Additional Services Agreement with Tyler Technologies 20116 -29387
Document 1 403-16A I C
....
. .
- tyler
• 3� �
Mar 2. 2010 % �• . .
cc• o � .
ADDITIONAL SERVICES AGREEMENT i-- • L. N
ice ' l, o ,-Z-.
Fire Chief Virgil Fernandez %•. . �
City of Miami Beach /,�'
1755 Meridian Avenue.4th Floor ,ry441'J; .VJ\\
Miami Beach. FL 33139 kt �,c. •
Dear Chief Fernandez:
Tyler Technologies. Inc. is pleased to provide additional services for Custom Effective Response Form
(ERF)Enhancements.
The attached forms(Exhibit AA and G)are to he reviewed and approved by you and,or your authorized
representative.They describe the additional services you have requested along with the related fees.
7' U
Other than for the purposes of internal review, we ask that you treat our fees as confidential j U
information.This is due to the competitive nature of our business. c
The General Terms and Conditions from our original License Agreement are incorporated and 0
continue to apply. Any taxes or fees imposed from the course of this Agreement are the V
g4 rzi
responsibility of the Customer.
ca
We thank you for your continued business with Tyler. We look forward to working on this U a
project with you.
ACKNOWLEDGED AND AGREED TO BY:
TYLER TECHNOLOGI ."C. CITY OF MIAMI BEACH. FL
Ei . . "".+l�r) / (Custom.
No
No gam •:111rWrori -d Signature Title Autho ized Signat re Title
By:
Authorized Signature Title
Date: S/7 A,. Date:
Each individual signing above represents that(s)he has the requisite authority to execute this Agreement on
behalf of the organization for n hich(s)he represents and that all the necessary formalities have been met.
The"Effective Date•of this A -eement is the latter of the two dates in the above signature block.
PRICING IS VALID THROUGH MAY 27 ?016. APPROVED AS TO
FORM & LANGUAGE
&FOR EXECUTION
Corporate:S40 West est L ng Lake Rood•Trot •.tltchigen JSl)0S•I!&?h9-1 r 0 ` 5 ) (1' 0,
f
/403_16 I/C''f_Custom ERF niruu awing
r.
City Attorney t\` Dote
1V�
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE,
I. Total cost Summary:Implementation Services
DESCRIPTION OF COST COST
A. IMPLEMENTATION SERVICES $45,000
1. CUSTOM SOFTWARE/MODIFICATION SERVICES as further 45,000
described in Exhibit G
•
ONE TIME PROJECT COST: X45,000
PRICING ASSUMES CONTRACT EXECUTION BY MAY 27,2016.
City of Miami Beach,FL CONFIDENTIAL Page 2 of 7
1403-16AIC 0502 Custom ERF Enhancement
- Exhibit AA/COST-SUMMARY-AND PAYMENT SCHEDULE
II.Payments for Implementation Services
DESCRIPTION OF PAYMENT PAYMENT
A. IMPLEMENTATION SERVICES $45,000
1. Amount invoiced upon Signature $11,250
2. Amount invoiced upon delivery of the New World 11,250
Software release that includes the ERF Enhancements,
which amount is contingent upon the ERF Enhancements
satisfying all criteria set forth in the Requirements -
Document per the Implementation Schedule in
Section 2b of this Agreement.
3. Amount invoiced upon Go-Live of the ERF Enhancements 22,500
ONE TIME PAYMENTS: $45,000*
*Note: New World Will Deliver ERF within 12 Months of Agreement Execution. This Service Agreement
Only Valid With Dual Execution of SSMA Renewal.
ALL PAYMENTS ARE DUE WITHIN FORTY-FIVE(45)DAYS FROM RECEIPT OF INVOICE.
Billings are applied ratably to each deliverable included under the total one-time cost.If any deliverable is subject
to sales tax,the tax will be calculated and added as applicable to each billing.
