HomeMy WebLinkAboutAgreement_Interlocal_9/4/2014_Dept of Economic Sustainability �nCy
PALM BEACH COUNTY
a DEPARTMENT OF ECONOMIC SUSTAINABILITY
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RECEIVED
DATE: September 4, 2014 SEP 0 9 2014
TO: Village of Tequesta VILLAGE CLERKS OFFICE
RE: INTERLOCAL COOPERATION AGREEMENT
You previously sent us four executed Interlocal Cooperation Agreements indicating your
approval to participate in Palm Beach County's Community Development Block Grant
Program, Emergency Solutions Grant Program and Home Investment Partnerships
Prograrn during Federal Fiscal Years 2015, 2016 and 2017.
On August 19, 2014, the Palm Beach County Board of County Commissioners approved
Your Interlocal Cooperation Agreement. We are accordingly hereby transmitting to you a
fully executed Agreement for your records.
This Agreement shall be automatically renewed for a three-year qualification period at the
end of the above mentioned three-year qualification period and at the end of each
subsequent qualification period unless either party provides the other party a written
notice in which it elects not to participate in a new qualification period. This office will
notify you in writing prior to the next three-year qualification period to provide you an
Opportunity to withdraw your participation.
Thank you very much for your cooperation. We appreciate your participation in our
programs.
Please contact me at 561-233-3612 should you have any questions regarding the above.
Sincerely,
Betsy Barr, Director
Contract Development and Quality Control
Prepared By:
Chris Rienhardt
PCs
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1) Introduction
PCS would like to thank The Village of Tequesta for the opportunity to be your trusted networking
partner. The included Scope of Work(SOW) is a result of previous discussions and new discovery in
future meetings and on-site visits to establish the current state of implementation and create an
agreed upon set of activities to upgrade the existing Network LAN to the latest and greatest
equipment where possible and implement best industry standards,
With digital transformation and the market shift towards a "smart" network, the need for hyper-
reliability and an easily managed network infrastructure has never been greater in enterprise
network solutions. Cisco systems builds open, software-driven networking solutions for customers
that are agile, adaptive and secure to enable the digital transformation and improve end user
outcomes.
The enclosed proposal includes Cisco's most robust, focused product feature set. Cisco products,
combined with proven interoperability of a multi-vendor environment, long life cycles and ease of
management, can deliver your staff with the most flexible, reliable, and comprehensive solution
available in the industry.
We appreciate the time invested to review this SOW and look forward to a long, successful
partnership between The Village of Tequesta and PCS.
PCS provides professional engineers,project managers, and experienced support staff to ensure the
timely execution of any project, large or small. PCS would like to thank The Village of Tequesta for
considering us as your information and communications technology integrator. We look forward to
a mutually beneficial relationship.
www.pcsusa.net 305 6670633
The below SOW is a summary of configuration, installation, and implementation activities of a Cisco
hardware and software solution for the upgrade to the existing LAN network.
PCS will perform these services and activities described below and thus constitutes a working agreement
between PCS and the Village of Tequesta "Customer".
Project Scope and Objectives
This project's scope will include the following high-level objectives:
• Evaluate and determine the initial configuration, set-up, environment, and inhibiting conditions
to the existing solution.
• Collaborate on defining and developing specific requirements with the customer to allow for a
fiscally feasible, reliable, and manageable network solution.
• Delivery of implementation services specified in the project quote.
• Conduct staging and configuration activities at the PCS Warehouse.
• Install equipment as defined in the design document.
• Complete roll-over activities of the new design in a phased approach as negotiated during
discovery for City Call, Public Works,The Water Plant, Parks and Recs and Remotes.
• Complete final network testing validation to ensure each requirement is meet as agreed upon.
• Provide knowledge transfer on all components of the solution to the customer's system
administrators.
And cover the following locations/sites:
a. City Hall
b. Public Safety
c. Water Plant
d. Parks and Recs
e. Public Works
Roles and Responsibilities
PCS Responsibilities
• PCS will designate an Implementation Engineer to be responsible for overseeing the project and
will be the single point of contact(SPOC)for all issues related to system implementation.
