJJrb CV IADD SERVICES Mobile Meaegrg t. UN;RD II DOC CONFIDENTIAL (Rcv ASLA 11/99) Fayetteville Police Dept., AR • • New World Systems' 77,e Pabhe Veto. Software Comps? November 19, 2004 ADDITIONAL. SOFTWARE LICENSE AGREEMENT Ms. Judy Cohca Fayetteville Police Department 100 West Rock Street Fayetteville, AR 72702 Dear Ms. Cohea: New World Systems is pleased to license you additional software per your request. The attached forms (Exhibits A and B) 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 intemal 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. Sincerely, NEW WORLD SYSTEMS CORPORATION AGREED AND ACCEPTED: NEW WORLD SYSTEMS CORPORATION FAYETTE By: Title: Title: Date: 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 ASD.A 11/99) Fayetteville Police Dept., AR • • EXHIBIT A FOR LICENSED STANDARD SOFTWARE AND FEES November 19 2004 A. STANDARD SOFTWARE FROM NEW WORLD Application Package CAD 1. Additional Aegis®/400 Software for Computer Aided Dispatch' - CAD Mapping (ESRI based) MOBILE SOFTWARE 2' Additional Aegis Software for RS/6000 Message Switch - AVL Interface (1-30 devices)' MOBILE. SOFTWARE ON THE 'SERIES 400 3' Aegis/400 Mobile Integration Software - AVL CAD Interface 2 (1-30 users) MOBILE MANAGEMENT SERVER 4. Aegis Mobile Management Server Software (1-30 users) - Base CAD/NCIC/Messaging - AVL Mapping Cost S15,000 7,000 7,000 N/C 8,000 NEW WORLD STANDARD SOFTWARE LICENSE FEE $37,000 LESS DEMONSTRATION SITE DISCOUNT (7,400) TOTAL SOFTWARE. LICENSE FEE''' $29.600 THE ABOVE SOFTWARE PACKAGE FEES ARE VALID THROUGH DEC. 15, 2004. Note: Annual Standard Software Maintenance Agreement (SSMA) fees of $5,920 for the above software will be added to Customer's current SSMA fees and will commence 90 days after delivery of the software. CONFIDENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR • • Exhibit A/LICENSED STANDARD SOFTWARE AND FEES Page 2 Endnotes Does not include any required third party hardware or software. 2 Requires 3rd party GPS hardware. 7 Prices assume that all software proposed is licensed. If taxes or fees are imposed, they are the responsibility of the purchaser and will he remitted to New World upon being invoiced CONFIDENTIAL (Rev ASIA 11/99) Fayetteville Police Dept., AR • • Exhibit A/LICENSED STANDARD SOFTWARE AND FEES Page 3 B. PAYMENTS SCHEDULE 1. DOWN PAYMENT (40% of the total Exhibit A cost - Invoiced upon receipt of signed Licensing Agreement) 2. DELIVERY PAYMENT (50% of each application cost - Invoiced as each Exhibit A Licensed Standard Software package is delivered to Customer) 3. FINAL PAYMENT (10% of each application cost - Invoiced 90 days after delivery of each Licensed Standard Software package) TOTAL LICENSED STANDARD SOFTWARE PAYMENTS DUE $11 840 S 14.800 $2i ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE. CONFIDENTIAL (Rev ASLA 11199) Fayetteville Police Dept.. AR • • EXIIIBIT B PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES I. Project Management Services New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan with Customer's management and the Customer liaison. Project Management Services include: (a) a summary level Implementation plan; (b) a detail level Implementation plan; (c) revised Implementation plans (if required); (d) monthly project status reports; and (e) Project Status meetings • a project review (kickoff) meeting at Customer's location • progress status meeting(s) will occur during implementation via telephone conference or at Customer's location; and • a project close out meeting at Customer's location or via telephone conference to conclude the project. (f) New World Consultation with other vendors or third parties. To implement the Exhibit A applications, the project management fee will be S3,000. 2. Trainin¢ and Installation Support flours 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, 100 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. 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; and (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. The project management, training and installation support services are performed at Customers premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy). 3. Support Service Fees Estimate The 100 hours of training and installation support services cost has been calculated using a 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 Project Management, and Training and Installation Support Service cost will be S17,000. (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.) CONFIDENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR • • Exhibit B/PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES Page 2 4. 