HomeMy WebLinkAbout2013-07-08-Meeting Agendawww.augustaga.gov
Public Safety Committee Meeting Commission Chamber- 7/8/2013- 12:45 PM
PUBLIC SAFETY
1. Approve contract addendum with CivicPlus.
Attachments
2. Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed
schedule presented by Commissioner Davis. (Approved by
Administrative Services Committee June 10, 2013) (Referred
from the June 18 Commission meeting)
Attachments
3. Motion to approve the minutes of the Public Safety Committee
held on June 10, 2013.
Attachments
4. Approve Additional Software License Agreement for New
World Gangs and Narcotics Software.
Attachments
5. Motion to approve the Updated Downtown Safety Plan
consisting of a wide variety of components that will be
explained by Sheriff Roundtree.
Attachments
Public Safety Committee Meeting
7/8/2013 12:45 PM
CivicPlus Website Refresh
Department:Information Technology
Caption:Approve contract addendum with CivicPlus.
Background:Augusta contracted with Icon Enterprises (DBA CivicPlus) in
2008 in order to secure hosting and design services related to the
City of Augusta web site at www.augustaga.gov.
The current Augusta web site features over 1,000 individual pages
related to city departments, facilities, and programs. The
appearance of the site has changed cosmetically since the initial
implementation with CivicPlus in 2009, but there has been no
major redesign. It is a stated internal goal of IT to see that the site
is redesigned and refreshed every 3-4 years.
As the means by which many citizens (and other parties around
the world) get information about Augusta, the city’s web site
needs to be updated in order to reflect changes in technology that
have made web pages more dynamic, more mobile-accessible, and
more social media-friendly as well.
Analysis:CivicPlus has provided the opportunity to Augusta to perform a
redesign of the web site at a reduced one-time rate due to the fact
that we have been a loyal customer since 2008. The redesign
effort includes a new look-and-feel for the site, a new top banner,
enhancements to navigation and drop-down menus, updated
graphic elements, content migration (to move all 1,000+ current
pages to the new design), and access to a new feature (called
Aurora) that permits Augusta personnel to make front-page
changes on the fly. The contract proposal includes an increase in
the annual maintenance. The intent of the increase is to fund the
next redesign effort. In four years, Augusta will be entitled to
another redesign, but there will be no charge at that time since it is
tied in with annual maintenance. CivicPlus has over 1,400
government customers nationwide and many have gone through
the redesign process. Contracting with CivicPlus to accomplish
the redesign effort means that this endeavor can be accomplished
with minimal City of Augusta staff time. In essence, Augusta
advises them of our choices, CivicPlus implements the changes,
Cover Memo
Item # 1
and the new site is prepared.
Financial Impact:The overall change in our annual maintenance with CivicPlus
would be $1,200. The one-time charge for the redesign is $5,924.
Alternatives:None
Recommendation:Approve contract addendum with CivicPlus.
Funds are Available
in the Following
Accounts:
The redesign will be paid for using IT Capital funds. The annual
maintenance will come from IT’s Operating Budget.
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
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Item # 1
Service & License Agreement for Augusta, GA
Page 1 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
CivicPlus Recurring Redesign Contract Addendum
THIS CONTRACT ADDENDUM is agreed to on May 8, 2013, between Icon Enterprises, Inc., d/b/a CivicPlus (“CivicPlus”) with its
principal place of business located at 317 Houston St., Ste. E, Manhattan, Kansas 66502, and Augusta, GA (“Client”), with its principal
location at 530 Greene Street Annex 101, Augusta, GA 30911, and shall be effective as of the date of signing indicated at the end of
this addendum.
RECITALS
WHEREAS, CivicPlus is engaged in the business of engaged in the business of developing, marketing and selling custom community
engagement platforms that include web sites, web interfaces and portals and a proprietary government content management system
and associated modules; in addition to project development, design, implementation, support and hosting services;
WHEREAS, Client is currently engaged in a relationship with CivicPlus for Annual Support, Maintenance and Hosting services as set
forth in the original contract signed on October 17, 2008;
WHEREAS, Client and CivicPlus have agreed to alter certain terms as set forth in the original contract; specifically, the addition of
terms and services as specified in this addendum.
