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HomeMy WebLinkAbout5020 (2) RESOLUTION NO. 5 0 2 0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR TO EXECUTE AN ADDENDUM TO THE INTERLOCAL AGREEMENT BETWEEN THE CITY OF AUBURN AND THE CITY OF BLACK DIAMOND FOR INFORMATION SERVICES TECHNOLOGY WHEREAS, on September 16, 2013, the City of Auburn entered into an Interlocal Agreement with the City of Black Diamond for Black Diamond's Police Department; and WHEREAS, Black Diamond wishes to expand the services provided by Auburn. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, KING COUNTY, WASHINGTON, HEREBY RESOLVES as follows: Section 1. The Mayor is authorized to execute an Addendum to Interlocal Agreement between the City of Auburn and the City of Black Diamond relating to information technology, which Addendum shall be in substantial conformity with Addendum No. 1 attached hereto as Exhibit "A" Section 2. The Mayor is hereby authorized to implement such administrative procedures as may be necessary to carry out the directives of this legislation. Section 3. This resolution shall be in full force and effect upon passage and signatures hereon. ------------------- Resolution No. 5020 December 11, 2012 Page 1 of 2 v^ Dated and Signed this ��� day of 12013. *t� PETER B LEWIS, MAYOR ATTEST. Danielle E. Daskam, City Clerk APPR D TO FO M' Daniel B Heid, City Attorney ------------------------------------- Resolution No. 5020 December 11, 2012 Page 2 of 2 EXHIBIT A ADDENDUM NO. 1 ADDENDUM TO INTERLOCAL AGREEMENT BETWEEN THE CITY OF BLACK DIAMOND AND THE CITY OF AUBURN RELATING TO INFORMATION TECHNOLOGY //�� � THIS ADDENDUM is made and entered into this A Y, of /�Z�dr 20 /3 , by and between CITY OF BLACK DIAMOND ("Black Diamond"), a municipal corporation of the State of Washington, and the CITY OF AUBURN, a municipal corporation of the State of Washington (hereinafter referred to as "Auburn"), as an addendum to the Agreement between the parties for Information Technology Services executed on September 16, 2013, ("Original Agreement") pursuant to the Interlocal Cooperation Act, Chapter 39.34 of the Revised Code of Washington (RCW). RECITALS: I. The parties entered into an Interlocal Agreement for Information Technology Services to be provided by Auburn to Black Diamond for Black Diamond's Police Department. 2. Black Diamond wishes to expand the information technology services provided by Auburn. NOW THEREFORE in consideration of their mutual covenants,conditions and promises,the PARTIES HERETO HEREBY AGREE as follows: I. Section 2 of the Original Agreement is amended to read as follows: 2. AMENDMENT REQUIRED FOR ADDITIONAL SERVICES In the event additional IT services are required by Black Diamond or reduction in services are necessary beyond those specified in Exhibit A and the compensation listed in this Agreement,and further provided that Auburn has the time and resources to provide such additional services and is willing to provide such services,a contract amendment shall be set forth in writing and shall be executed by the respective parties prior to Auburn's performance of the additional IT services, except as may be provided to the contrary in Section 3 of this Agreement. Upon proper completion and execution of an Amendment for additional services, such Amendment shall be incorporated into this Agreement and shall have the same force and effect as if the terms of such Amendment were a part of this Agreement as originally executed. The performance of services pursuant to an Amendment shall be subject to the terms and conditions of this Agreement except where the Amendment Page 1 provides to the contrary, in which case the terms and conditions of any such Amendment shall control. In all other respects, any Amendment shall supplement and be construed in accordance with the terms and conditions of this Agreement. 2. Sections 1 and 4(f) of the Original Agreement are amended to strike the reference to the Black Diamond Police Department or`BDPD," and to insert "Black Diamond" in its place. 3. Exhibits A and B of the Original Agreement are replaced with Exhibits A and B to this Addendum. 4. REMAINING TERMS UNCHANGED: That all other provisions of the Original Agreement shall remain unchanged, and in full force and effect. IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day and year first above written. Cl U CITY OF BLACK DIAMOND Peter B. Lewis Black Diamond Mayor Auburn Mayor Attest: Attest: XL �\ 7 � /Add Danielle Daskam, Brenda L. Martinez, Auburn City Clerk Black Diamond City Clerk Approved as to form: Approved as to form: y,Zr474):::L Daniel B Heid Print Name- Auburn City Attorney Title: Page 2 EXHIBIT A SCOPE OF SERVICES Services Provided: • Onsite Auburn IT Staff Presence Auburn primary support function will be via remote access and administration with primary contact and support provided through email: helpdesk(a)auburnwa.gov and phone support. Remote login and various technical configuration management will be utilized to minimize onsite and travel charges. Under this service level, City of Black Diamond will be allotted "onsite presence" 1 day (7 5 hours) per week hours per month or up to 416 hours per year specific to meeting support and technical requirements. Auburn IT staff will also respond onsite to all technical matters not repairable remotely, and will attempt to respond to non-critical items in multiples to minimize trips where possible • General network and desktop support • GIS and Mapping Services shall be provided on a per project basis, with printing costs the responsibility of Black Diamond based on current Auburn