HomeMy WebLinkAboutReso 2008-1252
RESOLUTION NO. 2008- 1252
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT
WITH NEW WORLD SYSTEMS, INC., FOR THE PURCHASE OF
SOFTW ARE SUPPORT AND MAINTENANCE FOR A THREE-YEAR
PERIOD, IN AN AMOUNT NOT TO EXCEED FORTY -NINE
THOUSAND ONE HUNDRED NINETY DOLLARS ($49,190.00) AND IN
SUBST ANTIALL Y THE SAME FORM AS THE AGREEMENT
A TT ACHED HERETO AS EXHIBIT '''A''; AUTHORIZING THE
MAYOR TO EXECUTE SAID AGREEMENT; AUTHORIZING THE
CITY MANAGER TO DO ALL THINGS NECESSARY TO
EFFECTUATE THE TERMS OF THIS RESOLUTION; PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach approved the purchase of software and
hardware from New World and Midrange Support Service, Inc., through Resolution No. 2002-
504 on December 12,2002; and
WHEREAS, New World installed Logos 400 Software, packaged with the IBM iSeries
270 Server from Midrange Support Service, Inc., and the City uses New World Systems software
for its financial systems; and
WHEREAS, pursuant to Resolution No. 2007-1078 adopted on April 19, 2007, the City
Commission approved the purchase of Software Support and Maintenance from New World
Systems, Inc., allowing the City access to technical support personnel, program fixes, and new
releases; and
WHEREAS, this service is for as long as the City continues to use the software, and
desires the ability to access technical support and receive program updates; and
WHEREAS, the City now wishes to enter into an agreement with New World Systems,
Inc., for the purchase of Software Support and Maintenance for a three-year period beginning
May 1, 2008 in an amount of Fourteen Thousand Eight Hundred Sixty-One Dollars ($14,861.00),
May 1, 2009 in an amount of Sixteen Thousand Three Hundred Forty-Seven Dollars
($16,347.00), and May 1,2010 in an amount of Seventeen Thousand Nine Hundred Eight-Two
Dollars ($17,982.00), for a total amount not to exceed Forty-Nine Thousand One Hundred Ninety
Dollars ($49,190.00), attached hereto as Exhibit "A".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The City Commission hereby approves an agreement
with New World Systems, Inc., for the purchase of Software Support and Maintenance for a
three-year period beginning May 1, 2008, for a total amount not to exceed Forty-Nine Thousand
One Hundred Ninety Dollars ($49,190.00) and in substantially the same form as the Agreement
attached hereto as Exhibit "A".
R2008- New World Software & Maintenance Agmt
Page 1 of2
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate this Resolution.
Section 4.
Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this I ih day of April 2008.
)h~/~dd~
ran S. Edelcup, Mayor /
\~W~I ~~~t'1
Jane A. Hines, CMC, City Clerk
. .
ATTEST:
Seconded by:
COHHi.ss,o~ Scholl
ViCe Mayor T1-Y11e/
Moved by:
Vote:
5-D
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Scholl
v (Yes)
~(Yes)
-L(Yes)
-.L(Yes)
-L(Yes)
_(No)
_(No)
_(No)
_(No)
_(No)
R2008- New World Software & Maintenance Agmt
Page 2 of2
NEW WORLD SYSTEMS CORPORATION
STANDARD SOFTWARE MAINTENANCE AGREEMENT
This Standard Software Maintenance Agreement (SSMA) between New World Systems Corporation (New
World) and Sunnv Isles Beach, Florida (Customer) sets forth the standard software maintenance support services
provided by New World.
I. Service Period
This SSMA shall remain in effect for a period of three (3) years from (start date) 5/1/08 to (end date) 4/30/11.
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).
(e) Invitation to and participation in user group meetings.
Items a, b, and c above will be provided to Customer by electronic means.
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. Hillin!!
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 A!!reement
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
Sunny Isles Beach, FL
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 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 Packae.es Covered for IDM AS/400-2432
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 Packae.e Number of Modules
1. Logos@
2. Logos@
Financial Management Software
Logos Graphical User Interface
12
2
ANNUAL
MAINTENANCE COST: See Below
Period Covered
Annual Amount
BillimJ Date
5/1/2008 to 4/30/2009
5/1/2009 to 4/30/2010
5/1/2010 to 4/30/2011
$14,861
$16,347
$17,982
4/15/2008
4/15/2009
4/15/2010
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 FIFTEEN (15) DAYS FROM BILLING DATE.
(Rev SSMA 03/06)
CONFIDENTIAL
Sunny Isles Beach, FL
.8. Terms and Conditions
This Agreement is covered by the Terms and Conditions from our Licensing Agreement signed by Sunny Isles
Beach. Florida (Customer) on December 21, 2002.
~s:aL
/ Signature
~ff1 (~~
Print Name
Pn~f' J,A.. ;
WITNESSES: ~ c-r--
~C.cr~
~ure
~ C\VV\ e~ E. r-€.-C-
Print Name
A TTEST: CITY OF SUNNY ISLES }lEACH
B~lfuh.,~~~ -? d ~
Jane A. Hines, CMC, City Clerk orman S. Ede1cup, Mayor
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.