City of Miami Beach,FL CONFIDENTIAL Page 3 of 7
1403-16A1C 0502 Custom ERF Enhancement
EXHIBIT G
CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/MODIFICATIONS AND/OR
CUSTOM SOFTWARE
1. Definition of Project
New World will provide the Customer requested Standard Software Enhancements and/or Custom Software as
discussed below to address the Customer's requirements. Customer agrees to cooperate in not making
modifications and enhancements too extensive as defined in the 2(b)(1)procedure below.
An analysis and assessment to verify the scope of effort for the project will be conducted.A revised estimate for the
modifications/interfaces may be provided at the conclusion of the assessment. Customer may elect to cancel or
proceed with the modifications/interfaces based on the revised estimate.
Capabilities included in the initial scope:
a) Enhancements/Modifications to MSP CAD,Fire Records,and DSS Software
(1) DSS Fire Accreditation for Effective Response Form Enhancement:
i. The ability to create custom DSS Reports encompassing the Effective Response Force
(ERF)Travel Times as well as Response Times.
ii. Agencies that pursue accreditation and ISO ratings are required to provide the following
information on an annual basis.
New World will provide as part of DSS Business Analytics the four response times as Part
of Fire Accreditation cube.
1. ERF (Effective Response Force) Travel Time, as further defined in New World
Requirements Documentation(RD).
2.ERF Response Time,as further defined in RD.
Customer can select one of the following:
I.Call Received DateTime
2.Call Create DateTime
3.Alarm Datetime
3.Travel Time of First Arrival,as further defined in RD
4.Total Response Time of First Arrival,as further defined in RD.
City of Miami Beach,FL CONFIDENTIAL Page 4 of 7
1403-16AIC 0502 Custom ERF Enhancement
- - Exhibit-G/CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/ - - - -
MODIFICATIONS AND/OR CUSTOM SOFTWARE
iii. In order to provide the four response times,Customer will have additional menu options added to
Fire maintenance. All additional DSS accreditation functionality is documented in New World
Miami Beach RD.
(2) Fire Records Canned Report Enhancements for Effective Response Force:
New World will create two canned reports in FRMS.The first is a summary yearly comparison(3
years)of the NFIRS groups. It will provide the 90th percentile response times for the following
timestamps:alarm processing,turn out,travel time of first arrival,travel time of effective response
force,total response time of first arrival,and total response time of effective response force.
ii. The second report will provide detail on each individual incident number within the date range.
Customer has provided New World with examples of these reports,which are attached to the RD.
All further report detail and functionality is described in ERF RD.
(3) MSP CAD Enhancements for Effective Response Force:
i. In addition to the changes above,an additional timestamp will also be added that can
be utilized in CAD for Unit Acknowledged Call. This timestamp will be setup as a
unit status, and, will have a new mapping in CAD settings that will allow that unit
status to map to Fire Records. It will then clear over to Fire Records as a unit
timestamp. It will be added to the Apparatus Times section of the Fire Incident
Wizard.It also will be added to DSS and Data Analysis and Mapping.
Installation,deployment,and application security will be further explained in ERF RD.
Customer is responsible for having all pre-requisites installed and keeping the clients up to
date.
The Customer's IT Departments are responsible for setting up and maintaining a connection to
MSP Fire Records client.
No additional reporting capabilities will be provided outside of the scope of the requirement.
Miami Beach and New World Systems will verify that the terms of the Requirements
Document are acceptable. The parties hereto are each acting with proper authority by their
respective companies.
City of Miami Beach,FL CONFIDENTIAL Page 5 of 7
1403-16A1C 0502 Custom ERF Enhancement
•
-- Exhibit G/CUSTOMER REQUESTED STANDARD SOFTWARE-ENHANCEMENTS/
MODIFICATIONS AND/OR CUSTOM SOFTWARE
2. Methodology to Provide Enhancements and/or Custom Software
a) Definition of New World's Responsibility
This project includes the following activities to be performed by New World.
(1) Review of required features with Customer. Only items identified in Paragraph I above will be
provided in this implementation plan.
(2) Preparation of Requirements Document(RD)to include:
• Detailed description of the required feature
• menu samples
• screen samples
• report samples
(3) Programming and programming test.
