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HomeMy WebLinkAboutCity Council Committees - Operations - 03/18/2014 (3) • KEN T WASH NOTON Operations Committee Agenda Councilmembers: Bill Boyce * Dana Ralph * Les Thomas, Chair March 18, 2014 4:00 p.m. Item Description Action Speaker Time Page 1. Approval of Minutes YES 1 dated March 4, 2014. 2. Approval of Check Summary YES Reports 2/16/2014 through 2/28/2014. 3. Tri-Tec (ShorTel) Annual maintenance YES S. Kelsey 5 3 & Support — Authorize. 4. Hewlett Packard I WSCA Contract- YES S. Kelsey 5 13 Authorize . Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the first and third Tuesday of each month. Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032-5895. Dates and times are subject to change. For information please contact Satwinder Kaur at (253) 856-5705. Any person requiring a disability accommodation should contact the City Clerk's Office at (253) 856- 5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. This page intentionally left blank 1 KENT WASHINGTON OPERATIONS COMMITTEE MINUTES March 4, 2014 Committee Members Present: Les Thomas, Chair, Bill Boyce and Dana Ralph. The meeting was called to order by L. Thomas at 4:02 p.m. 1. APPROVAL OF MINUTES DATED FEBRUARY 18, 2014. D. Ralph moved to approve the Operations Committee minutes dated February 18, 2014. B. Boyce seconded the motion, which passed 3-0. 2. APPROVAL OF CHECK SUMMARY REPORTS DATED 2/1/2014 THROUGH 2/15/2014. B. Boyce moved to approve the check summary reports dated 2/1/2014 through 2/15/2014. D. Ralph seconded the motion and it passed 3-0. 3. BOEING- RELEASE AND CANCELLATION OF PUBLIC TURNAROUND EASEMENT - APPROVE. B. Wolters proposed the release and cancellation of Public Turnaround Easement on the Boeing Company property. The roads are connected through so there is no longer the need for the easement. D. Ralph moved to recommend the Mayor accept the Release and Cancellation of Public Turnaround Easement with the Boeing Company, subject to final terms and conditions acceptable to the Public Works Director and City Attorney. B. Boyce seconded the motion which passed 3-0. 4. BOEING — RELEASE AND CANCELLATION OF SANITARY SEWER EASEMENT - APPROVE. B. Wolters proposed the release and cancellation of Sanitary Sewer Easement. The easement was created in 2003 to get utilities to the location. The property has been bought by IDS and they have new development ideas. So the cancellation will allow the new project to move along. B. Boyce moved to recommend the Mayor accept the Release and Cancellation of Sanitary Sewer Easement with the Boeing Company, subject to final terms and conditions acceptable to the Public Works Director and City Attorney. D. Ralph seconded the motion and it passed 3-0. S. STATUS OF SMG CONTRACT WITH CITY OF KENT — INFORMATION ONLY. B. Wolters informed the committee members that the contract with SMG Management Company expires at the end of the year. We can try to reach an acceptable agreement with SMG or we can go to RFP. He said he would prefer continuing to work with SMG as it would serve the City's interest. SMG has built strong relationships with the local business market. 2 Operations Committee Minutes March 4, 2014 Page: 2 The meeting was adjourned at 4:22 p.m. by L. Thomas. Satwinder Kaur Operations Committee Secretary 3 INFORMATION TECHNOLOGY DEPARTMENT Mike Carrington, Director Information Technology KENT Phone: 253-856-4607 W ns e i e GTO x Fax: 253-856-4700 Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: March 18, 2014 TO: Operations Committee SUBJECT: Tri-Tec (ShorTel) Annual Maintenance & Support - Authorize MOTION: To authorize Mayor to sign all documents necessary to execute the Agreement For Tri-Care Maintenance in the amount of $33,059 for the purchase of annual telecommunications maintenance and support, subject to terms and conditions acceptable to the City Attorney and Information Technology Director. SUMMARY: This expenditure consolidates both maintenance and support contracts for related phone equipment purchased in two phases last year. Consolidation will result in cost savings and reduced effort by staff through a single maintenance and support agreement under one consolidated goods and services contract. EXHIBITS: Agreement for Tri-Care Maintenance, Certificate of Insurance, Invoice, PO Budget Impact: IT Operations Budget allocations approved as a part of the 2013-2014 biennial budget process are earmarked for this expenditure. 