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Home My WebLink AboutReso 2013-2107 RESOLUTION NO. 2013-,21 b1 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, RATIFYING AN AGREEMENT WITH NEW WORLD SYSTEMS, INC. TO PROVIDE ON-SITE TRAINING AND GRANTING PURCHASE AUTHORITY UP TO AN AMOUNT NOT TO EXCEED THIRTY- FIVE THOUSAND DOLLARS ($35,000.00) WITH NEW WORLD SYSTEMS, INC. FOR FISCAL YEAR 2012/2013; AUTHORIZING THE CITY MANAGER TO EXECUTE THE REQUEST FOR SERVICE (RFS) AUTHORIZATION FORM; AUTHORIZING THE CITY MANAGER TO DO ALL OTHER THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach currently uses New World System as its financial management software; and WHEREAS, the current version of the New World software is in need of an upgrade to its most current version; and WHEREAS, additional work is required to create a customized invoice and customer statement with graphic overlays so that these forms can be created using plain paper for the Finance Department; and WHEREAS, the City deems it beneficial to provide staff with formal on-site training on how to gain full usage of the software. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Ratification of Agreement. The City Commission hereby ratifies the Agreement with New World Systems, Inc., attached hereto as Exhibit "A". Section 2. Granting Purchase Authority. The City Commission hereby grants the City Manager to expend an amount not to exceed Thirty-Five Thousand Dollars ($35,000.00) with New World Systems, Inc. Section 3. Authorization of City Manager. The City Manager is hereby authorized to execute the Request for Service Authorization form, and to do all things necessary to effectuate this Resolution. Section 4. Effective Date. This Resolution will become effective upon adoption. R2013-New World Training Page 1 of 2 PASSED and ADOPTED this 19`h day of September 2013. Gay ,, N.rman S. Edelcup, Mayor ATTEST: Jane . ines, MMC, City Clerk APPROVED AS TO FORM AND LE _ d.UFFICIENCY Ak and H•ns Ottino City Attorney / Moved by: Y 1 Meth r 10,3 Second by: 0.corevrAiN41-tidAcck-k01..-l. VOTE AS FOLLOWS: S-- • Mayor Edelcup ( ✓) yes ( ) no Vice Mayor Aelion yes ( ) no Commissioner Gatto ((-16),) yes ( ) no Commissioner Levin W/ es ( ) no Commissioner Scholl (_ J yes ( ) no R2013-New World Training Page 2 of 2 I � Document#: 1086-13L2B 1 New World Systems 7/x!il}Iii.urlur.%'.ilu ar.t,i,q!(>/tuI' August 29, 2013 ADDITIONAL SERVICES AGREEMENT Ms. Audra Curtis-Whann Finance Director Sunny Isles Beach 18070 Collins Ave. Sunny Isles Beach, FL 33160 Dear Ms. Curtis-Whann: New World Systems is pleased to provide additional services for Logos iSeries software optimization and training. 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. 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: / i NEW WORLD SYSTEMS® ORPORAT1ON SUNNY ISLES BEACH, FL %y - �' v (New World (Customer) � 9 (;( c 3 By: Larry . Leinweber, President t t orized Signature itle By: Authorized Signature Title Date: 0 9°,3 °13 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 15,2013. Corporate:888 West Big Beaver Road•Suite 600•Troy•Alichigan 4808 4-4 74 9•248-269-1000• www.newworldsysterns.com 1086-13L2B 0829 Services SIB I ■ i EXHIBIT B ADDITIONAL SUPPORT SERVICES AND FEES 1. Support Services Up to 5 days have been allocated to provide Logos iSeries software optimization and training. Actual usage may be higher or lower based on Customer's requirements and use of these support services. Support services are typically performed at Customer's premises but may be provided at New World national headquarters in Troy, Michigan. 