(4) Training, testing and/or other support services at the Daily Rate. Whenever possible, these
services will be done remotely, resulting in savings in Travel Expenses and Time. If on-site
installation and training is required, Customer will be responsible for the actual Travel
Expenses and Time.
For modification requiring over seven (7) days of work, New World utilizes a design document
procedure [see 2(b)(/) below]. For smaller modifications, New World uses a Request For Service
(RFS)procedure. Both procedures are reviewed with Customer at a pre-installation planning meeting.
The RFS procedure utilizes a form with a narrative description and supporting documentation if
applicable to define the work to be done.
b) Implementation Schedule
Activity Targeted Time Period
(1) Complete Design Review with Customer Staff. Customer To be determined
agrees to be reasonable and flexible in not attempting to design
the modifications to be more extensive than called for in the
scope(cost and schedule)of this project.
(2) New World submits completed RD to Customer. To be determined
(3) RD is accepted and signed off by Customer (no programming To be determined
will be done by New World until the formal sign-off and
Customer's authorization to proceed in writing).
(4) New World completes programming from RD and provides To be determined
modified software to Customer.
(5) Software Modification Acceptance Test based on RD. To be determined
City of Miami Beach,FL CONFIDENTIAL Page 6 of 7
1403-16A1C 0502 Custom ERF Enhancement
c) Customer's Responsibility
All Customer requested changes after RD sign-off must be documented by Customer and authorized
in writing including potential costs,if any. Additional changes will most likely delay the schedule and
may increase the cost.
The Customer will test the functionality against the approved RD and provide feedback
within 30 days of installation and notification of testing readiness.If after the completion of
the thirty(30)day Customer Testing period,Customer does not identify any defects or
issues,then this specific feature provided shall be deemed to be approved but will also be
subject to final system acceptance as described in the Agreement.
ii. The Customer must maintain and update the Fire Records clients when new versions are
available through general maintenance releases.As the core Fire Records application is
updated,updates provided via the New World Automatic Updater will need to be accepted
and applied by the Customer to ensure proper operation and data integrity.Permissions and
jurisdiction access must be maintained by the Customer during ongoing operations to ensure
that the proper personnel access is granted and revoked based on the Customer's security
policy. System requirements must be maintained by the Customer for each workstation the
Fire Records Client will be installed on to ensure proper operations of the application.
iii. Customer shall be responsible for installing,managing,supporting,and troubleshooting all
aspects of the enhanced software which efforts include but are not limited to:
-Customer shall be responsible for thoroughly testing the enhancement at the remote
locations.
-Customer agrees to provide remote access to their network environments for New World
Systems personnel to facilitate communication, installation,and support.
City of Miami Beach,FL CONFIDENTIAL Page 7 of 7
1403-16AIC 0502 Custom ERF Enhancement
RESOLUTION NO. 2016-29387
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
CITY MANAGER'S RECOMMENDATION AND AUTHORIZING
THE CITY MANAGER AND CITY CLERK TO EXECUTE AN.
ADDITIONAL SERVICES AGREEMENT WITH TYLER
TECHNOLOGIES, INC. (PREVIOUSLY NEW WORLD SYSTEMS
CORPORATION) TO PROVIDE CUSTOM EFFECTIVE
RESPONSE FORCE SOFTWARE ENHANCEMENTS TO THE
COMPUTER ASSISTED DISPATCH (CAD) SYSTEM FOR THE
CITY'S FIRE DEPARTMENT, IN AN AMOUNT NOT TO EXCEED
$45,000.
WHEREAS, on March 9, 2016, the Mayor and City Commission adopted Resolution No.
