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HomeMy WebLinkAbout244-05 RESOLUTION• • RESOLUTION NO. 244-05 A RESOLUTION TO APPROVE A THREE YEAR SOFTWARE MAINTENANCE CONTRACT WITH NEW WORLD SYSTEMS, INC. IN A AMOUNT OF $64,762.30 FOR 2006 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 three year Software Maintenance Contract with New World Systems, Inc. (attached as Exhibit A) with the 2006 costs to be $64,762.30. PASSED and APPROVED this 20th day of December, 2005. ATTEST. By Z.'.-. :gyp U• is :FAYETTEVILLE: -;-17 ,9s.9�'KA14SP;'J..' '. ;NGTON Coo‘‘ .. 11111...\ SONDRA SMITH, City Clerk By: APPRO_ED: DAN COODY, Mayor • NEW WORLD SYSTEMS CORPORATION STANDARD SOFTWARE MAINTENANCE AGREEMENT This Standard Software Maintenance Agreement (SSMA) between Ncw World Systems Corporation (New World) and City of Fayetteville, Arkansas (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) 01/01/06 to (end date) 12/31/08. 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 retum 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 Ncw World maintenance or support services provided shall be billed at the then -current Exhibit 13 hourly fees plus reasonable expenses. 4. Billing Maintenance costs will be billed annually as detailed on the following page. (Any Exhibit 13 support or service hours and travel costs incurred are billed weekly for the previous calendar week.) If taxes are imposed, they arc 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 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, Arkansas I 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 docs 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 Ncw World ninety (90) days written notice from the anniversary date that they are exercising the non -funding 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 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 I. Logosu' - Financial Management Software 15 2. Logos' - Human Resources Software 4 3. Logos° - Utility Infomiation Software 3 4. Lugo? - Licensing Software 1 5. Logos - Logos Net.toGov 6. Lugos'a - Other Logos Software 7. Application Source Code TOTAL LIST COST: $436.000 Period Covered 1 ANNUAL MAINTENANCE COST: see below Annual Amount Billing Date 1/1/06 to 12/31/06 S61,040 12/1/05 1/1/07 to 12/31/07 S65,400 12/1/06 1/1/08 to 12/31/08 $69,760 12/1/07 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 DUF: THRITY (30) DAYS FROM RECEIPT OF INVOICE. (Rev SSMA 03/94) CONFIDENTIAL City of Fayetteville, Arkansas • 8. Terms and Conditions This Agreement is covered by the Terms and Conditions from our Licensing rgreement signed by City of Fayetteville, Arkanas (Customer) on July 8. 1991 ACCEPTED BY: Customer: City of Fayetteville. Arkansas ACCEPTED BY: New World Systems Corporation Name: e0:10 Name: Title: r / Title: Date: iLI O j Date: /2 -02" 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. 1f the individual is not so authorized then (s)he assumes personal liability for compliance under this Agreement CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville, Arkansas • • Fayetteville, AR Licensed Application Software January, 2006 1. Logos© Financial Management Software - Financial Management Base Package - General Ledger Module - Budgetary Reporting Module - Annual Budget Processing Module - Requisition Processing Module - Purchasing Module - Accounts Payable Module - Revenue Accounting Module - Financial Cash Register Interface -Integrated Inventory - Projcct/Grant Accounting - Accounts Receivable - Fixed Assets - Management Reporting - Financial Management Report Writer 2. Logos© Human Resources Software - Payroll with Base Personnel - Advanced Personnel - Position Control and Budgeting -HR/Payroll Report Writer 3. Logos© Utility Information Software - Water / Sewer Base - Auto PC Meter Read - Utility Mgt. Report Writer 4. Logos© Licensing Software - Animal Licensing 5. Logos® Logos Net.toGov - Utility Information - LogosNet.toGov iSeries Module 6. Logos® Other Software - Parking Tickets CONFIDENTIAL (Rev SSMA 03/94) City of Fayetteville, Arkansas • LisNew World System The Public Senor Software Company Ms. Marsh Farthing Accounting Director City of Fayetteville 113 West Mountain Fayetteville, AR 72701 Standard Software Maintenance Agreement DESCRIPTION SSMA Coverage Period 1/1/06 - 12/31/06 Sales Tax TOTAL INVOICE AMOUNT PLEASE CALL IF YOU HAVE ANY QUESTIONS • INVOICE NO 35237 INVOICE DATE 12/5/05 AMOUNT $61,040.00 S 3,722.30 $64,762.30 Corporate: 888 (Vest Big Beaver Road • Suite 1100 • Tray • Afichigan 48084-4749. 