Res 1979 - New World Upgrade (Sole Source)COUNCIL BILL NO. 2844
RESOLUTION NO. 1979
A RESOLUTION AWARDING A SOLE SOURCE CONTRACT FOR SOFTWARE
UPGRADE AND IMPLENTATION SERVICES TO NEW WORLD SYSTEMS
CORPORATION AND ADOPTING FINDINGS
WHEREAS, the City Council, acting as the Local Contract Review
Board, has the authority under the City's public contracting rules, and
consistent with State law, to award a public contract for goods and
services available from only one source; and
WHEREAS, the City is in need of upgrading its computer software
systems for its finance and police records management; and
WHEREAS, the City has used New World Systems software since 2001
and has negotiated a contract for upgrade of the software with New
World Systems that is advantageous to the City; and
WHEREAS, the Council has determined that the software upgrade is
a sole source procurement based on the findings attached to this
resolution; NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City Council, acting as the Local Contract Review
Board, hereby awards the sole source software upgrade and
implementation services contract to New World Systems Corporation in an
amount of $511,850.
Section 2. This sole source contract is approved based on the
Findings affixed as Attachment "A" and incorporated herein.
Section 3. The City Administrator is authorized to execute a
contract with New World Systems Corporation upon Council approval of
the interfund loan supplemental
budget.
Approved as to form: 1 /• Y'� 11-2(' - 20/0
City Attorney Date
Appr`Qved:
Page 1 -Council Bill No. 2844
Resolution No. 1979
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in therti
fthe Rec
ATTEST:Chrisna Shear r,
City of Woodb
Page 2 -Council Bill No. 2844
Resolution No. 1979
ty Recorder
regon
Kathryn Figley, Mayor
l I 2010
2.3 12,01 u
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11 I.-24 IV ID
Attachment "A"
FINDINGS IN SUPPORT OF SOLE SOURCE SOFTWARE CONTRACT
State and local contracting rules allow for sole source procurements when the Contract Review Board
adopts findings that support the conclusion that the good or service is available from only one source. A
sole source procurement is appropriate for the upgrade of the City's existing finance and police records
software for the following reasons:
Data Conversion. Smooth transition of data from the old system to the new system is a key to
the successful upgrade. The City has used New World for a number of years. The City's data is
in New World's format and New World will not have any problem transferring that data to the
upgraded system. Using a different software vendor increases the risk of data loss and limiting
access to data as well as increased costs. An economical fixed price Data Conversion from the
iSeries software to the Microsoft based software is included. No other vendor can offer a fixed
price seamless transition of data. The legacy data collected over the last eight years of operation
will be moved to the Aegis Microsoft based Records System. This provides complete use of the
historical data and many other potential benefits, including use of the data for the safety of mobile
patrol staff, assistance with investigations and improved crime reporting.
2. Software modules are a "Like for Like" transition. Meaning, all software modules in use today
will be implemented in the Microsoft based System. This allows the use of new and enhanced
features and functions available in the Microsoft based Record System.
3. Consistent Annual Maintenance. The Annual Maintenance fees (SSMA) are extended from one
system to the other with no interruption of service or adding of new fees. Also, Woodburn can
run both versions of the New World software during the implementation with no additional costs
for SSMA for as long as needed.
4. Ease of User Training. Training cost and business disruption will be held to a minimum because
the upgraded Records Systems contains similar terminology, conventions, business best practices
and policies. Knowledgeable users will be able to quickly learn the new system with minimal
changes to business practice, workflow and operating procedures.
a. New World mobile software will not be replaced. Meaning, Officers in the field do not
need to be re-trained on a new mobile system and protecting your mobile investment. To
the field officer, little or no -change will be taking place.