2016-29333, accepting the City Manager's recommendation by 5/7ths vote to waive the
competitive bidding requirement, and authorizing the Administration to finalize negotiations with
Tyler Technologies, Inc. ("Tyler") (previously New World Systems Corporation) and, if such
negotiations were successful, approving and authorizing the City Manager and City Clerk to
execute a Standard Software Maintenance Agreement ("SSMA")for a term of two years, with up
to three one-year renewal options, in an amount not to exceed $1,739,796; and
WHEREAS, the parties subsequently finalized and executed the SSMA; and
WHEREAS, the SSMA provides software and maintenance for all aspects of the
computer assisted dispatch ("CAD") system used by the City's Police Department, Fire
Department, and Office of Emergency Management; and
WHEREAS, the effective maintenance of the CAD system is critical to the operational
and planning activities of the Police Department, Fire Department, and Office of Emergency
Management; and
WHEREAS, in addition to the required software and maintenance provided for in the
SSMA, the Fire Department has requested that an Effective Response Force ("ERF")
enhancement be implemented as soon as possible; and
WHEREAS, ERF is an asset monitoring and utilization tool that is required by the Fire
Department in order to maintain its.national accreditation; and
WHEREAS, the Administration now seeks approval to amend the SSMA to require Tyler
to develop and implement an ERF compliance and reporting tool; and
WHEREAS, the Fire Department has determined that the proposed ERF tool will
promote operational efficiencies that are tailored to the unique characteristics of the department.
NOW, THEREFORE, BIT IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
accept the City Manager's recommendation and authorize the City Manager and City Clerk to
execute an Additional Services Agreement with Tyler Technologies Inc. (previously New World
Systems Corporation) to provide custom Effective Response Force (ERF) software
enhancements to the computer assisted dispatch system for the City's Fire Department, in an
amount not to exceed $45,000.
PASSED AND ADOPTED this /1 day of magi 2016.
ATTEST:
3A//
R ael . anado �u����� Philip Levine
City Clerk B�A�4�� Mayor
INCORP ORATED APPROVED AS TO
• • <0 FORM & LANGUAGE
& FO EX UTION
5 iz Ip
City Attorney . Dote
T:\AGENDA\2016\March\Procurement\New World SSMA Waiver\Com_Reso-NWScontract2016.doc
COMMISSION ITEM SUMMARY
Condensed Title: •
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,ACCEPTING THE
CITY MANAGER'S RECOMMENDATION AND AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN
ADDITIONAL SERVICES AGREEMENT WITH TYLER TECHNOLOGIES, INC. (PREVIOUSLY NEW WORLD SYSTEMS
• CORPORATION) TO PROVIDE CUSTOM EFFECTIVE RESPONSE FORCE SOFTWARE ENHANCEMENTS TO THE
COMPUTER ASSISTED DISPATCH (CAD) SYSTEM FOR THE CITY'S FIRE DEPARTMENT, IN AN AMOUNT NOT TO
EXCEED$45,000.
Key Intended Outcome Supported:
N/A
Supporting Data (Surveys, Environmental Scan,etc.):
N/A
Item Summary/Recommendation:
On March 9, 2016, the Mayor and City Commission approved the City Manager's recommendation to
waive competitive bidding requirements by 5/7ths vote,finding such waiver to be in the best interest of the
City, and authorized the Administration to finalize negotiations with Tyler Technologies, Inc. (previously
New World Systems Corporation); and further approved and authorized the City Manager and City Clerk,
upon successful negotiations,to execute a new SSMA for a term of two(2)years,with up to three(3)one-
year renewals, in an amount not to exceed$1,739,796. The parties subsequently finalized and executed
the SSMA.
As part of the new agreement with New World approved by the City Commission on March 9, 2016, the
Fire Department intends to upgrade its system to include Effective Response Force(ERF) functionality.
ERF to be implemented as soon as possible. ERF is an asset monitoring and utilization tool that is
required by the Fire Department in order to maintain its national accreditation.ERF functionality allows the
Fire Department to assess as the necessary amount of staffing and equipment specific to each type of
emergency and to be able to arrive on scene within a targeted amount of time. ERF functionality allows the
•
Fire Department to deploy resources to effectively and efficiently respond to emergencies and mitigate any
risks from under deployment of resources.This allows responses to minimize life and property causalities
and maximize the safety of the responding firefighters, paramedics, police officers, and other first
responders.
