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HomeMy WebLinkAboutR-2026-027 interlocal agmt with Yak County Technology Svcs_network equip maint and repairA RESOLUTION RESOLUTION NO. R-2026-027 authorizing an interlocal agreement (ILA) with Yakima County Technology Services (YCTS) for network equipment maintenance and repair on the Spillman Computer Aided Dispatch (CAD) workstations. WHEREAS, the City uses the Spillman CAD system for entering 9-1-1 calls and for dispatch services; and WHEREAS, the City recognizes the need for the Spillman CAD system to be maintained by YCTS; and WHEREAS, the ILA between YCTS and the City will be in effect once agreed upon and signed by both parties until December31, 2026; and WHEREAS, the City Council deems it is in the best interest of the City to enter into an ILA. with YCTS for network maintenance and report on the Spillman CAD workstations; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute the ILA with Yakima County Information Technology Services for the purpose of providing network equipment maintenance and repair on the Spillman Computer Aided Dispatch workstations, attached hereto and incorporated herein the reference. ADOPTED BY THE CITY COUNCIL this 17th day of February, 2026. ATTEST: osalinda Ibarra, y le TECHNOLOGY INTER -LOCAL AGREEMENT Yakima County Information Technology Services 217 N First Street Yakima, WA 98901 ounty Information nology Services Agency Street Address City, State, Zip information 7echnoioo_ y BuikJ r ' orti i St Street �?. VJA 98901 .,JCS votviv, cc , r SunComm 911/City of Yakima 2403 South 18th Street Suite 400 Union Gap, WA 98903 1. Purpose This Inter -Local Agreement Number, 2026-026 (ILA) is executed by Yakima County Information Technology Services (YCITS) and SunComm 911/ City of Yakima. This ILA sets forth the obligations of the parties with respect to YCITS' provision of business related technology services. SunComm 911/City of Yakima will be referred to in this document as the Customer', and Yakima County will be referred to as 'the County'. 2. Term and Termination The term of this ILA is effective upon the date of execution by both parties and shall remain in full force and effect for one year (January 1, 2026 through December 31, 2026). Renewal will occur upon customer signing a new Inter -Local Agreement. Attachment C: Service Locations and Costs form which the county will send out yearly. The attachment C renewal form will include any price changes. This Agreement will not be in effect during any period of interruption to YCITS' processing capability which is caused by a disaster, as declared by Yakima County. 3. Scope of Agreement The scope of this agreement includes the inter -Local Agreement and Attachment A. Terms of Service Services, Locations and Costs, Attachment B: Disclosure, and Attachment C. Services, Locations and Costs. All information and data produced by and for the customer is the property of the customer who is solely responsible for its stewardship, retention and production, according to the applicable laws and statutes of the State of Washington. Data and information will be made available to the customer in an agreed to form suitable to migration, should this ILA be terminated. 4. Service Costs, Billing and Termination Liability The customer agrees to pay YCITS all nonrecurring costs (purchase, configuration and installation) and recurring yearly costs, fees, and charges associated with the Services that are requested, The rates for the yearly charges for the 2026 fiscal year are listed in Attachment C. YCITS will bill the customer: Annual Monthly 7.Z Quarterly J Page l for these services, with billing commencing on the date of acceptance of services to that site. Recurring yearly costs for services are recalculated each year. By signing attachment C yearly, the customer agrees to pay for services at that year's prices. Customer agrees to pay any termination liability assessed by a third -party vendor on YCITS. 5. Information Technology Services Help Desk The YCITS Help Desk is staffed 8 hours per day, 5 days a week. The Help Desk telephone number is 509-574-2000. There may be some shifts during normal business hours when a technician is not immediately available. If the phone is busy or if the technician is away from the phone working on other problems, the caller will be asked to leave a voice mail message. Helpdesk tickets can also be created by sending an email with a description of the problem in the body of the email to TS-Helpco.vakima.wa.us 6. Network Maintenance YCITS reserves the right to schedule and to perform system maintenance as necessary. Notification is typically provided by e-mail five days in advance unless an emergency exists. The notification will be sent to Erica McNamara at erica.mcnamara@yakimawa.gov. 7. Problem Management Problem Reporting The YCITS Help Desk will collect information from the customer and open an electronic trouble ticket. Information needed for problem reporting and tracking will include: a. name of person reporting problem b. return call telephone number c. person and location experiencing the problem d. description of the problem e. when the problem started The YCITS Help Desk typically refers problem tickets to technicians, during working hours, within% hour of initial receipt of the problem report. All requests for service should be routed through the County help desk. Most problems will be resolved during business hours. Those issues that are deemed to be critical in nature may be addressed after hours when approved by YCITS. Problem Resolution A problem will be considered resolved when the service becomes fully functional again and service performance is acceptable to the customer. 