HomeMy WebLinkAbout04/07/2015 05G Spillman CAD Support Agreement with Yakima County Technology ServicesBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 5.G.
For Meeting of: April 7, 2015
ITEM TITLE: Resolution authorizing an Interlocal Agreement with Yakima
County Technology Services for the purpose of Spillman CAD
becoming a standalone application and for the County IT service to
provide support to SunComm
SUBMITTED BY: Bradley D. Coughenour, Public Safety Communications Manager
SUMMARY EXPLANATION:
This ILA is for the purpose of the Spillman CAD becoming a standalone application and for the County
IT service to provide support to SunComm. Funding for the agreement of $13,830.00 annually will be
shared equally from E911 revenue and from dispatch services budget. This agreement is needed as the
City IT, County IT, and SunComm agree that the Spillman CASD system should be a standalone system
with no other administrative programs attached to the system. This will protect the system from viruses
and remove one pathway of potential failure. The term of the contract is for a period of one year
commencing on the date of signature from the City Manager and ending one year from that date.
Resolution: X
Other (Specify):
Contract: X
Start Date: April 1, 2015
Item Budgeted: Yes
Funding Source/Fiscal Impact:
Strategic Priority:
Insurance Required? No
Mail to: George D. Helton, Director Yakima County IT
Phone: 574-2005
Ordinance:
Contract Term: One Year
End Date: March 31, 2015
Amount: $13,830.00
The cost of the agreement will be shared equally between E911 and
dispatch budgets.
Public Safety
APPROVED FOR
SUBMITTAL:
City Manager
RECOMMENDATION:
Staff recommends approval.
ATTACHMENTS:
Description Upload Date
resolution 4/1/2015
CI contract 3/26/2015
Type
fesollu.utiion
Contract
A RESOLUTION
RESOLUTION NO. R -2015 -
authorizing and directing the City Manager of the City of Yakima to
execute the Yakima County Inter -Local Agreement between the City of
Yakima and Yakima County Technology Services for the purpose of
providing support to the Spillman computer aided dispatch (CAD)
workstations and software for a period of one year from the date of
signature
WHEREAS, the City of Yakima uses the Spillman CAD system for entering 9-1-1 calls
and for dispatch services; and
WHEREAS, the City of Yakima recognizes the need for the CAD system to be
maintained by Yakima County IT Services; and
WHEREAS, the Inter -Local Agreement will be in effect for a period of one year from the
date of signature; and
WHEREAS, the City Council deems it to be in the best interest of the City and Yakima
County IT Services to authorize the execution of Yakima County Inter -Local Agreement now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the Yakima County Inter -
Local Agreement with Yakima County IT Technology Services for the purpose of proving IT
support to the Spillman CAD system for the period of one year hereto and incorporated herein
by this reference.
ADOPTED BY THE CITY COUNCIL this 7th day of April, 2015.
Mayor
ATTEST:
City Clerk
TECHNOLOGY
r 41 • SERVICE .8.4.;::\
SERVICES
Yakima County Technology Services
Yakima County Technology Building
217 North l st Street
Yakima, WA 98901
Phone: (509) 574-2000 - FAX: (509) 574-2001
Internet: www.co.yakima.wa.us
INTER -LOCAL AGREEMENT
Yakima County Technology Services Agency Suncomm
217 N First Street Street Address 200 South Third Street
Yakima, WA 98901 City, State, Zip Yakima, WA 98901
1. Purpose
This Inter -Local Agreement Number, 2015-001, (ILA) is executed by Yakima County Technology Services
(YCTS) and Suncomm. This ILA sets forth the obligations of the parties with respect to YCTS' provision
of business related technology services. Suncomm 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 through one year. Renewal will be automatic upon customer signing a yearly Service
Locations and Costs form unless termination notification is given in writing 90 days in advance.
This Agreement will not be in effect during any period of interruption to YCTS' processing capability which
is caused by a disaster, as declared by the Director of YCTS.
3. Scope of Agreement
The services covered by this ILA are detailed in Attachment A.
