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Home My WebLink AboutResolution No. 2013-067 CITY OF THE COLONY, TEXAS RESOLUTION NO. 2013- QU-1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH NEW WORLD SYSTEMS TO PROVIDE SOFTWARE AND SUPPORT TO ACCOMMODATE MOBILE COMPUTERS FOR FIRE APPARATUS AND REPLACE EXISTING FIRE HOUSE SOFTWARE FOR FIRE RECORDS MANAGEMENT; PROVIDING AN EFFECTIVE DATE WHEREAS, The Colony City Council desires to enter into contract with New World Systems to provide software and support to accommodate mobile computers for fire apparatus and to replace existing fire records management software; and, WHEREAS, the City Council has determined it to be in the City's best interest to enter into such agreement with the terms as specified therein. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS: Section 1. That the City Council of the City of The Colony, Texas hereby authorizes the city manager to execute a software and support contract with New World Systems in the amount of $130,800.00 for the purpose of providing software and support for fire department mobile computers and fire records management software, copy of which is attached as Exhibit A, under the terms as specified therein. Section 2. That this resolution shall take effect immediately from and after its passage. PASSED AND APPROVED by the City Council of the City of The Colony, Texas, this 3rd day of December, 2013. doe McCourry, Mayor jCity of The Colony, Texas N T % T. - t~ > lrrstie Wilson, TRMC, City Secretary zly. C'o APPROVED AS TO FORM: flr t Jeff Moore, City Attorney rExAl~ Document #:1354-13A2B November 1, 2013 ADDITIONAL SOFTWARE LICENSE AGREEMENT Assistant Chief Chris Plemons The Colony Police Department 5151 North Colony Blvd. The Colony, TX 75056 Dear Assistant Chief Plemons: New World Systems is pleased to license you additional software per your request. The attached forms (Exhibits AA, A and B) 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 took forward to working on this project with you. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS" CORPORATION THE COLONY POLICE DEPARTMENT, TX (New World (Customer) B L~ Y i . Lar D. Leinweber, President fzed Signature Title . By: Authorized Signature Title -.e..? a 1+a i 7 Date. emu., 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 ASSUMES CONTRACT EXECUTION BY DECEMBER 27, 2013. Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 . 248-269-1000 • wtivw.neivworldsvstems.com 1354-13A2B 1101 Add FRMS (13AID 0219 Add FRMS) EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE 1. Total Cost Summary: Licensed Standard Software and Implementation Services DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $81,600 1. Licensed Standard Software $96,000 2. Less Demonstration Site Discount (14,400) B. IMPLEMENTATION SERVICES 49,200 1. PROJECT MANAGEMENT as further described in Exhibit B 2. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B 3. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B ONE TIME PROJECT COST: $1 C. TRAVEL EXPENSES (Estimate) - billed as incurred $10,500 D. STANDARD SOFTWARE, MAINTENANCE SERVICES Annual SSMA to begin at the end of the warranty period; year one cost to be prorated to run concurrently with Customer's existing SSMA. 90-Day Warranty from Date of Delivery No Charge Year 1 SSMA $15,360 Year 2 SSMA $15,821 Year3 SSMA $16,295 Year 4 SSMA $16,784 Year 5 SSMA $17,288 PRICING ASSUMES CONTRACT EXECUTION BYDECEMBER 27, 2013. The Colony, TX CONFIDENTIAL Page 2 of 7 1354-13A2B 1101 Add FRMS . it Exhibit AA /COST SUMMARY AND PAYMENT SCHEDULE II. Payments for Licensed Standard Software and Implementation Services DESCRIPTION OF PAYMENT PAYMENT A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $81,600 1. Amount invoiced upon Effective Date (50%) $40,800 2. Amount invoiced upon delivery of Licensed Standard 40,800 Software (50%) B. IMPLEMENTATION SERVICES 49,200 1. Amount invoiced upon the Effective Date $11,070 2. Amount invoiced 90 days after the Effective Date 11,070 3. Amount invoiced 180 days after the Effective Date 11,070 4. Amount invoiced 270 days after the Effective Date 11,070 5. Amount invoiced upon project completion or 365 days after the 4,920 Effective Date, whichever comes first ONE TIME PAYMENTS: C. TRAVEL EXPENSES (Estimate) $10,500* (These expenses are billed as incurred) 1. 7 trips are anticipated. *Estimate D. STANDARD SOFTWARE MAINTENANCE SERVICES Annual SSMA to begin at the end of the warranty period; year one cost to be prorated to run concurrently with Customer's existing SSMA. 90-Day Warranty from Date of Delivery No Charge Year 1 SSMA $15,360 Year 2 SSMA $15,821 Year 3 SSMA $16,295 Year4 SSMA $16,784 Year 5 SSMA $17,288 ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE. Billings are applied ratably to each deliverable included under the total one-time cost. If any deliverable is subject to sales tax, the tax will be calculated and added as applicable to each billing. The Colony, TX CONFIDENTIAL Page 3 of 7 1.354-13A2B 1101 Add FRMS EXHIBIT A LICENSED STANDARD SOFTWARE AND FEES License Fee for Licensed Standard Software And Documentation Selected By Customer: Application Package"2,3,4 Cost FIRE RECORDS 1. Aegis/MSP Fire Records Software Base Package 42,000 - Activity Reporting and Scheduling - Investigations - Business Registry - Hazardous Materials - GIS/Geo-File Verification - Hydrant Inventory and Inspections -Incident Tracking -Inspection Tracking - Personnel/Education - Pre-plans - Station Activity Log - BLS/ALS 2. Federal Compliance Reporting for Fire Records - NFIRS 5.0 Electronic Reporting 18,000 3. Additional Aegis/MSP Software for Fire Records - Data Analysis/Management Reportings 12,000 - Equipment Tracking and Maintenance 12,000 - Vehicle Tracking and Maintenance 12.000 NEW WORLD STANDARD SOFTWARE LICENSE FEE $96,000 LESS DEMONSTRATION SITE DISCOUNT (14,400) TOTAL SOFTWARE LICENSE FEE II The Colony, TX CONFIDENTIAL Page 4 of 7 1354-13A2B 1101 Add FRMS r Exhibit A / LICENSED STANDARD SOFTWARE AND FEES ENDNOTES i Personal Computers must meet the minimum hardware requirements for jVew World Systems' Aegis products. Microsoft Windows XP or later is requir•ed,for all client machines. Windows 200312008Server and SQL Server 200512008 are required for the Application and Database Server(s). 2 New World Systems' Aegis product requires Microsoft Windows 200312008 Server and SQL Server 200512008 including required Client Access Licenses (CALs) for applicable Microsoft products. Servers must meet minimum hardware requirements provided by New World Systems. 3 New World Systems' Aegis product requires Microsoft Excel or Windows Search 4.0 for document searching functionality; Microsoft Word is required on the application server for report formatting. 4 New World recommends a 100/1000MB (GB) Ethernet network for the local area network. Wide area network requirements vary based on system configuration, New World will provide further consultation for this environment. Application may require a separate Server. G Prices assume that all software is licensed. Licensed Software, and third party sofrivare embedded therein, if any, will be delivered in a machine readable, form to Customer via an agreed upon network connection. Any taxes or fees unposed are the responsibility of the purchaser and will be remitted when unposed. The Colony, TX CONFIDENTIAL Page 5 of 7 1354-13A2B 1101 Add FRMS EXHIBIT B PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES 1. Project Management Services New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan with Customer's management and the Customer Liaison. Project Management Services include: a) a summary level Implementation Plan; b) a detail level Implementation Plan; c) revised Implementation Plans (if required); d) monthly project status reports; and e) project status meetings • a project review (kickoff) meeting at Customer's location • progress status meeting(s) will occur during implementation via telephone conference or at Customer's location; and • a project close-out meeting at Customer's location to conclude the project. The implementation services fees described in Exhibit AA include Project Management fees for a period up to 12 months after the Effective Date. 2. Implementation and Training Support Services Recommended It is recommended that appropriate support days are allocated for all Licensed Standard Software listed in Exhibit A to insure successful implementation of and training on each application package. Based on the Licensed Standard Software listed on Exhibit A, up to 26 days of New World implementation and training support services have been allocated for this project. Excess days requested shall be billed at the Daily Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the amount allocated. 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. The recommended implementation and training support services include: a) implementation of each package of Licensed Standard Software; b) implementation of previously Licensed Mobile Mapping and Mobile AVL Standard Software; c) Customer training and/or assistance in testing for each package of Licensed Standard Software; and d) tailoring of Licensed Standard Software by New World technical staff and/or consultation with New World technical staff. The project management, implementation and training support services provided by New World may be performed at Customer's premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy). 3. Support Services Up to 3 days have been allocated to provide remote MSP 10x Upgrade Services. 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. The Colony, TX CONFIDENTIAL Page 6 of 7 1354-13A213 1101 Add FRMS Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES 4. Additional Services Available Other New World services may be required or requested for the following: a) additional software training; b) tailoring of Licensed Standard Software by New World technical staff and/or consultation with New World technical staff; c) New World consultation with other vendors or third parties; d) modifying the Licensed Standard Software; e) designing and programming Licensed Custom Software; and f) maintaining modified Licensed Standard Software and/or custom software. Customer may request these additional services in writing using New World's Request For Service (RFS) procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be provided at the Daily Rate). The Colony, TX CONFIDENTIAL Page 7 of 7 1354-13A2B 1101 Add FRMS