While a discussion on the ERF functionality was included in the agenda item considered and approved by
the City Commission on March 9, 2016, the "not to exceed amount" of the item, which as stated as
$1,739,796, inadvertently did not include the cost of the ERF functionality estimated at$45,000.Therefore,
the purpose of this item is to seek the City Commission authority to complete the agreement with Tyler for
the ERF functionality at a cost not to exceed $45,000.
I
Based on the foregoing,the City Manager recommends that the Mayor and City Commission approve the
Resolution authorizing the City Manager and City Clerk to execute an Additional Services Agreement with
Tyler Technologies, Inc. to provide ERF enhancements to the computer assisted dispatch(CAD)system
for the City's Fire Department, in an amount not to exceed $45,000, which shall be subject to the City's
acceptance of and satisfaction with the proposed software enhancement.
RECOMMENDATION
APPROVE THE RESOLUTION •
Advisory Board Recommendation:
NA .
Financial Information:
Source of Amount • Account •
Funds: 1
()BPI Total
Financial Impact Summary:All funds expended shall have been previously approved for the purposes
stated herein.
City Clerk's Office Legislative Tracking:
Chief Oates, Chief Fernandez
Sign-0 s:
• ate,-rt_f Director -72' •nt Ci Mana•er a.. it Mana•er
T:lagend.' 0161M- - \Procurement\Com_item_su Wem_sumNWScontract2016
A NDA ITEM C 7 G-
M DATE 1/-/Co
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 f the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: May 11, 2016
SUBJECT: A RESOLUTION OF THE M OR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE CITY MANAGER'S
RECOMMENDATION AND AUTHORIZING THE CITY MANAGER AND CITY
CLERK TO EXECUTE AN ADDITIONAL SERVICES AGREEMENT WITH TYLER
TECHNOLOGIES, INC. (PREVIOUSLY NEW WORLD SYSTEMS
CORPORATION) TO PROVIDE CUSTOM EFFECTIVE RESPONSE FORCE
SOFTWARE ENHANCEMENTS TO THE COMPUTER ASSISTED DISPATCH
(CAD) SYSTEM FOR THE CITY'S FIRE DEPARTMENT, IN AN AMOUNT NOT TO
EXCEED $45,000.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
In February 2008, the City of Miami Beach ("City") entered into a five (5) year
Standard Software Maintenance Agreement ("SSMA") with New World Systems
Corporation (NWS). This contract covered software maintenance for all aspects of
the Computer Aided Dispatch (CAD) system.
On March 9, 2016, the Mayor and City Commission approved the City Manager's
recommendation to waive competitive bidding requirements by 5/7ths vote, finding
such waiver to be in the best interest of the City, and authorized the Administration
to finalize negotiations with Tyler Technologies, Inc. (previously New World Systems
Corporation); and further approved and authorized the City Manager and City Clerk,
upon successful negotiations, to execute a new SSMA for a term of two (2) years,
with up to three (3) one-year renewals, in an amount not to exceed$1,739,796.The
parties subsequently finalized and executed the SSMA.
As part of the new agreement with New World approved by the City Commission on
March 9, 2016, the Fire Department intends to upgrade its system to include
Effective Response Force (ERF) functionality. ERF to be implemented as soon as
possible. ERF is an asset monitoring and utilization tool that is required by the Fire
Department in order to maintain its national accreditation.
Page 2
Tyler/New World
May 11,2016
ERF functionality allows the Fire Department to assess as the necessary amount of
staffing and equipment specific to each type of emergency and to be able to arrive
on scene within a targeted amount of time. ERF functionality allows the Fire
Department to deploy resources to effectively and efficiently respond to
emergencies and mitigate any risks from under deployment of resources. This
allows responses to minimize life and property causalities and maximize the safety
of the responding firefighters, paramedics, police officers, and other first
responders.
While a discussion on the ERF functionality was included in the agenda item
considered and approved by the City Commission on March 9, 2016, the "not to
exceed amount" of the item, which as stated as $1,739,796, inadvertently did not
include the cost of the ERF functionality estimated at $45,000. Therefore, the
purpose of this item is to seek the City Commission authority-to complete the
agreement with Tyler for the ERF functionality at a cost not to exceed $45,000.