4 This page intentionally left blank AGREEMENT FOR TRI-CARE MAINTENANCE Colill'.,im 11'( atiolls, 1,11c, THIS AGREEMENT Is made between TRI-TEG COMMUNICATIONS,INC.,with its principle office at 25130-74"Avenue South,Kent,Washington 98032(hereafter referred to as"TRI-TEC")and Nemo"Firm e6eall D6A, City of Kent Otelk, d8,'- 220 4th Avenue South Kent W A 98032, .TedR nihre (253)856-4600 Extension (253)856-4700 tyr- V COVERED PRODUCTS Hardware and Software covered by this Agreement includes only the items specifically defined in the System(s)Description. Covered Products include all installed parts, components and options with the exception of batteries and any other consurnables. Parts not purchased from TRIJEC are not covered unless specifically defined within System(s)Description, Any software defects or functionality not performing as documented by the software manufacturer will be the responsibility of the software manufacturer to bring to resolution based upon their software warranty and policies. TRIJEC distributes all software on an as-is basis unless otherwise stated In writing. Notwithstanding the above,TRI-TEC will provide technical support as defined in the Technical Support Section as it relates to system software necessary for the proper operation and use of Covered Products. TION's LILL ShoreTel UC System—Small Business Edition 19—ShoreGear 90 Upgrade from Small Business to Enterprise Edition 1 —ShoreGear 120 753 —Extension & Mailbox Licenses 3—ShoreGear Tlk 12 — Mobile Call Manager Licenses 2—ShoreGear 30 23—Professional Call Manager Licenses 14—ShoreGear 60 2 —Operator Call Manager 6—ShoreGear 24A 73—Workgroup Agent Access Licenses 1 —Service Appliance 100 2— Supervisor Access License 10—Audio Conference Licenses I —SIP Device License 10-Web Conferencing Licenses 29—Additional Site License 378 —Extension Only License I —Distributed Voice Services License I -Report Scheduler Application 1 — Emergency Notification—5 or fewer Phones are not covered under this agrearnent CHARGES: Annual Renewal for the equipment listed above will be: "o 'ov s30,190,00 EFFECTIVE DATE: This Agreement is In effect until. March 7, 2015 T r I'TEC R149 6 ES 0 $_0 I li�I Tj E*OkSPOW)BILt S' 1 TECHNICAL SUPPORT Telephone and o-mall support: Technical Support is provided on a per incident basis during normal business hours for the support period. Technical support is intended to provide help with situations such as: Troubleshooting and problem resolution for issues arising from hardware or software problems How4o questions fordocumended features Questions related to:Inaccurate or incomplete documentation of a product feature and incorrect execution of a feature based on how It has been documented Application requirements Intonation Initial contact to determine if problems are attributable to third party Issues(e.g. telco, network configuration,cabling, Personal computers, web cameras or cell phones). Scheduled On-Site Technical Support: Scheduled On-Site Technical support is provided to troubleshoot, repair or replace faulty hardware or software adversely affecting less than 25%of'system operations. Emergency Call Out On-Site Support; Emergency On-Site Technical support is provided to troubleshoot, repair or replace faulty hardware or software problems that adversely affect 25%or more or system operations. 2, SUPPORT AVAILABILITY Technical Support is available to the Customer as follows: Thanksgiving,Christmas) Labor for technical support labor will be provided at no charge as part of this agreement, Independence Day, Memorial Day, Regular Business Hours: 8 am — 6 pm, Monday through Friday excluding holidays. (New Years Day, Easter, Labor Day, Inds After Business Hours: 5 pm-8 am. Monday through Friday,all weekends,all holidays listed above. Labor for technical support will be billed at TRI-TEC's prevailing labor rates. 3. ACCESS TO TRIJEC INVENTORY 24 hours a day,7 days a week,Including holidays. After business hours access is considered an emergency call out and prevailing labor rates will apply. llidah, *"'),I 1 oi'l 6 4, SOFTWARE MAINTENANCE UPDATES If required,TRI-TEC shall make available and provide technical support to implement any available software maintenance updates to correct problems with the Covered Products. 5. NEW SOFTWARE RELEASES Upon request,TRI-TEC shall make available to Customer any general availability System Software Releases and Major Software Releases to the Covered Products. Professional Services to perform these upgrades may be purchased according to TRI-TEC's prevailing labor rates. If Professional Services is purchased,TRI-TEC will apply these System Software Releases or Major Software Releases either remotely or on-site at their sole discretion. Upgrades that need to be applied to the Client workstations are not considered part of this Agreement. Professional Services to perform this work may be purchased according to TRI-TEC's prevailing labor rates. 