HomeMy WebLinkAboutR-2023-176 Resolution authorizing an interlocal agreement between SunComm 911 and Yakima County Technology Services for network equipment maintenance and repair on the Spillman Computer Aided Dispatch (CAD) workstations RESOLUTION NO. R-2023-176
A RESOLUTION 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 December 31, 2024; 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 12'h day of December, 2023.
ATTEST: Janice Deccio, Mayor
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TECHNOLOGY•SERVICE• Yakima County Information
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SERVICES Phone (509)574-2000 - FAX (509)574-2001
Internet. www coyakima.wa.us
INTER-LOCAL AGREEMENT
Yakima County Information Agency SunComm 911/City of Yakima
Technology Services
217 N First Street Street Address 2403 South 18th Street Suite 400
Yakima, WA 98901 City, State, Zip Union Gap, WA 98903
1. Purpose
This Inter-Local Agreement Number, 2024-024 (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, 2024 through December 31, 2024). Renewal will occur upon
customer signing a new 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 of this 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 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 2024 fiscal year are listed in Attachment A.
YCITS will bill the customer: Annual ❑ Monthly Quarterly ❑
Page 1
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.
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-Help(a�co.yakima.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 regarding this ILA should be directed to:
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. enca.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:
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 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
IN WITNESS WHEREOF, the parties have executed this Inter-local Agreement.
APPROVED APPROVED
Yakima County Information Technology City of Yakima
Services
Joug
Signature Signature
Dale A. Panattoni, Director Bob Harrison, City Manager
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Date Date
NO d"V arl
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Attachment B
ILA SunComm 911/City of Yakima 2024-024
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.
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.
Paoe 5
6. Administration
a. Inform County Information 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.
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Attachment C
ILA SunComm 911/City of Yakima 2024-024
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.
Pate 7
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 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.
Page 8
Attachment A
ILA - Suncomm 2024-024
Services, Locations, and Costs
Annual Cost of Services Provided to Customer
by Yakima County
Prepared On: 11-27-2023
Description Of Services Offered Quantity Unit Cost Annual Cost
Datacenter Rack Space
Rack space-full rack 0 $10,694.25 $ -
Rack space- 1/3 rack(14u) 0 $ 4,189.50 $ -
Rack space-per U 0 $ 336.00 $ -
Dedicated Internet Access
Dedicated Internet Access(10Mbps). Includes static IP/29(5 0 $ 1,320.00 $ -
Dedicated Internet Access(25Mbps). Includes static IP/29(5
addresses).
Circuit ID: INT534 1 $ 2,310.00 $ 2,310.00
Dedicated Internet Access(50Mbps). Includes static IP/29(5 0 $ 3,850.00 $ -
Dedicated Internet Access(100Mbps). Includes static IP/29(5 0 $ 5,492.00 $ -
Dedicated Internet Access(500Mbps). Includes static IP/29(5 0 $11,000.00 $ -
Dedicated Internet Access(1Gbps). Includes static IP/29(5 addresses). 0 $13,750.00 $ -
Static IP Address 0 $ 240.00 $ -
Dedicated Ethernet Access
Dedicated Ethernet 10 Mbps. (1 year contract) 0 $ 1,320.00 $ -
Dedicated Ethernet 25 Mbps. (1 year contract) 0 $ 4,620.00 $ -
Dedicated Ethernet 100 Mbps. (1 year contract) 0 $15,400.00 $ -
Dedicated Ethernet 500 Mbps. (1 year contract) 0 $19,800.00 $ -
Dedicated Ethernet 1Gbps. (1 year contract) 0 $22,440.00 $ -
Email Services
Email Administration (1-5 mailboxes). Not to exceed 8 hours/year 0 $ 517.50 $ -
Email Administration(6-15 mailboxes). Not to exceed 16 hours/year 0 $ 1,035.00 $ -
Email Administration(16-30 mailboxes). Not to exceed 24 hours/year 0 $ 1,552.50 $ -
Email Administration (31-50 mailboxes). Not to exceed 32 hours/year 0 $ 2,070.00 $ -
FireEye email protection 0 $ 30.25 $ -
Microsoft Email license-E2 Includes MFA, EMS, and P2 licenses 0 $ 256.64 $ -
Application and Hardware Support
Acella Permit Management System-per license? 0 $ 726.00 $ -
Access to SQL Server-per hour? 0 $ 257.50 $ -
Backup Administration 0 $ 517.50 $ -
Beast licensing by Porter Lee 0 $ 1,076.35 $ -
Beast Support 0 $ 947.60 $Data Storage Backup-per Tb 0 $ 50.00 $ -
Dedicated Virtual Server 0 $ 2,060.00 $ -
Desktop Support 15 $ 1,165.18 $ 17,477.70
Desktop Telephone 0 $ 575.00 $ -
Duo 0 $ 37.04 $ -
Firewall setup, maintenance,and operations 1 $ 517.50 $ 517.50
Malware Bytes 0 $ 15.26 $ -
MDT Support 0 $ 517.50 $ -
Microsoft desktop software license-E3/G3 0 $ 329.30 $ -
Netmotion Vendor Support 0 $ 83.61 $ -
Ricoh AX 0 $ 105.55 $ -
Ricoh Kofax 0 $ 61.15 $ -
Security Cameras Software license 6 $ 9.17 $ 55.02
Server Support 0 $ 1,552.50 $ -
Smartnet for Cisco 1 $ 123.60 $ 123.60
Veeam Backup license 0 $ 54.66 $ -
Workday ERP License 0 $ 777.12 $ -
Total $20,483.82
Rates are reviewed and adjusted annually. Call out for support outside of normal business hours will be charged at
$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.
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7.G.
For Meeting of: December 12, 2023
ITEM TITLE: Resolution authorizing an interlocal agreement between SunComm
911 and Yakima County Technology Services for network
equipment maintenance and repair on the Spillman Computer
Aided Dispatch (CAD)workstations
SUBMITTED BY: Erica McNamara, Public Safety Communications Manager
SUMMARY EXPLANATION:
A resolution authorizing the annual interlocal agreement with YCTS for network equipment
maintenance and repair on the Spillman Computer Aided Dispatch workstations.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt resolution.
ATTACHMENTS:
Description Upload Date Type
D Resolution for ILA between Suncomm and YCTS 11/29/2023 Backup Material
D Agreement_2024 ILA 12/5/2023 Contract