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 YCTS 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 2015 fiscal year are listed in Attachment A.
YCTS will bill the customer: Annual ❑ Monthly ❑x Quarterly ❑
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 a Services and Costs form yearly, the
customer agrees to pay for services at that year's prices.
Renewal will be automatic unless termination notification is given in writing 90 days in advance. Customer
agrees to pay any termination liability assessed by a third party vendor on YCTS.
5. Technology Services Help Desk
L
Page 1.
The YCTS 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.
6. Network Maintenance
YCTS 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.
7. Problem Management
Problem Reporting
The YCTS 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 YCTS Help Desk typically refers problem tickets to technicians, during working hours, within 1/2 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 YCTS.
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.
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 YCTS to perform the
services described. The Parties hereby acknowledge and accept the terms and conditions of the ILA.
IN WITNESS WHEREOF, the parties have executed this Inter -local Agreement.
APPROVED
Yakima County Technology Services
APPROVED
City of Yakima
Signature Signature
George D. Helton, Director Tony O'Rourke, City Manager
Date
Date
Attachment A
ILA 2015-001 Suncomm
Services and Costs
Rates are reviewed and adjusted annually. Call out for support outside of normal business hours will be
charged at $150/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. Other services and support may
be negotiated upon request.
No software license fees are included in this agreement.
Contact Information
ILA management and correspondence regarding this ILA should be directed to:
Customer Contact
Annual Cost of Services Provided to Customer
by Yakima County
Bradley D. Coughenour
Prepared: 2/19/2015
Description
Quantity
Unit Cost
Annual
Cost
Services and Support
Street Address
200 South Third Street
Street Address
217 N. First Street
City, State, Zip
Yakima, WA 98901
City, State, Zip
Ports — Networked printer
2
$260 per each/year
520
Ports — PC
14
$260 per port/year
3,640
Ports — Etherlite, Viper, DSX
3
$260 per port/year
780
Ports — Camera
5
$260 per port/year 1,300
Ports - PDU
2
$260 per port/year
520
Microsoft OS license
14
$30 per pc/year
420
Contracted PC Support
14
$475 per PC/year
6,650
Total
$13,830
Rates are reviewed and adjusted annually. Call out for support outside of normal business hours will be
charged at $150/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. Other services and support may
be negotiated upon request.
No software license fees are included in this agreement.
Contact Information
ILA management and correspondence regarding this ILA should be directed to:
Customer Contact
YCTS Contact
Name
Bradley D. Coughenour
Name
Mike Tibbetts
Agency Name
Suncomm
Agency Name
Yakima County Technology Services
Street Address
200 South Third Street
Street Address
217 N. First Street
City, State, Zip
Yakima, WA 98901
City, State, Zip
Yakima WA 98901
Phone:
509-576-6340
Phone:
509-574-1986
Email:
Brad.coughenour@yakimawa.gov
Email:
Mike.Tibbetts@co.yakima.wa.us
Here is the list of address of all servicing location (s).
Servicing Location (s) Address:
1
2403 South 18th Street, Union Gap, WA 98903
2
3
Please provide a point of contact to coordinate technical services, maintenance windows, planned
outages and unexpected issues.
Technical Customer
Name
Position
Telephone
Alternate Phone:
Email_
Contact
Bradley D. Coughenour
Manager
509-576-6340
509-424-0381
Brad.coughenour@yakimawa.gov
Please provide the point of contact for billing.
Billing Customer Contact
Name
Street Address
City, State, Zip
Phone:
Email:
APPROVED
Yakima County Technology Services
Signature
George D.
11. �
. S FM
elton, Director
Date
APPROVED
City of Yakima
Signature
Tony O'Rourke, City Manager
Date
Attachment B
ILA 2015-001 Suncomm
Terms of Service
1. Ownership of equipment:
a. Customer will be the owner of all equipment
b. County will be steward of all network equipment regardless of ownership.