CITY MANAGER'S RECOMMENDATION
Based on the foregoing, I recommend that the Mayor and City Commission approve
the Resolution authorizing the City Manager and City Clerk to execute an Additional
Services Agreement with Tyler Technologies, Inc. to provide ERF enhancements to
the computer assisted dispatch (CAD) system for the City's Fire Department, in an
amount not to exceed $45,000, which shall be subject to the City's acceptance of
and satisfaction with the proposed software enhancement.
JLM /VF /AD
RESOLUTION NO. 2016-29333
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
CITY MANAGER'S RECOMMENDATION BY 5/7THS VOTE
AND WAIVING THE COMPETITIVE BIDDING REQUIREMENT,
FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF
THE CITY, AND AUTHORIZING THE ADMINISTRATION TO
FINALIZE NEGOTIATIONS WITH TYLER TECHNOLOGIES INC.
(PREVIOUSLY NEW WORLD SYSTEMS CORPORATION) AND,
IF SUCH NEGOTIATIONS ARE SUCCESSFUL, APPROVING
AND AUTHORIZING THE CITY MANAGER AND CITY CLERK
TO EXECUTE A STANDARD SOFTWARE MAINTENANCE
AGREEMENT FOR A TERM OF TWO YEARS, WITH UP TO
THREE ONE-YEAR RENEWAL TERMS, IN AN AMOUNT NOT
TO EXCEED $1,739,796.
WHEREAS, in February 2008, the City of Miami Beach ("City") entered into a five (5)
year Standard Software Maintenance Agreement with New World Systems Corporation
("NWS") the City's Computer Aided Dispatch ("CAD") system; and
WHEREAS, in 2013, the City negotiated and the parties agreed to a two-year extension
of the Agreement, which extension expired at midnight on December 31, 2015; and
WHEREAS, as approved by the City Commission on December 9, 2015, the Agreement
has since continued on a month-to-month basis; and
WHEREAS, effective maintenance of the CAD system is critical to the operational and
planning activities of the Police Department, Fire Department, and Office of Emergency
Management; and
WHEREAS, NWS was recently acquired by Tyler Technologies Inc. ("Tyler"); and
WHEREAS, the Administration believes that it is critical to negotiate with Tyler, the
successor to NWS, to execute a new Shared Software Maintenance Agreement for the City's
CAD system, because transitioning to another provider's system at this time would be highly
disruptive to the City's public safety operations; and
WHEREAS, in addition to the required ongoing maintenance, the Fire Department
requires Effective Response Force ("ERF") functionality to be implemented as soon as possible.
ERF is an asset monitoring and utilization tool that is required by the Fire Department in order to
maintain its national accreditation; and
WHEREAS, the Administration is satisfied with NWS's performance under the current
Standard Software Maintenance Agreement, which has met the general requirements of the
City; and
WHEREAS, the City has negotiated with NWS and, now, Tyler, to obtain the necessary
amendments and undertakings to meet the needs of all relevant departments for the duration of
the new proposed contract term; and
WHEREAS, after considering the Administration's review and analysis, the City Manager
recommends that the Mayor and City Commission waive the competitive bidding requirement by
a 5/7ths vote, and approve this Resolution authorizing the Administration to (1) finalize
negotiations with Tyler for the NWS CAD system, and (2) if such negotiations are successful, to
execute a new Agreement with Tyler for a term of two years, with up to three one-year renewal
terms, in an amount not to exceed $1,739,796.
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 accept the City Manager's recommendation by 5/7ths vote and waive the
competitive bidding requirement, find such waiver to be in the best interest of the City, and
authorize the Administration to finalize negotiations with Tyler Technologies Inc. (previously
New World Systems Corporation) and, if such negotiations are successful, approve and
authorize the City Manager and City Clerk to execute a Standard Software Maintenance
Agreement for a term of two years, with up to three one-year renewal terms, in an amount not to
exceed $1,739,796. /,y�
PASSED AND ADOPTED this /p Jl Q` day of rCh_ 2016.