NOW, THEREFORE, Client and CivicPlus agree as follows:
Scope of Services
1. Client has selected the Recurring Site-Redesign Package, which includes a CP Basic Redesign at contract signing and builds
eligibility for a CP Basic Redesign. Client will be invoiced upon contract signing for the associated on-time fees and the
increase in monthly recurring fees. Project details can be found in Exhibit A.
2. After initiation of this Recurring Site-Redesign Package addendum, Client will begin building eligibility for a CP Basic redesign.
After 48 months under the terms of this addendum, as well as those of the original contract and all associated pricing, Client
will be fully eligible for a CP Basic Redesign.
Billing & Payment Terms
3. All other billing and payment terms reflected in the original contract, including invoice and payment dates, apply to this
addendum.
4. The Client will be invoiced electronically through email. Upon request CivicPlus will mail invoices and the Client will be charged
a $5.00 convenience fee.
Agreement Renewal
5. Unless otherwise stated in the original contract, the original contract and this addendum shall remain in effect for a period of
one year (12 months) from signing. In the event that neither party gives 60 days’ notice prior to the end of the initial or any
subsequent term, this Agreement will automatically renew for an additional contract term. After 48 consecutive months under
the terms of this contract and associated pricing, Client will be fully eligible for a CP Basic Redesign.
6. Either party may terminate the agreement at the end of the contract term by providing the other party with 60 days’ written
notice, prior to the contract renewal date.
7. In the event of contract termination, Client forfeits eligibility for the CP Basic Redesign and all funds applied to such eligibility.
In the event of early termination of this Agreement by the Client, full payment for services provided is due within 15 days of
termination.
Applicability
8. All other terms, conditions, contractual obligations and agreements acknowledged and agreed upon in the original contract
remain in effect and are not altered or nullified by this addendum, except as indicated in Exhibit C: “Augusta, GA Procurement
Provision Addendum”.
Attachment number 2 \nPage 1 of 8
Item # 1
Service & License Agreement for Augusta, GA
Page 1 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Acceptance
We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined
in this Agreement.
Augusta , GA
Mayor Deke Copenhaver Date
Attest Date
CivicPlus Date
Sign and E-mail or Fax this Copy And – Mail Two (2) Signed Originals
Attn: Contract Manager
E-mail: SalesCoordinators@CivicPlus.com
Fax: 785-587-8951
CivicPlus Contract Manager
317 Houston St., Suite E
Manhattan, KS 66502
We will e-mail or fax a counter-signed copy of the contract back to you so we can begin your project. Upon receipt of two signed
originals, we will counter-sign and return one copy for your files.
--Remainder of this page left intentionally blank—
Attachment number 2 \nPage 2 of 8
Item # 1
Service & License Agreement for Augusta, GA
Exhibit A 1 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit A - CivicPlus Project Deliverables
CivicPlus Project Development Services & Scope of Services for
CP Basic Recurring Redesign
Design & Project Overview
Our designers will create a fresh new look for your site, and our CivicPlus Team will
handle the content migration.
Our developers will migrate all of the content from your existing site to your new site
and ensure proper formatting and any new styles are applied.
The Basic option works great for customers who have a few content contributors and
have kept the site’s content in good condition but have little time to attempt a full
migration on their own.
Annual Fee
$1,200
One Time Fee
$5,924
Includes:
· New design
· Redevelop banner
· Redevelop navigation method (may choose top drop-down or other options)
· Design setup - wireframe
· Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.)
· Project Management
· Testing
· Review
· Content Migration – Includes retouching of all existing published pages to
ensure proper formatting, menu structure, and application of new site
styles. Note: Content will not be rewritten, reformatted or pages broken up
(shortened or re-sectioned)
· Site styles and page layouts will be touched so all pages match the new
design and migrate cleanly
· Spelling and broken links will be checked and reported if unable to correct
Add-On Options
Inclusion of all standard modules (see module listing) Included
Content Development – Develop all Content Pages Optional
Portal Page Optional
Portal page with Flash Optional
Additional Banners Optional
12 hours interactive webinar training (up to 6 employees)
Quote includes free use of up to 6 webcams and headsets
Optional
Annual Increase $1,200
Total Project Development Fee $5,924
Total Fees $7,124
Attachment number 2 \nPage 3 of 8
Item # 1
Service & License Agreement for Augusta, GA
Exhibit A 2 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Project Development Includes the Following:
Modules Functionality
· Agenda Center · Action Items Queue
· Alerts Center & Emergency Alert Notification · Audit Trail / History Log
· Archive Center · Automated PDF Converter
· Bid Postings · Automatic Content Archiving
· Blog · Content Library
· Business/Resource Directory · Dynamic Breadcrumbs
· Calendar · Dynamic Sitemap
· Carbon Calculator · Expiring Items Library
· Citizen Request Tracker™ (5 users) · Generic Mobile App (iOS & Android)
· Community Voice™ · Graphic Link Administration
· Document Center · Links Redirect and Broken Links Finder
· ePayment Center · Menu Management
· Facilities & Reservations · Mouse-over Menu Structure
· Frequently Asked Questions · MuniMobile™
· Forms Center · Online Editor for Editing and Page Creation (WYSIWYG)
· Healthy City · Online Web Statistics (Only with CivicPlus Hosting)
· Intranet · Page Wizard w/Multiple Layouts
· Job Postings · Printer Friendly/Email Page
· License & Permits · Rotating Content
· Media Center with Live Streaming Video · RSS
· My Dashboard · Search Engine Registration
· News Flash · Site Layout Options
· Notify Me® Email & SMS Text Subscription · Site Search & Entry Log
· Online Job Application with 1 Generic Application · Slideshow
· Opinion Poll · Social Media Integration (Facebook & Twitter)
· Photo Gallery · User & Group Administration Rights
· Postcard · Web Page Upload Utility
· Quick Links · Website Administrative Log
· Real Estate Locator
· Spotlight
· Staff Directory
Attachment number 2 \nPage 4 of 8
Item # 1
Service & License Agreement for Augusta, GA
Exhibit C 1 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit B - Annual Support, Maintenance and Hosting Services
Current Annual Support, Maintenance and Hosting Fee
Server Storage not to exceed 40 GB
Media Center Storage not to exceed 10 GB
$10,881.96
Annual Increase $1,200.00
New Annual Fee
(Effective upon Contract Signing) $12,081.96
Annual Support, Maintenance & Hosting Service Include the Following:
Support Maintenance of CivicPlus
Application & Modules
Hosting
7-7 (CST) Mon-Fri (excluding holidays) Install Service Patches for OS Shared Web/SQL Server
24/7 Emergency Support Upgrades DNS Consulting & Maintenance
Dedicated Support Personnel Fixes Monitor Bandwidth-Router Traffic
2-hour Response during Normal Hours Improvements Redundant ISP
Usability Improvements Integration Redundant Cooling
Integration New & Upgraded Services Testing Natural Gas Powered Generator
Proactive Support for Updates & Fixes Development Daily Tape Backup
Online Training Manuals Usage License Intrusion Detection & Prevention
Monthly Newsletters Antivirus Protection
Phone Consulting Upgrade Hardware
CivicPlus Connection
Attachment number 2 \nPage 5 of 8
Item # 1
Service & License Agreement for Augusta, GA
Exhibit C 1 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit C – Augusta, GA Procurement Provision Addendum
The following provisions, stipulated to be included in Augusta, Georgia contracts by the Augusta Commission effective
6/21/2011, are hereby attached to and supersede the conditions of any existing contracts and contract addendums
between Augusta, GA and Icon Enterprises, Inc., d/b/a CivicPlus (“CivicPlus”). In the event of conflict between sections
of existing contracts between Augusta, GA and CivicPlus, Inc., the provisions as stated in this addendum shall prevail.
