Fiscal Note
Funding for the City's share ($75,000) of the contract for 2009 is included in the Information Technology 2009 Executive Operating Budget as recommended by the Board of Estimates. The remainder of the costs will be shared by the 17 municipalities as outlined in the inter-governmental agreement. Funding for future years will require Common Council approval in subsequent year budgets.
Title
Authorizing the Mayor and City Clerk to sign a three (3) year contract for software support and maintenance services with New World Systems Corporation.
Body
WHEREAS, the Police Department for itself, and on behalf of 17 other local police departments and the municipal courts who participate in the City's shared "Records Management System" currently use New World Systems software products for data and records management; and
WHEREAS, the city has had a software maintenance and licensing agreement with New World Systems Corporation since at least 1996; and
WHEREAS, no other software vendors provide maintenance and support for the Records Management System other than New World Systems Corporation; and
WHEREAS, the 2006 agreement sets forth the terms and conditions by which New World provides telephone support and maintenance to users of the software; as well as updates to the software and other technical support necessary to keep the police department computer record system functioning; and
WHEREAS, the 2006 agreement will expire on December 31, 2008 and needs to be updated to reflect all of the software modules currently in use by the City; and
WHEREAS, the City has received a quote for fixed pricing to continue the necessary software maintenance and support services for twelve modules of software, for 2009, 2010 and 2011 as follows:
$154,020 for 2009
$166,331 for 2010
$179.637 for 2011; and
WHEREAS, the City has an inter-government agreement (IGA) with the 17 participating municipalities in Dane County that outlines each municipality's (including the Madison Police Department) share of the maintenance and support costs for the regional Records Management System; and
WHEREAS, funding for the proposed maintenance and support services is shared as follows:
Year City IT Participating Municipalities
2009 $75,000 $79.020
2010 Unknown Costs will be shared by the 17 municipalities as outlined in the IGA.
2011 Unknown Costs will be shared by the 17 municipalities as outlined in the IGA; and
WHEREAS, under APM 1-1 and MGO 4.26 service contracts for more than $50,000 or with a duration of more than 12 months must be individually authorized by resolution; and
WHEREAS, under MGO 4.26(4)(b), service contracts for more than $25,000 for which a competitive bidding procedure was not used must be approved by the council under MGO 4.26(4)(b);
NOW, THEREFORE, be it resolved that the Common Council approves New World Systems Corporation as the sole source to provide the above-described services per MGO 4.26(4)(a)2.; and
BE IT FURTHER RESOLVED THAT the Mayor and City Clerk are authorized to sign a three (3) year contract for software support and maintenance services with New World Systems Corporation at the prices set forth above.