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HomeMy WebLinkAboutR-2023-008 Resolution authorizing an interlocal agreement with Yakima County Technology Services for network equipment maintenanceA RESOLUTION RESOLUTION NO. R-2023-008 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 of Yakima 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 December 31, 2023; 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 repair 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 ILA 2023-029 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 by this reference. ADOPTED BY THE CITY COUNCIL this 3rd day of January, 2023. Janice Deccio, Mayor ATTEST: Sonya Claa Tee, City Clerk V TECHNOLOGY / ^ � 'AKI[ft SERVICES ; / U AGREEMENT Yakima County Information Technology Services 217 N First Street Yakima, WA 98901 f as 2" ds— TaKima wunty Information Technolow Services Yakima County Information Technology Building 2 17North istStreet Yakima, WA 98901 PhVUe�(509)574-2OOO FAX (5O9)574-2DO| Internet* www.co.yakimawa.us Agency Street Address City, State, Zip 8unOommG11ACdyofYakima Union Gap, WA 98903 1' Pmnpmom This Inter -Local Agreement Number, 2023-028 (|LA)ioexecuted byYakima County Information Technology Services (yO|T8)and GunOomm811/City ofYakima. This ILA sets forth the obligations of the parties with respect to YCITS' provision of business related technology services. SunComm 91 1/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 infull force and effect for one year (January 1.2O23through December 31.2U23). Renewal will occur upon customer signing anew Inter -Local Agreement. Attachment A: Service Locations and Costs form which the county will send out yearly. The attachment A 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 ofthis agreement includes the Inter -Local Agreement and Attachment A/Services, Locations and Costs, Attachment B: Terms of Service, and Attachment C: Disclosure. All information and data produced by and for the customer is the property of the customer who is solely responsible for its utmvwavdahip, retention and pruduction, according tothe applicable laws and statutes uf the State ofWashington. Data and information will bemade available tuthe customer inonagreed bn form suitable bn migration, should this ILA bmterminated. 4. Service Costs, Billing and Termination Liability The customer agrees to pay YCITS all nonrecurring costs (purchase, configuration and installation) and recurring yearly costs, feeu.andohaqgeeeueociatedvviththm8erviceothmtorevyqueuted. The rates for the yearly charges for the 2O23fiscal year are listed inAttachment A. YO|TSwill bill the customer: Annual O Monthly OQ Quarterly [] ~ for these services, with billing commencing onthe date of acceptance of services to that site. Recurring yearly costs for services are recalculated each year. Bsigning eServices and Costs form 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 YC|T8Help Desk isstaffed 8hours per day, 5days aweek. The Help Desk telephone number hu 508-674-2000. There may besome shifts during normal business hours when otechnician isnot 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-Help0co.yakimama.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.menamara@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 nfperson reporting problem b. return call telephone number o. person and location experiencing the problem d. description ofthe problem e. when the problem started The YCITS Help Desk typically refers problem tickets to technicians, during working hours, within 1/2hour ofinitial receipt ofthe problem report. All requests for service should berouted through the County help desk. Most problems will beresolved during business hours. Those issues that are deemed hobmcritical 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. 0\ 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 byboth parties. 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. IN WITNESS WHEREOF, the parties have executed this Inter -local Agreement. APPROVED Yakima County Information Technology Services APPROVED City of Yakima Signature Signature Dale A. Panattoni, Director IS-2? Date Bob Harrison, City Manager i1pcY3 Date CITY CONTRACT NO: RESOLUTION NO: Attachment A Services, Locations, and Costs Annual Cost of Services Provided bmCustomer by Yakima County Prepared: 9/15/2022 Description Smartnet for Cisco FirmvwsU aebup, mainbenonce, and operations. Not to N device) bed' |nban�at � ��d Access Circuit ID: INT534 Software hnrun Security Cameras PCSupport (Full Windows Support) Ports for printers and other appliances Quantity 1 1 1 G 16 16 Unit Cost Annual Cost � $1.U13�O $18.21120 �$20,179.20 Rates are reviewed and adjusted annually. Call out for support outside of normal business hours will be charged ot$1SO/hmurwith one hour minimum. After hours support may require additional costs for overtime and other expenses. Only services and/or support items listed are included inthis agreement. YO|TShas the right tudecline 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 $100/hour at quarter hour increments for services provided during working hours. Outside normal business hours will be charged $150/hour in quarter hour increments, with a minimum one hour charge. Other services and support may be negotiated upon request. Contact Information ILA management Agency Name Street Address City, State, Zip and correspondence regarding this Customer Contact Erica McNamara Suncomm Union Gap, WA 98903 509576-6340 erica.mcnamara@yakimawa.gov ILA should bedirected to: Name --Agency Name Street Address City, State, Zip � Phone: -= = � Email: YCRS Contact Dale Panattoni Yakima County Information Technology Services 217 N. R�s-t Street Yakima WA 98901 509-574-2005 dale.panaftoni@co.yakima.wa.us Here is the list of address of all servicing location (s). Servicing Location (s) Address: 1 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 Position Erica McNamara 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: Attachment B Terms of Service 1. Ownership mfequipment: m. Customer will bmthe owner ofall equipment b. County will besteward ofall network equipment regardless ofownership. 