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Home My Public Portal AboutORD14996 BILL NO. 2012-44 SPONSORED BY COUNCILMAN Pope ORDINANCE NO. / 4 q b AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH NEW WORLD SYSTEMS FOR SOFTWARE AND INTERFACE — MOBILE CLIENT SOFTWARE CMRJIS 1 POLICE DEPARTMENT. WHEREAS, New World Systems has become the Sole Source on the Software and Interface — Mobile Client Software CMRJISIPolice Department project, NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The Mayor and City Clerk are hereby authorized to execute an agreement with New World Systems for the Software and Interface — Mobile Client Software CMRJISIPolice Department project. Section 2. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 3. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed . f 'r � Approved: Presiding Officer Mayor ATTEST: APPROVED AS TO FORM: /ll City Clerk Cit Counselor FINANCE DEPARTMENT PURCHASING ]DIVISION SUBJECT: SS 2625 Sole Source - Software and Interface—Mobile Client Software CMRJIS/Police Department BIDS RECEIVED: New World Systems, Troy Michigan $37,648.00 FISCAL NOTE: 10-300-572070 43-990-575011 MDT Year 2 Equipment Police Information Technology Improvements FY2012 Bridget $244,429.06 FY2012 Budget $ 41,420.00 Expended 43,995.00 Expended 3,529.00 Encumbered 132,694.33 Encumbered -0- SS2625 24.480.92 SS2625 13,167.08 Balance $ 43,258.81 Balance $ 24,723.92 PAST PERFORMANCE: This vendor provided software under the Central Missouri Regional Justice Information System grant for mobile data and information sharing for law enforcement operations in the Central Missouri region. This request is for additional software for the Jefferson City Police Department. Additions to currently used software and licenses are sole source. RECOMMENDATION: Staff recommends award of a contract to New World Systems of Troy, Michigan in the amount of$37,648.00. ATTACHMENTS - SUPPORTING DOCUMENTATION Signature Pur hasW Ag�n Police hie EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Costs Summary: Licensed Standard Software and Implementation Services DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary $19,780 B. IMPLEMENTATION AND TRAINING SERVICES as further described in the Proposal 6,000 Summary C. 3-YEAR PRE-PAID SSMA as further described in the Proposal Summary 11,868 ONE TIME PROJECT COST: II. Payments for Licensed Standard Software and Implementation Services DESCRIPTION OF PAYMENT COST A. ONE TIME PROJECT PAYMENT: 1. Amount due upon the Effective Date (100%) $37,648 ONE TIME PROJECT PAYMENT: ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE NEW WORLD SYSTf MS'Aegrs PUBLIC SAFETYSOl771'ARli 1397-12A1 D 0626 Add Ticket Writer CONFIDENTIAL AND PROPRIETARY Page 2 JEFFERSON CITY POLICE DEPT.MO Budgetary Proposal Summary June 26,2012 ITEFDES(I RI PTION INVESTMENT LAW ENFORCEMENT RECORDS 1• Aegis/MSP Third Party LE Records Interface Software 6 -Ticket Writer Interface 20,000 • e - e ee i tii MOBILE CLIENT SOFTWARE Field-Based Reporting (35 Units) MCT Ticket Writer Interface $150 ea. $5,250 Subtotal $150 ea. $5,250 Less Laptop Software Volume Discount of 10% ($525) TOTAL LAPTOP SOFTWARE 4,725 NEW WORLD STANDARD SOFTWARE LICENSE FEE $24,725 LESS DEMONSTRATION SITE DISCOUNT (4,945) s ITEM DESCRIPTION INVESTMENT IMPLEMENTATION SERVICES 1. Fixed Installation Service Fees: 6,000 -Ticket Writer Interface 6,000 a • . oil 0 0 11:g1111115 011 ills!gill"IMMINIM11 IFk • 0 • 1 JejJersotr City Police Dept„Mo Proposal Svrrrrrraiy NEIV IVORLD SYSIL:A-IS'Aegis AIOBILF.COA1PUI'ER SOFTIVARL•' 1397-12,41 D 0626Add Ticket irriler CONFIDENTIAL AND PROPRIFI'ARY Page 3 EXHIBIT B ADDITIONAL SUPPORT SERVICES AND FEES 1. Service Fees Allocating adequate support service resources for a Server Migration will be $10,000. The installation and training support services are to be provided remotely from New World national headquarters in Troy, Michigan. The services are to include: a. Build of servers for migration(2 servers); b. Build of