20t4-0352 8llel2ol4 - wonderstate...

City of Fayetteville Staff Review Form

20t4-0352

Legistar File lD

8lLel2OL4

City Council Meeting Date - Agenda ltem Only

Chief Greg Tabor è\.'

N/A for Non-Agenda ltem

7 /3L/20t4 Police /

Police DepartmentffiSubmitted By

Action Recommendation :

Staff requests approval of a contract with New World Systems in the amount of 523,980.00 plus tax for the

addition of a software module to the existing software maintenance agreement. This module will allow the

sharing of data between the Fayetteville Police Department and the Rogers and Bentonville Police Departments.

Staff requests the mayor to sign the Memorandum of Understandings for the purpose of establishing an

understanding and agreement among the parties related to ownership and responsibilities related to the data

sharing system.

Budget lmpact:

roro-2920-5209.00 General

Fund

Law Enforcement State Forfeitures

Project Title

Current Budget S 26,320.0O

Funds Obligated

Current Balance $ 26,3?û"*$

Account Number

33045-1

Does item have a cost?

Budget Adjustment Attached ?

Project Number

Budgeted ltem? Yes

Yes

NA

Item Cost

Budget Adjustment

26,320.00

Remaining Budget

s

Previous Ordinance or Resolution #

Original Contract Number:

v20140710

56s5

@@ApprovarDate:

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A. 8 New World Systems

(Data Sharing Software Module) 1 of 14

CITY OF

leKANSAS

MEETING OF AUGUST 19,2014

TO: Mayor and City Council

CITY COUNCIL AGENDA MEMO

FROM:

DATE:

SUBJECT:

Greg Tabor, Chief of eofi""\July 31 ,2014

Police Department Data Sharing Software Module

RECOMMENDATION:

Staff requests approval of a contract with New World Systems in the amount of $23,980.00 plus tax forthe addition of a software module to the existing software maintenance agreement. This module willallow the sharing of data between the Fayetteville Police Department and the Rogers and BentonvillePolice Departments. Staff requests the mayor to sign the Memorandum of Understandings for thepurpose of establishing an understanding and agreement among the parties related to ownership andresponsibilities related to the data sharing system.

BAGKGROUND:

The Fayetteville Police Department, Rogers Police Department and the Bentonville Police Departmentuse New World Systems for their records management system. The addition of the data sharing softwaremodule to our current software maintenance agreements would allow the police departments to sharepolice records data.

DISCUSSION:

The sharing of data between local police departments is meant to enhance and foster the exchange ofcriminaljustice data, to assist in decision making, and to improve officer and public safety.

BUDGET/STAFF IMPACT:

The initial cost of the module will be paid for out of law enforcement state forfeitures. The increase in theannual cost of the software maintenance agreement will be funded through the police department'sbudget process.

Attachments:

Staff Review FormStaff Review MemoPurchase Order RequestAdditional Software License Agreement with New World SystemsMemorandum of Understanding between the Fayetteville and Rogers Police DepartmentsMemorandum of Understanding between the Fayetteville and Bentonville Police Departments

Mailing Address:113 W Mountain StreetFayetteville, AR 7270L

wwwfayettevi I le-ar.gov



RESOLUTION NO.

A RESOLUTION TO AUTHORIZE AN AMENDMENT TO THE CONTRACT

WITH NEV/ WORLD SYSTEMS IN THE AMOI.]NT OF $23,980.00 PLUS

APPLICABLE SALES TAX FOR THE ADDITION OF A DATA SHARING

SOFTWARE MODULE TO THE EXISTING POLICE DEPARTMENT

RECORDS MANAGEMENT SYSTEM, AND TO AUTHOzuZETHE MAYORTO SIGN MEMORANDA OF I.]NDERSTANDING V/ITH THE CITIES OF

ROGERS AND BENTONVILLE REGARDING THE SHARING OF POLICE

RECORDS

WHEREAS, the Fayetteville, Rogers and Bentonville Police Departments all use New

V/orld Systems records management software, and that software can be used to share data

between users; and

\ilHEREAS, the sharing of information between local police departments is meant to

enhance and foster the exchange of criminal justice data, assist in decision making, and improve

officer and public safety.

