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Res. No. 154-04-11933RESOLUTION NO.154-04-11933 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO DISBURSE A SUM OF $13,858 FROM ACCOUNT NUMBER 01-1910-521-3450 TO USA SOFTWARE INC.,FOR THE RENEWAL OF THE 2004/2005 POLICE DEPARTMENT SOFTWARE SUPPORT/MAINTENANCE AGREEMENT;PROVIDING AN EFFECTIVE DATE. WHEREAS,USASoftwareInc.,isthemanufacturerand provider of thePolice Department'srecordsmanagementsoftware;and, WHEREAS,USASoftwareInc.,willprovidemaintenanceandtechnicalsupportforthe CrimeFile2000,MobileFile2000,andComputerAidedDispatchsoftwareproductsaswellas product updates and upgrades atno additional charge tothe City;and, WHEREAS,themaintenanceandoperationofthissoftwareiscriticaltotheoperation of the Police Department. NOW,THEREFORE,BEITRESOLVEDBYTHEMAYORANDCITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,THAT: Section1.TheCityManagerbe,andherebyisauthorizedtodisburseasumnotto exceed $13,858.00 toUSA Software Inc.,forthe renewal of the Annual Software Support Agreement withthe disbursement tobe charged toaccountnumber 1910-521-3450 (contractualservices)withacurrentbalance of $93,621. Section 2.Thisresolutionshallbeeffectiveimmediatelyupontheadoptionhereof. PASSEDANDADOPTEDthis ^^day of onroh^r ,2004. ATTEST: READ AND APPROVED AS TO FORM: £FHfATTORNEY COMMISSION VOTE: Mayor Russell: Vice Mayor Palmer: Commissioner Wiscombe: Commissioner Birts-Cooper: Commissioner Sherar: 5-0 Yea Yea Yea Yea Yea South Miami AD-AmoteaCBy miirCITYOFSOUTHMIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM 2001 To:Honorable Mayor,Vice Mayor andCity Commission From:Maria V.Davis City Manager L tiUff fati Date:October 5,2004 Re:Agenda Item 1 Commission Meeting 10/05/2004 Authorizing the City Manager to disburse the sum of $13,838 to USA Software Inc.,for the renewal of the annual support REQUEST A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OFSOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO DISBURSE ASUMOF$13,858FROM ACCOUNT NUMBER 01-1910-521-3450 TOUSA SOFTWARE INC.,FORTHE RENEWAL OF THE 2004/2005 POLICE DEPARTMENT SOFTWARE SUPPORT/MAINTENANCE AGREEMENT; PROVIDING AN EFFECTIVE DATE. BACKGROUND AND ANALYSIS USA Software Inc.provides South Miami Police Department with records management software along with maintenance,updates and upgrades of that software (which includes crime analysis software,offense/incident storage databases,mobile field reporting, Personnel and false-alarm trackingtonamea few)whichisusedbythePolice DepartmentandCityHall. This contract renewal will cover telephone and onsite technical software support.Itwill also include any update and upgrades of software during the length ofthe contract. The Police Department is requesting the renewal of this agreement with USA Software Inc.,foran amount of $13,838 (pursuant tothe 2004 -2005 budget),from Account 1910- 521-3450 (Contractual Services)which hasa current balance of $93,621.00. RECOMMENDATION Approvalisrecommended. CITY OF SOUTH MIAMI CAPITAL ACQUISITION REQUEST FORM(CARF) FISCAL YEAR.2004 -2005 Item Requested:USA Software Inc.Renewal Contract Priority in Dept:Immediate Department:POLICE DIVISION:Information Technology REASON FORREQUEST:To have customer support for crime reporting application A)Efficiency X B)Increase Level of Service X C)Replacement.__ CAPITAL EQUIPMENTS REQUIRED: DESCRIPTION PRICE Annual Support contract renewal 2004 -2005 $13,858.00 TOTAL COST:$13,858.00 Brief narrative objective of the acquisition (Including expected savings or efficiencies to be realize). This acquisition is for renewing an annual support contract with USA Software Inc.USA SoftwareisourcurrentvendorforourRecordsManagementSoftware applications.The contract covers telephone and on-site technical support,and all upgrades tothe software. FUNDING ACCOUNT NUMBER:1910-521-3450 Jul IB 04 10:11a USA Software,Inc.954-431-2641 p.2 Software Support and Maintenance Agreement The following are the terms and conditions under whichUSA Software agrees tofurnish and Customer agrees to accept software support services