rate schedules. • Maintenance and management of Servers and "back-end" equipment to include • Telephones, sound equipment, servers, network equipment (routers, firewalls, switches) • Server administration, including user setup, access, email and help desk functionality • Public Meetings. (set-up and attendance at meetings to run equipment included in monthly fee "on-site presence" not to exceed 416 total hours in a year) • Purchasing: Recommendations, quotes, vendor discussions. Purchasing, purchase orders and requisitions will be the responsibility of Black Diamond. o Black Diamond can be added to certain City of Auburn software and hardware agreements to receive similar cost savings where applicable Such areas including Microsoft volume licensing, Spillman, Sharepoint, Antivirus protection, Netmotion and others. • Web Services — o Website updates, postings, and monitoring • Meeting audio conversion and website upload • Website design recommendations and future planning • Backup operations, offsite storage and disaster recovery • Auburn will evaluate current backup and disaster contingency plans and make recommendations. Typically this includes weekly offsit storage which is paid for by customer, and daily incremental and differential backups. • Disaster recovery may result in an addition of services, or evaluation and recommendation to enhance business continuity and operations based on current procedures • Application and software end user support • Vendor coordination and management as needed • Operating system, and software patch management INTERLOCAL AGREEMENT City of Black Diamond Addendum, December 10, 2013 Page 1 of 4 • Limited GIS services and consulting with printed material at cost • Technical recommendations including: • Long and short term strategic planning • Disaster recovery and business continuity planning • Technology budget recommendations and planning • Audit documentation and assistance with CJIS and WCIA annual audits Requesting support: All requests for service should be emailed to helpdesk(cDauburnwa.gov Phone calls will be accepted as well, however tracking tickets and support via our help desk system is preferred with a follow up phone call from Auburn staff The request will be forwarded to City of Auburn technical staff for resolution. Persons authorized to request support on a non-emergency basis are City of Black Diamond employees or their designee. Service levels: For requests e-mailed Monday through Friday from 7-00 am to 5.00 pm, we will try to respond within 30 minutes. During high call volumes, we will assist you as soon as possible With authorization of Mayor, City Administrator or Police Chief, support outside regular business hours will be provided on an emergency basis. If you need an immediate response during off hours and have the appropriate authorization, please email helpdesk(c-)auburnwa.gov with the name of authorizing person and nature of issue or call 253-876-1947. Your issue will be forwarded to the on-call technician for resolution. Service Limitations: • City of Auburn will assist and provide recommendations on network security but security remains the responsibility of City of Black Diamond. • City of Auburn will document, and present information relevant to technical audits however compliance will be the responsibility of Black Diamond, including CJIS and ACCESS Audits. • City of Auburn will assist and provide installation and recommendations on hardware and software purchases. All hardware and software purchases are the responsibility of City of Black Diamond. Additional Services: City of Auburn may provide additional services, or alter existing services through the appropriate approval process and addendum. Additional services include but are not limited to GIS Services Licensing Support . Netmotion and Virus Protection INTERLOCAL AGREEMENT City of Black Diamond Addendum, December 10, 2013 Page 2 of 4 Web Application and Design Services Publishing and Design Services Multimedia/ Film Services Billing: All service will be billed monthly according to Exhibit B. Services that are billed on an hourly basis will include a brief description of the service and the department where the service was performed. Monthly charges for service are based on an estimated 400 helpdesk requests annually In the event annual helpdesk requests exceed 400 tickets, City of Black Diamond agrees to negotiate these additional services which may include mutually agreed adjustments to monthly service charges. INTERLOCAL AGREEMENT City of Black Diamond Addendum, December 10, 2013 Page 3 of 4 EXHIBIT B COST OF SERVICES Support Function Operating Hours Billing rate Monthly cost General Network and desktop M - F, 7 a.m - 5 p.m $3300.00/month $3300.00 maintenance and support including excluding holidays effective January operating system patch management, 2, 2014 and virus system software management, monthly thereafter general troubleshooting and problem resolution that can be via remote access/phone and minimal Black Diamond Auburn office visits where deemed possible allowing equipment drop off and minimal hands on configuration support. Network and desktop repair and M - F, 7 a.m. - 5 p.m. Included. Mileage Per hour as maintenance that require onsite support. excluding holidays billed separately required and based on IRS standard mileage rates All support responses by City of Auburn Non business hours, $110.00/ hour Per incident as technical support staff. afterhours, with one hour required emergency response minimum plus Note: COA technical support staff will not mileage based on respond without authorization from City