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; (c) Designing and programming Custom Software; (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 procedure mutually agreed upon by Customer and New World). 5. Payments for Prosect Management Services Project Management Services will be billed as follows: Day 10 after Agreement Signed S 3,000 Total: S 3,000 6. Payments for Training and Installation Support Services and Travel Costs All hours for training and installation support services and all travel costs will be billed weekly for services provided in the previous calendar week. 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 no later than 30 days from receipt of invoice. [SI VOWRTPNRKA NSASFA YL romans CNTADU CAU MAP -AV RI DIX'I CONFIDENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR NAME OF FILE: • • Resolution No. 196-04 w/Additional Services Agreement & Additional Software License Agreement CROSS REFERENCE: Item # Date Document 1 11/18/04 memo to mayor & City Council 2 draft resolution 3 draft agreement 4 draft agreement 5 Staff Review Form 6 memo to Frank Johnson 7 8 9 10 11 12 13 14 15 16 NOTES: FAYETTEVILLE THE CITY Of FAYETTEVIIUE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • i2/ 7,o5( /Via) ukaez AeiA o, 0€1-25- TO: €1-25 TO: Mayor Coody and member of the City Council FROM: Frank Johnson, Chief of Police Ik DATE: November 18, 2004 SUBJECT: Approval of Contracts to Upgrade Mobile Data System RECCOMENDATION: Council accepts bid tt 04-85 and authorize Mayor Coody to issue a purchase order to Smith Communications, LLC for IP MobileNet equipment and tower site upgrade totaling $164,361.11. Also approve contracts to New World Systems for the purchase of CAD Mapping and Automatic Vehicle Locator (AVL) software and support for installation and training in the amount of $67,700.00. The total project is $232,062. BACKGROUND: The Fayetteville Police in 1999 implemented New World Mobile Data software utilizing a radio frequency backbone. This system provides officers the ability to receive incident information from Dispatch, perform car to car messaging and send messages to Dispatch. This software also provided an interface to the Arkansas Crime Information Center allowing the officer to perform driver license, vehicle registration and stolen property inquiries. Current Mobile Data software has become obsolete and prevents updates of new features such as AVL, logging office activity, improved screen layout and will also give us the capability to pass photos to the car. DISCUSSION: The Fayetteville Police Department has fully utilized the benefits of the current Mobile Data System. Technology improvements and software requirements have made it necessary to upgrade the current system. In order to keep mobile software supported and add new features to this system we must purchase the equipment and software listed above. This mobile data system provides essential information to officers responding to calls for service. They are able to see detailed information about the call before they arrive at the scene. The addition of AVL will improve efficiency of dispatching officers to calls for service. The dispatchers will actually see what unit is closest to the call and the result will be an improvement in response times. • • WW. _ OS [Az -LGELAitet- Jovte.re.Sr 1(4- 10/C +w 0 (z) srJdt tseNt-, ocAL-43 i1i± _ eckAr4-;e—lis ”IiitatAttits , Y 3 1,5 • • BUDGET IMPACT: The hardware and equipment installation will be purchased from Bid 04-85. We received two responses to this bid. Smith Communications LLC. meets all requirements and is recommended to be awarded the contract. The New World software, which includes upgrades to current mobile software and addition of CAD Mapping and AVL software, is also included in this project. The City of Fayetteville currently has a bid waiver in effect for the purchase of New World Software. A budget adjustment is attached adding $159,849 to the Mobile Data project. The amount moved from other police projects is $111,325; Federal Grant and matching funds provided $12,792; and $35,732 came from unreserved fund balance. Funding for this project has been reviewed by the Budget & Research Division. This procurement followed the existing City policies and utilizes a contract form approved by the City Attorney's Office. • • RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT WITH NEW WORLD SYSTEMS IN THE AMOUNT OF 567,700.00 TO PROVIDE CAD MAPPING AND AUTOMATIC VEHICLE LOCATOR (AVL) SOFTWARE AND SUPPORT TO THE FAYETTEVILLE POLICE DEPARTMENT. 