fortheLicensed Program(s)listedonthe attached Support Schedule A. I.ELIGIBILITYREQUIREMENTS:Services underthis Agreement are applicable onlytoInformation Management Systems Software purchased fromUSA Software commencing with Version 6. II.TERMS &CONDITIONS:Atthetime Customer licenses Licensed Programs(s)fromUSA Software, itmay also purchase support services forthe Licensed Program(s).All such services shall be upon thefollowing terms andconditions: 1.Support USA Software will provide the following support: a.Telephone support service to Customer forthe purpose of assisting Customer withthe application of the Licensed Program(s).Telephone Support Service is defined as "answering questions requiring anominal amount oftime,usually during the same tele phone call"and will be available from 8:30 A.M.until 4:30 P.M.,Eastern Standard Time, Mondays through Fridays (holidaysexcluded).Inthe event any telephone support requires an inordinate amount oftime(overfive minutes onany one problem orcall) Customer will be responsible forthelongdistance telephone charges for such call(s). b.Modem communication support where available.Customer must provide its own compatible modemand will be responsible foralllong distance telephone connect time and charges.Asan alternative tomodemsupport,web-based support is also available. Customer is responsible forall aspects ofconfiguringtheir site for communication between USA Software and the Customer site.This includes,butisnotlimitedto,all hardware,internet access,firewall settings,and server access settings. c.Onsitevisitseithertothe USA Software sitebyCustomerortoCustomer'ssitebyUSA Softwareand services inadditionto telephone service will be charged at the thencurrent labor rates plus expenses.Customer will be informed in advance ofincurringany charges.This service is provided onlyto Customers within the continental United States and Canada. d.DOES NOT INCLUDE: a.Restorationofanysoftwareand/ordataonCustomer system duetofailureon thepartofCustomertoadequatelybackupsoftwareand/ordata. b.After hours,weekend,and holiday support which maybe contracted for separately. c.Maintenance ofanyCustomersystemsotherthantheLicensed Product(s).This includes,butisnotlimited to.security settings,hardware maintenance and configuration,network configuration,etc. 2.Fees:Customer shallpaytoUSASoftwarean annual support feein advance inthe amount set forth inthe USA Software invoice/statement accompanying thisAgreement.Fees are payableto USA Softwarein Broward County,Florida andaresubjectto change without notice except forcurrent agreements fora maximum of 12 monthsor until expiration date whichever period is shorter. 3.Term:ThisSupportAgreementshallbeforatermof twelve (12)monthsasshownonthe invoice/statement accompanying this Agreement. Copyright O1KS-200*byU&A GoTmuc.^c A*RjgMi RmmvocL Jul 16 04 10:11a USA Software,Inc.954-431-2641 p.3 4.Software Maintenance:USA Software shall distribute to Customer updated Licensed Program(s)and/or documentation as soon as they are commercially available.USA Software shall distribute to Customer any new versions,upgrades and/orother enhancements totheLicensedProgram(s)which arereleased,inUSASoftware'ssole discretion,during the maintenance term.Customer acknowledges that certain new versions, upgradesand/orother enhancements tothe Licensed Program(s)may require either additional software,hardware or hardware updates,with respect tothe Customer's original orcurrentcomputersystem(s),inorderforthe Licensed Program(s)to function and/orto allow Customer togainthe full benefits ofsaid new versions,upgradesand/orother enhancements tothe Licensed Program(s).All costsand responsibilities for suchnewor additional software and/or hardware shall bebornesolely by Customer. III.WARRANTY AND LIMITATION OF LIABILITY: 1.EXCEPT AS STATED IN THE APPLICABLE LICENSE AGREEMENT,THERE ARE NO EXPRESS OR IMPLIED WARRANTIES RESPECTING THE LICENSED PROGRAMS, THISAGREEMENTANDTHESERVICESANDMATERIALSPROVIDED HEREUNDER,INCLUDING BUT NOT LIMITED TOTHE IMPLIED WARRANTIESOF MERCHANTABILITY ANDFITNESSFORAPARTICULARPURPOSE.THE