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HomeMy WebLinkAbout2014 03 24 Consent 302 New World Annual Maintenance Agreement COMMISSION AGENDA Informational Consent X ITEM 302 public Hearings g Regular March 24, 2014 KS JD Regular Meeting City Manager Department REQUEST: The Information Services Department requests the Commission authorize payment of the New World Systems annual software maintenance for year two in the amount of $52,000 as per the New World Systems contract document and authorize future maintenance payments for years three through five in the amount of $52,000 per year as further provided for in Exhibit C of the New World contract document. SYNOPSIS: On July 23, 2012, the City Commission approved the replacement of the City's Munis and Kiva software with New World Systems software. On March 20, 2013, the City executed a five year agreement with New World Systems. Maintenance for year one was included in the cost of the software. We are requesting authorization to pay year two maintenance in the amount of $52,000, and authorization to pay future maintenance payments for years three through five in the amount of $52,000 per year as provided for in Exhibit C of the New World Systems contract document. CONSIDERATIONS: On July 23, 2012, on Regular Agenda Item 601, the City Commission approved the replacement of the City's financial management software (Mums), and permitting, plans review, inspections, and code enforcement software (KIVA), with a single, integrated software solution called New World Systems, which will support the business activities of the City. On March 20, 2013, the City executed a five year agreement with New World Systems. The initial year of maintenance was included in the cost of the software and that initial year ends March 31, 2014. We are requesting authorization to pay year Consent 302 PAGE 1 OF 2-March 24,2014 two maintenance (effective 4/1/14 - 3/31/15) in the amount of$52,000, and authorization to pay future maintenance payments for years three through five in the amount of$52,000 per year as provided for in Exhibit C of the New World Systems contract document. FISCAL IMPACT: $0 (FY 2013) no charge for initial year $52,000.00 (FY 2014)to be paid from Information Services Maintenance Budget $52,000.00 (FY 2015)to be paid from Information Services Maintenance Budget $52,000.00 (FY 2016)to be paid from Information Services Maintenance Budget $52,000.00 (FY 2017)to be paid from Information Services Maintenance Budget COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends the Commission authorize payment for year two of five of the New World Systems annual software maintenance (year 2 effective 4/1/14 thru 3/31/15) in the amount of $52,000 as per Exhibit C of the New World Systems contract document; authorize future maintenance payments for years three through five in the amount of $52,000 per year as provided for in Exhibit C of the New World Systems contract document; and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: New World Invoice 033647 dated 3/15/14 (3 pages) Consent 302 PAGE 2 OF 2-March 24,2014 New World Systems' INVOICE The Public Sector Software Company 888 W. Big Beaver Rd., #600 Troy, MI 48084 Invoice Number: 033647 Invoice Date: 3/15/2014 (248)269-1000 PO Number: Terms: Net 30 Mr. Shawn Boyle Customer ID: WIN1694 City of Winter Springs 1126 E State Road 434 Winter Springs, FL 32708 SW Main.(SSMA): 4/1/14-3/31/15 52,000.00 SW Main.(SSMA): 411/14-3/31/15 Item Total: Sales Tax Total: Invoice Total: $52,000.00 08760rpt SSMA Summary for Customer#: 1694 Winter Springs, FL Billing frequency: Annual Coverage Period' 4/112014 To 3/31/2015 Original SSMA Not Contract Units Yet Begun Total Software under SSMA Agreement Logos NET Software Financial Management Suite 16,105 Asset Management NET 3/20113 1 Bank Reconciliation NET 3120/13 1 Bid and Quote Management.NET 3/20/13 1 Contract Accounting NET 3/20/13 1 Financial Management Base Suite NET 3/20/13 1 Government(GASB)Reporting.NET 3/20/13 1 Integrated Credit Card Processing NET 3120/13 1 X Inventory Management.NET 3/20/13 1 Misc.Billing&Receivables.NET 3/20/13 1 PC Cash Register Interface(Multi-Application) NET 3/20/13 1 Project Accounting NET 3/20/13 1 Purchasing Base NET 3/20/13 1 Requisition Processing.NET 3/20113 1 Work Orders.NET 3/20/13 1 Payroll&Human Resources Suite 7,377 Applicant Tracking NET 3/20/13 1 Benefit Tracking(Non-Employee) 3120/13 1 Benefits Administration NET 3/20113 1 Employee Event Tracking Net 3/20/13 1 Human Resources Mgt.Base Suite.NET 3/20/13 1 Leave Management.NET 3/20/13 1 Personnel Action Processing NET 3/20/13 1 Position Budgeting NET 3/20/13 1 Utility Management Suite 4,585 Automatic Meter Read interface NET 3/20/13 1 Meter and Device Inventory.NET 3/20/13 1 Service Order Processing NET 3/20/13 1 Water/Sewer/Refuse Base.NET 3/20/13 1 Community Development Suite 10,847 Business Licensing NET 3/20/13 1 Code Enforcement NET 3/20/13 1 GIS Integration-Community Development.Net 3/20/13 1 GIS Integration-Financial Management NET 3/20/13 1 GIS Integration-Utility Billing NET 3/20/13 1 Municipal Inspections NET 3/20/13 1 Parcel Management NET 3/20113 1 Permits.NET 3/20/13 1 Project Planning.NET 3/20/13 1 Requests for Services Tracking.NET 3/20/13 1 Decision Support Software 3,580 Community Development Analytics.NET 3/20/13 4 Finance Analytics NET 3/20/13 4 HR/Payroll Analytics NET 3/20/13 4 Utility Management Analytics NET 3/20/13 4 rptSSMA SummaryCust 2/12/2014 Page 1 of 2 SSMA Summary for Customerk 1694 Winter Springs, FL Billing frequency: Annual Coverage Period" 4/1/2014 To 3/31/2015 Original SSMA Not Contract Units Yet Begun Total Software under SSMA Agreement eSuite 9,506 eBenefits Administration 3/20113 1 eEmployee 3/20/13 1 eLicense 3/20/13 1 eParcels 3/20/13 1 X ePayments 3/20/13 1 ePermits 3/20/13 1 eRecrult 3/20/13 1 eRequest 3/20/13 1 eSuite Base 3/20/13 1 eSupplier 3/20/13 1 eTime Sheets 3/20/13 1 eTraining 3/20/13 1 X eUtilities 3/20/13 1 Site License Software Site License 0 Site License 3/20/13 400 Software under SSMA Agreement 52,000 Total current billing amount 52,000 Total annual SSMA for all modules licensed " 54,237 `If the period covers more than one year, the amount shown is the annual cost for each year during the period. "This is the annual SSMA total for all modules for the period. The amount billed may be less if any modules are still under warranty. Prepaid PSMA service hours are not included in this total. rptSSMA SummaryCust 2/12/2014 Page 2 of 2