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 a contract with New World Systems in the amount of $670.10 to provide CAD Mapping and Automatic Vehicle Locator (AVL) s tware and support to the Fayetteville Police Department. PASSED and APPROVED this 7th day of Dece ri r 2004. APPROVE J 1 i r SONDRA1MilaieiCity Clerk N:SsOODY, Mayor • • EiNew World Systems' Re Pa& Stars Softivre Carpo. November 19, 2004 ADDITIONAL SERVICES AGREEMENT Ms. Judy Cohea Fayetteville Police Department 100 West Rock Street Fayetteville, AR 72702 Dear Ms. Cohea: New World Systems is pleased to provide additional services for the upgrade to Mobile Messaging 5.x. 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 WORLD SYSTEMS CORPORATION FAYETTEVILLE POLICE DEPT., AR By: By: Title: Title: Date: 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 • • EXIIIBIT B ADDITIONAL SUPPORT SERVICES AND FEES I. Support Hours Recommended Allocating adequate support service resources for the upgrade to Mobile Messaging 5.x is estimated at 80 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 arc typically perforated at Customer's premises but, at Customer's option, may be provided at New World national headquarters in Troy, Michigan. (Othersuppon services often involve services performed at the New World's national headquarters.) 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. 2. Support Service Fees Estimate The minimum hours cited above will be provided at the rate of $140 per hour. Any additional support services provided by New World after execution of this Agreement will be provided at the Customer's hourly rate in effect at that time. Based on the hours listed above, the support service cost is estimated at S11,200. (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 panics; 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. Payments for Services and Travel Costs All hours for services and travel costs will be billed weekly for the previous calendar week. 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. Payments are due within thirty (30) days from receipt of invoice. I16IAOO1RI'PARKANSA5'fA YLTTE591AF6 CNTADD SERVICE'S Malik Mnuybq 5. UPGRD d.DOC) CONFIDENTIAL (Rev ASLA 11/99) Fayetteville l'olice Dept., AR • • ElNew World Systems' The Pub& plot Sof vim &w. any November 19, 2004 ADDITIONAL SOFTWARE LICENSE AGREEMENT Ms. Judy Cohea Fayetteville Police Department 100 West Rock Street Fayetteville, AR 72702 Dear Ms. Cohea: New World Systems is pleased to license you additional software per your request. The attached forms (Exhibits A and B) 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 arc 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. Sincerely, NEW WORLD SYSTEMS CORPORATION AGREED AND ACCEPTED: • NEW WORLD SYSTEMS CORPORATION FAYETTEVILLE POLICE DEPT., AR By: By: Title: Title: Date: 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 ASIA 11/99) Fayetteville Police Dept.. AR • • EXHIBIT A FOR LICENSED STANDARD SOFTWARE AND FEES November 19, 2004 A. STANDARD SOFTWARE FROM NEW WORLD Application Package CAD 1. Additional Aegis%400 Software for Computer Aided Dispatch' - CAD Mapping (ESRI based) MOBILE SOFTWARE 2' Additional Aegis Software for RS/6000 Message Switch - AVL Interface (1-30 devices)' MOBILE SOFTWARE ON THE iSERIES 400 3Aegis/400 Mobile Integration Software - AVL CAD Interface 2(1-30 users) MOBILE MANAGEMENT SERVER 4• Aegis Mobile Management Server Software (1-30 users) - Base CAD/NCIC/Mcssaging - AVL Mapping NEW WORLD STANDARD SOFTWARE LICENSE FEE LESS DEMONSTRATION SITE DISCOUNT TOTAL SOFTWARE LICENSE FEE" Cost S 15,000 7,000 7,000 N/C 8,000 S37,000 (7,400) 529,600 TIIE ABOVE SOFTWARE PACKAGE FEES ARE VALID THROUGH DEC. 15, 2004. Note: Annual Standard Software Maintenance Agreement (SSMA) fees of $5,920 for the above software will be added to Customer's current SSMA fees and will commence 90 days after delivery of the software. CONFIDENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR • • Exhibit A/LICENSED STANDARD SOFTWARE AND FEES Page 2 Endnotes Does not include any required third party hardware or software. 2 Requires 3rd party GPS hardware. ' Prices assume that all software proposed is licensed. If taxes or fees are imposed. they are the responsibility of the purchaser and will be remitted to New World upon being invoiced. CONFIDENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR • • Exhibit A/LICENSED STANDARD SOFTWARE AND FEES Page 3 11 PAYMENTS SCHEDULE 1. DOWN PAYMENT (40% of the total Exhibit A cost - Invoiccd upon receipt of signed Licensing Agreement) 2. DELIVERY PAYMENT (50% of each application cost - Invoiced as each Exhibit A Licensed Standard Software package is delivered to Customer) 3. FINAL PAYMENT (10% of each application cost - Invoiced 90 days after delivery of each Licensed Standard Software