WARRANTIES AND REMEDIES SET FORTH IN THEAPPLICABLELICENSE AGREEMENTANDUSASOFTWARE,INC.SOFTWARESUPPORTAND MAINTENANCE AGREEMENT ARE EXCLUSIVE AND IN LIEU OF ALL OTHERS, ORALOR WRITTEN,EXPRESS OR IMPLIED.USA SOFTWARE,INC.,ITS DISTRIBUTORS,DEALERS AND/OR AGENTS MAKENO EXPRESS OR IMPLIED WARRANTIES TO CUSTOMER WITH REGARD TO THIS AGREEMENT,THE LICENSEDPROGRAMSANDTHESERVICESANDMATERIALS PROVIDED THEREWITH,INCLUDING MERCHANTABILITY,FITNESSFORANYPURPOSEOR PROPRIETARYRIGHTSOFOTHERS.NEITHER OF THEM SHALLHAVEANY LIABILITY OR RESPONSIBILITY TO CUSTOMER FOR DAMAGES OFANY KIND INCLUDING SPECIAL INDIRECT OR CONSEQUENTIAL DAMAGE,ARISING OUT OF OR RESULTING FROM THIS AGREEMENT,THE LICENSED PROGRAMS,OR THE SERVICES OR MATERIALS MADE AVAILABLE HEREUNDER.IN NO EVENT SHALL USA SOFTWARE,INC.BE LIABLE FOR ANYLOSSOR PROFIT ORANY OTHER DAMAGES OFANY KIND.SORAE STATES DO NOTALLOWTHE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATIONS OR EXCLUSIONS MAY NOT APPLYTO YOU.THIS UMITED WARRANY GIVES YOU SPECIFIC LEGAL RIGHTS,AND YOU MAY ALSO HAVEOTHERRIGHTS WHICH VARYfiROM STATETOSTATE. 2.USA Software will not be liable for any failure1 or delay in performance due in whole or in part to any cause beyond USA Software's reasoriabfe control.In no event shall USA Software be liable to Customer for any claim,whether in'cbntract or those that arose more than eighteen months prior to institution ofsuit thereon/'!•--' IV.GENERAL O -- 1.Customer may not assign any of its obligations;rights or remedies under this Agreement and anysuchattemptedassignmentshallbe nujfend void. 1 »*•''••.». 2.The waiver orfailure of either party to exercise-in any respect any right provided for herein shall notbe deemed a waiver of any further right hereunder. 3.Customer agrees that USA Software may perform such tests as USA Software shall deem reasonably necessary to monitor compliarice with applicable software licenses at any time with orwithoutnotice,duringnormalbusinesshours. 4.That the Software License Agreement fofthe products covered herein and the USA Software Terms and Conditions of Sale are incorporated herein by reference and made a part hereof That if any term of this agreement and the applicable License Agreement are inconsistent or contrary the applicable License Agreement shall govern. Copyright O19SS-J00}by usa Sottwwc.hi.'Atr'rtsiito ftasnmd. Jul 16 04 10:12a USA Software,Inc.954-431-2641 p.4 5.This Agreement shall be deemed made and entered into in Broward County,Florida and shall be governed bythe laws ofthe State of Florida.Customer agreesthat venue for any suitor action arising outoforin connection with this Agreement,the Licensed Programs or any support or materials provided herewith;or any other matter involving USA Software, including butnot limited to rescission,canand shall oniy be maintained in Broward County, Florida and Customer hereby submits to the jurisdiction ofthecourtsin Broward County, Florida foranysuchsuitand Customerhereby.waives all rights to trial by jury. 6.Customer agreesthat USA Software's entire liability,if any,foranycause whatsoever arising outofthis Agreement shallnotexceedtheamountCustomer actually paidto USA Software to purchase the support. 7.ThisAgreementconstitutes the entire andsoleagreementofthepartiesheretoand supersedes allprioragreements,understandings,oralor written,expressedor implied,with respecttothesubjectmatter hereof.Thereareno contemporaneous oralagreementsorun derstandingsbetweenthepartiesotherthanthosecontainedorincorporatedherein.This Agreement maynotbe amended or modified except in writing. 8.In the event any litigation isinstitutedbyeitherpartyunderor as aresultofthisAgreement, the prevailing partyshallbeentitledtoitsreasonableattorneysfees from the non-prevailing party. Accepted and agreed to: Customer name: Signature: Print Name: Street Address:_ City/State/Zip:_ Telephone:Fax: Date: Not effective until accepted bv an authorized representative of USA Software. Accepted by USA Software on the day of ,20 . By: Authorized USA Software Signatory Cuwriylil CI»»»-JO0»by USA 3ufta»i*.kiu Ml Ftlyhb.RnaixmJ.