6. SUPPORT OF INCOMING CUSTOMER ISSUES OF COVERED PRODUCTS TRI-TEC shall provide the following technical support to Customer for all incoming Customer issues regarding the appropriate performance of the Covered Products and software licensed to Customer as part of the Covered Products. TRIAGE: Receive Incoming request via phone or e-mail,gather appropriate Information to generate work order, inform customer of expected response time by technician. o TIER 2: Technician engages with customer via phone,remote session or on-site support to resolve major and minor fallures. "> TIER 3: Advanced application resolution. TRI-TEC will engage Engineering support from product manufacturer as required, Once TRI-TEC technical support has determined that the problem appears to be related to other than the Covered Products, TRI-TEC Is not responsible for the issue resolution. However,TRI-TEC will assist with the resolution of any problems which are associated with the Covered Products and work with other parties,as necessary and appropriate,to help resolve the problem. Customer will be invoiced awarding to TRI-TEC'8 prevailing labor rates. Customer agrees that it is responsible for identifying and funding required resources for resolving issues not covered by this Agreement. TRIdEC Is not responsible for troubleshooting configuration or programming changes made to the system by the Customer(without TRI-TEC approval). Professional Services for additional configuration or application changes may be purchased according to prevailing labor rates. 7. INCIDENT SEVERITY LEVELS AND RESPONSE TIMES It is the responsibility of the customer to state the severity level of the incident when opening the Issue. If the severity level is not communicated to the Support Agent,it will be assumed that the customer agrees with the severity that is chosen by the Support Agent. Major Alarm: Hardware or software failures that cause 26 h or more of the system to fall. For businesses within the Greater Puget Sound Area,TRI-TEC guarantees a (two)2-hour response time. Minor Alarm: Failure of IP, Digital and Analog telephones,ancillary equipment and other equipment not affecting entire system performance. For businesses within the Greater Puget Sound Area,TRI-TEC guarantees response by the next business day. 8. REMOTE ELECTRONIC SUPPORT TRI-TEC Technical Support may use remote access capabilities to assist in triage and technical support Issue resolution. Customer will set-up,provide and maintain at its expense internet access to the Covered Products or dial up access(as a last resort),as well as configuration and maintenance of LAN and security equipment necessary for TRI-TEC to remotely access Covered Products. Due to the nature of remote access,TRI-TEC makes no warranty as to the ability of technical support to successfully perform any function remotely at any time. On-site service calls that are required due to a lack of remote access capability can, at the sole discretion of TRI-TEC, be charged according to TRI-TEC's prevailing labor rates. B. COVERED PRODUCTS MAINTENANCE Repair Parts During the term of the Agreement,TRI-TEC will repair or replace defective Equipment with new parts or reconditioned parts at TRI-TEC's discretion. Reconditioned parts will be equivalent or superior In performance to new parts and will be fit to replace the part it is designed to replace. All replaced parts become the property of the Customer and shall retain the remaining warranty of the removed part. All removed parts become the property of TRI-TEC. At the customer request,TRI-TEC will ship the part to the customer for the customer to replace themselves. Any removed parts not returned to TRI-TEC within five(5)days of being replaced will be invoiced to the customer at the then current price for the replacement part. Customer agrees to pay for this part. Part Non-Avallabillty In the event replacement parts needed for repair or replacement become unavailable during the coverage period of the Agreement,TRI-TEC,at its sole discretion, may elect to provide Customer with a replacement part of TRIJEC choosing superior In performance and St to replace the covered part. In no event shall TRI-TEC be liable for any damages as a result of the unavailability of replacement parts. 10. SUPPORT FOR NON-COVERED ISSUES(PROFESSIONAL SERVICES) At the request of the Customer,TRI-TEC will perform Professional Services that are not covered by this Agreement Professional Services are provided as extended assistance with Issues not related to product usability,troubleshooting and problem resolution. Examples of Professional Services that may be requested are: ® Onslte or Remote Installation support for additional purchased hardware or software licenses a Support for connecting or working with any product not purchased from TRI-TEC a Design assistance including researching,programming and training associated with changing the design of an installed application. Design assistance and programming'one-offs'which combine features to perform in ways that are not documented or supported by the manufacturer. Ordering or connecting new telco or network services e Upgrading systems to a new release of software. Programming support to Implement features not deployed during the initial system Installation Additionally,TRI-TEC may undertake support and maintenance services In support of this Agreement that appear to be covered at the time the effort begins but are later determined not to be covered by this Agreement. In each case, and for services required due to the above non-covered causes,TRI-TEC shall provide such services at TRbTEC's prevailing labor rates, and Customer agrees to pay for same :CIl,$T,DMER-R��PQN5t�11r1`�IE�S *:" 11. Customer will designate to TRI TEC two(2)named Individuals,a primary and a secondary,who will be responsible for repading support Issues. 12. Customer shall natty TRI-TEC of any program errors or malfunctions and provide supporting materials that will reasonably enable TRI-TEC to identity suspected problems or errors in accordance with TRI-TEC support procedures. 13, Customer will maintain documentation of all updates and modifications to the Covered Products and will make[his Information available to TRI-TEC. '.. 14. Customer agrees to provide TRI-TEC with access to Its premises and Covered Products In connection with TRI-TEC performance of its obligations hereunder. 15. Customer is solely responsible for safeguarding all programs,data and removable storage media at all times(including before and after TRI-TEC Support and Maintenance Service. This includes performing regular back-ups of the system pnogremmin and safe uaMin these back-u s. Customer Initials__ 7 FlImItatlon, mer further agrees to maintain at its expense the installation site in accordance with environmental and other speclficatlons provided by TRIJEC or the original ent manufacturer. mer agrees to operate the Covered Products on appropriate utility service with a sufficient Uninterruptible Power Supply(UPS)at all times. mer acknowledges and agrees it Is Customers obligation and responsibility to preserve any data on equipment prior to TRIJEC repairing or replacing the equipment. C will exert reasonable efforts to minimize the alteration or destruction of any remaining customer data,settings and configurations during repairs however TRIJEC ot,In any way warrant or guarantee that customer data,settings or configurations will be preserved through the repair process.Customer acknowledges and agrees r hardware returned to TRI-TEC,it is Customer's obligation and responsibility to ensure that any confidential,proprietary of otherwise sensitive information,Including, Without limitatlon,Individually Identifiable consumer Information about Customer's customers,stored on any hardware returned to TRFTEC is completely wiped and purged tomer prior to delivery to TRI-TEC.TRIJEC shall not be liable for any such information remaining on hardware returned by Customer. Furthermore,Customer shall Indemnify,defend and hold harmless TRIJEC and its officers, directors, shareholders,employees and agents,and its respective successors and assigns, against any cause of action, loss, liability, damage, coal or expense of any nature whatsoever, whether accrued, absolute, contingent or otherwise, Including wi0hout limitation, attorney'&fees and costs,including allocated costs of In-house counsel(whether or not suit Is brought),arising out of or relating to Customer's failure to completely purge all such confidential,proprietary or sensitive information from the hardware. 19. Customer is responsible for safeguarding any software media and software license keys and providing them when needed to install or re-Install some or all of the Covered Products. 20. Customer Is to take full responsibility of results from loading and implementing new software and/or service packs on server,LANAVAN Equipment or workstations without TRI-TEC's prior approval. 21. Customer is responsible for all normal administration (i.e. Moves, Add, Changes) after receiving system administrator training on the system (not Included In this agreement). TRI-TEC is available to perform this work,which may be pumhased according to TRFTEC's prevailing labor rates. 22. Should the Customer System Administrator change during the tens of this agreement the new System Administrator will be required to successfully complete System Administrator training. The cost for this training is not covered under this agreement. TRIJEC will perform System Administration Training based upon current billable rates and terms. Alternately,TRIJEC can sponsor Customer system administration personnel to attend manufacturer provided codification training however all tuitions, fees and expenses related to this training are the sole responsibility of the customer. 