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
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'AKI[ft
SERVICES
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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