• PCS will assign a Cisco CCIE to perform evaluation of current network design, engineer a new
design in consultation with the customer, configure the new design and be available during
cutover and test.
• The Implementation Engineer will assess the current physical infrastructure of each of the sites
with the customer to determine the following: space availability, equipment storage/mounting
options, environmental concerns (including air flow, temperature, humidity), obstructions,
at
ethernet and/or fiber connectivity, power availability, grounding availability, etc. Based on this
assessment the Implementation Engineer will create a Site Readiness Requirements document
for the customer.
• The SPOC will create and maintain a project plan and milestone schedule based on the customer's
agreed upon requirements and thus allow for determining and schedule appropriate resources to
complete these activities successfully and in a timely manner.
• The SPOC will develop an Installation, Implementation,and Test plan with the customer POC.
• The SPOC will conduct formal project meetings with the customer's POC throughout the project
to update status of milestones,address issues or concerns by either party, etc.
• The SPOC will coordinate equipment delivery and inventory management.
• The SPOC will manage the change request process.
• The SPOC will conduct project closure meeting.
• PCS will coordinate with Tequesta staff to layout new IP schemes to support the current and
future network needs.
• PCS will configure the network to optimize network performance connected devices based on the
customer's determined priority.
• PCS will configure the new solution per the agreed upon design in PCS's warehouse prior to
installation on site.
• PCS will install the equipment on-site
• PCS will cutoverto new equipment and perform testing per the agreed upon schedule and success
criteria.
Customer Responsibilities
• Designate a single point of contact for the PCS Project Manager to work with on the project.
• Provide access to site and equipment as necessary and appropriate to complete the requirements.
• Complete any action items listed in the Site Readiness Requirements document prior to scheduled
day arrival of on-site PCS resources for installation activities.
• Customer will identify and designate a knowledgeable network resource from their team as the
customer's primary technical contact.
• Customer will need to actively participate in execution of test plan to ensure the solution meets
the pre-determined set of requirements.
• Provide all requested required information on time to keep in good standing with the publish
project schedule.
• Provide LAN information necessary to complete configuration of the equipment including, but not
limited to, Ethernet ports, IP Addresses and other network information for successful integration
of the solution into existing network if applicable.
• Customer is responsible for providing networking services including, but not limited to DNS, DHCP,
NTP, Radius,Active Directory, etc. as agreed upon in the solution.
• Customer is responsible for disposition of any disconnected equipment, unless removal or trade-in
is specifically negotiated as part of the contract.
• Customer is responsible for having and maintain to the appropriate Extreme Networks Service and
Support contract for all equipment in-scope.
• Customer is responsible for having and maintaining current software entitlements and licenses to
their existing equipment and/or services during the installation, implementation, and testing
process.
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• Customer will provide secure, remote network access to any additional equipment purchased for
the solution so that the designated PCS Implementation Engineer can access it via
telnet/SSH/FTP/SNMP/Console during all the phases of the project.
Project Assumptions
• If site preparations based on the agreed upon design, including, but not limited to additional
network closet builds, rack procurement and/or installation, power cables installed and
terminated, new network equipment installed, connected, and powered up, etc. are not
completed prior to installation of the solution,this may result in additional costs and increased in
number of days to complete the project.
• PCS will configure and test the new equipment designated in the design.
• There will be an out of service period required for each site to complete the configuration and
integration of the network solution. These times will be planned and agreed upon and it is
suggested that the customer should develop an emergency communications plan to handle any
unforeseen complications during this time.
• Existing Firewall or border router will need to be able to handle the migration of NAT
configurations. If the current solution is not able to support the NAT requirements or physical
connectivity,then a new external solution will need to be implemented.
• During the implementation and test phases of the project, End User Knowledge Transfer will be
performed onsite and/or remotely for one customer System Administrator.
• Both the customer and PCS will work on new rack design, rack mounting equipment, labeling,
and the migration of cabling to transition from the existing equipment to the new equipment to
make sure services not covered by the scope of this project are not interrupted.