NOW, THEREFOR-E, BE IT RESOLVED BY THE CITY COUNCIL OF THE

CITY OF FAYETTEVILLE, ARKANSAS:

Section l. That the City Council of the City of Fayetteville, Arkansas hereby authorizes

an amendment to the contract with New World Systems in the amount of $23,980.00 plus

applicable sales tax for the addition of a data sharing software module to the existing records

management system.

Section 2. That the City Council of the City of Fayetteville, Arkansas authorizes the

Mayor to sign memoranda of understanding with the cities of Rogers and Bentonville for the

purpose of establishing an understanding and agreement among the parties regarding ownership

and responsibilities related to the data sharing system.

PASSED and APPROVED this 19û day of August,2}l{.

APPROVED: ATTEST:

By: By:LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer



Vendor 236

Address: 888 West Big Beaver Road, Suite 600

City of Fayetteville - Purchase Order Request (PO)(Not a Purchase Order)

All PO Requests shall be scanned to the Purchasing e-mail: [email protected] shall not be made until an actual PO has been issued.

City:

lequester:

Item

1

Description

Jamie Fields

Additional software l¡cense agreemenl

2

3

Troy

4

VendorName:

5

6

7

Quantitv

8

State: Michigan

1

I

Unit of lssue

10

New World Systems

each

Unit Cost

23,980.00

Approvals:

Shipping/Handling

Mayor:

F(JtJ tsOINI

Extended Cost

Chief Financial Officer:

¿.rp Code: lsh¡p to code:I

480844749 I

$23,980.00

^çqutù¡uut I tlu..

Dispatch Manager:

F{equester's Employee #:

303

P C) Nr¡mher

$0.00

$0.00

Account Number

ulall f¡ Yes T No

l0l0-2920-5209.00

$0.00

I axaotel- Yes f* No

J4aç.

7t3',v2014

$0.00

QUOIeS Anacnedf Yes i7 No

Lot

$0.00

trxlenston:3510

$0.00

Proiect.Sub#

$0.00

Legrsrar#:

2014-0352

Expected Delivery Date:

33045-1

$0.00

$0.00

$0.00

Department Dire

lnventory #

Budget Director:

Utilities Manager:

Fixed Asset #

Subtotal: $23,980.00

Tax: $2,338.05

Total: $26,318.05

Purchasing Manager:

lT Director:

Other:



MEMORANDUM OF UNDERSTANDING

This Memorandum of Understanding (MOU) is entered into on behalf of the City of Fayetteville,

Arkansas (AR), represented by the Mayor of the City of Fayetteville, Arkansas, and the City of Rogers,

Arkansas, represented by the Mayor of the City of Rogers, Arkansas. All parties acknowledge that this

MOU is executed for good and valuable consideration.

Purpose:

The purpose of this Memorandum of Understanding is to establish an understanding and agreement

among the parties related to ownership and responsibilities related to the data sharing system, This

agreement provides for a working relationship among the parties which benefits the public-safety and

public-service officials serving the citizens of Fayetteville and Rogers. The purpose of this agreement is

to enhance and foster the exchange of criminal justice data, to assist in decision making and improve

officer and public safety.

Understandins:

It is understood that all equipment and software purchased by the City of Fayetteville, AR shall remain

the property of the City of Fayetteville, AR, All equipment and software purchased by the City ofRogers, AR shall remain the property of the City of Rogers, AR. Each agency will be responsible for itsown cost associated with data sharing, and neither agency shall pay the other for the shared records.

Agreement:The City of Fayetteville and the City of Rogers mutually agree as follows:

The City of Fayetteville will maintain ownership of its electronic records. The City ofFayetteville will make available to the City of Rogers electronic records for viewing to include

victim, suspect, witness and other personal records ("jackets"), booking photographs, property

records to include properfy reported lost and/or stolen, vehicle records, gun records to include lost

andlor stolen weapons, and incident records without attachments.

The City of Rogers will maintain ownership of its electronic records. The City of Rogers willmake available to the City of Fayetteville electronic records for viewing to include victim,suspect, witness and other personal records ('Jackets"), booking photographs, property records to

include property reported lost and/or stolen, vehicle records, gun records to include guns report

lost and/or stolen, and incident records without attachments.

The City of Fayetteville will not make available to the City of Rogers juvenile records, personnel

records, intelligence records ("Field Investigations"), or drug related records including seizures ofproperty and/or evidence.

