HomeMy WebLinkAboutDoc 610 - Law Enf Software System AddendumDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of September 28, 2011
DATE: September 21, 2011
FROM: Jim Porter Department Bend Police Department Phone#: 312-7990
TITLE OF AGENDA ITEM: Consideration of Document 2011-610, an addendum to Services
Contract 2010-273.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Following the RFP process, a selection committee represented by the 9-1-1 Service District, the
Sheriff's Office, Bend, Redmond, Sunriver and Black Butte Ranch Police Departments, and the City of
Bend IT and Deschutes County IT personnel selected New World Systems to provide a regional law
enforcement records management software system.
The original contract, 2011-273, identified four groups of data to be converted from the COPS system
into the New World System. Eight additional COPS system data groups have since been identified for
conversion.
Since the additional data group conversions were not budgeted in the original contract, the build team
involved in the conversion process identified components of the original contract that could be
eliminated. The elimination of several maintenance and interface components will free up enough
money to pay for the additional conversion groups.
FISCAL IMPLICATIONS: Five interfaces from the original contract, 2010-273, have been removed
at a cost savings of $90,000. In their place, New World Systems has agreed to convert the eight
additional conversion files for $88,450, essentially the same cost. No additional costs will be paid in
this exchange of work items.
RECOMMENDATION & ACTION REOUESTED:
Approve and sign Document 2011-610
ATTENDANCE: Rob Poirier, 9-1-1 Service District; Joe Sadony, County LT. Dept.; Jim Porter,
City of Bend Police Dept.
DISTRIQYTION OF POCUMENTS:
Return originals to Rob Poirier, 9-1-1 Service District.
DESCHUTES COUNTY DOCUMENT SUMMARY
Date: September 21,2011 Department: Bend Police Department
Contact Person: Jim Porter, City of Bend Police Dept. Phone #: 541-312-7990
Contractor/Supplier/Consultant Name: New World Systems
Contractor Contact: Brett Nalder Contractor Phone: 248-269-1000 x 1409
Goods and/or Services: Document No. 2011-610 is an addendum to Services Contract 2010-273, a
services agreement between New World Systems and the Deschutes County 9-1-1 Service District.
Background & History: Following the RFP process, a selection committee consisting of members
from the 9-1-1 Service District, the Sheriffs Office, Bend, Redmond, Sunriver and Black Butte
Ranch Police Departments, and the City of Bend IT and Deschutes County IT personnel selected
New World Systems to provide a regional law enforcement records management software system.
The original contract, 2010-273, identified four groups of data to be converted from the COPS
system into the New World System. Eight additional COPS system data groups have since been
identified for conversion.
Since the additional data group conversions were not budgeted in the original contract, the build
team involved in the conversion process identified components of the original contract that could be
eliminated. The elimination of several maintenance and interface components will free up enough
money to pay for the additional conversion groups.
Agreement Starting Date: Upon the signature of both parties.
Ending Date: 12 1 20 12015
Annual Total Payment: $ 88,450. Five interfaces have been removed at a cost savings of
$90,000. Up to 13 required conversion files have been added at a cost of$88,450.
~ Insurance Certificate Received (check box)
Insurance Expiration Date:
Check all that apply: o RFP, Solicitation or Bid Process o Informal quotes «$150K)
~ Exempt from RFP, Solicitation or Bid Process
Addendum to original contract
Funding Source: (Included in current budget?) ~ Yes 0 No
If No, has budget amendment been submitted? 0 Yes D No
Departmental Contact: Jim Porter Phone #: 388-6530
Title: Division Commander / New World RM..:.::S~"""""",~
Bend Police Department
Department Director Approval: ---=~~s;;;;;!!!:::::::::::::::~="""L_
Is this a Grant Agreement providing revenue to the County? 0 Yes ~ No
Ct-;).l-\\
Date
Distribution of Document: Return originals to Jim Porter, Bend Police Department
Official Review:
County Signature Required (check one): ~BOCC 0 Department Director (if <S25K)
o Administrator (if>$25K but <$150K; if>$150K, BOCC Order No. ____--')
legal Reviw A4-(ttJ)l Date 1 Z7 -/1
Document Number 2011-610
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Document #: 1563-11AIF
Original Agreement #DC 2010-723
September 21, 2011
SERVICES AGREEMENT
Mr. Joe Sadony
Bend Police Department
555 NE 15 th
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LeGAl (;:()1JN$f!L
Bend, OR 97701
Dear Mr. Sadony:
The attached forms (Exhibits AA, F and G) are to be reviewed and approved by you and/or your
authorized representative. They describe the services you have requested to be added and/or deleted 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 with Deschutes County,
Oregon, are incorporated and continue to apply. Any taxes or fees imposed from the course of this
Agreement are the responsibility ofthe 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:
NEW WORLD SYSTEMS® CORPORATION DESCHUTES COUNTY 911 SERVICE
(New World) DISTRICT, OR
(Customer)
By: ____________________________________________________________ By: __________________________________________________________________
Larry D. Leinweber, President Authorized Signature Title
By: __________________________________________________________________
Authorized Signature Title
By: ---------------------------------Authorized Signature Title
Date: __________________________ 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 IS VALID THROUGH SEPTEMBER 30, 2011.
Corporate: 888 West Big Beaver Road' Suite 600' Troy· Michigan 48084-4749·248-269-1000' www.newworldsystems.com
1563-IIAIF 0921 Data Conv. & Cust IF swaps (11A2D 0921).docx