ATTEST:
•
3/1 fail)o
Rafael E. nado Philip evi;•,: • /;
City Clerk lllllllllllllllll Ma or
� 19. .,/
•
7 * t
INCCRP ORATED: •
�7 z�=' APPROVED AS TO
; FORM & LANGUAGE
�'�N 2� c� -& FO "XECUTI•
alrA9k /1 z ?c4
/Ci Attorney Dote
T:\AGENDA\20161March\Procurement\New World SSMA Waiver\Com_Reso-NWScontract2016.doc
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,ACCEPTING THE
CITY MANAGER'S RECOMMENDATION BY 5/7THS VOTE AND WAIVING THE COMPETITIVE BIDDING
REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST IN THE CITY, AND AUTHORIZING THE
ADMINISTRATION TO FINALIZE NEGOTIATIONS WITH TYLER TECHNOLOGIES INC. (PREVIOUSLY NEW WORLD
SYSTEMS CORPORATION)AND,IF SUCH NEGOTIATIONS ARE SUCCESSFUL,APPROVING AND AUTHORIZING THE
CITY MANAGER AND CITY CLERK TO EXECUTE A STANDARD SOFTWARE MAINTENANCE AGREEMENT FOR ATERM
OF TWO YEARS,WITH UP TO THREE ONE-YEAR RENEWAL TERMS,IN AN AMOUNT NOT TO EXCEED$1,739,796.
Key Intended Outcome Supported:
N/A
Supporting Data(Surveys, Environmental Scan,etc.):
N/A
Item Summary/Recommendation:
In February 2008, the City of Miami Beach ("City") entered into a five (5) year Standard Software
Maintenance Agreement with New World Systems Corporation (NWS). This Contract covered software
maintenance for all aspects of the Computer Aided Dispatch (CAD) system. A two-year extension was
negotiated in 2013 and expired at midnight on December 31, 2015; however, the Maintenance Contract
has since continued on a month-to-month basis as approved by the City Commission on December 9,
2015.
Effective maintenance of the CAD system is critical to the operational and planning activities of the Police
Department, Fire Department and Emergency Management.Accordingly,the Administration believes it is
critical to negotiate with Tyler Technologies, Inc.,the producer of the City's current NWS CAD system,for
a successor contract. In addition to the required ongoing maintenance, the Fire Department requires
Effective Response Force (ERF) functionality to be implemented as soon as possible. ERF is an asset
monitoring and utilization tool that is required by the Fire Department in order to maintain its national
accreditation.
The belief among the City's public safety departments(Police, Fire and Emergency Management)is that
replacing the CAD system with another provider's 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) havebeem conducting extensive negotiations with Tyler Technologies, Inc.
regarding a new Maintenance Contract,with the inclusion of the ERF functionality.The Standard Software
Maintenance Agreement the City entered into with NWS in 2008 has met the general requirements of the
City. The new contract includes all necessary amendments and undertakings to meet the needs of all
relevant departments for the term of the contract.The Administration recommends that the Mayor and City
Commission adopt the Resolution approving the new contract.
CITY MANAGER'S RECOMMENDATION
Based on the foregoing, I recommend that the Mayor and City Commission of the City of Miami Beach,
Florida, approve the resolution authorizing the Administration to finalize negotiations with Tyler
Technologies for the New World Systems computer aided dispatch system;further authorizing the Mayor
and City Clerk to execute the Agreement upon successful negotiations.
