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HomeMy WebLinkAbout27-07 RESOLUTION4 RESOLUTION NO. 27-07 A RESOLUTION APPROVING A THREE-YEAR RENEWAL OF THE PUBLIC SAFETY SOFTWARE MAINTENANCE AGREEMENT WITH NEW WORLD SYSTEMS, INC. IN THE AMOUNT OF $78,579.00. 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 renewal of the Public Safety Software Maintenance Agreement with New World Systems, Inc. in the amount of $78,579.00. .0,0114=1„,,,.., 2 AS(�%. C,.G`l Y LIE o p . PASSED and APPROVED this 20th day of February, 2007. APPROVED: B N COODY, Md or ATTEST: c,= :FAYETTEVILLE: zli a ,, • • • oc,o,„. By: ",,,u,uu,%" SONDRA SMITH, City Clerk/Treasurer L tri New World Systems' The Public Sector &O vary Company 888 W. Big Beaver Suite 600 Troy, MI 48084 (248)269-1000 Invoice Page: 1 Number: 0000042695 Date: 12/5/2006 Customer: FAY0743 Sold 'lo Ms. Judy Cohea Financial Analyst Fayetteville Police Department • 113 West Mountain Fayetteville, AR 72701 USA Customer 1'. 0. l'crnis Net Due 30 Days Descri pion Billing e • t Shi red Price Amount Software Maint. (SSMA):1/1/07 - 12/31/07 Total 1.0 74,060.00 74,060.00 SSMA: 1/1/07 - 12/31/07 Subtotal Sales Tax Balance 74,060.00 4.519.00 78 579 00 ARZTC001.rpt NEW WORLD SYSTEMS CORPORATION STANDARD SOFTWARE MAINTENANCE AGREEMENT This Standard Software Maintenance Agreement (SSMA) between New World Systems Corporation (New World) and Fayetteville, AR Police Department (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 four (4) years from (start date) 1/1/07 to (end date) 12/31/10. 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); 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.) 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 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. (Rev SSMA 03/06) CONFIDENTIAL - - . Fayetteville, AR PD 6. Requests for Software Correction on Licensed Standard Software At any time during the SSMA period, if Customer believes thaCtheLicensed 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 Customer 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. Maintenance Costs for Licensed Standard Software Packages Covered for IBM AS/400-2043 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. Aegis© Computer Aided Dispatch (CAD) 16 2. Aegis® Law Enforcement Records Software 25 3. Aegis® Fire Records Software 2 4. Aegis® Public Safety Interface Software 2 5. Aegis® Business Office Software 1 6. Aegis® Photo Imaging Software 2 7. Aegis® Data Management and Retrieval Tools 2 8. Aegis® Mobile Management Server Software 2 9. Aegis® Mobile Software on the RS6000 3 10. Aegis® Mobile Client Laptop Software 5 11. Aegis® Mobile Software on the iSeries 400 or MSP Server 3 Period Covered ANNUAL MAINTENANCE COST: See Below Annual Amount Billing Date 1/1/2007 to 12/31/2007 $78,028 12/5/2006 1/1/2008 to 12/31/2008 $88,608 12/5/2007 1/1/2009 to 12/31/2009 $94,150 12/5/2008 1/1/2010 to 12/31/2010 $99.680 12/5/2009 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 THIRTY (30) DAYS FROM BILLING DATE. (Rev SSMA 03/06) CONFIDENTIAL Fayetteville, AR PD 8. Terms and Conditions This Agreement is covered by the Terms and Conditions from our Licensing Agreement signed by Fayetteville AR Police Department (Customer) on June 18, 1997. ACCEPTED BY Customer: Fa. e Name: Title: Date: eville AR ACCEPTED BY: New World Stems Corporation Name: Title: Date: 62-G2-07 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. If the individual is not so authorized then (s)he assumes personal liability for compliance under this Agreement. (Rev SSMA 03/06) CONFIDENTIAL Fayetteville, AR PD Fayetteville, AR Police Department Licensed Application Software January, 2007 1. Aegis® Computer Aided Dispatch (CAD) - Combined LE/Fire/EMS CAD Multi -Jurisdiction - Call Scheduling Module - Call Stacking Module - Geo -File Verification Module - Hazard and Location Alerts Module - Hydrant Inventory Module - Interface to Aegis® Law Enforcement Records Module -Interface to Aegis® Fire/EMS Records Module - Note Pads Module - Rip -N -Run Module - Run Cards Module - Tone Alerts Module - Unit Control Pane] Module - Unit Recommendations Module - Service Vehicle Rotation - CAD Redundancy - CAD Mapping (ESRI) 2. Aegis® Law Enforcement Records Software - LE Records Single Jurisdiction Base - Accidents Module - Arrest Module - Business Registry Module - Case Processing Module - Computer Aided Investigations Module - Federal Reports (UCR/IBR) Module - Geo -File Verification Module - Impounded Vehicles Module -Incident Tracking Module -Jacket Processing Module - Personnel / Education Module - Property Module - Traffic Tickets and Citations Module - Wants and Warrants Module - LE Records Federal & State Compliance - Field Investigations - Case Management - GEO File Verification - Pawn Shops - Bookings - Activity Reporting and Scheduling - Property Room Bar Coding - Hazardous Materials - Paperless Automated Case Entry (PACE) - APS Ticket Writer Interface (Rev SSMA 03/06) CONFIDENTIAL Fayetteville, AR PD Fayetteville, AR Police Department Licensed Application Software January, 2007 3. Aegis© Fire Records Software - Fire Records Base Package - Fire Records Compliance 4. Aegis® Public Safety Interface Software - AS/400 State/NCIC Interface - On -Line CAD Interface to State/NCIC 5. Aegis® Business Office Software - Cash Register