3 = EXCLUIQ r- The following Issues are not coveted under the Agreement. For these Issues,TRIJEC shall not be obligated to furnish Support and Services,nor shall TRFTEC be liable hereunder for repairs or replacement of equipment or additions hereto: 23. Damage or problems caused during transportation by Customer; 24. Damage or problems caused by repairs,changes, modifications, maintenance,relocation or reinstallation by other than TRI-TEC personnel,or without TRI-TEC's written permission; 26. Damage or problems caused by Improper ESD(°Electro-Static Discharge")precautions when handling Covered Products;or problems caused by an external electrical fault or any unusual shock; 26. Damage or problems caused by improper electrical grounding and/or utility service 27. Damage or problems caused by use of non-TRIJEC supplied equipment or parts; 29. Damage or problems caused by misuse,abuse,neglect,or accident; 29. Damage or problems caused by an accident,fire or water; 30. Damage or problems caused by natural disasters such as flood,fire,lightning,earthquake or tomado; 31. Damage or problems caused by failure to maintain the proper operating or storage environment for the Covered Products to include but not limited to air conditioning, humidity control,or corrosive atmosphere harmful to electronic equipment; 32. Damage or problems caused by strikes,riots,sabotage,or acts of war;theft; 33. Routine cleaning,or normal cosmetic wear; 34. Technical support or maintenance of any kind for third party application or custom software not defined under Covered Products; 35. Technical support associated with programming of Application Program interfaces(API)of Covered Products except for support on the capabilities of the programming Interface. N7�@G`�LL�nN��US. i PERFORMANCE BY TRIJEC 38. The relationship between TRI-TEC and Customer at all times during the term of this Agreement shall be that of an"Independent Contractor.' Employees and Agents of TRI-TEC shall not be considered by either party to be agents or employees of Customer In any respect. TRIJEC agrees to arrange directly with such employees and agents for salary and other compensation earned in connection with the subject matter and performance of this Agreement. PERSONNEL 37. TRIJEC has the sole right to determine the assignment of its personnel in the performance of this Agreement. NON-INTERFERENCE WITH EMPLOYEES 38. Customer understands and acknowledges that Services to be performed pursuant to this Agreement will be performed by employees or agents of TRIJEC.Customer further understands and acknowledges that the employees of TRIJEC constitute a highly trained,unique and valuable component necessary to the conduct of TRI-TEC business.Accordingly,Customer agrees and covenants that,during the term of this Agreement and for a period of one(1)year thereafter,Customer(and any subsidiary or affiliate of Customer),will not,without the express consent of TRI-TEC,directly or indirectly,solicit for employment,hire,employ or retain(as an employee,independent contractor,consultant,subcontractor or otherwise)any person then employed by TRIJEC or who was employed by TRFTEC within the preceding twelve(12)months. 39, In addition to any other rights available to TRI-TEC hereunder for violation of Nan-Interference with Employees,Customer agrees and acknowledges that an estimate of the damages to TRI-TEC for each violation shall be.an amount equal to fig%of the first year salary to be paid by Customer to the person hired(including any guaranteed and/or signing bonus).Customer will pay such amount to TRI-TEC upon demand.Customer agrees that such amount shall not constitute a penally or fine and waives any right,to the extent pennitted by law,to contest the liquidated damages provided hereunder. CONFIDENTIALITY 40. The Confidential Information disclosed under this Agreement('Confidential Information')Is described generally as product and roadmap information,marketing plans, financlallpdcing information,customer and vendor related data,services/support and other business information Including,but not limited to,software,strategies,plans, techniques,drawings,designs,specifications,technical or know-how data,research and development,ideas,inventions,patent disclosures that may be disclosed between the Parties whether in written,oral,electronic,website-based,or other form.This Agreement also Includes Confidential Information acquired during any facilities tours. Customer Imhals page-1 of 4 8 41. Except as otherwise provided herein,TRI-TEC and Customer each agree that all information communicated to it by the other,whether before or after the Effective Date,will be deemed to have been received In strict confidence,will be used only for the purposes contemplated by this Agreement,and each party will use the same means as it uses to protect Its own confidential information to prevent disclosure and to protect the confidentiality thereof.The parties receiving Confidential Information(each,a "Recipient')from the other parties disclosing Confidential Information(each,a"Discloser")will use the Confidential Information only for the purpose of and in connection with the parties'business