2' Purchase mfequipment: m. |fowned bycustomer then customer must pay vendor infull b. |fCounty owned County must pay and bill aeappropriate 3. Maintenance mfequipment: m. 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 ofequipment: m. County boadminister domain operations b. Replacement funding i. |fCounty owned, county responsibility ii. |fcustomer owned, customer responsibility o. Administration costs L Included in customer rates for normal administration ii Billable for extraordinary operations 1. Negotiated prior buoperation taking place 2. Billed otthen current rates 5' Specific deliverables: e. Operations i. Yakima County agrees to provide all services |iehmd in Attachment Aon a best effort basis. Yakima County maintains emergency outage pnotouo|e, alternate network pathways and spare equipment but does not guarantee operational uptime or speed ofdata 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 oustomer, 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. Page 61'' 6. Administration a. Inform County Information Technology Services Admin regarding any changes of status in writing i Email will work aolong aeithas all ofthe required elements. 1. What iachanging 3. When iaitscheduled bochange 3. Who will bmaffected 4. How will they beaffected 5. Who will make the change G. Why iochange necessary 7. How long will the change take 8. CCwill besent toall persons for all changes. b. Hours ofoperations � �Normal Business hours, 8:00AMto5:00PM Monday through Friday __ Critical business hours: | Tobmdetermined with customer c Troubleshooting after business hours iCall Out 1. Specific procedures will beprovided bnthe customer hxwriting 3. Updates will beprovided byCounty aanecessary 3. All initial calls will be directed toCounty Help Desk at674-2OOO at all hours. ii. Response time window 1 3DMinutes from time ofinitial call bofirst returned call 2. Subsequent actions will bebased upon Yakima County'epriority matrix which will beprovided tmthe customer. iii. Response procedures will be provided to the customer in writing and updated as necessary byCounty iv. Troubleshooting byCounty that infound tobecaused bythe customer will be reimbursed mtthe 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. Attachment C Disclosure 1' Nondisclosure m0Confidential 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 ieexempt from disclosure tothe public orother unauthorizadperemneundmrChapter42.5GRCVV.or other state or federal statutes ("confidential information"). Confidential information includes, but is not limited to, names, addresses, Social Security numbers, financia|prufi|ea.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 no|maaa, divu|ga, pub|ieh, toanofmr, em||, diso|oom, or otherwise make the information known hmany 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 (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. |fpurchaser determines that (1)purchaser iva"covered entity" under H|PA\.and that (Z) 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|PA\. Yakima County shall ensure its directors, officers, employees, subcontractors or agentsuse 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 orotherwise make known to unauthorized persons personal information without the express written consent of the Any breach of this provision may result in termination of the contract and demand for return of all personal information. Yakima County agrees hoindemnify and hold harmless for any damages related toboth: (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, orloss. 2. Compelled Disclosure mfInformation Notwithstanding anything in the foregoing to the contrary, Yakima County may disclose data pursuant to any governmental, judicial, mradministrative 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 cfthe requested information that, inthe written opinion ofits legal counsel, itiorequired todisclose. 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 orother relief. Notwithstanding the foregoing, ifthe customer ia 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. 1 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEM ENT Item No. 6.M. For Meeting of: January 3, 2023 ITEM TITLE: Resolution authorizing an interlocal agreement with Yakima County Technology Services for network equipment maintenance and repair SUBMITTED BY: Aaron Markham, Fire Chief SUMMARY EXPLANATION: This agreement will provide network system maintenance and repairs to cover items like firewall setup, maintenance and operations, a dedicated internet access, software to run security cameras, PC Support and ports for Spillman Computer Aided Dispatch (CAD) workstations. It also provides service and repair options for items not included in attachment "A" on an as needed basis with cost charged at an hourly rate. This agreement provides the same scope of services as were provided in 2022. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt resolution ATTACHMENTS: Description 0 Resolution ❑ Interlocal Agreement Upload Date 12/ 19/2022 12/ 19/2022 Type Corer Memo Corer Memo