HomeMy WebLinkAbout13-Information Technology
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: INFORMATION TECHNOLOGY
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO
AUTHORIZING A PURCHASE ORDER
IN THE AMOUNT OF $90,000 TO NEW
WORLD SYSTEMS CORPORATION FOR
SOFTWARE CONFIGURATION AND
TRAINING-RELATED EXPENSES.
From: LEA DEESING,
INFORMATION TECHNOLOGY
DIRECTOR
Date: SEPTEMBER 1, 2011
MICC Meeting Date: September 19, 2011
Synopsis of Previous Council Action:
January 24, 2011 - Resolution 2011-18 - Council approved the purchase of a Critical
Technology Infrastructure Upgrade for the City of San Bernardino.
Recommended Motion:
1. Adopt Resolution.
2. Authorize the Director of Finance to amend the
FY 2011-12 IT budget by transferring $90,000
from Account No. 679-250-5704-0000-0058 Lea Deesing, Director formation Technology
to Account No. 679-250-5181-0000-0058.
Contact person: Lea Deesing
Phone:x3017
Supporting data attached: Staff ReDort
Ward: All
FUNDING REQUIREMENTS: Amount:
$90,000
Source: (Acct. No.)
679-250-5181-0000-0058
(Acct. Description)
IT Business Systems Program
Miscellaneous Equipment
Finance:
Council Notes:
Agenda Item No. /3
()4~/1~.u1/
~P1?
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing a
purchase order in the amount of $90,000 to New World Systems Corporation for software
configuration and training-related expenses.
BACKGROUND:
On January 24, 2011, the City Council approved the purchase of New World Systems
Corporation's Police Computer Aided Dispatch (CAD), Police Records Management System
(RMS), and a City-wide Financial Management System.
New World Systems Corporation is the manufacturer of the Logos and Aegis software modules
the City is implementing. It is essential that these modules be properly configured with the on-
site assistance and training services from the manufacturer. This ensures the City's investment is
maximized through the proper configuration and use of the software.
Due to the ubiquitous feature-set and flexibility in automating the City's CAD/RMS/Financial
Management System, approximately fifty-eight on-site configuration and training visits will be
required to implement these software modules over FY 2011-12. This is due to the fact that the
majority of the implementation work and training is being carried out during FY 2011-12.
This purchase is exempt from the formal purchasing procedures of Section 3.04.010 of the
Municipal Code, pursuant to Section 3.04.010(B)(3) which exempts purchase approved by the
Mayor and Common Council.
New World Systems Corporation, located in Troy, MI, is the provider and implementer of the
New World Systems software being installed at the City of San Bernardino. The purchase order
shall incorporate the terms and conditions in the contract approved under Resolution 2011-18.
FINANCIAL IMP ACT:
The FY 2011-12 adopted budget includes $127,200 as contingency funds for the Police and
Finance system implementations. The remaining software configuration and training-related
costs for FY 2011-12 are not expected to exceed $90,000. The requested $90,000 will come from
this contingency amount, and will therefore not result in an increased cost to the City or have any
negative financial impact.
Funds for these expenses were appropriated in the Information Technology Department,
Business Systems, FY 2011-12 budget accounts for Miscellaneous Equipment Purchase (account
no. 679-250-5704-0000-0058) and will be transferred to Other Operating Expenses (account
679-250-5181-0000-0058).
Account: 679-250-5704-0000-0058 Budgeted Amount: $127,200
Balance as of July 1,2011: $127,200 Balance after approval of this item: $37,200.
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred, but not yet processed.
RECOMMENDATION:
I. Adopt Resolution.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING A PURCHASE ORDER IN THE AMOUNT
OF $90,000 TO NEW WORLD SYSTEMS CORPORATION FOR SOFTWARE
CONFIGURATION AND TRAINING-RELATED EXPENSES.
