2015-29240 Reso RESOLUTION NO. 2015-29240
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
MANAGER TO EXECUTE AN AMENDMENT TO THE CURRENT STANDARD
SOFTWARE MAINTENANCE AGREEMENT (CONTRACT) WITH NEW
WORLD SYSTEMS CORPORATION; SAID AMENDMENT EXTENDING THE
CONTRACT ON A MONTH-TO-MONTH BASIS, COMMENCING JANUARY 1,
2016, ON THE SAME TERMS AND CONDITIONS, AND SUBJECT TO
TERMINATION FOR CONVENIENCE BY THE CITY MANAGER, UNTIL
COMPLETION OF CURRENT NEGOTIATIONS FOR A NEW AGREEMENT OR
THE IDENTIFICATION OF AN ALTERNATE SERVICE PROVIDER.
WHEREAS, in February of 2008, the City of Miami Beach entered into a Standard
Software Maintenance Agreement (Contract) with New World Systems Corporation (NWS) for
the software maintenance of the Computer Aided Dispatch (CAD) system, having an initial term
of five (5) years, from January 1, 2008 through December 31, 2013, with an option of two .(2)
additional years; and
WHEREAS, the Contract was extended for the two (2) additional years, through and
including December 31, 2015; and
WHEREAS, effective maintenance of the CAD system is critical to the operational and
planning activities of the Police Department, Fire Department and Emergency Management;
and
WHEREAS, NWS is the producer of the City's current CAD system; therefore,
maintenance for the current system is only available from NWS; and
WHEREAS, the belief among the administrators of the Police, Fire and Emergency
Management Departments is that replacing the CAD system at this time would -be highly
disruptive to the City's public safety operations; and
WHEREAS, to secure a mutually beneficial contract for ongoing support and
maintenance of the current CAD system, representatives from the relevant departments (Police,
Fire and Emergency Management) are currently in negotiations with NWS regarding a new
contract to replace the existing one; and
WHEREAS, the negotiations included a number of issues that needed to be resolution,
including: 1) reducing the annual contract increase from 5% to 3%; 2) adding 24/7 emergency
support for the Law Enforcement Records Management System (LERMS); 3) adding an
Effective Response Force (ERF)function for the Fire Department; and
WHEREAS, representatives from the relevant departments believe that NWS has
effectively addressed all issues identified during the negotiations for a replacement contract,
with the exception of how it will address the desired ERF functionality, an asset monitoring and
utilization tool that is required by the 'Fire Department in order to maintain its national
accreditation; and
WHEREAS, NWS currently does not have the required functionality within its existing
software system and would need to develop, and implement, the new system functionality to
satisfy the City's requirements; and
WHEREAS, NWS and the City will need to negotiate the costs and conditions of the new
functionality, while maintaining current operations; and
WHEREAS, the Administration recommends extending the Contract, on a month-to-
month basis, until such time as a new agreement may be reached with NWS or the City may
identify an alternate service provider.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby approve and authorize the City Manager to execute an amendment to the
current Standard Software Maintenance Agreement (Contract) with New World Systems
Corporation; said amendment extending the Contract, on a month-to-month basis, commencing
January 1, 2016, on the same terms and conditions, and subject to termination for convenience
by the City Manager, until completion of current negotiations for a new agreement or the
identification of an alternate service provider.
PASSED AND ADOPTED this f day of December 2015.
ATTEST:
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FAEL _ . GRA A DO, C PHILIP L VIN t` .AYOR
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RESOdoc.doc /
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INCORP ORATED
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4• ,-, '' APPROVED AS TO
FORM & LANGUAGE
& FO X UTION
City Atto`ey , Date
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
AUTHORIZING THE CONTINUATION OF THE CURRENT STANDARD SOFTWARE MAINTENANCE
CONTRACT WITH NEW WORLD SYSTEMS CORPORATION, ON A MONTH-BY-MONTH BASIS,
COMMENCING JANUARY 1, 2016, ON THE SAME TERMS AND CONDITIONS, SUBJECT TO
TERMINATION FOR CONVENIENCE WITHOUT CAUSE BY THE CITY MANAGER, UNTIL COMPLETION
OF CURRENT NEGOTIATIONS FOR A SUBSEQUENT AGREEMENT OR THE IDENTIFICATION OF AN
ALTERNATIVE SERVICE PROVIDER.
Key Intended Outcome Supported:
Supporting Data(Surveys, Environmental Scan, etc.):
Item Summary/Recommendation:
In February of 2008, the City of Miami Beach entered into a five (5) year Standard Software Maintenance
Contract with New World Systems Corporation (NWS). This Contract covers software maintenance for all
aspects of the Computer Aided Dispatch (CAD) system. A two year extension was negotiated in 2013 and is
due to expire at midnight on December 31st, 2015.
Effective maintenance of the CAD system is critical to the operational and planning activities of the Police
Department, Fire Department and Emergency Management. NWS is the producer of the City's current CAD
system; therefore, maintenance for the current system is only available from NWS. The belief among City public
safety departments is that replacing the CAD system at this time would be highly disruptive to the City's public
safety operations. Therefore, to secure a mutually beneficial contract for ongoing support and maintenance of
the current CAD system, representatives from the relevant departments (Police, Fire and Emergency
Management) are currently in negotiations with NWS regarding a new contract to replace the existing one.
