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HomeMy WebLinkAboutR-2015-042 Spillman CAD Support Agreement with Yakima County Technology ServicesA RESOLUTION RESOLUTION NO. R-2015-042 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. TECHNOLOGY 'r,T • SERVICE • Ei. 117 SERVICES Yakima County Technology Services Yakima County Technology Building 217 North 1st 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 Y iI ha ©otu4y Cii@PozialloB / Rtinl6o13 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. Ye dna Coma4y `rg,@%noDogy :giopd@Gl3 Page 2 IN WITNESS WHEREOF, the parties have executed this Inter -local Agreement. APPROVED Yakima County Technology Services APPROVED City of Yakima Signature George D Helton, Director Date Q.A9 Signature Tony O'Rourke. City Manager Date CITY CONTRACT NO: da 5-073 RESOLUTION NO: k -� U! S- OY 2 Irandaaa Coma47 1'o@laonoQ7 0@pdflooa Page 3 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 YCTS Contact Name Bradley D Coughenour Annual Cost of Services Provided to Customer Mike Tibbetts by Yakima County Suncomm Agency Name Yakima County Technology Services Prepared: 2/19/2015 Description Street Address 217 N First Street Quantity Unit Cost Annual Cost Services and Support Phone 509-576-6340 Phone 509-574-1986 Email Brad coughenour@yakimawa goy Email Mike.TibbettsAco.yakima.wa.us 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 e ', a 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 goy Email Mike.TibbettsAco.yakima.wa.us Yelahmel, CommIl TcgeonoIlogy RgffdACgOfl Page 4 YeAdma ©onaaj `NCtimoloQ7 giopw @ca Page 5 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 Manager 3 509-576-6340 Please provide a point of contact to coordinate technical services, maintenance windows, planned outages and unexpected issues. Technical Customer Contact Name Bradley D Coughenour Position Manager Telephone 509-576-6340 Alternate Phone 509-424-0381 Email 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 eIton, Director APPROVED City of kima iztAhgt STf:r' ure Tony O'Ro rke, City Manager Yadua Coaa49 7e@lmoR© 2@gw @@ Page 6 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 YaMma Comm4? .Toc raaolioey eopn@@l. Page 7 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 8 00 AM to 5 00 PM Monday through Friday Critical business hours 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 lietiriL.....tV IMO Signature / George D Helton, Director Signature Tony O'Rour e, City Manager Date Yai flea .C©otuay. r@s@IIMOilOgy gi@pdflc @@, Page 8 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 S a d a Comagy T@©Ilit©ll© y 1,,gpdA@,cga Page 9 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 APPROVED City of Yakima Signature George D Helton, Director Date Signa ure Tony O'Roue, City Manager Date Yaads a Gong? T@o5imoloay. D3@owfl c Page 1.0 ITEM TITLE: SUBMITTED BY: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.G. For Meeting of: April 7, 2015 Resolution authorizing an Interlocal Agreement with Yakima County Technology Services for the purpose of Spillman CAD becoming a standalone application and for the County TT service to provide support to SunComm 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 TT, 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 pet loci 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 ❑ contract 3/26/2015 Type Resolution Contract