package) TOTAL LICENSED STANDARD SOFTWARE PAYMENTS DUE $11,840 $14 800 $2 960 $29 0 ALL PAYMENTS ARE DUF, WITIIIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE. CONFIDENTIAL (Rev ASLA I I/99) Fayetteville Police Dept., AR • • EXHIBIT B PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES I . l'roiect 111anaeement Services New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan with Customer's management and the Customer liaison. Project Management Services include: (a) a summary level Implementation plan; (b) a detail level Implementation plan; (c) revised Implementation plans (if required); (d) monthly project status reports; and (c) Project Status meetings • a project review (kickoff) meeting at Customer's location • progress status meeting(s) will occur during implementation via telephone conference or at Customer's location; and • a project close out meeting at Customer's location or via telephone conference to conclude the project. (0 New World Consultation with other vendors or third parties. To implement the Exhibit A applications, the projcct management fee will be S3,000. 2. Trainina and Installation Support flours 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 100 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. 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; and (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. The projcct management, training and installation support services are performed at Customer's premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project management arc performed in Troy). 3. Support Service Fees Estimate The 100 hours of training and installation support services cost has been calculated using a rate of S140 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 Project Management, and Training and Installation Support Service cost will be 517,000. (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.) CONFIDENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR • • Exhibit B/PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES Page 2 4. 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; (c) Designing and programming Custom Software; (0 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 procedure mutually agreed upon by Customer and New World). 5. Payments for Protect Management Services I'roject Management Services will be billed as follows: Day 10 after Agreement Signed Total: 3 3,000 S 3,000 6. Payments for Training and Installation Support Services and Travel Costs All hours for training and installation support services and all travel costs will be billed weekly for services provided in the previous calendar week. 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 no later than 30 days from receipt of invoice. 1.M:200410P ARKANSASSAYFrltviun, CNTA IK) CAD MAP -AV RI. DOC) CONFI DENTIAL (Rev ASLA 11/99) Fayetteville Police Dept., AR Frank Johnson Submitted By • City of Fayetteville • Staff Review Form City Council Agenda Items Contracts 7 -Dec -04 City Council Meeting Date Police Police Division Department Action Required: Approval of Bid 04-85 for Mobile Data Backbone and Automatic Vehicle Locator equipment, approve contract to Smith Communications LLC in the amount of $164,361.11; approve contracts with New Systems for CAD Mapping Software, AVL software and training installation and upgrade of current Mobile Data software in the amount of $67,700 and a budget adjustment increasing the Mobile Data project by $159,849. $232,061.11 Cost of this request 4470-9470-5801.00 Account Number 02062 Project Number Budgeted Item x 90,000.00 Mobile Data Category/Project Budget Program Category / Project Name 15,930.37 Funds Used to Date $ 74,069.63 Police Improvements Program / Project Category Name Sales Tax Capital Improvement Remaining Balance Fund Name Budget Adjustment Attached x Depa ment Director ! ate bra)( Or City Attorney 1 1 2Z 0 ate //L / Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City Clerk's Office Received in Mayor's Office Comments: • a e evi -le / Af KANSAS • City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 Fax: (479) 716-7695 cityclerkzcl.hyetteville.ar.us DEPARTMENTAL CORRESPONDENCE To: Frank Johnson Police Department From: Clarice Buffalohead-Pearman City Clerk Division Date: December 13, 2004 Re: Res. No. 196-04 The City Council passed the above resolution, December 7, 2004, awarding the Bid No. 04-85 to New World Systems for CAD mapping and AVL software. I have attached a copy of the resolution recognizing that decision along with one of two originals of the contract. The resolution will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. Thanks. /cbp attachments cc: Internal Auditor