8. Inter -local Agreement Changes The ILA may be modified at any time upon mutual written agreement of the parties. All such modifications will be made as an amendment to the ILA and will take precedence over the original ILA. No modifications will be effective until they are attached to the Inter -Local Agreement and mutually executed by both parties. Page 2 9. Authorization/Acceptance This ILA constitutes the entire agreement between the parties and supersedes all other communication, written or oral, related to the subject matter of this ILA. Customer hereby authorizes YCITS to perform the services described. The Parties hereby acknowledge and accept the terms and conditions of the ILA. 10. Contact Information ILA management and correspondence regardingthis ILA should be directed t • _ Customer Contact _ YCITS Contact Name Erica McNamara Name Dale Panattoni Agency Name Suncomm Agency Name Yakima County Information Technology Services Street Address 2403 South 18th St. Suite 400 Street Address 217 N. First Street City, State, Zip Union Gap, WA 98903 City, State, Zip Yakima WA 98901 Phone: 509 576-6340 Phone: 509-574-2005 Email: erica.mcnamara@yakimawa.gov Email: dale.panattoni@co.yakima.wa.us Here is the list of address of all servicing location (s). Servicing Location (s) Address: 2403 South 18th Street Suite 400, Union Gap WA 98903 Please provide a point of contact to coordinate technical services, maintenance windows, planned outages and unexpected issues. Technical Customer Contact Name Erica McNamara Position Manager Telephone 509 576-6340 Alternate Phone: 509 731-5397 Email: erica.mcnamara@yakimawa.gov Please provide the point of contact for billing. Billing Customer Contact Name Street Address City, State, Zip Phone: Email: Page 3 IN WITNESS WHEREOF, the parties have executed this Inter -focal Agreernt. APPROVED Yakima County Information Technology Services Cj. Dale A. Pan Date oni, Director APPROVED City of Yakima Vicki Baker, City Manager Date CITY CONTRACT NO: 2.L52., -021 RESOLUTION NO. 12-2242 b it Page 4 Attachment A ILA SunCo0NN0911 /Ci0y of Yakima 2026-026 Terms of Service I. Ownership of equipment: a. Customer will bathe owner qfall equipment b. County will bmsteward ofall network equipment regardless ofownership. 2. Purchase mfequipment: a. |fowned bvcustomer then customer must pay vendor /nfull b. |fCounty owned County must pay and bill anappropriate 3. Maintenance mfequipment: o. Maintenance will bmdwfinedaathose activities required tokeep the domain running otpeak efficiency. This will include configuration, repair and troubleshooting. 4. Administration wfequipment: a. County toadminister domain operations b. Replacement funding i If County ovvned, county nsmpunmibi|ib/ ii |fcustomer owned, customer responsibility o. Administration costs i. Included incustomer rates for normal administration ii. Billable for extraordinary operations 1. Negotiated prior tmoperation taking place 2. Billed mtthen current rates 5. Specific deliverables: o. Operations i Yakima County agrees to provide all services listed in Attachment C on a best effort basis. Yakima County maintains emergency outage pnotocm|m, alternate network pathways and spare equipment but does not guarantee operational uptime or speed of data transmission. ii. The customer agrees to provide a list of persons authorized to approve operational changes in services to include user accounts, security oettinge, for additions, modifications and deletions. iii. The customer agrees to provide a mutually agreed upon individual contact for service delivery issues. iv. The customer agrees to provide adequate workspace, furniture and phone for on -site county workstation support personnel. v. The customer agrees to provide omitm location acceptable to the County for placing Yakima County equipment related to the delivery wfservices provided for in this agreement. vi Virus protection will be purchased bythe customer, installed atthe computer level and the customer's responsibility to keep virus definition files updated to the |aNaot version, |tshall bethe responsibility ofthe County bokeep the virus definition files updated to the latest version, if said service is contracted with the county. vii. County and the customer agree to cooperate together in good faith to accomplish operational goals that benefit the customer and County constituents. 