IRS standard of Black Diamond Mayor, Police Chief or mileage rate City Administrator Netmotion Client Software n/a Evaluation Option Per Client Virus Protection Software n/a Evaluation Option Yearly INTERLOCALAGREEMENT City of Black Diamond Addendum, December 10, 2013 Page 4 of 4 SECOND ADDENDUM TO INTERLOCAL AGREEMENT BETWEEN THE CITY OF BLACK DIAMOND AND THE CITY OF AUBURN RELATING TO INFORMATION TECHNOLOGY THIS SECOND ADDENDUM to the Interlocal Agreement for Information Services Technology (dated September 16, 2013, the First Addendum being executed on December 16, 2013) is entered into this 7""day of by and between the City of Black Diamond (hereinafter referred to as "Mack Di and") and the City of Auburn (hereinafter referred to as "Auburn"), both of which are municipal corporations organized under the laws of the State of Washington, under the Interlocal Cooperation Act, chapter 39.34 RCW. RECITALS: WHEREAS, the parties have entered into the Interlocal Agreement and the First Addendum described above; and WHEREAS, the parties wish to make certain minor amendments and to extend the termination date of the Interlocal and First Addendum; NOW, THEREFORE, in consideration of the covenants and conditions set forth below, the parties agree as follows: Section 1. Section 7 of the Interlocal Agreement is amended to read as follows: 7. TIME FOR PERFORMANCE AND TERM OF AGREEMENT. Auburn shall perform the services provided for herein in accordance with the direction and scheduling provided in Exhibit A, unless otherwise agreed to in writing by the parties. The initial term shall be three 3) years from the date of execution of this Addendum and may be extended thereafter by written agreement by the Parties sixty-(60) days prior to term end. It is provided however, that either party may cancel this Agreement upon sixty(60) days written notice to the other party. Section 2. Section 11 of the Interlocal Agreement is amended to read as follows: 11. ADMINISTRATION OF AGREEMENT. This Agreement shall be administered by Ron Tiedemai , Innovation & Technology Director or designee on behalf of Auburn, and by the City Administrator Mark u 14oppe , City n am;aistr- teT, or designee on behalf of Black Diamond. Any written notices required by the terms of this Agreement shall be served on or mailed to the following addresses: CITY OF AUBURN CITY OF BLACK DIAMOND Innovation &Technology City Administration''-- Ron Tiedeman 25 W Main Street 24301 Roberts Drive Auburn, WA 98001-4998 Black Diamond, WA 98010 Phone: 253-288-3160 (360) 886-5700 E-mail: m o„n,,ib1g a�,a;a,,,,,n . 1 s Section 3. Remaining Terms Unchanged. All remaining terms and conditions of the Interlocal and the Addendum No. 1 to the Interlocal remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written: CITY OF AUBURN CITY OF BLACK DIAMOND By By �, .-- Nancy Backu , ayor Carol Benson, Mayor ATTEST: ATTEST: X"� Danielle E. Daskam Brenda L. Martinez, Auburn City Clerk Black Diamond City Clerk APPROVED AS TO FORM: APPROVED AS TO FORM: r ,f f Daniel B. Heid O. Carol A. Morris Auburn City Attorney ` """ Black Diamond City Attorney EXHIBIT B —2014/2015 IT SERVICES EXTENSION COST OF SERVICES Ope r at in .Hours . Bilin g rate' Monthl y >� a Suot Function ooh�o',•fn ° -.S.Cx k ,pd l,o Jt 3 General Network and desktop M - F, 7 a.m. - 5 $3366.00 / $3366.00 maintenance and support p.m. excluding month effective including operating system patch holidays November, management, virus system 2014 and software management, general monthly troubleshooting and problem thereafter resolution that can be via remote access/phone and minimal Black Diamond Auburn office visits where deemed possible allowing equipment drop off and minimal hands on configuration support. Network and desktop repair and M - F, 7 a.m. - 5 Included. Per hour as maintenance that require onsite p.m. excluding Mileage billed required support. holidays separately and based on IRS standard mileage rates All support responses by City of Non business $110.00 / hour Per incident Auburn technical support staff. hours, afterhours, with one hour as required emergency minimum plus Note: COA technical support staff response mileage based will not respond without on IRS authorization from City of Black standard Diamond Mayor, Police Chief or mileage rate City Administrator. Netmotion Client Software n/a Evaluation Per Client Option Virus Protection Software n/a Evaluation Yearly Option ,�, y99a « 2w saa,� I CITY OF * � ' .- "' � �T �T � T� �Tk Nancy Backus, Mayor � �.l.:'�. iJ A�1 'el ' -. WAS H INGTON 25 West Main Street + Auburn WA 96001-4998 * www.auburnwa.gov * 253-9313000 j I I � Notice to City of Black Diamond to Cancel Agreement for Information Technology Services TO: City Clerk Brenda Martinez: The City of Auburn has enjoyed working with the City of Black Diamond in support of your technology needs. As mentioned in discussions during the first quarter of the year, our internal department evaluation has concluded we need to discontinue IT support for your city. Our IT staff will schedule a transitional meeting with the support team of your , designation. Open and unresolved items will be relayed along with current administrative passwords for systems. The City of Aubum hereby gives notice to the City of Black Diamond of its intention to cancel its Agreement with Black Diamond for Information Technology Services. Pursuant to paragraph 7 of said Agreement, this Agreement will be canceled on the 30th day of June, 2015. � Dated this �day of , 2p�5 � Nancy Bac s, Mayor CC: Mayor Carol Benson Police Chief Jamie Kiblinger � AUBURN * MORE TI-IAN YOU IMAGWED '