The City of Rogers will not make available to the City of Fayetteville juvenile records, personnel

records, intelligence records ("Field Investigations"), or drug related records, including seizures

of property and/or evidence.

The City of Fayetteville and the City of Rogers agree to make reasonable efforts to make sure

equipment and software function in a reliable manner.

1.

2.

3.

4.

5.



This MOU will remain in effect from the date signed, and it will renew automatically eachyear

until or unless the MOU is terminated by one or both parties.

This agreement is for the sharing of records, and it is not for the sharing of personnel or

equipment.

Risht to Cancel or Amend

The agencies recognize the importance of public-safety data sharing. Neither party may unilaterally

cancel the agreement contained herein during the term of this agreement. This agreement shall continue

until either party gives the other party sixly (60) days' written notice for any reason. This agreement may

be amended at any time upon mutual written agreement of the parties.

Data Access and Permitted Üses

All data accessible through or supplied by the agencies remains the property of the agencies that entered itinto their records management system. The agency that enters the data is responsible for its accuracy.

Use of the data must be for valid law enforcement purposes only and is strictly forbidden to be used for

personal reasons. Collection, storage, access, dissemination and use of the data must be in strict

compliance with all federal and state laws and regulations, with policies of each agency, and with the

applicable standards for handling of such information as defined by federal and state law enforcement

agencies with authority over the participating agencies. The data is confidential and should be treated

accordingly. An unauthorized request or receipt of data could result in criminal proceedings. It is the

responsibility of the participating agencies to determine when dissemination is necessary, and to whom

the data is disseminated. No participating agency will disseminate data belonging to another participating

agency without that agency's prior written authorization.

Appointment of Administrator

Each of the participating agencies must appoint one employee as its Agency's System Administrator.

Entire Agreement

Neither party to this agreement is the agent of the other for the purposes of this agreement. No employee

or contractor of one party shall become the employee or agent of the other party by participating in the

joint communication activities of this agreement.

This Memorandum of Understanding contains the entire agreement of all parties, and all prior

communications, oral or written, are without any force and effect, as it is the specific intent of the parties

that this agreement alone sets forth the terms on which the parties have mutually agreed. Eachpafispecifically agrees that it enters into this agreement based on its own understanding of the terms hereof

and does not rely, in whole or in part, on any interpretation or representation of the other party.

6.

7.

On this day of _,2014.



City of Fayetteville City of Rogers

Mayor

Date

City Clerk City Clerk

Date



MEMORANDUM OF UNDERSTANDING

This Memorandum of Understanding (MOU) is entered into on behalf of the City of Fayetteville,Arkansas (AR), represented by the Mayor of the City of Fayetteville, Arkansas, and the City ofBentonville, Arkansas, represented by the Mayor of the City of Bentonville, Arkansas. All parties

acknowledge that this MOU is executed for good and valuable consideration.

Purpose:

The purpose of this Memorandum of Understanding is to establish an understanding and agreement

among the parties related to ownership and responsibilities related to the data sharing system. Thisagreement provides for a working relationship among the parties which benefits the public-safety andpublic-service officials serving the citizens of Fayetteville and Bentonville. The purpose of thisagreement is to enhance and foster the exchange of criminaljustice data,to assist in decision making and

improve officer and public safety.

Understanding:

It is understood that all equipment and software purchased by the City of Fayetteville, AR shall remainthe property of the City of Fayetteville, AR. Allequipment and software purchased by the City ofBentonville, AR shall remain the property of the City of Bentonville, AR. Each agency will be

responsible for its own cost associated with data sharing, and neither agency shall pay the other for theshared records.

Agreement:The City of Fayetteville and the City of Bentonville mutually agree as follows:

l. The City of Fayetteville will maintain ownership of its electronic records. The City ofFayetteville will make available to the City of Bentonville electronic records for viewing toinclude victim, suspect, witness and other personal records ('Jackets"), booking photographs,property records to include properly reported lost and/or stolen, vehicle records, gun records toinclude lost and/or stolen weapons, and incident records without attachments.The City of Bentonville will maintain ownership of its electronic records, The City ofBentonville will make available to the City of Fayetteville electronic records for viewing toinclude victim, suspect, witness and other personal records ('Jackets"), booking photographs,properly records to include property reported lost and/or stolen, vehicle records, gun records toinclude guns report lost and/or stolen, and incident records without attachments.The City of Fayetteville will not make available to the City of Bentonville juvenile records,personnel records, intelligence records ("Field Investigations"), or drug related records includingseizures of property and/or evidence.