6. Administration a. Inform County information Technology Services Admin regarding any changes of status in writing i Email will work anlong aadhas all ofthe required elements. 1. What hychanging 2. When imitscheduled tmchange 3. Who will baaffected 4. How will they beaffected 5. Who will make the change 6. Why imchange necessary 7. How long will the change take 8. CCwill besent hoall persons for all changes. b. Hours ofoperations Normal Business hours: 8:00 AM to 5:00 PM Monday through Friday Critical business hours: 7oLedetermined with customer c. Troubleshooting after business hours iCall Out 1. Specific procedures will beprovided bothe customer |nwriting 2. Updates will beprovided bxCounty mmnecessary 3. All initial calls will be directed to County Help Desk at 574'2000 at all hours. ii Response time window 1. 3OMinutes from time ofinitial call bzfirst returned call 3. Subsequent actions will bobased upon Yakima Cpunh/'mpriority matrix which will be provided to the customer. iii. Response procedures will be provided to the customer in writing and updated as necessary bvCounty iv. Troubleshooting byCounty that iofound tobmcaused bythe customer will be reimbursed atthe customers expense. v. Mileage will be charged and reimbursed at current county rate, if appropriate. vi. Access to the customer's facilities and equipment to be ensured by the customer. vii. Hourly charge for a call out outside of normal business hours is identified in Attachment Aftachmen8B ILA SunCo0Mm 911/City of Yakima 2026~026 Disclosure 1' Nondisclosure ofConfidential and Personal Information Yakima County acknowledges ta some mfthe material and information that may come into its possession or knowledge in connection with this contract or its performance may consist of information that is exempt from disclosure to the public or other unauthorized persons under Chapter 42.56 RCW, or other state orfederal statutes (^confidantia|infonnabon^). Confidential information includes, but |snot limited to, names, addresses, Social Security numbers, financial profiles, credit card information, driver's license numbers, medical data, agency source code or object code, agency security data, etc. or information identifiable to an individual that relates to any of these types of information. Yakima County agrees to hold confidential information in strictest confidence and not to make use of confidential information for any purpose other than the performance of this contract, to release it only to authorized employees or subcontractors requiring such information for the purposes of carrying out this contract, and not to release, divulge, publish, transfer, sell, disclose, or otherwise make the information known to any other party without purchaser's express written consent or as provided by law unless such disclosure is required bylaw. Yakima County agrees to release such information or material only to employees or subcontractors who have signed a non -disclosure agreement, the terms of which have been previously approved by purchaser, Yakima County agrees to implement physical, electronic, and managerial safeguards toprevent unauthorized access toConfidential Information. "Personal information" including, but not limited to, "protected health information" (PHI) under the Health Insurance Portability and Accountability Act (H|PAA.individuals' social security numbers collected, used, or acquired in connection with this contract shall be protected against unauthorized use, disclosure, modification orloss. HIPAAestablishes national minimum standards for the use and disclosure ofcertain health information. Yakima County must comply with all H|PAArequirements and rules when determined applicable by the purchaser. If purchaser determines that (1) purchaser is a "covered entity" under HIPAA, and that (2) Yakima County will perform "business associate" services and activities covered under HIPAA, then at purchaser's request, Yakima County agrees to execute purchaser's business associate contract in compliance with H|PAA. Yakima County shall ensure its directors, officers, employees, subcontractors oragents use personal information solely for the purposes of accomplishing the services set forth herein. Yakima County and its subcontractors agree not torelease, divulge, publish, transfer, sell motherwise make known to unauthorizedpersons personal information without the express written consent ofthe agency or as otherwise required by law. Any breach of this provision may result in termination of the contract and demand for return of all personal information. Yakima County agrees toindemnify and hold harmless for any damages related hoboth: <1\ Yakima County's unauthorized use of personal information and (2) the unauthorized use of personal information by unauthorized persons as a result of Yakima County's failure to sufficiently protect against unauthorized use, disclosure, modification, or loss. 2. Compelled Disclosure ofInformation Notwithstanding anything inthe foregoing to the contrary, Yakima County may disclose data pursuant