WHEREAS, on January 24, 2011, the City Council approved the purchase of New
World Systems Corporation's Police Computer Aided Dispatch (CAD), Police Records
Management System (RMS), and a City-wide Financial Management System.
WHEREAS, it is critical that the City's investment is maximized through the proper
configuration and use of the software.
WHEREAS, due to the ubiquitous feature-set and flexibility of the software,
substantial vendor-led on-site configuration and training work is required.
WHEREAS, funds in the amount of $127,200 were appropriated as project funds for
this purpose.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1: That the Director of Finance or his/her designee is hereby authorized
to amend the FY 2011-12 IT budget by transferring $90,000 from account no. 679-250-
5704-0000-0058 to account no. 679-250-5181-0000-0058.
SECTION 2: That the Director of Finance or his/her designee is hereby authorized
to issue a purchase order to New World Systems Corporation of Troy, Michigan, for FY
2011-12 software configuration and training-related costs in an amount not to exceed
$90,000. The Purchase Order shall reference the number of this Resolution and shall read,
"San Bernardino CADIRMS/Financial Management System - software configuration and
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
training-related costs not to exceed $90,000" and shall incorporate the terms and conditions
in the contract approved pursuant to Resolution 2011-18.
SECTION 3: This purchase is exempt from the formal purchasing procedures of
Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.01O(B)(3) which exempts
purchase approved by the Mayor and Common Council.
SECTION 4: The authorization to issue the above-referenced purchase order with
New World Systems Corporation. is rescinded if not executed/issued within sixty (60) days
of the passage of this Resolution.
III
III
III
III
III
III
III
III
III
III
III
III
III
III
III
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING A PURCHASE ORDER IN THE AMOUNT
OF $90,000 TO NEW WORLD SYSTEMS CORPORATION FOR SOFTWARE
CONFIGURATION AND TRAINING-RELATED EXPENSES.
I HEREBY CERTIFY that the foregoing resolution was du1y adopted by the Mayor and
Common Council of the City of San Bernardino at a meeting thereof,
held on the day of , 20 II, by the following vote, to wit:
Council Members
Aves
Navs
Abstain
Absent
MARQUEZ
JENKINS
BRINKER
SHORETI
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2011
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to form:
City of San Bernardino
Information Technology Division
Interoffice Memorandum
To: Charles McNeely, City Manager
From: Lea Deesing, Information Technology Director
Subject: Sole Source Purchase Request for software configuration and
training-related expenses for continued implementation of the
City's CAD/RMS/Financial Management System, pursuant to pursuant
to Municipal Code Chapter 3 .04.010 (B) (3)
Date: September 1, 2011
Copies:
The City is implementing New World Systems Corporation's Police Computer
Aided Dispatch (CAD) , Records Management System (RMS) , and Financial
Management Systems. The City must continue to obtain implementation services,
including software configuration and training-related assistance, from New
World System Corporation for the following reasons:
1. New World Systems Corporation is the software manufacturer of the Logos
and Aegis software modules the City is implementing and they are the
authorized vendor for implementation services.
only author P
2. It is essential that the software modules be properly configured with
the on-site assistance and training services from the software
manufacturer. This ensures the City's investment is maximized through
the proper configuration and use of the software.
3. On January 24, 2011, in Resolution 2011-18, the City Council approved
the purchase of New World Systems Corporation's CAD/RMS/Financial
Management System. Due to the ubiquitous feature-set and flexibility in
automating the City' s CAD/RMS/Financial Management System,
approximately fifty-eight on-site configuration and training visits
will be required over the remaining months during fiscal year 2011-12.
Pursuant to San Bernardino Municipal Code Section 3.04.010 (B) (3) , the
Information Technology Department requests that the City Manager authorize a
sole source purchase from New World Systems Corporation for software
configuration and training-related expenses required to continue to implement
the City's CAD/RMS/Financial Management System.
Approved by:
4ar:Ves McNeely, Ci y Ma ger