relationship. The Recipient party,its agents,representatives or employees shall not,without the prior written consent of the other party,disclose such Information.This Agreement imposes no obligation upon a recipient with respect to Confidential Information which(a)the Recipient can demonstrate was already in its possession before receipt from the Discloser;(b)is or becomes publicly available through no fault of the Recipient;(0)is rightfully received by the Recipient from a third party without a duty of confidentiality;(d)is disclosed by the Dlscloserto a third party without a duly of confidentiality on the third party; (a)Is independently developed by the Recipient without a breach of this Agreement or(I)is disclosed by the Recipient with the Discloser's prior written approval. WARRANTIES 42. TRI-TEC warrants to Customer: e that the performance of the terms of this Agreement does not violate the provisions of any other agreement to which TRI-TEC Is a party or by which it is bound; o that all services performed hereunder will be performed In a good and workmanlike fashion; that all services provided hereunder will either be TRI-TEC's own work or that TRI-TEC shall have the right to use or provide subcontractors to provide such work without restriction. While TRI-TEC takes responsibility for providing satisfactory maintenance services in accordance with the plan selected by Customer,It makes no claim that it can maintain this equipment in a manner to prevent fraudulent intrusions Including but not limited to toll fraud,and the unauthorized use of voice processors and voice mail systems. Therefore,no express or implied warranty is made against such fraudulent uses that may be made of the equipment. TERMINATION 46. Either party shell have the right to terminate this Agreement Immediately if the other party hereto: 46. Breaches a material obligation under this Agreement and such material breach continues uncured for a period of thirty(30)business days after receiving written notice thereof. However,if the breach is riot one which is capable of being cured within thirty(30)business days and me breaching party has commenced to cure the breach within such time and continues to do so dlligerAy and In good faith,then the breaching party shall be granted an extension for a reasonable period of time;or 47. Fails to comply wim any material requirement of this Agreement as to confidentiality or the proprietary nature of any material covered hereby or provided hereunder,or 46. Becomes insolvent or bankrupt however evidenced, 49. if Customer fails to make a payment to TRI-TEC when due,TRI-TEC will have the right,as its option,to suspend performance specified under this Agreement or to terminate this Agreement immediately upon written notice to Customer,Any termination or suspension will not limit or affect TRI-TEC night to recover amounts owed by Customer prior to or In connection with such termination. INSURANCE 60, TRI-TEC certifies that it maintains general liability and workers compensation insurance and that such Insurance is,and during the term hereof will remain In full force and effect and that the premiums in respect thereof have been paid.TRI-TEC agrees to deliver to Customer evidence of such insurance coverage upon request. PAYMENT AND TAXES 51. The term of this Agreement shall be for a one(1)year period commencing from the date of receipt of the customer payment at TRI-TEC and shall be renewed automatically for successive one(1)year periods thereafter until terminated in writing as provided herein. Each renewal of this Agreement shall be subject to the same terms and conditions herein contained except that the service fee due TRI-TEC for each renewal period shall be at the rate then charged by TRI-TEC for similar maintenance services. Either party may terminate this Agreement at the end of the Initial or any renewal period only,by giving the other party written notice of termination thirty(30)days prior to any annual anniversary dale. 52. Customer agrees to pay the non-refundable annual charges specified for the Initial Term of the Agreement or for any annual charges for successive one(1)year renewals of the Agreement as set form in the relative Invoice for renewal to Customer. All charges will be paid annually In advance. 53. Payments must be kept current In order to use and recelve services under the Agreement. 54. Fees may increase when the Covered Products move from the Initial Term to subsequent renewals or if additional Covered Products are added to this Agreement prior to the Agreement's yearly renewal. Subject to termination of this Agreement In accordance with the provisions of the Term and Termination Sections,Customer agrees to pay the then appropriate price as set forth In the relative Invoice for renewal. 