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Home My WebLink AboutNew World Systems Phase 1a - 062711New World Systems` rhe Public Sector Sofiivare Company June 16, 2011 Document #: 1575-1 IA4E ADDITIONAL SOFTWARE LICENSE AGREEMENT (Phase la) Ms. Janet Silvus Approved as o form only: JeffCom A 81 Elkins Road Port Hadlock, WA 98339 Dear Ms. Silvus: Jefferson Co. Ptosecutor'sioffice New World Systems is pleased to license you additional software per your request. The attached forms (Exhibits AA, A, B and Appendix 1) 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: jEMiNORLD SYSTEMS® CORPORATION l''e =1d) By: Larry . Leinweber, President Date: 0& / , I JEFFERSON COUNTY 911, WASHINGTON (Customer) By: _��kCWZACC -L� Ant f orized Signature Title uth Sig e rt 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 JUNE 30, 2011. Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 • 248-269-1000 • www. newworldsystems.com 1575-11A4E 0616 Phase la 01A4D).doc EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Cost Summary: Licensed Standard Software and Implementation Services DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $7,000 1. Licensed Standard Software $7,000 B. IMPLEMENTATION SERVICES 11,000 1. INTERFACE INSTALLATION SERVICES as further described in Exhibit B 2. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B C. THIRD PARTY PRODUCTS AND SERVICES 6,700 1. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix 1 ONE TIME PROJECT COST: D. TRAVEL EXPENSES (Estimate) — billed as incurred E. STANDARD SOFTWARE MAINTENANCE SERVICES (Annual) PRICING ASSUMES CONTRACT EXECUTION BY JUNE 30. 2011. $3,000 $1,260 Jefferson County Sheriff, WA CONFIDENTIAL Page 2 of 9 1575-11A4E 0616 Phase I (I IA4D).doc Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE IL Payments for Licensed Standard Software and Implementation Services DESCRIPTION OF PAYMENT PAYMENT A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $7,000 1. Amount invoiced upon Effective Date $7,000 B. IMPLEMENTATION SERVICES 1. Amount invoiced upon the Effective Date C. THIRD PARTY PRODUCTS AND SERVICES 1. Amount invoiced upon the Effective Date D. TRAVEL EXPENSES (Estimate) (These expenses are billed as incurred) 1. 2 trips are anticipated. 2. Travel Time for the estimated 2 trips is included. *Estimate 11,000 $11,000 6,700 $6,700 ONE TIME PAYMENTS: $tZO $3,000* E. STANDARD SOFTWARE MAINTENANCE SERVICES $1,260 Standard Software Maintenance Agreement (SSMA) fees will increase for the above software change 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 THIRTY (30) 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. Jefferson County Sheriff, WA CONFIDENTIAL Page 3 of 9 1575-11A4E 0616 Phase la (I IA4D).doc EXHIBIT A LICENSED STANDARD SOFTWARE AND FEES License Fee for Licensed Standard Software And Documentation Selected By Customer: Application Package 1,2,3,4 1. Aegis/MSP Third Party CAD Interface Software 5 - Encoder Interface 6 Supports Zetron Models 25, 26 ENDNOTES Cost 1 Personal Computers must meet the minimum hardware requirements for New World Systems' MSP product. Microsoft Windows XP or later is required for all client machines. Windows 200312008Server and SQL Server 200512008 are required for the Application and Database Server(s). 7,000 2 New World Systems' MSP 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' MSP 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 10011000111? (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. 5 Does not include any required 3rd party hardware or software unless specified in this Agreement. Customer is responsible for any 3rd party support. 6 Requires Lantronix USC 1100 included in Appendix 1 of this Agreement. Prices assume that all software is licensed. 8 Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. Jefferson County Sheriff, WA CONFIDENTIAL Page 4 of 9 1575-11A4E 0616 Phase la (I IA4D).doc EXHIBIT B PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES Interface and Other Installation Service New World shall provide interface installation services as described in this paragraph below. These services do not include hardware and/or third party product costs which shall be Customer's responsibility, if required. Whenever possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on-site installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The services include the following interfaces. a) Encoder Interface b) Message Switch Installation Support c) VMWare Installation Support (Plus all actual and reasonable travel expenses incurred by New World divided proportionately between all New World customers visited on a single trip and actual employee travel time for Installation and Training up to but not exceed four (4) hours per Customer visit.) The installation and training 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. Additional support services provided by New World outside the scope of this Agreement will be provided at the Customer's hourly rate in effect at that time, currently $140 per hour. Message Switch Operating System Assurance Service New World shall provide Message Switch Operating System Assurance. These services do not include hardware and/or third party product costs which shall be Customer's responsibility, if required. Whenever possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on-site installation is