to any governmental, judicial, or administrative order, subpoena, discovery request, regulatory request or similar method, provided that Yakima County promptly notifies, to the extent practicable, the customer in writing of such demand for disclosure so that the customer, at its sole expense, may seek to make such disclosure subject to a protective order or other appropriate remedy to preserve the confidentiality of the information; provided that Yakima County will disclose only that portion of the requested information that, inthe written opinion mfits legal counsel, itiarequired tmdisclose. Yakima County agrees that itshall not oppose and shall cooperate with efforts by, to the extent practicable, the customer with respect to any such request for aprotective order mrother relief. Notwithstanding the foregoing, ifthe customer io unable to obtain or does not seek a protective order and Yakima County is legally requested or required to disclose such information, disclosure of such information may be made without liability. Attachment C ILA - Su comm 2026-026 Services, Locations, and Costs Annual Cost of Services Provided to Customer by Yakima County Prepared On: 10-9-2025 Description Of Services Offered Datacenter Rack Space Rack space - full rack Rack space - 1/3 rack (14u) Rack space - per U Dedicated Internet Access Dedicated Internet Access (10Mbps). Includes static IP /29 (5 Dedicated Internet Access (25Mbps). Includes static IP /29 (5 addresses). Circuit ID: INT534 Dedicated Internet Access (50Mbps). Includes static IP /29 (5 Dedicated Internet Access (100Mbps). Includes static IP /29 (5 Dedicated Internet Access (500Mbps). Includes static IP /29 (5 Dedicated Internet Access (1 Gbps). Includes static IP /29 (5 Static IP Address Dedicated Ethernet Access Dedicated Ethernet 10 Mbps. Dedicated Ethernet 25 Mbps. Dedicated Ethernet 100 Mbps. Dedicated Ethernet 500 Mbps. Dedicated Ethernet 1 Gbps. E-Mail Licensing Email Administration (1-5 mailboxes). Not to exceed 8 hours/year Email Administration (6-15 mailboxes). Not to exceed 16 hours/year Email Administration (16-30 mailboxes). Not to exceed 24 hours/year Email Administration (31-50 mailboxes). Not to exceed 32 hours/year FireEye email protection Microsoft Email license - E2 Includes MFA, EMS, and P2 licenses Application Licensing Acella Permit Management System - per license? MS PowerBl License Backup Administration Beast licensing by Porter Lee Beast Support Data Storage Backup - per Tb Dedicated Virtual Server Desktop Support Desktop Telephone Quantity Unit Cost Annual Cost 0 $ 10,694.25 $ 0 $ 4,189.50 $ 0 $ 336.00 $ 0 $ 1,320.00 $ 1 $ 2,310.00 $ 2,310.00 0 $ 3,850.00 $ 0 $ 5,492.00 $ 0 $ 11,000.00 $ 0 $ 13,750.00 $ 0 $ 240.00 $ 0 $ 1,320.00 $ 0 $ 4,620.00 $ 0 $ 15,400.00 $ 0 $ 19,800.00 $ 0 $ 22,440.00 $ 0 $ 517.50 $ 0 $ 1,035.00 $ 0 $ 1,552.50 $ 0 $ 2,070.00 $ 0 $ 31.78 $ 0 $ 196.00 $ 0 $ 726.00 $ - 0 $ 203.06 $ - 0 $ 517.50 $ 0 $ 1,076.35 $ 0 $ 947.60 $ - 0 $ 50.00 $ - 0 $ 2,060.00 $ - 15 $ 1,165.18 $ 17,477.70 0 $ 575.00 $ - Page 9 Duo Firewall setup, maintenance, and operations Malware Bytes MDT Support. Microsoft desktop software license - E3/G3 Netmotion Vendor Support Ricoh AX Ricoh Kofax Security Cameras Software license Server Support Smartnet for Cisco Veeam Backup license Workday ERP License 38 $ 29.46 $ 1,119.48 1 $ 517.50 $ 517.50 C} $ 24.62 $ Q $ 517.50 $ 0 $ 444.34 $ 0 $ 109.18 $ © $ 105.55 $ 0 $ 61.15 $ - 0 $ 9.17 $ 0 $ 1,552.50 $ - 0 $ 123.60 $ 0 $ 66.05 $ - 0 $ 726,87 $ _ - Total $ 21,424.68 Rates are reviewed and adjusted annually, Call out for support outside of normal business hours will be charged al $200/hour with one hour minimum. After hours support may require additional costs for overtime and other expenses. Only services and/or support items listed are included in this agreement. YCITS has the right to decline any work requests not listed in this agreement. Accepted requests made by the customer to YCITS for items not listed in this agreement will be charged at $150/hour at quarter hour increments for services provided during working hours, Outside normal business hours will be charged $200/hour in quarter hour increments, with a minimum one hour charge. Other services and support may be negotiated upon request. APPROVED Yakima County Information Technology Signature Dale A. Panattoni, Director Date APPROVED Suncomm Vicki Baker, City Manager Date Page 10 ITEM TITLE: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.K. For Meeting of: February 17, 2026 Resolution authorizing an Interlocal Agreement between SunComm and Yakima County Technology Services for network equipment maintenance and repair SUBMITTED BY: Erica McNamara, Public Safety Communications Manager SUMMARY EXPLANATION: Annual Interlocal Agreement to support CAD maintenance for public safety call -answering and dispatching. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: A Safe and Healthy Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution_Yakima County ILA with IT Services_2026.docx SunComm 911 ILA 2026-026.pdf