• If the customer is unable to meet the above responsibilities, this may result in additional costs
and increased in number of days to complete the project.
lil) project Controls and Change Management
To effectively determine the degree to which the project plan is being met,the PCS Project Team will follow a
plan to control and manage the Customer's project through a communication plan,change control,and variance
management.
• As part of the communication plan the PCS Project Team and the Customer will jointly establish the
time and frequency for status meetings(or conference calls),document meeting results,and distribute
meeting notes, including action items. For effective scheduling and cost control, progress
measurements will start as the project begins and continually utilized throughout to measure the
performance of the project.
• The project roadmap provides a baseline from which to judge progress,comparing planned activities,
in-progress activities,and the actual completion of those activities.
• PCS will identify variances to plan and act to correct or limit it impact on the project.
• The PCS Project Team will utilize a change control strategy to identify and document changes to
the original scope.
• The Project Team will screen and assess the impact of the change on the project timelines,obtain
client approval, implement the change if required, and maintain a log of all change requests and
their resolution.
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The following process for making changes to the project scope and/or this SOW, if needed will be
utilized throughout all phases of this project.
1. Once the SOW and requirements are agreed upon and approved by both parties, a Project
Change Request(PCR)will be the vehicle for communicating change. The PCR will describe the
change requested,the rationale for the change, and the impact the change will have on the
project.
2. The PCS SPOC will receive and review the proposed change and setup a meeting with
appropriate resources (including, not limited to Sales, Management, Extreme Support team
members, other Subject Matter Experts, etc.)to begin analysis and investigation of the request
and determine feasibility, additional equipment and/or labor or resource necessary,etc.to
meet the proposed change.
3. The PCS SPDC will then return an attached report to the PCR to the customer with the results of
this investigation including, but not limited to, recommendations, additional quotes for
equipment and/or labor(if necessary), a proposed update to the project schedule (if necessary).
The PCS SPOC will setup a meeting with key stakeholder from both parties and the PCR and
subsequent investigation report will be presented and discussed by the key stakeholders.
4. Upon signed approval of the PCR by the customer's designated SPOC based on this review, PCS
will commence work as outlined in the PCR.
PCS recognizes and accepts that there may be delays through the project life cycles beyond both the
control of the customer and/or PCS. These can be due to obtaining project approvals,weather, personal
emergencies, and/or personnel changes, etc. PCS will work together with the customer to accommodate
these delays and reduce and minimize any additional cost and/or project time needed to complete the
project successfully.
Delays resulting in additional cost and/or additional project time needed to complete the project will be
handled through the Change Management process.
PCS reserves the right to re-assign their resources and/or re-prioritize the project based on the cause of
the delays in order to make the project successful for both parties.
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Network Staging Services Implementation Testing Training and
Infrastructure Knowledge Transfer
Phase 1—Network Infrastructure
Stage 1 -Planning/Design and Configuration/Acceptance Testing Services
Prior to implementing any of these services, a number of preliminary steps must be taken to ensure the
successful deployment of each service.
PCS and the customer collaborate and perform an on-site evaluation of the current network data solution
for each site covered in the scope.
The evaluation will include a network audit and analysis, data collection, physical survey of existing
physical infrastructure, obstructions, power, telecommunications cabling. In order to determine if the
site can meet the specification needed for the proposed solution.
Deliverables:
• PCS will develop and provide finalized Project Requirements Document.
• PCS will generate a final Proposal and Quote of Solution.
• PCS will create and provide a Site Readiness Requirements to include actions or needs to meet
the proposed solution.
• PCS will create and provide a Project Schedule based on discussion and expectations of the
customer as well as PCS resource availability.
• PCS will develop and provide an Installation and Integration Plan.
• PCS and the customer will collaborate and develop a Test Plan in order to define successful
completion of the agreed upon Statement of Work and Project Requirements.
• Customer will provide and/or assist in verification of Ethernet ports, IP Addresses,topology maps
and/or drawings, cable diagrams, and other necessary network information.