Certain provisions of this Addendum are addressed in the original Software License Agreement (hereinafter “Original
Agreement”) between CivicPlus and Augusta, Georgia, signed October 17, 2008. These are noted where relevant below
when the original language meets current Augusta Procurement Code.
1. Temporary Suspension or Delay of Performance of Contract: To the extent that it does not alter the scope of this
agreement, Augusta, GA may unilaterally order a temporary stopping of the work, or delaying of the work to be
performed by CivicPlus under this agreement.
2. Defective Pricing: To the extent that the pricing provided by CivicPlus is erroneous and defective, the parties may,
by agreement, correct pricing errors to reflect the intent of the parties.
3. Liquidated Damages: The Consultant agrees to pay as liquidated damages to Augusta the sum of $100 for each
consecutive calendar day after expiration of the expected Go-Live Date, except for authorized extensions of time by
Augusta, which shall not be unreasonably withheld. This Section is independent of any contract, addendum, or
Original Agreement section regarding the Default of CivicPlus. The parties agree that these provisions for liquidated
damages are not intended to operate as penalties for breach of Contract.
The liquidated damages set forth above are not intended to compensate Augusta for any damages other than
inconvenience and loss of use or delay in services. The existence or recovery of such liquidated damages shall not
preclude Augusta from recovering other damages in addition to the payments made hereunder which Augusta can
document as being attributable to the documented CivicPlus failures. In addition to other costs that may be
recouped, Augusta may include costs of personnel and assets used to coordinate, inspect, and re-inspect items
within this Contract as well as attorney fees if applicable.
4. Specified Excuses for Delay or Non-Performance: CivicPlus is not responsible for delay in performance caused by acts
of nature, strikes, lockouts, accidents, or other events beyond the control of CivicPlus. In any such event, the
contract price and schedule shall be equitably adjusted.
5. Termination for Default
5.1. Events of Default. Each of the following events shall constitute an “Event of Default”:
5.2. CivicPlus shall fail to observe, perform or comply with any material term, covenant, agreement or condition of
this Agreement which is to be observed, performed or complied with by CivicPlus, if such failure continues
uncured for thirty (30) calendar days after Augusta gives CivicPlus written notice of the failure and the specific
nature of such failure.
5.3. CivicPlus shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or intentional
breach of any provision of this Agreement.
5.4. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies,
upon an Event of Default by CivicPlus, Augusta shall have the right to terminate this Agreement upon at least
thirty (30) days written notice to CivicPlus.
6. Termination for Convenience:
Attachment number 2 \nPage 6 of 8
Item # 1
Service & License Agreement for Augusta, GA
Exhibit C 2 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
6.1. Upon advance written notice to CivicPlus, Augusta may, without cause and without prejudice to any other right
or remedy of CivicPlus, elect to terminate the Agreement. In such case, CivicPlus shall be paid (without
duplication of any items):
6.2. For completed and acceptable work executed in accordance with the terms of the agreement prior to the
effective date of termination, including fair and reasonable sums for overhead and profit on such work;
6.3. For expenses incurred prior to the effective date of termination in performing services and furnishing labor,
materials or equipment as required by the contract documents in connection with uncompleted work, plus fair
and reasonable sums for overhead and profit on such expenses;
6.4. For all claims, costs, losses and damages incurred in settlement of terminated contracts with subcontractors,
suppliers and others, and; for reasonable expenses directly attributable to termination.
7. Hold Harmless: CivicPlus has agreed to hold harmless provisions on page 8, Section 2 of the Original Agreement.
8. Prohibition against Contingent Fees: CivicPlus is prohibited from directly or indirectly advocating in exchange for
compensation that is contingent in any way upon the approval of this contract or the passage, modification, or
defeat of any legislative action on the part of the Augusta, Georgia Commission. CivicPlus shall not hire anyone to
actively advocate in exchange for compensation that is contingent in any way upon the passage, modification, or
defeat of any contract or any legislation that is to go before the Augusta, Georgia Commission.
