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Home My WebLink AboutSoftware Maintenance Agreement - ADSi - SBPD Records Management System1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND_ INDIANA 46601-193O July 23, 2019 Joel House Application Data Systems, Inc. 1930 First Commercial Drive Southhaven, MS 38671 RE: Software Maintenance Agreement Dear Mr. House: PHONE 574/235-9251 PAX 574/235-9171 The Board of Public Works, at its meeting held on July 23, 2019, approved the above referenced agreement to maintain and provide support for the South Bend Police Department Records Management System in the amount of $43,754 annually for four (4) years. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure 701 W SAMPLE STREET SOUTH BEND, INDIANA 46601-2890 PHONE 574/ 235-9311 FAx 574/ 288-0268 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR SOUTH BEND POLICE DEPARTMENT SCOTT A. RUSZKOWSKI, CHIEF OF POLICE Board of Public Works July 10, 2019 City of South Bend, Indiana Honorable Board Members, The South Bend Police Department is requesting Board approval of a software maintenance agreement between the Police Department and Application Data Systems, Inc (ASDi). ADSi has been providing service to the Police Department since 2001 and this updated agreement would allow ASDi to continue to maintain and provide support for our Records Management System. The agreement is effective on December 26, 2018 and will remain if effect for one year, with three successive one year term renewals upon mutual consent of both parties. The 2019 fee has been paid in full due to past overpayments through funding source 279-0672-415.36-04 and future annual payments of $43,754 will utilize the same funding source. Thani you, Mark Dollmger Director of Logistics & Purchasing South Bend Police Department Service Bravery P ride edication APPLICATION DATA SYSTEMS, INC. SOFTWARE MAINTENANCE AGREEMENT Application Data Systems, Inc., a Mississippi Corporation, and the Customer designated below agree that Application Data Systems, Inc., hereafter ADSI, will provide support for its software and the Customer will pay for such support in accordance with the plan selected below. Term: This agreement shall be effective on December 26 2018 and shall remain in effect for one year. After, the agreement may be renewed for three (3) successive on e year terms upon mutual consent of the parties. Either party may cancel this agreement by providing the other party with 90 days advance written notice. General Provisions: ADSI will support all of the Customer's Public Safety Software identified in the listing, including assistance with problems related to the operating system. All non-ADSI software support will be billed at then current rates of ADSI by the hour for support on such non-ADSI software, plus any expenses that are incurred by ADSI in connection with such support. All software not developed by ADSI, is non-ADSI software, even if sold by ADSI. ADSI Software: Error corrections to ADSI Software Products will not be chargeable. The error must be proven to the satisfaction of ADSI to be an error in the original resident software developed by ADSI. ANY ERROR CAUSED BY ON -SITE PROGRAMMING OR OPERATIONS 1S NOT AN ADSI ERROR AND WILL BE CHARGEABLE. Support Packages: Note: The 2019 unit price is: $43,754.00, with a one-time $28,317.96 reimbursement adjustment for 2016/2017 and 2017/2018 overpayment, for a total payment amount of. $15,436.04. As of the date of execution of this agreement, the City of South Bend has PAID IN FULL the 2019 unit price of. $15,436.04. [ ] Option 1:: Remote support from 8:00 a.m. to 5:00 p.m. Central Time, Monday through Friday, excluding National Holidays. Support includes correcting known problems [known problems are defined as problems previously identified and corrected by ADSI on other operational sites] and consultation when problems occur that can be attributed to ADSI software. In addition, the Customer will be notified of ADSI software enhancements that ADSI may install at Customer's discretion. Note: enhancements may increase the total value of the Customer's software package, with the result that the next year's maintenance cost could increase. This renewal is payable within 30 days of the initial date of this agreement and within 30 days of the anniversary date when renewals occur. [ ] Option 2: Includes all services under Option I. In addition, remote support will be available from 7:00 a.m. to 7:00 p.m. Central Time, Monday through Friday; excluding National Holidays. Consultation on features such as filing structures and communications is included and ADS[ will install enhancements at the Customer's discretion. (Note: Installed enhancements could increase the cost of