During this stage of the implementation,the emphasis will be on data collection and network design
requirements. This may be in the form of:
• Interviews with key members of the IT organization
• Discovery of current infrastructure and the security features available
• Server port reviews (duplex settings)
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• Sniffer traces of key segments
Upon completion of the data collection and discoveries,the PCS Networks engineer will conduct a stage
wrap up meeting in which the information collected and discovered will be reviewed and
validated. Once all parties are in agreement of the infrastructure being reviewed,the engineer will
begin the Design Stage.
The first step within the Design Stage will be to consolidate all the project and infrastructure
requirements defined in the plan stage into a preliminary design. This design will then be reviewed in a
Design Review Session. In this meeting, all project sponsors and participants will review the preliminary
design. During this meeting, PCS Professional Services will also discuss a potential migration and
implementation strategy for the necessary hardware, firmware, feature sets and/or solutions.
The preliminary design may include the following:
• Firmware Revision Levels
• Feature Settings
• Migration/Implementation Plans/Schedules
• Establish and Finalize Implementation Testing Plan
• Define Communication Requirements and establish a Communication/Escalation Plan
• Develop Desired Future State Network Design, Create and Test production configurations
• Identify Risk and Develop Risk Management Plan and discuss backout plan
• Identify Staffing and Personnel Requirements as well as establish roles, responsibilities and
working relationships
• Develop and Review Staging Plan
The PCS Services Project Team will work with your staff to review and approve the proposed
design. Any and all changes will need to be incorporated prior to moving to the Implementation Stage.
Some design discussion topics:
• Discussions on:
o IP Space/VLANs
o Routing and switching requirements
o Multicast Requirements
o Network Management requirements
o Firewall and Public IP requirements
o Uplink requirements
o Policy considerations
o Switch naming convention
o Special Services already setup
o Policy considerations (if applicable)
• Analysis
o Analysis of current network implementation
o Review available IP space
• Create test plan
o Develop test plan to be used for final testing
• Create configuration
o Based on previous discussions, develop configuration
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The Design Stage will conclude with another Design review session. These sessions will continue until there is a
final, approved design and schedule that will be implemented. In order to move into the implement stage, all
parties must approve the proposed design and implementation schedule.
Stage 2 —Staging Services
PCS will receive purchased equipment for configuration and testing prior to sending final product to the
customer.
PCS personnel will unbox, label,complete firmware update for any new equipment. IP addresses and pre-
liminary configurations will be applied to the new equipment at this time.
PCS and the customer collectively will begin to refine, and test configurations based on the initial
requirements evaluation, converting current configurations to meet the new design as well as best
industry standard practices. To ensure a smoother Installation and Integration phase.
PCS and the customer will conduct preliminary connectivity testing of network gear.
Upon completion of this phase, The Customer will have a complete inventory list, a complete
configuration confirmation and a complete firmware/testing validation checklist for the network.
Stage 3-Implementation
The implement stage can be a single iteration or multiple iterations depending on the client's
environment and the level of complexity involved with the hardware,firmware,feature sets and/or
solutions that are being implemented. At a minimum, PCS prefers doing the implementation of
products and software in two stages, a Pilot and a full Implementation. For implementations with
multiple campuses and buildings, the design/process will be developed to support a repeatable
implementation.
PCS Professional Services will design,configure and test the new Core and edge switches for your LAN
project to ensure a successful implementation of this critical application.
The new core will be setup in parallel to the existing network to allow for minimum downtime during
edge closet migration. The following steps are typically considered part of a parallel core migration and
will be followed for all core migrations:
The order of installation and integration of the in-scope sites as follows:
1. City Hall
Note: All NAT configurations will also need to be migrated from the existing S8 Core to existing
firewall or border router solution platform if available during this timeframe.
2. Public Works
3. Public Safety, Water Plant and Parks and Recs,
4. Water Plant
5. Parks and Recs
6. Remotes
Integration activities will be collaborative with the customer to confirm and/or modify the initial
configurations applied to ensure an optimal solution.
