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Title:
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Approval of a Renewed Software Maintenance Agreement with New World Systems (Troy, MI) to Support the City’s Public Safety Computer Aided Dispatch and Records Management Systems in an Amount Not-to-Exceed $148,264 for Fiscal Year 2013/2014.
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City of Culver City, California
Agenda Item Report
Meeting Date: 10/28/13 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of a Renewed Software Maintenance
Agreement with New World Systems (Troy, MI) to Support the City’s Public Safety
Computer Aided Dispatch and Records Management Systems in an Amount Not-to-
Exceed $148,264 for Fiscal Year 2013/2014.
Contact Person/Dept.: Michele Williams Phone Number: 310-253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (10/22/13)
Department Approval:
Don Pedersen (10/14/13)
Chris Sellers (10/14/13)
Michele Williams (10/14/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/21/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (10/22/13)
City Manager Approval:
John M. Nachbar (10/22/13)
RECOMMENDATION:
Staff recommends the City Council approve a Renewed Software Maintenance
Agreement with New World Systems for a term of 5 (five) years to support the
City’s Public Safety Computer Aided Dispatch (CAD) and Records Management
Systems (RMS).
BACKGROUND:
On November 14, 2007, the City Council authorized entering into a contract with
New World Systems to purchase public safety software and implementation services
to support Computer Aided Dispatch (CAD), Fire/Police Records Management
Systems (RMS), and Mobile technology for “in-vehicle” computing.
The purchase of the software system also included a five year software maintenance
contract. The City Council approved a provision to issue annual payments to the
vendor. The most recent maintenance payment of $143,946.00 was paid on
December 19, 2012. The current agreement will expire on November 30, 2013.
DISCUSSION:
New World Systems offers a maintenance program that provides direct telephone
access to software technicians. If a problem is encountered that cannot be
resolved over the telephone, remote diagnostic assistance is also available to City of Culver City, California
Agenda Item Report
further facilitate resolution. This maintenance program also ensures that software
upgrades are provided to the customer without an additional cost.
The Computer Aided Dispatch (CAD), RMS, and mobile computing are mission
critical operations for the City’s Police and Fire Departments. A software
maintenance agreement ensures that technical support will be provided by the
vendor within 30 (thirty) minutes for any mission critical emergency software failure.
Issues which are of a non-critical nature are also addressed in a timely manner
depending on the severity of the problem encountered.
Pursuant to Culver City Municipal Code Section 3.07.045.E, these software
maintenance services are excepted from the competitive bid requirements
FISCAL ANALYSIS:
The proposed Renewed Software Maintenance Agreement New World Systems
would result in a payment not to exceed $148,264 for this fiscal year. This
payment represents a 3% increase over last year, and the agreement allows for a
3% increase each year thereafter for the next five years.
The maintenance agreement does include a “Non-funding” clause. This provides
the City with the right to terminate the agreement if funding is not appropriated in the
budget for the annual software maintenance. To activate this clause, the City must
provide the vendor with written notice at least 90 days prior to the anniversary date
of the agreement. The City would then be under no obligation to pay the
maintenance payment for that fiscal year.
There are sufficient funds appropriated in Information Technology Repairs and
Maintenance budget – 10124100.600200 to cover the expenditure for this fiscal
year (FY 2013/2014).
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Approve a Renewal Software Maintenance Agreement with New World
Systems for a term of 5 years authorizing a payment not-to-exceed $148,264
for the current fiscal year; and
City of Culver City, California
Agenda Item Report
2. Authorize the Chief Information Officer to remit the annual maintenance
payment each year for an additional four years unless the respective software
support is deemed unnecessary; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.