required, Customer will be responsible for the actual travel expenses and time. a) Message Switch Operating System Assurance Services: Operating System Assurance and Software Installation Services: - Unpack and assemble hardware - Verify core hardware functionality (network/video/storage devices/usb) - Install and update AIX Operating System - Install and update applicable system manual pages - Set AIX environment variables - Build system user -ids and applicable authorizations - Install and stage message handler and compilers - Verify and allocate disk space - Mirror hard drives and boot sequencing - Install customer -specific communication processes - Compile New World Message Switch programs - Install base Message Switch data tables - Install automated process restart script - Install full system backup processes - Install system support scripts - Install state specific programs and scripts - Install state specific data tables - Assure Message Switch operation - Disassemble, package, and ship to customer Jefferson County Sheriff, WA CONFIDENTIAL Page 5 of 9 1575-1IA4E 0616 Phase la (I IA4D).doc Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES 3. 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 Hourly Rate). Jefferson County Sheriff, WA CONFIDENTIAL Page 6 of 9 1575-11A4E 0616 Phase la (11A4D).doc New World Systems' The Public Sector Softraare Company APPENDIX 1 AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD PARTY PRODUCTS AND SERVICES The attached configuration (Exhibit 1) describes the Third Party products and services that New World will obtain for Customer. By their written approval below, Customer authorizes New World to order the Exhibit 1 products for delivery to: Jefferson County Sheriff Attn: Ms. Janet Silvus 81 Elkins Road Port Hadlock, WA 98339 The payments for Appendix 1 Services are covered under the Cost Summary and Payment Schedule in Exhibit AA. Customer is responsible for the site preparation and related costs to install the Exhibit 1 Third Party products. Customer is responsible for any returned product charges, including re -stocking and shipping fees, for all Third Party products ordered by New World on the Customer's behalf. Travel Expenses incurred by New World are in addition to the Exhibit 1 cost and will be billed weekly as incurred. The Exhibit 1 components and cost may only be changed by mutual agreement of the parties. If a change order in the configuration requires additional costs, New World shall notify Customer of the additional costs and with Customer's approval these costs shall be borne by Customer. Without such approval, the change order will not be processed. Customer shall or may be required to execute selected agreements with vendors and New World shall not confirm the ordering of any Exhibit 1 products without Customer's authorized signature on said Agreements. Customer shall receive the benefit of all warranties, services, etc. provided for in the Agreements. Jefferson County Sheriff, WA CONFIDENTIAL Page 7 of 9 1575-11A4E 0616 Phase I (11A4D).doc EXHIBIT 1 CONFIGURATION 1. THIRD PARTY PRODUCTS AND SERVICES DELETED THIRD PARTY SOFTWARE a. GIS Software Geo -File Maintenance Software (ESRI ArcEditor) - per workstation ADDITIONAL THIRD PARTY HARDWARE b. Hardware, System Software & Services Message Switch (3 year warranty) Lantronix UDS -1100 (1 unit) Jefferson County Sheriff, WA CONFIDENTIAL 1575-11A4E 0616 Phase la (I IA4D).doc 12,550 150 ea. 150 ($6,000) 12,700 Page 8 of 9 SYSTEM HARDWARE IBM POWER 7 Model 710 Express (Message Switch) 8231-E2B - (2) USB 160GB Removable Disk Drives (System Backup) - USB Internal Docking Station for Removable Disk Drives - Quad Port 1 GB HEA Daughter Card - (2) 146GB 15K -RPM SFF SAS Disk Drives - Primary OS - AIX - 8GB (2X4GB) System Memory - Power GXT145 Graphics Adapter - (2) 1725W AC Power Supplies (Primary & Redundant) - SATA Slimline DVD -RAM - (2) 6' Power Cords, 125V, 15A - Plug Type #4 - Chassis with One Processor Planar - 4 Core 3.OGHz POWER 7 Processor Module - Language Group Specify - US English SYSTEM SOFTWARE IBM POWER 7 Model 710 Express (Message Switch) 8231-E2B - IBM AIX Standard Edition Ver. 7.1 - Per Processor Activation - 4 Core - DVD Process Charge IBM SERVICES IBM POWER 7 Model 710 Express (Message Switch) 8231-E2B - 3 Year HW/SW Maintenance, 24X7X4 WSU Jefferson County Sheriff, WA CONFIDENTIAL Page 9 of 9 1575-11 A4E 0616 Phase l a (I I A4D).doc CONTRACT REVIEW FORM CONTRACT WITH: New World Systems CONTRACT FOR: Purchase of New World Systems RMS/Mobile TERM: 5 years COUNTY DEPARTMENT: Countv Administrator For More Information Contact: Contact Phone #: RETURN TO: Janet Silvus RETURN BY: As soon as (Person in Department) (Date AMOUNT: $415,750 Revenue: Cost split 33% between PTPD,JCSO & Fire Districts Expenditure: Matching Funds Required; Sources(s) of Matching Funds JeffCom will use $108,000 of PSIC Grant funds toward the 1 St payment. $415,750 0 Step 1: REVIEW BY Review by: Date Reviewed: APPROVED FORM Comments Step 2: REVIEW BY PRO Review by: Date Reviewed: >�APPROVED AS TO FORM Comments PROCES Exempt from Bid Process Consultant Selection Process Cooperative Purchase Competitive Sealed Bid Small Works Roster Vendor List Bid RFP or RFQ x Other Returned for revision (See Comments) L" —G. I-- w 1� Returned for revision (See Comments) Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) To: From: Date: Philip Morley 1820 Jefferson Street PO Box 1220 Port Townsend, WA 98368 MEMORANDUM Board of County Commissioners Philip Morley, Jefferson County Administrato-- June 24, 2011 Subject: Additional Financial Background on Records Management System and Mobile Records Management System Purchase and Financing On June 23, 2011, the JeffCom Administrative Board unanimously passed a motion to request the County to finance the purchase of a software License Agreement from New World Systems for a Records Management System (RMS) and Mobile RMS, by wrapping the $326,000 finance amount into the Treasurer's proposed Refund of the County's 2003 bond. The motion asked for seven year financing, and also included a provision for preparing and adopting a new Interlocal Agreement (ILA) in the near future to guarantee revenue from the JeffCom users to pay the annual debt service for the RMS/MRMS. The revenue and the ILA would be based upon a 1/3, 1/3, 1/3 split between the County, the City and the Fire Districts, allocated among the users. The 1/3, 1/3, 1/3 split was previously approved in concept by the City Manager, the Fire Chiefs and the Fire Commissioners. If revenue were allocated via an increase in the call for service fee charged to the user agencies by JeffCom, the County would have paid approximately'/2 the total debt service because of the Sheriff's high number of calls for service. A 1/3 apportionment reflects that this RMS infrastructure is equally vital to fire service and the two law enforcement agencies. It also reflects recognition by our sister agencies of the hardship that paying 50% through calls for service would place upon the County's General Fund. The June 27 Agenda for the Board of County Commissioners includes the purchase contract for the RMS/MRMS Software License with New World Systems, and a request to approve the 2003 Bond Refund including financing for the RMS/MRMS purchase. Action on both items is requested now, so that the RMS/MRMS software license price quote holds, and RMS installation can happen concurrent with the July 18 go -live date for JeffCom's new Computer Aided Dispatch system, also from New World. Installation of RMS now is necessary in order to provide the new CAD system with a functional link to a compatible RMS system, and avoid negatively impacting dispatch services. Because time is of the essence, action is requested now on the RMS/MRMS purchase and financing. The ILA to guarantee revenue for the RMS/MRMS Phone (360) 385-9100 Fax (360) 385-9382 pmorley@co.jefferson.wa.us debt service, as directed by the JeffCom Administrative Board's unanimous motion, will follow shortly. Under the terms of the RMS purchase agreement, the initial invoices from New World Systems will be issued upon the effective date of the purchase contract, and payment will be due within 30 days thereafter. In the event bond revenues are not in hand by the payment date, the Treasurer would provide bridge financing until then. Page 2 of 2 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners Philip Morley, County Administrator FROM: Janet Silvus, Director JeffCom 911 DATE: June 23, 2011 RE: Purchase of RMS Software from New World STATEMENT OF ISSUE: Approval and Execution contract to purchase RMS Public Safety Software from New World Systems. ANALYSIS: In February 2011 JeffCom obtained State Funding to purchase a new CAD system from New World Systems. The week of April 25, 2011 the BoCC authorized an MOU between Jefferson County and Clallam County to receive $120,000 in federal grant funding from a Public Safety Interoperability Communications grant. The JeffCom Administrative Board became fully aware of PSIC grant money and entered into an MOU with Clallam County giving the board authority to explore options for spending the funds by June 30, 2011 which was later extended to September 30, 2011. JeffCom is able to utilize the CAD purchase for the 20% in kind match On May 4, 2011 the JeffCom Administrative Board made a motion to purchase additional Public Safety Software from New World Systems in the amount of $415,750 and to use the $108,000 PSIC grant funds toward that purchase. FISCAL IMPACT: The fiscal impact over the next 4 years will be $449,897.00. JeffCom users have agreed to repay the loan with a 33% split between the Sheriff, City of Port Townsend and the Fire Districts. RECOMMENDATION: Move to approve and execute the contract for the RMS system from New World Systems. DEPARTMENT CONTACT: Janet Silvus, Director of JeffCom. REVIRWEXPY: 612—VIII II i 116P'51T(`le ounty Admin trator Date CONTRACT REVIEW FORM CONTRACT WITH: New World Systems for RMS /Mobile CONTRACT FOR: Purchase of New World Systems RMS/Mobile TERM: AMOUNT: $436,800.00 PROCESS: x Exempt from Bid Process Consultant Selection Process Revenue: $ 5 yr financing and Cooperative Purchase user fees Expenditure: $436,800 Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s) of Matching Funds Vendor List Bid RFP or RFQ Other Step 1: REVIEW BY Review by: Date Reviewed: APPROVED FORM Comments A"-,,,4, 5-/-r3////- Returned /3/�//- Returned for revision (See Comments) Step 2: REVIEW B PROSECU I G TTP EY Review by: f B;,A a- 71_ Date Reviewed: Z® 5QAPPROVED AS TO FORM Returned for evisi�on (See Comments) ments rs cis`t� G.c�tt� C h.�itJd► �ty �� '3 cc-��t�r�t.�� Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) 1) 1