It is recommended that the customer inform each site of period of outages during this phase as well as
set up a communication system to report issues or problems once services are returned to the live
operational environment.
Core Migration Step 1
• Site survey of City Hall network room
o Confirm fiber layout
o Review power, cabling and fiber patch availability for each switch/core
o Document port VLAN assignments for each switch/core
• Review and verify configuration scenario and migration plan
Core Migration Step 2
• Review configuration of core switches based on design discussions
• Connect core switches together and test
• Determine VLANs to be trunked between the new/existing core and establish a next hop path
through the existing core
• "Evening" interconnect the new core and the old core though a fiber 10G link.
Core Migration Step 3
• Document server duplex settings, IP addresses and port assignments
• Establish the migration process and timeline for servers, re-cabling and default gateway
migration
• Confirm all static route information to be migrated to the new core and document connectivity
to Firewall, packet shaper,VPNs and any other WAN connectivity.
• Establish the migration process for the migration of all external routing off of the old core and
onto the new core
• Establish the migration process for closet switch migration
• Define testing processes for each set of services to be migrated (IDFs, servers and external
routing)
Core Migration Step 4
• Review and finalized the migration processes (scripts)for closet switches, servers,server default
gateway and external routing migration
• "Based on customer requirements if work can be done during or after hours" Remove old
core and mount new core and reconnect all closet switches
• Execute scripts and test all services
• Verify connectivity to each closet switch
• Verify connectivity to Internet
• Follow Acceptance Testing plan
Core Migration Step 5
• Resolve any open issues
• Complete documentation and knowledge transfer
Timeframe:The staging, installation and parallel setup of the core for each will take 2-3 days for steps 1-
3. Steps 4-6 will occur after the edge closets have been migrated off the old core onto the new core.
Steps 4-6 will take one overnight migration period (4-6 hours) and up to two days post install to support.
Edge switch migration:
For edge switch migrations, PCS will work with the customer to determine the appropriate steps that
minimize any disruption. This can be accomplished by migrating buildings during off hours during week
days or by scheduling outages per building during normal working hours.
Based on staging, all devices will be fully configured and ready for install prior to the cutover. Each
cutover will require:
- Powering down old equipment
- Un-patching and removal of old equipment from rack
- Mounting of new equipment
- Powering up new equipment and connecting to core via customer supplied fiber or copper
- Once equipment is mounted and powered up,verification of the final configuration will be
tested via pre-approved test plan. Any issues discovered during the testing will be rectified and
retested. PCS will verify connectivity using XMC.
- Re-patching of end user devices to new equipment
Once equipment is mounted and powered up,verification of the final configuration will be tested via
pre-approved test plan.Any issues discovered during the testing will be rectified and retested. PCS will
verify connectivity using XMC.
The Implementation Stage concludes with the execution of the mutually agreed upon
Testing/Acceptance Plan as developed in the Planning and Design Stage. Upon successful completion
and acceptance of the testing plan,the project would move into the Operate Stage.
Once all hardware,firmware,feature sets and/or solutions have been implemented, tested and
accepted by The Customer, PCS will begin preparing the final deliverable documentation.
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Stage 4—Testing
PCS and the customer will collectively complete the test plan as developed during Phase 1 for each site
including in the project scope.
During the testing phase, all action items will be notated, and a Project Closure Plan will be generated
with the customer to determine priority, necessity, and suggested means of closure. Agreement to the
Project Closure plan is requested within 3 business days of the receipt of the Project Closure Plan to
ensure resources are available to complete the activities.
At the end of completion of the Project Closure plan,the customer will complete the Project Closure
Agreement at the end of the document signifying PCS fulfillment of the agreed upon SOW and Project
Requirements.
The Implementation Stage concludes with the execution of the mutually agreed upon
Testing/Acceptance Plan as developed in the Planning and Design Stage. Upon successful completion
and acceptance of the testing plan,the project would move into the Operate Stage.
Once all hardware,firmware,feature sets and/or solutions have been implemented,tested and
accepted by The Customer, PCS will begin preparing the final deliverable documentation.
"Sample acceptance plan and verification
Once equipment has been mounted in customer supplied rack,the equipment will be powered up and
the following installation verification procedure will be completed for each Extreme Networks product:
- Visual check for link lights, power and CPU status.
- Verify connectivity via ICMP Echo (Ping)to the local devices
- Verify device can be modeled in XMC management application
- Verify end user devices can receive an IP address from DHCP server
- Verify access to an Internet based resource via HTTP. Some possible examples are:
o www.google.com
Stage 5—Training and Knowledge Transfer
Part of PCS providing services to their customers is to ensure they understand the changes made to their
existing network and ensure they can continue to utilize the network day to day once PCS' role is
complete. PCS during this phase will share with the customer's system administrators how the devices
were configured for The Village of Tequesta requirements and advise on management functionality as it
was configured and delivered.
Deliverables:
• PCS will provide a one on one, on-the-job knowledge transfer to review the specific setup,
configuration, management operations, and best practices utilized to successfully complete the
project.
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• The final deliverable that the PCS team will provide is the documentation and an "as built"
network diagram. These documents will be reviewed and approved during a Project Closing
meeting.
This documentation could include the following information:
• Core Router Configurations
• Switch configurations
• VLAN Scheme
• As built Drawings
• Firmware Levels
• IP addresses
• Features manipulated and why
• ACL's(if used)
• SNMP V3 configuration
• Age Out Timers
• Passwords
• SSH and Telnet
Cisco ISE Implementation
Implementation Process
Cisco ISE will be installed as an authentication tool based on MAC Addresses.
PCS will implement supplied MAC addresses to ensure that only approved network entities have access to the
network.
While ISE can implement policies,this is out of scope on this project. Should the customer desire to implement
policies a separate professional services engagement and scope will be generated and quoted.
• Configure ISE for MAC authentication (rules,groups, mappings,guest portals, LDAP if
needed,add switches and controllers as clients, and other as determined by the
design)(manually add 3rd party switches/controllers as clients as/if needed)
• Configure Switches for authentication (MAC or 802.1x)with Policy Manager
• Configure 3rd party switches for authentication (MAC or 802.1x) (if RFC-8530)
• Designate and Configure a test switch port for authentication (to test EAC system)
Once testing is successful:
• Configure switch ports for authentication (MAC or 802.1x as needed)
• Configure Wireless Controllers for authentication (MAC or 802.1x as needed)
• Turn on authentication mechanisms for switches and controllers as needed
• Observe and troubleshoot issues with phase one and with phase two
PCS will have fulfilled its obligations under this SOW when any one of the following first occurs:
• PCS achieves the deliverables and milestones listed in this SOW, the Project Schedule, and
the requirements document; or,
• The Installation, Implementation, and Testing services hours stated in the quote have
expired.
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VII) /authorization to Proceed
PC Solutions and Integration, Inc., (PCS) will provide services to the The Village of
Tequesta to implement the solution as outlined in this Statement of Work and the
project requirements document.
The signature below along with a purchase order for these services is
acknowledgement and agreement of the proposed scope of work and the terms and
conditions set forth herein and therefore authorizes PCS to begin work on this project.
Customer
Date: CJ ' K-2-0?.jO
Authori d Sign ure
Phbkp 11 RleA J ' _ -`rur Date:
Print ame &Title
PC Solutions and Integrations
Date:
Authorized Signature
Date:
Print Name & Title
www.pcsusa.net0.
VII) Authorization to Proceed
PC Solutions and Integration, Inc., (PCS) will provide services to The Village of Tequesta
to implement the solution as outlined in this Statement of Work and the project
requirements document.
The signature below along with a purchase order for these services is
acknowledgement and agreement of the proposed scope of work and the terms and
conditions set forth herein and therefore authorizes PCS to begin work on this project.
Customer
Date:
Authorized Signature
Date:
Print Name & Title
PC Solutions and Integrations
Date: 05/18/2020
ruAthorrized Signature
Chris Rienhardt, Sr. Acct. Manager Date: 05/18/2020
Print Name & Title