9. Venue: CivicPlus has agreed to venue in Superior Court of Richmond County, Georgia on page 8, Section 4(b) of the
Original Agreement.
10. Georgia Prompt Pay Act not applicable: The terms of this agreement supersede any and all provisions of the Georgia
Prompt Pay Act.
11. Acknowledgement Regarding Contractual Obligations of Augusta, Georgia: CivicPlus acknowledges that this contract
and any changes to it by amendment, modification, change order or other similar document may have required or
may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia
law, CivicPlus is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual
obligations and the consequences of CivicPlus' provision of goods or services to Augusta, Georgia under an
unauthorized contract, amendment, modification, change order or other similar document, including the possibility
that CivicPlus may be precluded from recovering payment for such unauthorized goods or services. Accordingly,
CivicPlus agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received
proper legislative authorization or if CivicPlus provides goods or services to Augusta, Georgia in excess of the any
contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia
may withhold payment for any unauthorized goods or services provided by CivicPlus. CivicPlus assumes all risk of
non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to
payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however
characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a
mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts.
12. Georgia E-Verify Requirements: All contractors and subcontractors entering into contracts with Augusta, Georgia for
the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A.
§ 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia
has registered with and is participating in a federal work authorization program. CivicPlus agrees to provide their E-
Verify number and to be in compliance with the electronic verification of work authorized programs operated by the
United States Department of Homeland Security or any equivalent federal work authorization program operated by
the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the
Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and
deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout
the contract term. Additionally, CivicPlus agrees that, should it employ or contract with any subcontractor(s) in
Attachment number 2 \nPage 7 of 8
Item # 1
Service & License Agreement for Augusta, GA
Exhibit C 3 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
connection with the physical performance of services pursuant to its contract with Augusta, Georgia CivicPlus will
secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance
with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar
form. CivicPlus agrees to maintain records of such compliance and provide a copy of each such verification to
Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services.
13. Right to Inspect Premises: Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of
business, or work site of CivicPlus or any subcontractor of CivicPlus or subunit thereof which is pertinent to the
performance of any contract awarded or to be awarded by Augusta, Georgia.
14. Local Small Business Language: In accordance with Chapter 10B of the AUGUSTA, GA. CODE, CivicPlus agrees to
collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small
Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the
Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA.
CODE § 1-10-129(d)(7), the contractor is required to provide local small business utilization reports. CivicPlus shall
report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide
such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such
documents shall be in the format specified by the Director of minority and small business opportunities, and shall be
submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period
specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but
not limited to, withholding payment.
Attachment number 2 \nPage 8 of 8
Item # 1
Public Safety Committee Meeting
7/8/2013 12:45 PM
Meeting time for all committees
Department:Clerk of Commission
Caption:Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed
schedule presented by Commissioner Davis. (Approved by
Administrative Services Committee June 10, 2013) (Referred
from the June 18 Commission meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
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Item # 2
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Item # 2
Public Safety Committee Meeting
7/8/2013 12:45 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Public Safety Committee
held on June 10, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 3
Item # 3
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Item # 3
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Item # 3
Public Safety Committee Meeting
7/8/2013 12:45 PM
New World Gang and Narcotics Modules
Department:Information Technology
Caption:Approve Additional Software License Agreement for New World
Gangs and Narcotics Software.
Background:New World software is used at the Richmond County Sheriff’s
Office (RCSO), E911, and the Fire Department. Augusta is
currently implementing the Microsoft Product (MSP) of the New
World Aegis software. As part of this implementation, Sheriff’s
Office personnel have been evaluating the modules that we
currently own and use, and they have determined that the Gang
Tracking module and the Narcotics Management module of MSP
would be extremely useful for Richmond County.
