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Home My WebLink AboutReso 2010-1531 RESOLUTION NO. 2010- 1531 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING AN ADDITIONAL SOFTWARE LICENSE AGREEMENT WITH NEW WORLD SYSTEMS, INC. FOR THE PURCHASE AND IMPLEMENT A TION OF AN ACCOUNTS RECEIVABLE MODULE, IN A TOTAL AMOUNT NOT TO EXCEED FIFTEEN THOUSAND DOLLARS ($15,000.00), 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 THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach continues to grow and mature, and the financial infrastructure must be able to support that growth; and WHEREAS, the City will soon begin invoicing residents for over $1,000,000 in special assessments and it may be necessary to centralize our invoicing procedures; and WHEREAS, invoicing software is proprietary software only available from New World Systems, and it would integrate with the General Ledger software providing the best possible audit ability and flexibility to the City; and WHEREAS, the City wishes to enter into an Additional Software License Agreement with New World Systems, Inc. for the purchase and implementation of an Accounts Receivable Module, in a total amount not to exceed $15,000.00, 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 Additional Software License Agreement. The City Commission hereby approves an agreement with New World Systems, Inc. for the purchase and implementation of an Accounts Receivable Module, in a total amount not to exceed Fifteen Thousand Dollars ($15,000.00), attached hereto as Exhibit "A". Section 2. Authorization of Mayor. The Mayor is hereby authorized to execute said agreement. 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 18th day of February 2010. t';,1 R2010- New World Software Agmt Accounts Receivable Module Page I of2 (" t ~...\- ... (l ~ ., . i , ':'~'" :'. ~;,' \" N~ " ("', Jan~ A. H;ines",CMC, City Clerk .. '\.., .... ~ , ' ..... . 1 . #I '0'_". ~':..J ) TO FORM AND I CY Vote: 6-0 Mayor Ede1cup Vice Mayor Thaler Commissioner Brezin Commissioner Goodman Commissioner Scholl Moved by: Cn~~nLL \(,a 'ff\~y -r\-\1\-Lt.-R- Seconded by: R20IO- New World Software Agmt Accounts Receivable Module ~(Yes) :::::1Y es ) (Yes) ~Yes) _(Yes) _(No) _(No) _(No) _(No) _(No) Page 2 of2 -'" a ~e;;,"!:~;,f.~,:~1.:;~1 (' illS' January 14, 2010 ADDITIONAL SOFTWARE LICENSE AGREEMENT Mr. Doug Haig City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, FL 33160 Dear Mr. Haig: New World Systems is pleased to license you additional software per your request. The attached forms (Exhibit AA and Proposal Summary dated 1/14/2010) 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 SYSTEMSiKl CORPORATION (New World) CITY OF SUNNY ISLES BEACH. FLORIDA (Custom . By: Larry D. Leinweber, President uthorized 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. PRICING VALID FOR 30 DA YS FROM DA TE REFERENCED ABOVE. Corporate: 888 West Big Beever Road, Suite 600, Troy, Michigan 48084-4749 248-269-1000 www.newworldsystems.com Page 1 EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Costs Summary: Licensed Standard Software and Implementation Services DESCRIPTION OF COST A. LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary B. INSTALLATION AND TRAINING SERVICES as further described in the Proposal Summary ONE TIME PROJECT COST: C. TRAVEL EXPENSES (Estimate) II. Payments for Licensed Standard Software and Implementation Services DESCRIPTION OF PAYMENT A. ONE TIME PROJECT PAYMENT: 1. Amount due upon the Effective Date (100%) ONE TIME PROJECT PAYMENT: B. TRAVEL EXPENSES (Estimate) 1. 1 trip is anticipated, to be billed at actual cost for reasonable expenses incurred for airfare, rental car, lodging, tolls, mileage, and daily per diem expenses. All travel costs will be billed weekly for services provided in the previous calendar week. III. Standard Software Maintenance Services Standard Software Maintenance Agreement (SSMA) fees for the above software will be added to Customer's current SSMA fees and will commence 90 days after delivery of the software; year one cost to be prorated to run concurrently with Customer's existing SSMA. Subsequent year SSMA fees for the above software will be consistent with the SSMA agreement currently in effect. ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE NEW WORLD SYSTEMS' Logos PUBLIC ADMINISTRATION SOFTWARE CONFIDENTIAL AND PROPRIETARY COST $5,400 3,840 ~ $1,300 COST $9,240 ~ $1,300 $960 Page 2 .. CITY OF SUNNY ISLES BEACH. FLORIDA PROPOSAL SUMMARY Januarv 14. 2010 1. Additional Logos~ Financial Management Software - Accounts Receivable Module 6,000 NEW WORLD STANDARD SOFTWARE LICENSE FEE LESS DEMONSTRATION SITE DISCOUNT1 TOTAL SOFTWARE LICENSE FEE 2.3 $6,000 (600) $5,400 1. Up to 24 hours of Implementation and Training Services are included for: $3,840 - Software Tailoring and Set Up TOTAL SUPPORT SERVICES $3,840 TOTAL ONE TIME COST $9.240 1. STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) (Per Year Cost) Annual SSMA to begin at the end of the 90 day warranty; year one cost to be prorated to run concurrently with customer's existing SSMA. Year 1 $960 City of Sunny Isles Beach, FL NEW WORLD SYSTEMS' Logos PUBLIC ADMINISTRATION SOFTWARE 1 L400 011410 - CntAdd -Acct Roc.XlS CONFIDENTIAL AND PROPRIETARY Page J D. TRAVEL EXPENSES 1. TRAVEL EXPENSES (estimate) 1 trip at $1,300/each _ Includes airfare, car rental, hotel accommodations, and per diem $1,300 ENDNOTES 1 In consideration for this discount, Customer agrees to serve as a reference site for this software. 2 Prices assume that al/ software proposed is licensed. 3 Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. 4 Travel and expenses are described in Section liB of Exhibit AA. City of Sunny Isles Beach, FL NEW WORLD SYSTEMS' Logos PUBLIC ADMINISTRATION SOFTWARE 1 L400 011410 - CntAdd - Acct Roc.XLS CONFIDENTIAL AND PROPRIETARY Pag~ -4 Preview Page 1 of2 City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-0606 City Hall (305) 949-3113 Fax MEMORANDUM TO: The Honorable Mayor and City Commission FROM: Doug Haag, Assistant City Manager - Finance DATE: 2/18/2010 RE: APPROVAL OF ADDITIONAL SOFTWARE LICENSE AGREEMENT WITH NEW WORLD SYSTEMS FOR ACCOUNTS RECEIVABLE MODULE AND TOTAL ESTIMATED COSTS (WITH IMPLEMENTATION) OF $15,000 RECOMMENDATION: Approve the attached resolution which authorizes the City to enter into the additional software license agreement with New World Systems for purchase and implementation of an accounts receivable module for a total cost not to exceed $15,000. REASONS: As the City continues to grow and mature it is important that the financial infrastructure be able to support that growth. In the near future, the City will begin invoicing residents for over $1,000,000 in special assessments. We are also reviewing the feasibility of centralizing our invoicing procedures in the near future. In order to accomplish this effectively, we are recommending purchasing the invoicing software from New World Systems. New World Systems is our financial software vendor and this module would integrate with the General Ledger software an provide the best possible audit ability and flexibility to the City. This is proprietary software only available from New World Systems. The City has an existing agreement with New World Systems under which we pay them approximately $18,000/year for software updates, customer support, etc. ( ../ The total cost of the project is as follows: Software $5,400 Annual Software Maintenance $960 http://sibagenda.sibfl.net/agenda/Preview.aspx?ItemID= 1 99&MeetingID=0&MeetingDate. .. 2/11/2010 Preview Page 2 of 2 Installation and training $3,840 AS 400 consulting services $3,500 Travel expenses $1.300 Total $15,000 FUNDING SOURCE: Funds are available in 10-700-5591 ATTACHMENTS: . Resolution . License Agreement and Proposal http://sibagenda.sibfl.net/agendalPreview.aspx?ItemID= 199&MeetingID=0&MeetingDate... 2/1112010