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