HomeMy WebLinkAboutDoc 723 - 911 - New World AgreementDeschutes 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 December 20, 2010
Please see directions for completing this document on the next page.
DATE: December 6, 2010
FROM: Joe Sadony Information Technology Department (541) 388-6530
TITLE OF AGENDA ITEM:
Consideration of Document # 2010-723 Deschutes County Regional Law Enforcement Records
Software System Application Replacement.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The current Law Enforcement Records Management software was developed by the County
Information Technology Department. This software has been in service for over 25 years. Due to the
age of the software there exists a worsening situation where the necessary thrid party support and
workforce skill sets are becoming increasingly unavailable. This software is used by all law
enforcement agencies in Deschutes County.
On March 3, 2010, the 9-1-1 Service District issued an RFP to replace this software with a system that
will meet the county's current and future needs. A selection committee was established consisting of
Deschutes County Sheriff, City of Bend Police Departmet, City of Redmond Police Department, Black
Butte Ranch Police Department, Sunriver Police Department, City of Bend Information Technology
Department and Deschutes County Information Technology Department. This selection committee has
identified that New World Systems Corporation whose product Aegis Public Safety best meets the
county's requirements for a regional law enforcement records management software.
FISCAL IMPLICATIONS:
The agreement contains the cost of software licenses, custom programming, data conversion, software
and hardware, training, and maintenance fees for the first year at The agreement also
specifies the fees for software maintenance due beginning one year after agreement executions. These
fees are as follows:
Funding for the software replacement is to come from resources available in the 9-1-1 Distnct's
operating fund. Funding for the software maintenace fees is expected to come from the law
enforcement agencies. The formula for the allocation of these fees to the individual agencies is under
discussion.
RECOMMENDATION & ACTION REQUESTED:
Sign and issue the Notice of Intent to Award Contract.
ATTENDANCE: Robert Poirier, 9-1-1 and Joe Sadony, Information Technology Department
DISTRIBUTION OF DOCUMENTS:
Two originals: County Clerk and successful vendor; Two copies: Joe Sadony and Robert Poirier
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be retumed to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting thls form with your documents. please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: December 8, 2010
Contractor/Supplier/Consultant Name:
Contractor Contact:
1000 ext. 1409
Brett Nalder
Department:
9-1-1 Service District
New World Systems
Contractor Phone #:
Type of Document: Agreement for Software and Services
(248) 269
Goods and/or Services: Deschutes County Regional Law Enforcement Records
Software System
Background & History: The current Law Enforcement Records Management
software was developed by the county IT Department. That department has determined
an end -of -life timeline for the current software and recommends replacement. *This
software is used by all law enforcement agencies in Deschutes County. On March 3,
2010, the 9-1-1 Service District issued an RFP to replace this software with a system
that will meet the county's current and future needs. An RFP selection committee,
consisting of Deschutes County Sheriff, City of Bend Police, City of Redmond Police
and Deschutes County Information Technology has identified a vendor whose product
best meets the county's requirements. On October 4, 2010 the 9-1-1 Service District
issued a Notice of intent to Award Contract to New World Systems. Upon receiving no
protest from competing bidders, a group of county, 9-1-1 and law enforcement agency
staff conducted negotiations with New World Systems resulting in the attached
agreement.
Agreement Starting Date:
December 20, 2010
Annual Value or Total Payment:
[Si Insurance Certificate Received (check box)
Insurance Expiration Date:
6/1/2011
Ending Date:
Check al that apply:
RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify -- see DCC §2.37)
Funding Source: (Included in current budget? ® Yes D No
12/8/2010
If No, has budget amendment been submitted? ❑ Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title:
Phone #:
(541) 388-0185 x6101
Department Director Approval:
Robert Poirier, Communications Director
Signature
Date
Distribution of Document: Two originals: County Clerk and New World Systems;
two copies: Robert Poirier and Joe Sadony.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
0 Administrator (if >$25K but <$150K; if >$150K,. BOCC Order No. )
Legal Review Date
Document Number
12/8t2010
New World Systems'
The Public Sector Software Company
STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT
December 20, 2010
Document Agreement No. 2010-723
REVIEWED
43A1. N
This Standard Software License and Services Agreement which includes the attached Exhibits ("this Agreement") is
between New World Systems® Corporation ("New World"), a Michigan Corporation and Deschutes County 911
Service District, Oregon ("Customer"). This Agreement sets forth the terms and conditions under which New
World will furnish the Licensed Products and will provide certain services described herein to Customer.
The attached Exhibits include:
Exhibit AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE
Exhibit A LICENSED STANDARD SOFTWARE AND FEES
Exhibit B IMPLEMENTATION AND TRAINING SUPPORT SERVICES
Exhibit C STANDARD SOFTWARE MAINTENANCE AGREEMENT
Exhibit D NON -DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
Exhibit E DEMONSTRATION SITE DISCOUNT
Exhibit F DATA FILE CONVERSION ASSISTANCE
Exhibit G CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS /
MODIFICATIONS AND / OR CUSTOM SOFTWARE
Exhibit H INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO
CUSTOMER'S RFP SOFTWARE SPECIFICATIONS
Exhibit I EXPENSE POLICY
Exhibit J CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT
CONTRACTOR
Exhibit K ACCEPTANCE TESTING
Exhibit L STATEMENT OF WORK
Appendix 1 AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD
PARTY PRODUCTS AND SERVICES
By signing below, each of us agrees to the terms and conditions of this Agreement together with the attached
Exhibits. This Agreement contains the complete and exclusive statement of the agreement between us
relating to the matters referenced herein and replaces any prior oral or written representations or
communications between us. Each individual signing below 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. if the individual is not so authorized then (s)he assumes personal liability for
compliance under this Agreement.
ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEMS® CORPORATION
(New World)
Bv:
Date:
I rry D. Leinweber, President
/2 -07 -VO
GOVERNING BODY OF THE DESCHUTES
COUNTY 911 SERVICE DISTRICT
(Customer)
By:
DENNIS R. LUKE, Chair
By:
ALAN UNGER, Vice Chair
By:
TAMMY BANEY, Commissioner
Date:
The "Effective Date" of this Agreement is the latter of the two dates in the above signature block. - 7 2 3
DG2010
Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 • 248-269-1000 • www.newworldsystems.com