Advisory Board Recommendation:
NA
Financial Information:
Source of Amount Account
Funds: 1
()BPI Total
Financial Impact Summary: NA
City Clerk's Office Legislative Tracking:
Chief Oates, Chief Fernandez
Sign-Offs: is
part i o nt City Manager \City Manager
T:\agenda120161, arch\• .curement\Com_Item_sum-Com_item_sumNWSco 'ra t2016
M IAM I n A E AGENDA ITEM F1
DATE 3-?-1,�
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION EMORANDUM
TO: Mayor Philip Levine and Members of he City Co mission
I V
FROM: Jimmy L. Morales, City Manager
DATE: March 9, 2016
SUBJECT: A RESOLUTION OF THE MAY• - AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE CITY MANAGER'S
RECOMMENDATION BY 5/7THS VOTE AND WAIVING THE COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST IN THE CITY, AND AUTHORIZING THE ADMINISTRATION TO
FINALIZE NEGOTIATIONS WITH TYLER TECHNOLOGIES INC. (PREVIOUSLY
NEW WORLD SYSTEMS CORPORATION)AND, IF SUCH NEGOTIATIONS ARE
SUCCESSFUL, APPROVING AND AUTHORIZING THE CITY MANAGER AND
CITY CLERK TO EXECUTE A STANDARD SOFTWARE MAINTENANCE
AGREEMENT FOR A TERM OF TWO YEARS, WITH UP TO THREE ONE-YEAR
RENEWAL TERMS, IN AN AMOUNT NOT TO EXCEED $1,739,796.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
HISTORY/BACKGROUND
In February 2008, the City of Miami Beach ("City") entered into a five (5) year
Standard Software Maintenance Agreement with New World Systems Corporation
(NWS). This Contract covered software maintenance for all aspects of the
Computer Aided Dispatch (CAD) system. A two-year extension was negotiated in
2013 and expired at midnight on December 31, 2015; however, the Maintenance
Contract has since continued on a month-to-month basis as approved by the City
Commission on December 9, 2015.
Effective maintenance of the CAD system is critical to the operational and planning
activities of the Police Department, Fire Department and Emergency Management.
Accordingly, the Administration believes it is critical to negotiate with Tyler
Technologies, Inc., the producer of the City's current NWS CAD system, for a
successor contract. In addition to the required ongoing maintenance, the Fire
Department requires Effective Response Force (ERF) functionality to be
implemented as soon as possible. ERF is an asset monitoring and utilization tool
that is required by the Fire Department in order to maintain its national accreditation.
2
Tyler New World
March 9,2016
The belief among the City's public safety departments (Police, Fire and Emergency
Management) is that replacing the CAD system with another provider's 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) have been conducting extensive negotiations with
Tyler Technologies, Inc. regarding a new Maintenance Contract, with the inclusion
of the ERF functionality. Key elements to the new negotiations include:
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 Developing and implementing an Effective Response Force (ERF)
function for the Fire Department. ERF is an asset monitoring and
utilization tool that is required by the Fire Department in order to
maintain its national accreditation. The enhancement to the software
system relating to the ERF function will incur an additional cost of
$45,000. This amount was previously approved by, and budgeted
within, the Information Technology Steering Committee.
4 Enhancement of the system to facilitate Pulsepoint Interface Email
Software.
5 An option to cancel, at any time, without cause, with 90 days'written
notice.
6 An option at the end of Year 2 to terminate the Contract if the ERF
enhancement is not implemented by Tyler Technologies, Inc. in the
12 month development period as promised by Tyler Technologies,
Inc. and accepted by the Fire Department.
7 Three (3) further one-year extensions beyond Year 2, conditional
upon successful implementation of the ERF function and continued
operational effectiveness.
The Standard Software Maintenance Agreement the City entered into with NWS in
2008 has met the general requirements of the City. The new contract includes all
necessary amendments and undertakings to meet the needs of all relevant
departments for the term of the contract. The Administration recommends that the
Mayor and City Commission adopt the Resolution approving the new contract.
CITY MANAGER'S RECOMMENDATION
Based on the foregoing, I recommend that the Mayor and City Commission of the
City of Miami Beach, Florida, approve the resolution authorizing the Administration
to finalize negotiations with Tyler Technologies for the New World Systems
computer aided dispatch system; further authorizing the Mayor and City Clerk to
execute the Agreement upon successful negotiations.
JLM:DJO:DW
T:l agenda120161MARCH1Procurement\Com_memo-NWScontract2016