SQL Servers for migration(2 servers); c. Build of MMS production server for migration(I server); d. Build of test side on existing RS/6000 (new); e. Configuration of interfaces for new production servers; f. final data migration;and g. Go-live support for server migration Additional support services provided by New World outside the scope of this Agreement will be provided at the Customer's hourly rate in effect at that time,currently$150 per hour. 2. Payments for Services Support Services will be billed as follows: a) Amount invoiced upon the Effective Date(100%) $10,000 TOTALDUE............................................................................................................$.1.Q.42Q 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. ALL PAYMENTS ARE DUE WITHIN FIFTEEN(15)DAYS FROM RECEIPT OF INVOICE. Jefferson City Police Dept.,MO CONFIDENTIAL Page 2 of 2 1397-12A2B 0926 Server Migration Svcs Document#: 1397-12A213 New World ;S'yslems September 26, 2012 ADDITIONAL SERVICES AGREEMENT Mr. Bill Betts Jefferson City Police Department 320 E. McCarty Jefferson City, MO Dear Mr. Betts: New World Systems is pleased to provide additional services for a Server Migration. 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. 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. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS® CORPORATION JEFFERSON GIVi 10OLICE DEPT. MO (New World) ,I� (Custo r B c By: r r rt I ( Larr ..Leinweber,President Authorized gignature Title By: Authorized Signature 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. The"Effective Date"of this Agreement is the latter of the two dates in the above signature block. PRICING IS VALID THROUGH NOVEMBER 2,20112. APPROVEDA/Sr T�jO�FOOR�M: C' Counselor Corporate:888 West BigBemerRoad•Suite 600-Troy•Miclugcm 48084-4749•248-269-l000•www.newworldsystems_cana 1397-12A2B 0926 Serwr Migration Svcs EXHIBIT B ADDITIONAL SUPPORT SERVICES AND FEES 1. Service Fees Allocating adequate support service resources for a Server Migration will be $10,000. The installation and training support services are to be provided remotely from New World national headquarters in Troy, Michigan. The services are to include: a. Build of servers for migration(2 servers); b. Build of SQL Servers for migration(2 sewers); c. Build of MMS production server for migration(I server); d. Build of test side on existing RS/6000 (new); e. Configuration of interfaces for new production servers; f. Final data migration; and g. Go-live support for server migration Additional support services provided by New World outside the scope of this Agreement will be provided at the Customer's hourly rate in effect at that time,currently$150 per hour. 2. Payments for Services Support Services will be billed as follows: a) Amount invoiced upon the Effective Date(100%) $10,000 TOTALDUE............................................................................................................$,1Q ! 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. ALL PAYMENTS ARE DUE WITHIN FIFTEEN(15)DAYS FROM RECEIPT OF INVOICE. Jefferson City Police Dept.,MO CONFIDENTIAL Page 2 of 2 1397-12A2B 0926 Server Migration Svcs r q96 Document#: 1397-12A1 D j .�,. l�'C��'1' 1l�''C�l l�•� .� 1',��t'll l:� June 26, 2012 ADDITIONAL SOFTWARE LICENSE AGREEMENT Mr. Bill Betts Jefferson City Police Department 320 East McCarty Jefferson City, MO 65101 Dear Mr. Betts: New World Systems is pleased to license you additional software per your request. The attached forms (Exhibit AA and Proposal Summary dated 6/26/2012)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. 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. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS° CORPORATION JEFI=ERSON CITY POLICE DEPT. MO (NZa:rry o d ((Custom r) B (.