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 The days cited above will be provided at the rate of $1,200 per day. Any additional support services provided by New World outside the scope of this Agreement will be provided as an additional cost at the Customer's daily rate in effect at that time. Based on the days listed above, the support service cost is $6,000. (Plus all actual and reasonable travel expenses and time incurred by New World divided proportionately between all New World customers visited on a single trip.) 3. Payments for Services and Travel Costs Support Services will be billed as follows: a) Amount invoiced upon the Effective Date(100%) $6,000 TOTAL DUE $6,000 All travel costs including time 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 fifteen (15)days from receipt of invoice. APP:do fit : ' 0 FORM 41 ,1,047,4: O'CIE► • /�1 x /3 ,nTr 0 • NO ,CITY ' O' i Sunny Isles Beach, FL Page 2 of 2 1086-13L2B 0829 Services SIB NEW WORLD Systems Corp. RFS Authorization Form SOFTWARE MODIFICATIONS/ENHANCEMENTS AT CUSTOMER EXPENSE Customer Name: Sunny Isles Beach, FL New World Submitted By: Derrick Arias Ref. # 1086-1645936 Application: Accounts Receivable Date: 9/16/2013 Program Name: Invoice,Customer Statement Release Level: 8.02 Program #: AR0335, AR0610 Requested Completion Date: ASAP In response to your Request for Service we are pleased to offer the following estimate. To begin work on this project, please sign below and return to New World. Description: Create a custom AR invoice and customer statement with graphic overlays so that these forms can be created using plain paper. Cost, Invoicing & Warranty Information: The Project Cost below includes all technical work including: design, programming, and up to 0 hours of on-site Project design based on up to 0 trip(s) to your location. Travel expenses for this work are estimated at $0.00. Actual travel expenses and any on-site support hours in addition to the amounts above will be invoiced at the actual amounts as provided in Exhibit B of your Software License and Services Agreement. All payments are due within 30 days of the actual invoice date. Estimate good for 30 days. Invoiced Upon Customer COSTS INVOICING Invoiced Upon Delivery of Software Approval To Proceed Project Cost$ $750.00 SO S750 Travel Expenses S $0.00 SO S0 Budgeted Total Cost: $ $750.00 SO $750 New World provides warranty and maintenance on the above modifications/enhancements for 90 days. Please test the software immediately upon delivery. IMPORTANT: Please return this signed approval form to New World to start this project. Keep a copy for your records. Customer Liaison Approval: Signature: Date: 9/2-3/13 Title: pv-1) A Phone #: Internal Use Only: Completed By: Date Completed: Library: Sunny Isles Beach 1086-1645936.xls Form#:RFS Authorization Last Revised: 9/16/2013 (r:14NY is City of Sunny Isles Beach S. deku p,saior�F Norman S.Edelcup,Mayor Isaac Aelion,Vice Mayor A. F 18070 Collins Avenue Suite 250-T Jeanette Gatto Commissioner � , _,_;._O = Sunny Isles Beach, Florida 33160 -_ _ Jennifer Levin,Commissioner * (305)947-0606 City Hall George"Bud"Scholl,Commissioner �` " (305)949-3113 Fax y' 99)* `o RN�P s,'r (305)947-2150 Building Department Christopher J.Russo City Manager ei r �� (305)947-5107 Fax Hans Ottinot,City Attorney Y of suo r Jane A.Hines,MMC,City Clerk MEMORANDUM TO: Honorable Mayor and City Commission VIA: Christopher J. Russo, City Manager FROM: Derrick L. Arias, Chief Information Officer DATE: September 19, 2013 RE: Ratification of an Agreement with New World Systems to Provide On-Site Training for the City's Financial Management System and Granting Purchase Authority up to $35,000 with New World Systems for the Fiscal Year 2012- 2013. RECOMMENDATION It is recommended that the City Commission approve the attached Resolution ratifying an agreement with New World Systems for on-site training, and granting purchase authority up to $35,000 with New World Systems for the fiscal year 2012-2013. REASONS The City is currently running version 7.x of New World Systems Logos software for financial management, and would like to upgrade to the most current version, 8.02. In addition, it would be beneficial to provide on-site training for finance staff, none of which has received formal training on the system. ADDITIONAL INFORMATION: For fiscal year 2012-2013, the City has expended $23,258 with New World Systems, for the annual maintenance agreement on the financial management software. FUNDING SOURCE: Funding is available in account 10.513-5317 Agenda Item Date Q- `ct- 13 I