renewal of this agreement.) This renewal is payable within 30 days of the initial date of this agreement and within 30 days of the anniversary date when renewals occur. [X] Option 3: Includes all services under Options 1 & 2. In addition remote support will be available 24 hours per day, seven days a week, including National Holidays. (Note: Installed enhancements could increase the cost of renewal of this agreement.) This renewal is payable 35 days following the date of receipt of invoice from ADSI and within 35 days of the anniversary date when renewals occur.For the term of December 26, 2018 through December 25, 2019 the cost for coverage will be $43,754. The invoice amount for this term was adjusted (one-time) to cover an overpayment that was made during the 2016/2017 and 2017/2018 coverage periods. This one-time adjustment was applied and reduced the invoice amount to $15,436.04. In future years the invoice amount will be $43,754, barring any additional software purchases or other adjustments. In addition to the fees and expenses due ADS] hereunder, there shall be added an amount equal to any tariff, duties and/or sales or use taxes or any kind of tax or fee in lieu thereof imposed by any government or governmental agency with respect to services rendered by ADSI under this agreement. The Customer agrees to provide and maintain adequate communications equipment and lines for ADSI to adequately and conveniently provide the remote support due under this agreement. Inability of ADSI to perform due to lack of or breakdown of such customer equipment shall not be deemed a default under this agreement. The Customer agrees to provide ADS[ all memory dumps, sample data, and other information and materials deemed necessary by ADSI for support of the Customer's software. The Customer shall inform ADSI in writing of any modifications made by the Customer to the software. Support of customer modifications is outside the scope of ADS] support packages. All new developments, enhancements, documentation, etc., are governed by the software license agreement of the parties. The Customer has no proprietary interest in them under this agreement. In the event of termination after the first year, the amount due ADSI shall be prorated, based upon the time in the last renewal period ADSI was obligated to provide support. Problem resolution is handled on a first come, first serve basis within the following priority groups: Systems that are completely down have priority over operational systems; Operational systems subject to externally defined deadlines (IRS, State, Federal, etc.) have priority over non -deadline systems. Accepted this the ! day of „ 20/1 CUSTOMER APPLI?0'N?A SYSTEMS, INC. BY: Legal Name Autl BY: Authorized Agent ge ................. . nt ;board of Pu,hfic ADSi Software covered by this agreement: Records Informations Mgt Arrest Property & Evidence Master Name & Vehicle Index Traffic Citation Warrant Control OLTP Monitor Field Interview Juvenile Arrest Pawn Shop Domestic Violence Confidential Informant Mug Shot Imaging Internal Interfaces WriteForce Software Field Reporting False Alarm Billing BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 7/9/2019 mm _....._......._.. Name Mark Dollin er Department SBPD BPW Date 7/23/2019 Phone Extension 7677 .......... ..... I�rcl Prior toSubmittal to Board �....__._ BPW Attorney ® Attorney Name Clara McDalriels Dept. Attorney ® Attorney Name Geovanny Martinez . Purchasing. ......... .. Check the Appro ri c Item 'Iyp -/iequ ❑ Professional Services Agreement Contract Open Market Contract Amendment/Addendum Bid Opening ❑ Bid Award E] Quote Opening ❑ Quote Award ❑ Proposal Opening ❑ C/O & PCA No. ❑ Chg. Order, No. ❑ Traffic Control Other: Required Information Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Submissions LJ Proposal ❑ Special Purchase, QPA ❑ Req. to Advertise Reject Bids/Quotes ❑ PCA Resolution Ease./Encroach ❑ Title Sheet ....Application Data,§ystenL5, Inc. _..._..._._...._.._._ Yes If Yes, Approved by Purchasing No MBE Completed E-Verify Form Attached El Yes ❑ WBE No Software Maintenance Agreement IT Software Agreements ......_..................... 279-0672-415.36-04 4 emu's ..,....._ .._._.......................... .. ......... .... ............................... ........ ..... — Contract agreement to provide w g p e software maintenance to our records management system for one year with three (3) one year renewals. The 2019 fee has been paid due to past overpayments. The future renewal payments will be $43,754 annuall . Amount of Increase _$ jE] Decrease ($ Previous Amount $ Increase Current Percent of Change: Decrease New Amount $ Increase Total Percent of Change: Decrease Time Extension Amount: New Completion Date: