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HomeMy WebLinkAboutDocumentation_Regular_Tab 10E_09/14/2000 G � y tl�emorandum - � TO: Joann Manganiello, Ac�ing Vilage Manager FROM: Stephen J. Atlison, Chief of Potice �G.-^ SUBJECT: Vliage Councii Agenda item DATE: august 28, 2� The computer �ommittee rec�ommended at the meeting on August 22, 2tN)0, that the vilage's computer service contract with On-Site of Tequesta be renewed for a one-year period per the terms of the contract On-Sife is agreeabfe to tMis renewat with no changes or price inareases. The original �ontract was approved by Nlr. RandolpF� for (egai form and sufficieney. � � . � RBSOLUTION N0. 83 - 99/00 A RESOLUTION OF THE VILLAGE COUNCIL OF TH}s' VILLAGE OF TLQUSSTA, PALM HEACH COUNTY, FLORIDA, APPROVING A CONTRACT RENEWAL WITH TBQUESTA PC, INC., D/B/A ON-SITL OF TTsQUESTA, FLORIDA,FOR NETWORR ADMINI3TRATION SE�RVICES IN THE AMOUNT OF $11,400, WITH FIINDS BFsING APPROPRIATLD FROM THE GENERAL FUND FINANCE D$PARTN�iT BUDGET, HAVING A FY 2000/2001 BIIDGTT ALLOCATION OF $12,000 AND AUTHORIZING THE VILLAGE MANAGER TO EXECIITL THE S� ON BEHALF OF THE VILLAGE. NOW, THEREFORB, B8 IT RLSOLVED BY THE VII�LA.GF CO�I�TCIL OF THE VILLAGE OF TEQIIE�TA, PALM 88ACH COUNTY, FLORID3i, AS FOLLOWS: Section l. The contract renewal with Tequesta PC, Inc. D/B/A On-Site af Tequesta, Florida, for Network Administration Services attached hereto and marked as Exhibit "A" and ir�corporated by reference as part of this resolution is hereby approved and the Village manager is authorized to execute the same on the behalf of the Village of Tequesta. THE FOREGOING RESOL�'I'ION WAS OFFL�RED BY Councilmember , who moved its adoption. The motion was seconded by Councilmember , and upon being put to vote, the vote was as follows: FOR ADOPTION AGAINST ADOPTION � The Mayor thereupon declared the Resolution duly passed and adopted this day of , A.D., 2000. MAYOR OF TEQUESTA Joseph N. Capretta TTEST: Joann Manganiello Village Clerk � ' Exhibit A CONTRACTUAL SERYICE AGREEMENT THIS AGREEEMENT, made and entered into this � day of October, 2000, by and between the Village of Tequesta, a municipal corporation under the laws of the Sta.te of Florida, (hereinafter called "Village") and a eontra.etual network administrator services provider, Tequesta PC, Inc. D/B/A ON-STTE (hereinafter called ON-SITE}. WITNESSETH: . • WHEREAS, the Village desires to obtain the services of a network administratvr vn a contractual basis. WHEREAS, ON-SITE is a contractual network administra.tor. NOW THEREFORE, it is nlutually agreed by and between the parties hereto as fvilows: 1. Contract: The Village dces hereby engage ON-SITE as a contractual netwark administrator. 2. Term: � The Village agrees to retain ON STTE and ON-SITE agrees to be so retained as an independent eontraetor and not an agent or employee of the Village, on an as needed basis at the discretion of the Village Manager or his designee. The term shall be for a period beginning on the date of aceeptauee of this contract and terminaxing September 30, 2�1. The contract ma.y be renewed by mutual agreemeat for additional one (1) year periods. The term will also be limited to and sha11 not exceed the funds alloeated in the fiscal year budget. ON-STFB explieitly reeognizes that there is no guarantee of any minimum volume of non-routine work,. based upon the agreement of the parties that a11 work assignmeats will be at the diseretion of the Village Manager or his designee. 3. Terminaxion: This agreement is subject to eancellation with or without� cause by either party to fihis agreement upon thirty (30) da.ys written notice; such notiee sha11 be forwarded by registered mail to the last known address of the other party. 4. Contra.ct Fee: ON-SITE shall be paid a monthly fee of $950.00 per month for network administration maintenance services a.s outlined in the attached O1�SITE bid fvr services (Exhibit B). Ail additional, no�rroutine services provided shall lie paid at the following hourly raxes: Configure workstations for lucal and internet e-mail $ 85.00/hr Con�igure printers to work with software $ 70.00/hr � Review/install software upgrades � $ 50.00/hr Review new software for eompatibility $ SO.00/hr The Village has the option to purchase blocks of time at a rate of $75.00 per hour, receiving one hour at no eharge for each ten (10} hours purchased. ON-STTE must submit detailed invoices documenting non-routine services performed and the time necessary to perform each taslc. All invoices will be reviewed and approved by the Village Mana.ger or his designee before payment is made by the Village. Any objections to invoices shall be made within ten (10) da.ys of receipt of the invoiee. Payment of non-objected portions of invoices sha11 be paid within fourteen (14) calendar days of receipt of the invoice. 5. Iadepeadent Coatractor Relationshin ON-SITE is an iadependent eontractor, whieh sha11 be fully responsible for the payment a.nd maintenance of all insurance and applieable taxes as required by the legal obligarions of an independent contractor. ON-SITE dces not , accrue and is not entitled. to any Village emplayee benefits including, but not limited to, workers' compensation, unemployment compensation, retirement, disability lea.ve, and any other leave with pay. ON-SFTE's only compensaxion for services performed under this agreement sha11 be that spe�ified in Item 4 above. 6. Duries and Responsibilities: � (a) ON-SITE agrees and certifies that all work completed under this � agreement is the properry of the Village. (b) ON-SITE agrees to eomplete all wvrk as reasvnably required by the Village within the aliotteci schedule provided by the Village Manager ar his designee a�d agreed to by ON SITE. t)N-SITE agrees to be available to perform emergency services twent�four hours a da.y, seven days per week (24/7}. (c) All types of information reviewed by Ol�-SITE in the performance of this agreement are considered to be the property of the Village. ON- STTE sha11 keep a11 property of the Village confidential and shall sign nondisclosure agreements if requested by the Village. � 7. Insurance and Indemni�cation: � ON-STTE shall procure and maintain a Comprehensive General Liability � Insuranee policy. The Village sha11 be listed as an additional insured for worl� performed under this agreement. ON-SI1'E agrees to indemnify and hold harmless the Village and its representatives, from any and a11 claims and liabilities including attorney's fees and court costs, for which the Village can or may be held liable as a result of injury to persons or damage to property by reason of any acts or omissions of Ol�-SI'TE arising out of or in conneetion with this agreement. 8. Authoritv: (a) ON-STTE is not authorized to obligate the expenditure of Village funds. (b) ON-SITE shall not subeontraet nor izire persons to aid in the contracted work without the prior written consent of the Village Manager or his designee. 9. Interpretafiion and Bindin E� Exeept as herein otherwise. provided,. this agreement. shall inure to the benefit of and shall be binding upon the parties hereto, their personal representatives, suceessors,.heirs and assigns. 10. Invalidity or Unenforeeabilit� Invalidity or unenforeeability of any provision bereof shall in no way affeet the validity or enforceability of another provisions. 11. Governin� Law: This agreement sha11 be governed and construed in accordanee with the laws of the State of Florida.. 12. Entire Agreement: This agreement cvntains the entire understanding between the parties and may not be changed or modified except by an agreement in writing and signed by the parties. Attest: By: Viliage Clerk Village Manager By: Witness Tequesta PC, Inc. d/b/a ON-SiTE , , � Exhibit B The following is a detailed quota.tion for the required ser�rices as outlined in the R�qaest for Network Administaration Services. We would like to thank the V'illage and it's staff for the opportunity to further our working relationstrip. We have outlined what we hope � will be a cdear and concise explanation of fee's and services as specified in your request. If there are azry a�reas that require clarification, we will gladly make ourselves available to discuss these areas with you. . In an effort to insure the smoothest possible implementation of this agreement ON SITE will provide the V'illage with request for serric� forms �hat will be use,d to document and efficiently schedule repair and service req�ests. We w�l on occ�asion schedule .� meetings with individual Department Heads and the Technology Committe,e to review on going projects and discuss shortcomings and wish list ite�ns that may arise. We would like to establish protocols for ssrvice requests. This should include items �ch as RFS (request for service); b��ling; purchase orders etc. This w�l provide the commuirications required to handle any and all services. We feel that open communicatioa will insure that we are deiivering the type of service and r�ommendations that w�l most benefit the V�lage. � After 5 plus y�rs of providing s�vices to various V"illage de�sartments, we feel we have a unique und�sta.nding of the V'illage's technology syste�s. We Itope that you w�l consider ow e�sting re,�ord of accomplishment vvith the V�71age in your decision making process. Our goal is to provide you with the level of�seavice and support you deserve. � As a possible atteina�ive to paying for ssrvices on an as needed basis it is possible to for � the V'illage to purchase a block of time up front at a�ed rate. As these hours are used, additional hours may be purchased for firture work. 0 = xonrl�► . � = Flat Rate � = No Cbarge • �= St�pe unde�ined / cannot estimate time or mateaial . Mont6ly Maintenance of network and ind'mdual PC's. ...._ _...._ .._... ......._.-.---.-- .. � Mouthly Fee: $950.00 � Assumptions: . 1. 40 or less PC's ' 2. Maintenaace not to include: '' a. repair labor or parts for breakdowns 3. Maiirtenauce to include: a, performance issues with network / PC's b, scheduled optimi�tion of nefiwork se�vers and / PC's � c. adding and removing users as needed. . d. verification of backups on a weekly basis. e. establishmem of file sharing and security network wide. f. Maintain e-mail server (to include adding or deleting users) MS-mail e-mail only Explana�ion: , In the initial stages of this service contract, more man-hours will be required than in the later part. We will implemern and provide automated solutions that will help to insure ongoing opti�nization of all computers V'ilta�e wide. As is true with the overall contract we will maintain and provide to the V'illage, detailed hourly logs af man hours spent on the scope of all work. Near� the later part of the contract, we will not need to -� allocate the same number� of man hours to insure. your network is stable and all systems are functioning at optimal levels. If we find a major discrepanc,y in the hours to dollars, those dollars will be credit� to the V�lages account for use at a futuce time. We are � doing this in an effort to insure fair and competitive Pncin& It is our understanding, aftea speaking to membe�s of the V�71age Teclmology Committee, thax this portion of the service agreement is not to cover unfores�n repairs of hardware due to system fa�ure or various software issues that may arise due to ve�sion co�icts or user error. If this is not the implied m�ning it is possi'ble that hardware repanr for unforese.en faihues c�a be covered under the scope of this agreeam�t. An agreed c�p of man-hours c;an be negotiated. Benefit: � An obvious and real benefit to the V�lage is the fact that.��ON-SITE is la�ted blocks &om any V'illage office. We are able to provide promp� aad reliable servics to problems as they ariss. Our staff is very wdl trained and includes �MitrosofE° Certified Personnel. We have enjoyed the piivilege of working closely with some of your departments over the past Syrs., and feel that we have not only a good rappork but also a solid understanding of your eJdstin� systems. As a locally owned and ope�atsd technology compazry, we feed that we can provide . a level of service and support . . unequaled by auy other service company r�ponding. � Insnre all V'�llage compnters and software are Y2K complian�, inclading instaUing `�es" for aD MiCrosOf� products One time Fee: $Z800.00 or Hourly ��� (a) $'10.00 per hour, whichever is less. Assumptions: 1. 40 or less PC's and 5 or Iess NT based serv�s. � Z. Exclusions of Police UNIX server(s) •. 3. Compliancy not to include: a. additional hardware required to brin8 system(s) urto compliance b. additional fee based s oftware(s) required to bring sy stems imo compliance � �,,,�.u-.=.�_�,�=:,t----- ---- ---_--_-- ----�- -a�.r _......__ �_..__. .:_--�- "4. CompTi to in�u�e: - . . _ - � , . a. all MicroSOfh� product updates as required .� .. b. research and procureme�t of a�r non-MiCCI'�osof�° product updat�; if available c. implementation of 3'� party updates � d. documentation of steps taken for YZK compliancy. Provided in hard copy or digital forma� Fxplcryrartion: All Mfcrosoffi° patches are free for use. Other 3"� parly patches and fixes may be fee based or potentially not available. Some products may require full system upgrades in order to achieve compliance. Certain software vendors do not have full disclosure as to their compliance for YZK. It may not be 100% feasi'ble to remedy all YZK issues. However, we will take azry and all available steps and resources to implement a YZK sohrtion for the V'illage. � - � Benefit: � As a compazry, we are curre�tly aware of all MiCrosOf�° shortcomings in relation to Y?.K. We offer YZK r�n�liatioa as a standard se�vice to our clie�s. Our CEO / Semor Systems Engineer has lectured at various Chambers of Comme�ce and civic organizations on this topic. Our staff is knowledgeable in the implementation of the r�uired Y2K fnces. 1Viaintain E-mail server (to include adding or deletiug users) � Monthly Fee: Covered under maintenance section Assumptions: 1. All e-maa servers are MS-mail based �� � Configure all workstations to be compatible for locrai ar+ea network and Inten►et � mail � P� hour fee of $85 per hour � Configure printers to work with software Par hour fee of S70 per how � � Review and install softwar� upgrades as r�uested Pea hour fee of S50 per hour 0 Review sofiware and hardware requ�ts to insare compat�'6�7ity with network system � Per hour fe,e of �50 per hour Q ., Review equipment for protectioa from electrical surges and power outag� One time fee: $450.00 � (note ifre000�aWoa hardwandaaviae s p�d tmougj� ON-.41TE Wae ie � • �ar�efara�iYais) Explancition: A detailed equipmern urventory will be done to insure azry and aU electromc equiPment, including copiers, fax machines; computers� � etc. are adequatelY Protected from electrical surges and brown outs. A de�taited r�ommendation and cost anaiysis will -� . be pmvided to the V'illage upon completion of the rc.wiew. We wn71 provide the V'�llage with this recommendation approximat�ly 90 days from the inception of this agreement. Bene, fit: ON SITE is an authoriz�d APC (Americ�n Power Comrersion) reseller. We w�l have received formal training from APC and have passed the prescnbed tesdng to be classified as experts in power protection. Our training and test date is �ctober 26'� 1999. . Currently we have provided LAN based surge suppression for the V'illage Police Departmem. These measures have helped reduce the repair expendihires for compone� failure due to lightning strikes. Assist with bndget preparation by projecting futare needs reqainements -�. Pea hour f� of $50 per hour � � Assist as liaison wit6 sofiware vendors as needed - Per hour fee of $50 p� hour 0 Assist with reviewiug coaneetivity option between V�age siteg P� hour fee of �50 or $1Z00.00 ��� ' H►l�r1r ev� �s less (i�e i� � � han�wa�daeavice ffi � . �ON-3lTE Wa�a is� �go far �) � Assist wit6 implementing and maintaining site connectivity P� hour fee of �85 per hour� � Assist with design and implementation of web'°site Per hour fee of S70 per hour� � Assist wit6 implementation of Lnternet access Per hour fee of�S")0 per hour� � Prepare user maaual of computer staadards utilized t6roughout the Village Per hour f� of $50 per hour0 � Prepare system schematization of eaisting network � � One Time fee: No CLarge i�7 F,,xplanation: In order for ON-SITE to properly s�vice and � suppo�t the V'illage and it's technology needs, a detaii� understanding of your cain ent systeans; �ftware's and -� topology's must be obtained We w71 provide t6e : V'iliage wit6 a deta�ed asset imiexitory as it relates to your computer technology. We wiU imreatory each system and document the soflware being used and the type of individuai compone�ts; model m�mbers; mak� as well as any other pertinent information requir� to administer your technolo�y. This information may be provided in hazd copy or digital form. We w�l assign reference numbers for each system to help in tracking t6e syst�n as it moves through the V�lage. A Third Possible Option Because of the vague naaue of the some of the service requests we fe.e1 it may bee ffi the best irnerest of both parties to consid� a block time approach to the maintenance. Arry of �� the items mc�kPd as hourly were too wndefined for us to �ive a flat f� for the service. For .. example, assisting with the V�lage web site..� Th�e are no clearly defined needs or . parame�ters. If we estimate a�at fee for this �seivice; one of two things w�l happen. One� � either the V'iilage will be grossly over charged for the se�vic�, or we w�l be underpaid for it. In either case it is non productive and non-conducive to a positive working redationship. . . In an effort to make this project a win win for lioth parties we are suggesting that the V'illage buy blocks of tinne at a rate of $75.00 per hour. With every t� purchased hours � we will give you one hour at no chazge. In doing this�, the V'illage will have complete corrtrol over t6e m�mber of�hours used for any one project and c,an detennine priorities on . an as ne�ded basis. ON-STTE will provide a full accouming of a�ny and all time spe� and w�l not perform aay work unless first approved by the poim of co�act for the V'illage. . Ref'erence.s: Freci Ayer Steve Alli�on � Continental Shelf And A.ssociates Tequesta Police Dept 746-7946 575-6210 � 2 Yrs. 5+ Yrs. Henry Blakiston Ric6ard Gamson Jupiter CPAS Jupiter Law Ceater '�47-7773 744-4600 3+ Yrs. 5+ Yrs. Kat6eriae Kidder Lodestar Towers, Inc. � � 743-9800 � 4� � . .