Analysis:The two modules in question provide the following benefits: Gang
Tracking: The Gang Tracking module allows users to enter and
maintain records on gangs, gang-related intelligence
(information), and gang informants. Users can also track and
search the following gang-related information: Locations, MO,
Weapons, Vehicles, Gang Activity, Gang Colors, Members,
Intelligence, and Informants. Narcotics Management: The
Narcotics Management module allows users to enter and maintain
records related to Narcotics Investigations, Narcotics-related
Intelligence gathered, Narcotics-related Informants, and a
Narcotics Fund Ledger. The module gives jurisdictions a method
of efficiently tracking narcotics offenders and related contacts.
This can also be utilized to support departmental Drug
Enforcement activities. Narcotics Management can also serve as a
support mechanism for undercover surveillance by tracking
individuals, businesses, equipment, private residences and more.
The Additional Software License Agreement for these two
modules would become part of the existing Standard Software
Subscription Agreement that Augusta maintains with New World
Systems.
Financial Impact:The overall change in our annual maintenance with New World
Systems would be an increase of $5,760 per year. The cost of
implementation, licensing, and travel would not exceed $40,000.Cover Memo
Item # 4
Alternatives:None
Recommendation:Approve Additional Software License Agreement for New World
Gangs and Narcotics Software
Funds are Available
in the Following
Accounts:
The annual maintenance will come from IT’s Operating Budget.
The cost for implementation, licensing, and travel would be paid
for from 212032110.5424220
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Document #: 0400-13A1B
Sheriff Richard Roundtree
Richmond County Sheriff's Office
400 Walton Way
Augusta, GA 30901
Dear Sheriff Roundtree:
NEW WORLD SYSTEMS® CORPORATION AUGUSTA / RICHMOND COUNTY, GA
(New World)(Customer)
By: ________________________________By: ________________________________
Larry D. Leinweber, President Authorized Signature Title
By: ________________________________
Authorized Signature Title
Date: ________________________________Date: ________________________________
May 31, 2013
ADDITIONAL SOFTWARE LICENSE AGREEMENT
New World Systems is pleased to license you additional software per your request.
The attached forms (Exhibit AA and Proposal Summary dated 5/31/2013) are to be reviewed and approved by
you and/or your authorized representative. They describe the additional software and services you have
requested along with the related fees.
Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is
due to the competitive nature of our business.
The General Terms and Conditions from our original License Agreement are incorporated and continue to
apply. 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 this project
with you.
ACKNOWLEDGED AND AGREED TO BY:
Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on
behalf of the organization for which (s)he represents and that all the necessary formalities have been met.
PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE.
The “Effective Date” of this Agreement is the latter of the two dates in the above signature block.
0400-13A1B 0531 Add Gang & Narcotics
Corporate: 888 West Big Beaver Road, Suite 600, Troy, Michigan 48084-4749 248-269-1000 www.newworldsystems.com
Page 1
Attachment number 1 \nPage 1 of 4
Item # 4
I.Total Costs Summary: Licensed Standard Software and Implementation Services
DESCRIPTION OF COST COST
A.LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary $30,600
B.IMPLEMENTATION AND TRAINING SERVICES as further described in the Proposal
Summary
5,280
ONE TIME PROJECT COST:$35,880
C.TRAVEL EXPENSES (Estimate)$3,000
II.Payments for Licensed Standard Software and Implementation Services
DESCRIPTION OF PAYMENT COST
A.ONE TIME PROJECT PAYMENT:
1. Amount due upon the Effective Date (100%)$35,880
ONE TIME PROJECT PAYMENT:$35,880
B.TRAVEL EXPENSES (Estimate)$3,000
1. 2 trips are anticipated, to be billed at actual cost for reasonable expenses incurred for
airfare, rental car, lodging, tolls, mileage, and daily per diem expenses. All travel costs
will be billed weekly for services provided in the previous calendar week.
III.Standard Software Maintenance Services $5,760
Standard Software Maintenance Agreement (SSMA)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
with Customer’s existing SSMA.Subsequent year SSMA fees for the above software
will be consistent with the SSMA agreement currently in effect.