However, before agreeing to a replacement contract, a number of ongoing support issues were identified,
including:
1 Reducing the annual contract increase from 5%to 3%.
2 Adding 24/7 emergency support for the Law Enforcement Records Management System
(LERMS).
3 Adding an Effective Response Force(ERF)function for the Fire Department.
City representatives from the relevant departments believe that NWS has effectively addressed all issues
identified during the negotiations for a replacement contract, with the exception of how it will address the
desired ERF functionality (Point 3 above). ERF is an asset monitoring and utilization tool that is required by the
Fire Department in order to maintain its national accreditation. NWS does not have the required functionality
within its existing software system; therefore, it will need to develop, and implement, the new system over the
forthcoming months to ensure the City's requirements are met.
The City Manager recommends that the Mayor and City Commission approve the Resolution authorizing the
month-to-month extension of the existing contract with New World Systems until successful negotiations with
New World Systems can be completed or until the City can identify another provider for the system and services
currently acquired from New World Systems. Additionally, the City Manager is seeking discussion and guidance
by the Mayor and City Commission relative to contract negotiations with New World Systems or releasing a
subsequent RFQ for the replacement of the current CAD system.
RECOMMENDATION
Approve the Resolution.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Funds: 1
2
Total
Financial Impact Summary: The monthly cost of the maintenance of the CAD system is approximately
$24,727.00 funded through previously approved IT software maintenance budgets.
City Clerk's Office Legislative Tracking:
Alex Denis, Daniel Oates
Sign-Offs: Am.
Department Di .r C. ;•nt City Manager City M. Imer
4 di
DO MC AD " .A M 11, JL
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Agenda Item R7 x
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MIAMI BEACH Date IZ��J-ls
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of'he City Corn l;f ission
FROM: Jimmy L. Morales, City Manager
DATE: December 9, 2015
SUBJECT: A RESOLUTION OF THE MAYOR! a ND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUT ORIZING THE CONTINUATION OF THE
CURRENT STANDARD SOFTWARE MAINTENANCE CONTRACT WITH
NEW WORLD SYSTEMS CORPORATION, ON A MONTH-BY-MONTH
BASIS, COMMENCING JANUARY 1, 2016, ON THE SAME TERMS AND
CONDITIONS, SUBJECT TO TERMINATION FOR CONVENIENCE
WITHOUT CAUSE BY THE CITY MANAGER, UNTIL COMPLETION OF
CURRENT NEGOTIATIONS FOR A SUBSEQUENT AGREEMENT OR THE
IDENTIFICATION OF AN ALTERNATIVE SERVICE PROVIDER.
ADMINISTRATION RECOMMENDATION
The Resolution is approved.
HISTORY/ BACKGROUND
In February of 2008, the City of Miami Beach entered into a five (5) year
Standard Software Maintenance Contract with New World Systems Corporation
(NWS). This Contract covers software maintenance for all aspects of the
Computer Aided Dispatch (CAD) system. A two year extension was negotiated
in 2013 and is due to expire at midnight on December 31st, 2015.
Effective maintenance of the CAD system is critical to the operational and
planning activities of the Police Department, Fire Department and Emergency
Management. NWS is the producer of the City's current CAD system; therefore,
maintenance for the current system is only available from NWS. The belief
among City public safety departments is that replacing the CAD system at this
time would be highly disruptive to the City's public safety operations. Therefore,
to secure a mutually beneficial contract for ongoing support and maintenance of
the current CAD system, representatives from the relevant departments (Police,
Fire and Emergency Management) are currently in negotiations with NWS
regarding a new contract to replace the existing one. However, before agreeing
to a replacement contract, a number of ongoing support issues were identified,
including:
1 Reducing the annual contract increase from 5% to 3%.
Commission Memorandum
New World Systems
December 9, 2015 Page 2 of 2
2 Adding 24/7 emergency support for the Law Enforcement Records
Management System (LERMS).
3 Adding an Effective Response Force (ERF) function for the Fire
Department.
City representatives from the relevant departments believe that NWS has
effectively addressed all issues identified during the negotiations for a
replacement contract, with the exception of how it will address the desired ERF
functionality (Point 3 above). ERF is an asset monitoring and utilization tool that
is required by the Fire Department in order to maintain its national accreditation.
NWS does not have the required functionality within its existing software system;
therefore, it will need to develop, and implement, the new system over the
forthcoming months to ensure the City's requirements are met.
CITY MANAGER RECOMMENDATION
The City Manager recommends that the Mayor and City Commission approve the
Resolution authorizing the month-to-month extension of the existing contract with
New World Systems until successful negotiations with New World Systems can
be completed or until the City can identify another provider for the system and
services currently acquired from New World Systems. Additionally, the City
Manager is seeking discussion and guidance by the Mayor and City Commission
relative to contract negotiations with New World Systems or releasing a
subsequent RFQ for the replacement of the current CAD system.
JLM / DO / DW/AD
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