Interface 6. Aegis® Photo Imaging Software - CaptureNiew Stations - Public Safety Line Ups/Mug Shots - Digital Imaging 7. Aegis® Data Management and Retrieval Tools - Microsoft Word Interface - Data Analysis and Mapping 8. Aegis® Mobile Management Server Software - AVL Mapping Server - Base CAD/NCIC/Messaging 9. Aegis® Mobile Software on the RS6000 - Base Message Switch to NCIC - New World CAD Interface for Aegis/400 - AVL Interface 10. Aegis® Mobile Client Laptop Software - LE State/NCIC via Switch 27 User(s) - LE Field Reporting 27 User(s) - LE CAD Via Switch 29 User(s) - LE Field Reporting Compliance 50 User(s) - APS Ticket Writer Interface 1 User(s) 11.. Aegis® Mobile Software on the iSeries 400 or MSP Server - MDT/MCT Base LE CAD Interface - AVL CAD Interface - MDT/MCT Base CAD/RMS Interface (Rev SSMA 03/06) CONFIDENTIAL Fayetteville, AR PD • Judy Cohea Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts February 20, 2007 City Council Meeting Date Records Division Action Required: ay -10 7 4 7-07 N,la ldo rll� SA/guns , Inc Police Department Approval of a three year renewal software maintenance agreement with New World Systems, Inc in the amount of $78,579.00 for 2007. 78,579.00 Cost of this request 1010.2900.5416.00 Account Number Project Number Budgeted Item X $ 113,254.00 Category / Project Budget 21,379.00 Funds Used to Date 91,875.00 Remaining Balance Budget Adjustment Attached Maintenance Program Category / Project Name Program / Project Category Name General Fund Name Department Director � • d — City Attorney `) J Q. -- Finance and Internal Service Director Mayor 2-2-a Date Z/L/Zoa7 Date 2-5-67 Date 2% 4 Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in Mayor's Office Comments: a e evi le Y ARKANSAS Departmental Correspondence Fayetteville Police Department 100-A West Rock Fayetteville, AR 72701 Telephone: (479) 587-3555 Fax: (479) 587-3563 TO: Mayor Dan Coody and Members of the City Council FROM: Greg Tabor, Chief of Police DATE' February 2, 2007 SUBJECT: Award Contract to New World Systems for Annual Maintenance Recommendation: City Council approves resolution authorizing Mayor Coody to sign a contract with New World Systems for Public Safety software maintenance. The contract for 2007 is $78,579 with an option to renew for three additional years. Background: City Administration has maintained a software maintenance agreement with New World Systems since 1992. Public Safety began using New World in 1996. Since that time we have added several enhancements such as mobile computing and electronic ticketing New World Systems is a very stable company with the resources to supply support for the needs of the Police Department 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 for technical phone support, problem troubleshooting and resolution. The software products that we have purchased from New World Systems are essential to all aspects of the Police Department's day-to-day operations and it is important that we keep these assets current. RESOLUTION NO. A RESOLUTION APPROVING A THREE-YEAR RENEWAL OF THE PUBLIC SAFETY SOFTWARE MAINTENANCE AGREEMENT WITH NEW WORLD SYSTEMS, INC. IN THE AMOUNT OF $78,579.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE 1 *YfrOF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City "of ayeeville, Arkansas hereby approves a three-year renewal of the Public Saty Sofrare Maintenance Agreement with New World Systems, Inc. ' the amount 1781579.00. PASSED and APPROVED this 20 APPROVED: 2007. BY # By: SONDRA SMITH, City Clerk/Treasurer (2.21.07) Clarice Pearman - New World Page 1 From: Clarice Pearman To: Cohea, Judy; Tabor, Greg Date: 2.21.07 11:36 AM Subject: New World Judy, Your agenda item passed but your papers are incomplete. The purchase requisition is not signed by Department Head. Please have Chief Tabor come by and sign. Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Special Instructions: C. 0 CO J 0 0 A W N a N City: State: Troy MI Requester: - Willie Newman Address: 888 W Big Beaver, Ste 600 :.Aj .. -, ik Nf W .. 0; City Of Fayetteville (Not a Purchase Order) Shipping/Handling Software Maintenance O H S. 13 :F.. 0 O 'Quantity (Vendor Name New World Systems, Inc Lot annual c J 0 N N c0 0 1 A 0 O O O C a. 0 0 la N O 0 0 !M O 0 0 N O 0 0 M O 0 o !A O o 0 M o c 0 $0.00 I M 0 o o M 0 0 a w 0 0 o N V ? 0 m 0 0 Extended Cost 1010.2900.5416.00 Account Numbers Requester's Employee #: 2888 Zip Code: Ship to code: 48084 Fob Point: Subtotal: $74,060.00 Tax: $4,519.00 Total: $78,579.00 Project/Subproject # Divison Head Approve • Extension: 587 0 m m Z 2 0 y IX Z 0 P.O Number: equisition No.: 1Inventory # 1/ V I Quotes Attached Yes: No: [Expected Delivery Date: N Wm O V Fixed Asset # (2.2747) ClariicePearman - Re. 27-07 Page 1 From: To: Date: Subject: Attachments: Clarice Pearman Cohea, Judy 2.27.07 10:51 AM Re. 27-07 27-07 New World Systems Inc.pdf CC: Audit Judy: Attached is a copy of the above resolution passed by City Council, February 20, 2007. I will forward to you one of two original agreements via interoffice mail. I will also forward to purchasing your purchase requisition. If anything else is needed please let me know. Thanks. Clarice Clarice Buffalohead-Pearman, CMC City Clerk/Treasurer Division 113 West Mountain Fayetteville, AR 72701 479-575-6309 cpearman@ci.fayetteville.ar.us • •