The City of Bentonville will not make available to the City of Fayetteville juvenile records,personnel records, intelligence records ("Field Investigations"), or drug related records, includingseizures of property andl or evidence.

2.

3.

4.



The City of Fayetteville and the City of Bentonville agree to make reasonable efforts to make

sure equipment and software function in a reliable manner.

This MOU will remain in effect from the date signed, and it will renew automatically each year

until or unless the MOU is terminated by one or both parties.

This agreement is for the sharing of records, and it is not for the sharing of personnel or

equipment,

Right to Cancel or Amend

The agencies recognize the importance of public-safety data sharing. Neither party may unilaterally

cancel the agreement contained herein during the term of this agreement. This agreement shall continue

until either party gives the other party sixty (60) days' written notice for any reason. This agreement may

be amended aT any time upon mutual written agreement of the parties.

Data Access and Permitted Uses

All data accessible through or supplied by the agencies remains the property of the agencies that entered itinto their records management system. The agency that enters the data is responsible for its accuracy.

Use of the data must be for valid law enforcement purposes only and is strictly forbidden to be used forpersonal reasons. Collection, storage, access, dissemination and use of the data must be in strict

compliance with all federal and state laws and regulations, with policies of each agency, and with the

applicable standards for handling of such information as defined by federal and state law enforcement

agencies with authority over the participating agencies. The data is confidential and should be treated

accordingly. An unauthorized request or receipt of data could result in criminal proceedings. It is the

responsibility of the participating agencies to determine when dissemination is necessary, and to whom

the data is disseminated. No participating agency will disseminate data belonging to another participating

agency without that agency's prior written authorization.

Appointment of Administrator

Each of the participating agencies must appoint one employee as its Agency's System Administrator.

Entire Agreement

Neither party to this agreement is the agent of the other for the purposes of this agreement. No employee

or contractor of one party shall become the employee or agent of the other parfy by participating in the

joint communication activities of this agreement.

This Memorandum of Understanding contains the entire agreement of all parties, and all priorcommunications, oral or written, are without any force and effect, as it is the specific intent of the parties

that this agreement alone sets fonh the terms on which the parties have mutually agreed. Each party

specifically agrees that it enters into this agreement based on its own understanding of the terms hereof

and does not rely, in whole or in parl, on any interpretation or representation of the other parfy.

5.

6.

7.



On this day of 2014.

City of Fayetteville City of Bentonville

Date Date

City Clerk City Clerk



Mt #fXrYS;!!, sitsí ern s.Document #:0446-14A1D

)uly 25,2014

ADDITIONAL SOFTWARE LICENSE AGREEMENT

Captain Jamie FieldsCity of Fayetteville100 West Rock StreetP.O. Box 1988Fayetteville, AR 72701

Dear Captain Fields:

New World Systems is pleased to license you additional software per your request,

The attached forms (Exhibit AA and Proposal Summary datedT/25/2014) are to be reviewed and approvedby you and/or your authorized representative, They describe the additional software and services you haverequested along with the related fees.

Other than for the purposes of internal review, we ask that you treat our fees as confidential information. Thisis due to the competitive nature of our business.

The General Terms and Conditions from our original License Agreement are incorporated and continue toapply. 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 thisproject with you.

ACKNOWLEDGED AND AGREED TO BY:

NEW WoRLp SySTEMS'CoRpoRAT¡oN CITY OF FAYETTEVILLE. AR

(NewWorld) (Customer)

BY:

BY:

By:Larry D. Leinweber, President Authorized Signature Title

Authorized Signature Title

Date:Date:

Each individual signing above represents that (slhe has the requisite authority to execute thisAgreement on behalf of the organization for which (s)he represents and that all the necessaryformalities have been met.

The "Effective Date" of this Agreement is the latter of the two dates in the above signature block.

PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVã

Corporcte: 888 West Big Beover Road, Su¡te 600, Ttoy, M¡ch¡gan 48084-4749 248-269-1000 ww.newworldsystems.com0446-14A1D 0725 Add Data Connectors Page I



EXHIBIT AATOTAL COST SUMMARY AND PAYMENT SCHEDULE

l. Total Costs 5ummary: Licensed Standard Software and lmplementation Services

DESCRIPTION OF COST COST

A. LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary 520,000

B, IMPLEMENTATION AND TRAINING SERVICES as fufther described in the Proposal 5ummary 3,980

ONE TIME PROJECT CO5T: s-?-3-"910

ll. Payments for Licensed Standard Software and lmplementat¡on Services

DESCRIPTION OF PAYMENT COST

A. ONE TIME PROJECT PAYMENT:

i. Amount due upon the Effective Date (t 000/o) 523,980

ONE T¡ME PROJECT PAYMENT: 523.980

III. Standard Software Maintenance ServicesStandard Software Ma¡ntenance Agreement (55M4) fees for the software listed on the

attached proposal will be added to Customer's current SSMA fees and will commence 90

days after delivery of the software; year one cost to be prorated to run concurrently w¡th

Customer's existing SSMA. Subsequent year 55MA fees for the above software will be

consistent w¡th the 55MA agreement currentlv in effect.

Ss,60o

ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE

NEW WORLD SYSTEMS' Aegis PUBLIC SAFETY SOFTWARE

CO N F I D E NTI AL AN D P RO PR I FTARY04ø'6-14A1D 0725 Add Data Connectors Page 2



CÍTY OF FAYETTEVILLE, AR

Budqetarv Proposal Summarv

July 25,2014

1. Web Consolidated Search- Data Connector to NWS Database (Bentonville PD, AR)

- Data Connector to NWS Database (Rogers PD, AR)

- Web Query

NEW WORLD sTANDARD SOFTWARE LICENSE FEE

LESS DEMONSTRATION SITE DISCOUNT

10,000

10,000

15.000

$35,000

(15,000)

TOTAL SOFTWARE LICENSE FEE 5'6 $2s@

IMPLEMENTATION SERVICES

1. Fixed lnstallation Service Fees (Remote):

- Data Connector to NWS Database (Bentonville PD, AR)

- Data Connectorto NWS Database (Rogers PD, AR)

- Web Query

3,980

1,090

1,090

1,800

AL IMPLEMENTATION SERVICES s3,980

AL ONE T¡ME COST $ÆÆ

1. CoMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMAI (Per Year Cost)

Annual 55MA to begin at the end of the warranty period; year one cost to be proratedto run concurrently w¡th Customer's existing SSMA.

90-Day Warranty from Date of Delivery

fear 1 SSMA

PRICINGVALID FOR 30 DAYS FROM DATE REFERENCED ABOVE,

C¡ty of Foyettev¡lle, AR Ptoposol Summqty

NEW WORLD SYSTEMS' Aegis PU EL|C SAFEW SOFTWARE

No Charge

5s,6oo

0446-14A1 D0725 Add Doto Connectots



MSP ENDNOTES

1 Personal Computers must meet the m¡n¡mum hardware requirements for New World Systems' Aegis products. Microsoft Windows

7/8 or later is required for all client machines. Windows 2008/201 2 Server ond SQL Server 2008/201 2 are required for the

Appl ication o nd D atabase Seruer(s).2 New World Systems' Aegis product requ¡rcs M¡crosoft Windows 2008/201 2 Seruer and SQL Sever 2008/201 2 including requÌred

Client Access Licenses (CALs) for applìcable Microsoft products, Seruers must meet minimum hardware requirements provided by

New World Systems.3 New World Systems' Aegis product requires Microsoft Excel or Windows Search 4.0 for document searching functionality;

Mìcrosoft Word is required on the application server for report formatting.a New World recommends a 100/l000MB (GB) Ethernet newvork for the local areo netvvork. Wide orea netvvork requirements vory

based on system configuration, New World will provide further consultation for this envìronment.5 Prices assume that all software is licensed. Prices are quoted as preliminary est¡mates only and are subject to further clarification

and confirmation.6 Licensed Softvvare, and third party softvvare embedded therein, if any, will be delivered in a machine readable form to Customer

viaonagreeduponnetworkconnection. Anytoxesorfeesimposedaretheresponsibilityofthepurchaserondwill beremittedwhen ¡mposed.

City of Foyeltevìlle, AR PtoposalSummory

NEW WoRLD SYSTEMS'Aegis PUBLIC SAFETY SOF|WARE

CONFIDENÍIALANDPROPRE|ARY Pose4



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