(Rev SSMA 03/06)
CONFIDENTIAL
Sunny Isles Beach, FL
Sunny Isles Beach, FL
Licensed Application Software
May, 2008
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
- Project/Grant Accounting
- Fixed Assets
- Government Reporting
- Financial Management Report Writer
2. Logos@ Logos Graphical User Interface
- Graphical User Interface - Server
- Graphical User Interface - Clients
(Rev SSMA 03/06)
CONFIDENTIAL
Sunny Isles Beach, FL
TO:
VIA:
FROM:
DATE:
RE:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33 160
City Commission
Norman S. Edelcup, Mayor
Lcwis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry Goodman, Commissioner
Georgc "Bud" Scholl, Commissioner
(305) 947-0606 City Hall
(305) 949-3 II 3 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
A. John Szerlag, City Manager
Hans Ottinot, City Attorney
Jane A. Hincs, CMC, City Clerk
MEMORANDUM
The Honorable City Commission
A. John Szerlag, City Manager
Doug Haag, Assistant City Manager/Finance Division
Edel Fonseca, Information Technology Director
April 17, 2008
Standard Software Maintenance Agreement with New World Systems
RECOMMENDATION:
It is recommended that the City Commission adopt the attached resolution.
REASONS:
The following is our yearly maintenance agreement with New World Systems. Currently, this
software manages the Finance Department. I have attached the maintenance agreement with this
memo which details the support they provide with our agreement. New World has outlined the
cost for the next three years in their proposal.
ADDITIONAL INFORMATION:
The cost outline for the next three years is as follows:
5/1/2008 - 4/30/2009 $14,861
5/1/2009 - 4/30/2010 $16,347
5/1/2010 - 4/30/2011. $17,982
Total $49,190
Funding is available in the current fiscal year budget, specifically Account No. 10-559-5467, for
this item.
Funding available:
Finance Department
IOD
Y-11-0&
Agenda Item No.:
Cover Memo - New World Software Maintenance Agreement
Commission Meeting Date:
City Commission April 25, 2008
Norman S. Edelcup
Mayor
Lewis J. Thaler
Vice Mayor
Roslyn Brezin
Commissioner
Gerry Goodman
Commissioner
George "Bud" Scholl
Commissioner
A. John Szerlag
City Manager
Hans Ottinot
City Attorney
Jane A. Hines
City Clerk
Larry D. Leinweber, President
New World Systems Corporation
888 West Big Beaver, Suite 1100
Troy, Michigan 48084
Re:
Approval of Software Support and Maintenance Agreement
Dear Mr. Leinweber:
At its regular meeting of April!7, 2008, the City Commission adopted Resolution No.
2008-1252, which approved a Software Support and Maintenance Agreement with New
World Systems Corporation. Enclosed are an original agreement and a copy of the
approving legislation for your files.
Thank you.
<=~IY yours,
-00", ~
Priscilla ~lker, ~MC
Deputy City Clerk
Enclosures
cc: Doug Haag, Assistant City Manager/Finance
Edel Fonseca, Information Technology Director
Anice Paul, Administrative Assistant to Finance Department
Office of the City Clerk (305) 792-1703 Phone (305) 949-3113 Fax
New World - Software Support & Maintenance Agrmt Trans L1r
Page 1 of 1
Priscilla Walker
From: Priscilla Walker
Sent: Friday, April 25, 2008 11: 13 AM
To: Anice Paul
Subject: FW: City Commission Items Approved in April 2008
Attachments: R2008-1260.PDF; R2008-1249.PDF; R2008-1250.PDF; R2008-1251.PDF; R2008-1252.PDF; R2008-
1258.PDF
rprisci[[a Wa[k!r, CMC, Deputy City Clerk
City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, FL 33160
(305) 792-1703 Phone (305) 949-3113 Fax
www.sibfl.net
Please note:
Under Florida law, e-mail addresses are public records. If you do not want your e-mail address
released in response to a public records request, do not send electronic mail to this entity.
Instead, contact this office by phone or in writing.
From: Priscilla Walker
Sent: Tuesday, April 22, 2008 4:07 PM
To: Mike Grandinetti; Edel Fonseca; Douglas Haag
Subject: City Commission Items Approved in April 2008
At its regular meeting of April 17,2008, the City Commission approved the following items.
R2008-1249
R2008-1250
R2008-1251
R2008-1252
R2008-1258
R2008-1260
Purchase of 12 handheld Police Radios
Forfeiture Ex enditure
Purchase of Dell Servers for Phase II
New World Su ort & Maintenance A reement
Bud et Amendment A ril
Florida Communities Trust Grant A
Attached are copies of the approving legislation for your files.
CFrisci[[a Wa[k!r, CMC, Deputy City Clerk
City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, FL 33160
(305) 792-1703 Phone (305) 949-3113 Fax
W'fI'W. stQfl.[1et
Please note:
Under Florida law, e-mail addresses are public records. If you do not want your e-mail address
released in response to a public records request, do not send electronic mail to this entity.
Instead, contact this office by phone or in writing.
4/25/2008