2. Purchase of equipment:
a. If owned by customer then customer must pay vendor in full
b. If County owned County must pay and bill as appropriate
3. Maintenance of equipment:
a. Maintenance will be defined as those activities required to keep the domain running at peak
efficiency. This will include configuration, repair and troubleshooting.
4. Administration of equipment:
a. County to administer domain operations
b. Replacement funding
i. If County owned, county responsibility
ii. If customer owned, customer responsibility
c. Administration costs
i. Included in customer rates for normal administration
ii. Billable for extraordinary operations
1. Negotiated prior to operation taking place
2. Billed at then current rates
5. Specific deliverables:
a. Operations
i. Yakima County agrees to provide all services listed in Attachment A on a best effort
basis. Yakima County maintains emergency outage protocols, 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 settings, 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 a site location acceptable to the County for placing
Yakima County equipment related to the delivery of services provided for in this
agreement.
vi. Virus protection will be purchased by the customer, installed at the computer level
and the customer's responsibility to keep virus definition files updated to the latest
version. It shall be the responsibility of the County to keep 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 Technology Services Admin regarding any changes of status in writing
i. Email will work as long as it has all of the required elements.
1. What is changing
2. When is it scheduled to change
3. Who will be affected
4. How will they be affected
5. Who will make the change
6. Why is change necessary
7. How long will the change take
8. CC will be sent to all persons for all changes.
b. Hours of operations
Normal Business hours:
Critical business hours:
8:00 AM to 5:00 PM Monday through Friday
To be determined with customer
c. Troubleshooting after business hours
i. Call Out
1. Specific procedures will be provided to the customer in writing
2. Updates will be provided by County as necessary
3. All initial calls will be directed to County Help Desk at 574-2000 at all hours.
ii. Response time window
1. 30 Minutes from time of initial call to first returned call
2. Subsequent actions will be based upon Yakima County's priority matrix
which will be provided to the customer.
iii. Response procedures will be provided to the customer in writing and updated as
necessary by County
iv. Troubleshooting by County that is found to be caused by the customer will be
reimbursed at the customer's 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 A.
APPROVED APPROVED
Yakima County Technology Services City of Yakima
Signature
George D. Helton, Director
Date
Signature
Tony O'Rourke, City Manager
Date
Attachment C
ILA 2015-001 Suncomm
Disclosure
1. Nondisclosure of Confidential and Personal Information
Yakima County acknowledges that some of the 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 or federal statutes ("confidential information"). Confidential information includes, but is not
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 by law. 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 to prevent unauthorized access to Confidential Information.
"Personal information" including, but not limited to, "protected health information" (PHI)
under the Health Insurance Portability and Accountability Act (HIPAA), individuals' social security
numbers collected, used, or acquired in connection with this contract shall be protected against
unauthorized use, disclosure, modification or loss.
HIPAA establishes national minimum standards for the use and disclosure of certain health information.
Yakima County must comply with all HIPAA requirements 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 HIPAA.
Yakima County shall ensure its directors, officers, employees, subcontractors or agents use personal
information solely for the purposes of accomplishing the services set forth herein.
Yakima County and its subcontractors agree not to release, divulge, publish, transfer, sell or otherwise
make known to unauthorized persons personal information without the express written consent of the
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 to indemnify and hold harmless the State of Washington and the
purchaser for any damages related to both: (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 of Information
Notwithstanding anything in the 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,
in the written opinion of its legal counsel, it is required to disclose. Yakima County agrees that it shall not
oppose and shall cooperate with efforts by, to the extent practicable, the customer with respect to any
such request for a protective order or other relief. Notwithstanding the foregoing, if the customer is
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.
3. Public Information Requests
a. The customer will be responsible for providing the tools to recover email for a public information
request.
b. The County will install and maintain those tools as a part of the process of supporting the
customer's email system.
c. The customer will be responsible for using those tools to recover email for a public information
request.
d. Customer agrees that fulfillment of a Public Information Request will result in addition hourly costs
at the current hourly rate.
APPROVED
Yakima County Technology Services
Signature
George D. Helton, Director Tony O'Rourke, City Manager
APPROVED
City of Yakima
Signature
Date
Date