148-169-1000 • www.newworldsys.com • • • • SSMA Summary for Fayetteville, AR Billing frequency: Annual Coverage Period • 1/1/2006 To 12/31/2006 Original Contract SSMA is taxed 24 x 7 Units Coverage Logos iSeries Software Financial Management Software Financial Management Base Package 7/8/91 1 Financial Cash Register Interface 7/8/91 1 Integrated Inventory 7/8/91 1 ProiecUGrant Accounting 7/8/91 1 Ac hunts Receivede 7/8/91 1 Fixed Assets 7/8/91 1 Management Reporting 7/8/91 1 Financial Management Report Writer 8/14/02 1 Human Resources Software Payroll min Base Personnel 7/8/91 Advanced Personnel 7/8/91 1 Portion Coned and Budgeting 10/28/02 1 MR/Payroll Report Wnter 6/14/02 1 Utility Information Software Water / Sewer Base 7/8/91 Auto PC Meter Read 7/8/91 1 tlWty Mgt Repol writer 8/14/02 1 Licensing Software Animal Licensing 7/8/91 1 Logos NeLtoGov Utility Information 3/29/02 1 LogosNet IoGov iSenes Modulo 329/02 1 Other Software Parking Tickets Total current billing amount 7/8/91 1 SSMA Not Yet Begun Total 26.740 10500 11.060 2.380 4.200 6.160 61.040 Sales Tax 3,737.00 Customer a: 446 Total annual SSMA for all modules licensed •• 61.040 • 11 the period covers more than one year, the amount shown is the annual cost for each year during the period. •• This is the annual SSMA total for all modules for the period. The amount billed may be less if any modules are still under warranty. Prepaid PSMA service hours are not included in this total rptSSMA SummaryCust 12/2/2005 Page 1 of 1 S. Huddleston Submitted By • • City of Fayetteville Staff Review Form City Council Agenda Items or Contracts 12/20/2005 City Council Meeting Date Information Technology Division Action Required: Les /es N ,f/ or Id Calfwtmca endrael- Finance and Internal Services Department Approve three year maintenance contract and payment of 2006 New World Systems, Inc Software Maintenance fees. (,1417 3- .30 Cost of this request 1010-1710-5416.00 Account Number Project Number $ 214,690.00 Category / Project Budget 89,060.43 Maintenance Program Category / Project Name Funds Used to Date Program / Project Category Name 125,629.57 General Remaining Balance Fund Name Budgeted Item X Budget Adjustment Attached D4rtment Director City Attorne Finance a d Internal Service Director Previous Ordinance or Resolution # (X-2 -CS Date Original Contract Date: 12 -z -o( Date (D -)...a5 Date 12449 Mayor Comments: Date Original Contract Number: 12-03 7/2/1991 Received in City Clerk's Office Egt Received in Mayors Office FAYETTEALLE THE CITY OF FAYETTEVILLE. ARKANSAS • December 13, 2005 Agenda Session December 1, 2005 TO: Mayor Coody THRU: Steve Davis, Finance and Internal Services Directo FROM: Scott Huddleston. Information Technology Manager SUBJECT: AGENDA ITEM TO APPROVE 3 -YEAR STANDARD SOFTWARE MAINTENANCE AGREEMENT CONTRACT WITH NEW WORLD SYSTEMS, INC. FOR 2006-2008 SERVICE AND MAINTENANCE FEES. Recommendations: Staff recommends approval of 3 -Year Standard Software Maintenance Agreement Contract with New World Systems, Inc. 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 that we have purchased from New World are essential to the City's day to day operations and it is important that we keep these assets current. 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 15 different modules of Financial Management software, 4 modules of Human Resources software, 3 modules of Utility Billing software, 1 module of licensing software, and 2 modules of NettoGov Internet interfacing software. • • RESOLUTION NO. A RESOLUTION TO APPROVE A THREE YEAR SOFTWARE MAINTENANCE CONTRACT WITH NEW WORLD SYSTEMS, INC. IN A AMOUNT OF $64,777.40 FOR 2006. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby approves a three year Software Maintenance Contract with New World Systems, Inc. (attached as Exhibit A) with the 2006 costs to be $6477i9.40. C.'{ 74 . So PASSED and APPROVED this 20th day of December, 2005. APPROVED: DRAFT By: DAN COODY, Mayor ATTEST• By: SONDRA SMITH, City Clerk • • RESOLUTION NO. 244-05 A RESOLU ON TO APPRO A THREE YEAR SOFTWARE AINTENANCE •NTRACT WITH NEW WORLD SYST S, INC. IN AMOUNT OF(t4,777.40D FOR 2006 BE IT RESOLVED BY THE TV COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City C.uncil of the*ity of Fayetteville, Arkansas hereby approves a three year Software aintcnance Contract with New World Systems, Inc. (attached as Exhibit A) with t 2006 costs to be 4777.40Th PASSED and AP ' OVED this 20th day of\December, 2005. ATTEST. By: %%%%%%%%%%%%%%%%% ,,,pinUbryd • 1;0OGS m •, h'T tttttttttttt SOIQDRA SMITH, City Clerk By APPR VED: DAN COODY, Mayor Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director Budget Manager: IT Manager: Dispatch Manager Utilities Manager Other co m J N N A Y relcr. ID 11 Requester: Scott Huddleston (City: Troy Address: 888 W Big Beaver Ste 600 .Y'O t . -. -b Y u.. City Of Fayetteville (Na a Purmase Order) O CO 0 CO 57 N 2 o O N e D too O.3 Annul Maintenance Fees • Description IO DC 'Vendor Name: • New World -Systems, Inb • • lot 'Unit of Issue' 3 co m m 2 0 0 Unit Cost M 0 O N 0 O M 0 O N 0 O 50.00 N 0 O M 0 O N 0 co N O S 44 O 0 N 0, a p C Co O Extended Cost 1010.1710-5416.00 Account Numbers Requester's Employee #: 331 Zip Code: Ship to code' 48084 030 Fob Point: Subtotal: 561,040.00 Tax: $3,722.30 Total: 564,762.30 'O o Ill X ^ P Y N O Divison Head royal Cs Et < -I 0 x IX n Z O < M u^l I Z O IX -Cr c 3 R [tequadion No.: c In c a O m 2 at Inventory # 'Quotes Attached Yes: No: m Ma Ca N 2 m 1 C m m w z n o u (Fixed Asset # I Clarice Pearman - Res. 244-05. Page 1 From: Clarice Pearman To: Huddleston, Scott Date: 1/6/06 10:03AM Subject: Res. 244-05 Scott, Attached is a copy of the corrected resolution passed by City Council, December 20, 2005. This will serve as confirmation that you did pick up an original agreement for New World last week. Have a good day. Thanks. Clarice CC: Bell, Peggy; Deaton, Vicki