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Home My WebLink AboutReso 2011-1708 RESOLUTION NO. 2011- ll()~ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT WITH NEW WORLD SYSTEMS, INC., FOR RENEWAL OF THE SOFTWARE SUPPORT AND MAINTENANCE FOR A ONE-YEAR PERIOD, IN AN AMOUNT NOT TO EXCEED NINETEEN THOUSAND THREE HUNDRED NINETY-SEVEN DOLLARS ($19,397.00), 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 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, pursuant to Resolution No. 2008-1252 adopted on April 17, 2008, the City Commission approved the purchase of Software Support and Maintenance for a three-year period beginning May 1,2008; 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 renew the agreement with New World Systems, Inc., for the purchase of Software Support and Maintenance for a one-year period beginning May 1,2011 to April 29, 2012, in an amount not to exceed Nineteen Thousand Three Hundred Ninety- Seven Dollars ($19,397.00), 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 one- year period beginning May 1, 2011, in an amount not to exceed Nineteen Thousand Three Hundred Ninety-Seven Dollars ($19,397.00), attached hereto as Exhibit "A". R2011- New World Software & Maintenance Agmt Page 1 of2 . Section 2. Authorization of Mayor. The Mayor IS hereby authorized to execute said agreement. Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate this Resolution. Section 4. Effective Date. This Resolution will become effective upon adoption. PASSED AND ADOPTED this 21 st day of April 2011. " ATTEST: -;:)~~1\~ ". " Jane A. Hines, CMC, City Clerk .1''1..: .... ~\ I '" I .:j :"}: "/1 .J Moved by J. y. ~.- ~ 't.JC Seconded by: CD~ b''C)J0 Vote: '5-0 Mayor Edelcup Vice Mayor Thaler Commissioner Aelion Commissioner Gatto Commissioner Scholl v (Yes) V(Y es) -LL.cY es) --.iG. (Yes) L-(Yes) _(No) _(No) _(No) _(No) _(No) R2011- New World Software & Maintenance Agmt Page 2 of2 NEW WORLD SYSTEMS CORPORATION STANDARD SOFTWARE MAINTENANCE AGREEMENT This Standard Software Maintenance Agreement(SSMA)between New World Systems Corporation(New World)and Sunny Isles Beach.Florida(Customer)sets forth the standard software maintenance support services provided by New World. 1. Service Period 4 +h:Nod •vie, tl)yc,R tcp:144 conivvifVlc/VIq 5/i/i gNoj 7 pan avfovbnai�r$hI y review Igoe. 4*012 coy)sit vt?vt ow ye 4 This SSMA shall remain in effect fo . . . - :. .. •. : - -: .. : , . +er 6m *tree (3)Y 5. 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. Billin 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 Agreement 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 -. .1 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 Packages Covered for IBM 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 Package Number of Modules 1. Logos® Financial Management Software 12 2. Logos® Logos Graphical User Interface 2 ANNUAL MAINTENANCE COST: See Below Period Covered Annual Amount Billing Date 5/1/2011 to 4/30/2012 $19,397 4/15/2011 5/1/2012 to 4/30/2013 $21,240 4/15/2012 5/1/2013 to 4/30/2014 $23,258 4/15/2013 Note: Unless extended by New World,the above costs are available for 90 days after submission of the costs to Customer. After 90 days, New World may change the costs. ALL INVOICES ARE DUE FIFTEEN(15)DAYS FROM BILLING DATE. (Rev SSMA 03/06) CONFIDENTIAL Sunny Isles Beach,FL 8. Terms and Conditions This Agreement is covered by the Terms and Conditions from our Licensing Agreement signed by Sunny Isles Beach,Florida(Customer)on December 21,2002. q, Arun vat Al/roof:#4+ItAl -r+i;.$ .44teevvte'41" ,H.II, ae 5.0104tct Iv AN ,fKNwrl ocla Prp a*-of$lOu eitlit e∎IlA C i CO•4014 Kroh, t►+evid the Ct N COv 44 '1t 1P" 4:t +m a 1".161 'ir4C b11 41' 6� that YA �e,ewr + ie ci4 fLi iI +�rewdirtn+C f :5 �4/rrevtieKt virtu -)-H lit+y (30,) dbity5 viPfece WITNESSES: NEW WORLD SYSTEMS CORPORATION BY Signature Signature Print Name Print Name and Title WITNESSES: Signature Print Name ATTEST: CITY OF SUNNY ISLES BEACH �a� 4d4e' BY: BY: /� y�lU/+' City Clerk ayor APPROVED AS 'I ORM AND L:Av f 9.ty Att o' Y 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 March, 2011 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 • '3 Preview Page 1 of 1 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: Minai Shah, Assistant City Manager-Finance DATE: 4/21/2011 RE: The annual renewal of the service maintenance agreement for the New World Financial Management Software Package. RECOMMENDATION: Staff is recommending the Commission approve the renewal of the software service maintance agreement for the New World Financial Management Software Package for the period of May 1,2011- April 29, 2012 in the amount of$19,397. REASONS: The renewal of this agreement will allow to continue to receive continued maintenance and technical support. FUNDING SOURCE: Funding is available in 10-559-5467. A TT ACHMENTS: . Resolution . Agreement Agenda Item I () ~ Date ~-21- II http://sibagenda.sibfl.net/agenda/Preview .aspx?I temID=4 72&MeetingID=