�f By: D. Le' weber, President ut •iie ature Title 1 Autho,�ijzzedl Signature Mlle Date: � '"'� 2 L_`.4N": M-TE --Cj'( SCE 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. The"Effective Bate" of this Agreement is the latter of the two dates in the above signature block. PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE. APPROVEDAS TO FORM: -�a City Cotmselor Carpprato:888 Wast Big Boavar Read,Suite 600, Troy,Michigan 480134-•1749 248-2$9-1000 mm.novAvorkisystams,com 1397-12A1 0 0626 Add Ticket writer Page 1 EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Costs Summary: Licensed Standard Software and Implementation Services DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary $19,780 B. IMPLEMENTATION AND TRAINING SERVICES as further described in the Proposal 6,000 Summary C. 3-YEAR PRE-PAID SSMA as further described in the Proposal Summary 11,868 ONE TIME PROJECT COST: 537.648 ll. Payments for Licensed Standard Software and Implementation Services DESCRIPTION OF PAYMENT COST A. ONE TIME PROJECT PAYMENT: 1. Amount due upon the Effective Date(100%) S37,648 ONE TIME PROJECT PAYMENT: $37,546 ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE AlilY U'ORLD SY-VE' /S':legis PUIILIC.,-il'ET)'SOI TIGIRE 1397-12A1 D 0626 Add Ticket Writer CONI7D1iNTIALAND PROPRIL•'TARY Page 2 JEFFERSON CITY POLICE DEPT. MO Budgetary pro osal Surnmar June 26, 2012_ * .' • • ---- —� ITEM DESCRIPTION --' INVESTMENT LAW ENFORCEMENT RECORDS 1• Aecgis/MSP Third Party LE Records Interface Software 5 Ticket Writer Interface 20,000 W� .,SUBJOTAL RECORDS s• rri MOBILE CLIENT SOFTWARE Fie[d-Based Reporting (35 Units) MCT Ticket Writer Interface S150 ea. S5,250 Subtotal $150 ea. 55,250 Less Laptop Software Volurno Discount of 10% ($525) TOTAL LAPTOP SOFTWARE 4,725 NEW WORLD STANDARD SOFTWARE LICENSE FEE $24,725 LESS DEMONSTRATION SITE DISCOUNT (4,945) ITEM DESCRIPTION INVESTM[NT IMPLEMENTATION SERVICES 1. Fixed Installation Service Fees: 6,000 Ticket Writer Interface 6,000 TOTAL • rrr TOTAL • rrr TOTAL ONE • :t J��eraar C'in•Pulicr j}cpl.,410 f'rulxtsalS'rureiirerrr ;Vlim tr01 tl.U:S}'.51fi,tLS':tegls.11011U.(i("U.t11'U7Zli SU!•77r;•tRli I cs+i.i2.r1!?u67h,tdd Tirl.v fl�uer Cnr\%'l1 71;iV77.11.:IaV1JPf70Ph71.•'Ti1J!}' f;r;•;; 1C. MAINTENAN.CE ITEM IDESCRI PTION INVESTMENT 1. COMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA) (Per Year Cost) Annual SSMA to begin on November 1,2012 Year 1 SSMA(11/01/12- 10/31/13) 53,956 Year 2 SSMA(11/01/13- 10131114) $3,956 Year 3 SSMA(11/01114- 10/31115) 53,956 PRICING VALID FOR 30 DA YS FROM DATE REFERENCED ABOVE. MSP ENDNOTES ' Personal Computers must meet the minimum hardware requirements for New World Systems'MSP product.Microsoft Windows XP or later is required for all client machines. Windows 200312008Server and SQL Server 200512008 are required for the Application and Database Servers). z New World Systems'MSP product requires Microsoft Windows 200312008 Server and SOL Server 2005/2008 including required Client Access Licenses(CALs)for applicable Microsoft products. Servers must meet minimum hardware requirements provided by New World Systems. J New World Systems'MSP product requires Microsoft Excel or Windows.Search 4.0 for document searching functionality; Microsoft Word is required on the application server for report formatting. New World recommends a 100/1000MB(GS)Ethernet network for the local area network. Wide area network requirements vary based on system configuration, New World will provide further consultation for this environment. s Does not include any required 3rd party hardware or software unless specified in Section C of this proposal Customer is responsible for any 3rd party support. Prices assume that all software is licensed. Licensed Software,and third party software embedded therein,if any, will be delivered in a machine readable form to Customer via an agreed upon network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. ° Travel and expenses are described in Section!IB of Exhibit AA. Jcxf rvia C1h'i'ntice nept.,dr0/r'otxarat sru11fJ1Nn' AI.'lV rrvxt.D srsrt:,t15,A ggir,j iORll l;C01tI'U7CR SoF/1;:r iU 097.1.'A Ill uh?6:Irrd 7rrkr u'rrrrr Co NrlDr-WIAILAr1'D PROPRlETUY Pop-