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HomeMy WebLinkAbout04. New World Systems-Police AGENDA MEMO DATE: March 8, 2011 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Rick Esteves, Chief of Police SUBJECTNEW WORLD SYSTEMS SERVICE CONTRACT : RECOMMENDATION That the City Council approve a five-year Standard Service Maintenance Agreement (SSMA) with New World Systems Inc., to maintain the Police Department’s Computer Aided Dispatch (CAD) System, AGIS Records System, and all Mobile Unit services, as well as all necessary and applicable licensing fees. BACKGROUND The Police Department has utilized New World Systems software since September 2002 to enter and track all calls for service received through the Computer Aided Dispatch Center. The software links all mobile police unit computers to the Dispatch Center and facilitates communication between them. All Downey Police records are input and stored utilizing the New World Systems software. The previous agreement expired in January 2011. The proposed agreement provides the necessary update and maintenance coverage to ensure continued successful operation of the Police Department’s Computer Aided Dispatch Center, police records input and storage, and the link to the Police Department’s mobile computers through January 2016. The proposed agreement is in the amount of $144,995 per year for the first three (3) years. This is a savings of $29,805 per year from the previous contract. The last two (2) years of the proposed agreement would result in a 2% cost increase per year, equaling $147,895 for year four and $150,853 for year five. FISCAL IMPACT Asset Forfeiture funds would be used for the cost of this contract. There is no impact to the General Fund. H:\pwb\MYDOCUME\AGENDA\New world Systems Contract 2011.doc CITY OF DOWNEY, CALIFORNIA NEW WORLD SYSTEMS CORPORATION STANDARD SOFTWARE MAINTENANCE AGREEMENT New World This Standard Software Maintenance Agreement (SSMA) between Systems Corporation City of Downey Customer (New World) and () sets forth the standard software maintenance support New World services provided by . Service Period 1. This SSMA shall remain in effect for a period of five (5) years from (start date) 2/1/11 to (end date) 1/31/16. Services Include 2. 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 New World release is announced by ). (b) Temporary fixes to Licensed Standard Software (see paragraph 6 below). Software fixes will be delivered electronically. (c) Revisions to Licensed Documentation. Documentation will be delivered electronically. (d) Reasonable telephone support for Licensed Standard Software on Monday through Friday from 8:00a.m. to 8:00 p.m. (Eastern Time Zone). (e) Invitation to and participation in user group meetings. (f) Emergency 24-hour per day telephone support, for Aegis CAD only, seven (7) days per week for Licensed Standard Software. Normal service is available from 8:00 a.m. to 8:00 p.m. (Eastern Time New Zone). After 8:00 p.m., the Aegis CAD phone support will be provided via beeper and a World support representative will respond to CAD service calls within 30 minutes of call initiation. (g) Includes ESRI Integration for the ESRI software that is part of Exhibit A Licensed Standard Software. Customer Items a, b, and c above will be provided to by electronic means. Customer Additional support services are available as requested by using the then-current hourly rates or applicable fees. Maintenance for Modified Licensed Standard Software and Custom Software 3. 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 maintainNew World . If agrees to provide maintenance support Customer for Custom Software or Licensed Standard Software modified at 's request, then the additional New World maintenance or support services provided shall be billed at the then-current hourly fees plus reasonable expenses. øλªÍÍÓßðíñðê÷ܱ©²»§ôÝßÐÜ CONFIDENTIAL Billing 4. Maintenance costs will be billed annually as detailed on the following page. If taxes are imposed, they are Customer New World the responsibility of the and will be remitted to upon being invoiced. Additions of Software to Maintenance Agreement 5. New World Additional Licensed Standard Software licensed from will be added to the SSMA per the terms of the contract adding the software. 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. Requests for Software Correction on Licensed Standard Software 6. Customer At any time during the SSMA period, if believes that the Licensed Standard Software does not Customer New World conform to the current specifications set forth in the user manuals, must notify in Customer writing that there is a claimed defect and specify which feature and/or report believes to be New WorldCustomer defective. Before any notice is sent to , it must be reviewed and approved by the New World Liaison. Documented examples of the claimed defect must accompany each notice. will review the documented notice and when a feature or report does not conform to the published New World specifications, will provide software correction service at no charge. A non-warranty request is handled as a billable Request for Service (RFS). The no charge software correction service does not apply to any of the following: New (a) situations where the Licensed Standard Software has been changed by anyone other than World personnel; Customer (b) situations where '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. Maintenance Costs for Licensed Standard Software Packages Covered for MSP Server 7. New New World agrees to provide software maintenance at the costs listed below for the following WorldCustomer Standard Software packages licensed by the : Application Package Number of Modules 1.Aegis®Computer Aided Dispatch (CAD) 12 2.Aegis®Law Enforcement Records Software 22 3.Aegis®Public Safety Interface Software 4 4.Aegis®Mobile Management Server Software 2 5.Aegis®Mobile Software on the RS6000 3 6.Aegis®Mobile Client Laptop Software 4 7.Aegis®Mobile Software on the 400 or MSP Server 2 8.Aegis®ESRI Embedded Applications - New 1 9.Aegis®ESRI Embedded Applications - Upgrades 1 ANNUAL MAINTENANCE COST: See Below øλªÍÍÓßðíñðê÷ܱ©²»§ôÝßÐÜ CONFIDENTIAL Period Covered Annual Amount Billing Date 2/1/2011 to 1/31/2012 $144,995 3/1/2011 2/1/2012 to 1/31/2013 $144,995 1/15/2012 2/1/2013 to 1/31/2014 $144,995 1/15/2013 2/1/2014 to 1/31/2015 $147,895 1/15/2014 2/1/2015 to 1/31/2016 $150,853 1/15/2015 Note:New World Unless extended by , the above costs are available for 90 days after submission of the CustomerNew World costs to . After 90 days, may change the costs. ALL INVOICES ARE DUE FIFTEEN (15) DAYS FROM BILLING DATE. Terms and Conditions 8. This Agreement is covered by the Terms and Conditions specified in the Licensing Agreement(s) for the software contained herein. ACCEPTED BY: ACCEPTED BY: CITY OF DOWNEY New World Systems Corporation By: _________________________________ Name:_________________________________ LUIS H. MARQUEZ, Mayor Title: _________________________________ Date: _________________________________ APPROVED AS TO FORM: ______________________________________ YVETTE M. ABICH GARCIA, City Attorney ATTEST: _______________________________________ JOYCE E. DOYLE, Interim City Clerk Date: _________________________________ 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. øλªÍÍÓßðíñðê÷ܱ©²»§ôÝßÐÜ CONFIDENTIAL