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE
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A.STANDARD APPLICATION SOFTWARE 1,2,3,4
INVESTMENT
LAW ENFORCEMENT RECORDS
1.Additional Aegis/MSP Software for Law Enforcement Records
- Gang Tracking 18,000
- Narcotics Management 18,000
NEW WORLD STANDARD SOFTWARE LICENSE FEE $36,000
LESS DEMONSTRATION SITE DISCOUNT (5,400)
TOTAL SOFTWARE LICENSE FEE 5,6 $30,600
B.
INVESTMENT
IMPLEMENTATION SERVICES
1.5,280
TOTAL IMPLEMENTATION SERVICES $5,280
TOTAL ONE TIME COST $35,880
C.MAINTENANCE
INVESTMENT
1.
90-Day Warranty from Date of Delivery No Charge
Year 1 SSMA $5,760
D.TRAVEL AND LIVING EXPENSES (Estimate)
INVESTMENT
1.TRAVEL AND LIVING EXPENSES (Estimate)
Estimated 2 trips at $1,500 per trip.$3,000
DESCRIPTION
AUGUSTA / RICHMOND COUNTY, GA
Budgetary Proposal Summary
May 31, 2013
DESCRIPTIONITEM
IMPLEMENTATION SERVICES 7
ITEM
Up to 4 days of Implementation and Training Services are included for:
- Software Tailoring and Set Up
- User Education and Training
- Other Technical Support
- Travel Time Included
* Assumes train-the-trainer approach
DESCRIPTION
Annual SSMA to begin at the end of the warranty period; year one cost to be prorated to
run concurrently with Customer's existing SSMA.
ITEM
PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE.
COMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) (Per Year Cost)
DESCRIPTION
ITEM
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1
2
3
4
5
6
7
Licensed Software, and third party software embedded therein, if any, will be delivered in a machine readable form to
Customer via an agreed upon network connection. Any taxes or fees imposed are the responsibility of the purchaser and will
be remitted when imposed.
Travel and expenses are described in Section IIB of Exhibit AA.
MSP ENDNOTES
Personal Computers must meet the minimum hardware requirements for New World Systems' Aegis products. Microsoft
Windows XP or later is required for all client machines. Windows 2003/2008Server and SQL Server 2005/2008 are required
for the Application and Database Server(s).
New World Systems' Aegis product requires Microsoft Windows 2003/2008 Server and SQL Server 2005/2008 including
required Client Access Licenses (CALs) for applicable Microsoft products. Servers must meet minimum hardware
requirements provided by New World Systems.
Prices assume that all software is licensed. Prices are quoted as preliminary estimates only and are subject to further
clarification and confirmation.
New World recommends a 100/1000MB (GB) Ethernet network for the local area network. Wide area network requirements
vary based on system configuration, New World will provide further consultation for this environment.
New World Systems' Aegis product requires Microsoft Excel or Windows Search 4.0 for document searching functionality;
Microsoft Word is required on the application server for report formatting.
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Item # 4
Public Safety Committee Meeting
7/8/2013 12:45 PM
Update Downtown Safety Plan
Department:Planning and Development
Caption:Motion to approve the Updated Downtown Safety Plan consisting of
a wide variety of components that will be explained by Sheriff
Roundtree.
Background:Recent events in the downtown area have led Sheriff Roundtree and
the City Administrator to put together a comprehensive plan to
increase safety through a variety of measures.
Analysis:The Sheriff and Administrator’s Downtown Safety Plan will greatly
bolster safety and the positive perception of Augusta’s downtown as
a family friendly destination. The plan will be presented to the
Commission and incorporates best practices from around the country.
Financial Impact:The financial impact is dependent on several factors that are still
being finalized. By the date of the Public Safety Committee meeting
those figures should be more evident.
Alternatives:N/A
Recommendation:Approve the Updated Downtown Safety Plan
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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