55. TRI-TEC or Customer,upon written authorization from the other Party,will amend this Agreement as necessary to incorporate changes to the Covered Products.Additions to Covered Products will be added to the charges for this Agreement in accordance with TRFTEC then current rates a terms. 66. In addition to other payments required hereunder,Customer shall pay all federal,state,and local sales and/or use t as,penalties and late charges. 57. To the extent that TRIJEC is required to collect and remit any tax on a transaction with Customer,TRI-TEC sh envoi C mer,as a separate line Item,for the amount of any such tax. All amounts that remain unpaid after the payment due date shall bear interest beginning on the payment due d it until pal t m lesser of 12%per annum or the highest rate permitted by applicable law ,Sivs)p 5idr5elvfe ,i�` T/il� p+,$sle��p/@-,nlallxa 1g` iu-; �_98,14 Scott Grieben Pres./Owner �Jus[omer Ini6fds_ onager+1 of 4 I 9 Addendum I TRI-TEC Communications,Agreement for TRI-CARE Maintenance Customer:City of Kent TERMINATION Remove Item 45 and replace entirely with the following: Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30)days written notice. Remove Item s 46,47,48 and 49 entirely. PAYMENT AND TAMES Remove item 51 and replace entirely with the following: The term of this Agreement shall be for a one (1)year period commencing from the date of receipt of the customer payment at TRI-TEC and shall be renewed automatically for successive one(1)year periods thereafter until terminated in writing as provided herein. Each renewal of this Agreement shall be subject to the same terms and conditions herein contained except that the service fee due TRI-TEC for each renewal period shall be at the rate then charged by TRI-TEC for similar maintenance services. Date Initials Customer� J Initials TRI-TEC I 1 10 Client#: 20640 TRITCOM ACORDTu CERTIFICATE OF LIABILITY INSURANCE DATE(MMIODM YY 8/1 212 0 1 3 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in Ileu of such endorsement(s). PRODUCER CONTACT NAME: Bell-Anderson Ins-Renton CIL PHONE 425 291-520D FAX 4252915100 600 SW 39th Street, Suite 200 E MAIL Ezt AIC No Renton,WA 98057 ADDRESS: 425 291.5200 INSURER($)AFFORDING COVERAGE NAIC II INSURER A:Sentinel Insurance Company INSURED INSURER B; Tri-Tec Communications, Inc. INSURER C 25130 74th Avenue 5 Kent,WA 98032 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR TYPE OF INSURANCE ADDL bar POUCYEFF POLICY EXP LIMITS INSR WV POLICY NUMBER MM/ODIYYYY MMIDOIYYYY A GENERAL LIABILITY X X 52SBAPW5244 3/21/2013 03/2112014 EpACCM,HOCiCiURRRRENCE $1 DDD000 X COMMERCIAL GENERAL LIABILITY PR EAI9ESOEaoccu�rence _ $1000000 CLAIMS-MADE 51 OCCUR MED EX_P(Any one person)_ _S1 Q,DDD _ PERSONAL&ADV INJURY $1,000,000 GENERALAGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPfOP AGG $2,000,000 POLICY 7X jR0 LOC $ A AUTOMOBILE LIABILITY X 52UECJH6360 3/21/2013 03/21/201 COMINED 1 000,000 X ANY AUTO BODILY INJURY(Per Person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X HIREDAUTOS X NON-OWNED PROPERTY DAMAGE $ AUTOS Peraccident $ A x UMBRELLA UAe X OCCUR X 52SBAPW5244 3/21/2013 03/21/201 EACII OCCURRENCE $5 DOD 000 EXCESS LIAR CLAIMS-MADE AGGREGATE $5 DDO DDO I DED X RETENTION$10000 $ A WORKERS COMPENSATION 52SBAPW5244 0312112013 03/21/201 WcsTATu- ETH- AND EMPLOYERS'LIABILITY _ TORYLIMLTS ER — YIN ANY PROPRIETOR/PARTNEWEXECUTIVE F.L.EACH ACCIDENT E9 DDD OOO OFFICEWMEMBER EXCLUDEDP � NIA (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 Ir yes,describe under DE SCRIPI'IONOFOPERATIONSbelow I I E.L.DISEASE-POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS l VEHICLES(ANach ACORD 101,Additional Remmlos Schedule,if mom space is required) Certificate Holder is an additional insured for general liability,and auto liability, but only if required by written contract or written agreement per SS0008 04/05 and HA 9916 03/12.Waiver of Transfer of Rights of Recovery Against Others per SS0008 04105 and HA 9916 03/12. General Liability coverage and auto liability provided to the Certificate Holder will be Primary and Non-Contributory per SS0008 04105 and HA 9916 03112.Per project aggregate applies per endorsement form SS0008 04105.The Excess/Umbrella policy (See Attached Descriptions) CERTIFICATE HOLDER CANCELLATION City of Kent a WAshington Municipal Corporation SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn Public Works ACCORDANCE WITH THE POLICY PROVISIONS. 220 Forth Ave S Kent,WA 98032 AUTHORIZED REPRESENTATIVE ©1988.2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010/05) 1 of 2 The ACORD name and logo are registered marks of ACORD #S450966/M439797 KLA r��v Tri-Tec Communications, Inc Invoice TRI—.CC .�e�s Phone: 253-852-7777 Communic(ftions, ite. fax: 253-852-5660 Number: 600963 — 25130 74th Ave S Date: 2/20/2014 Kent, WA 98032 Source: SO No. 301247 f Bill-To - Attn: MARGARET BISHOP Attn: MARGARET BISHOP CITY OF KENT CITY HALL CITY OF KENT CITY HALL HQ 220 4TH AVE S 220 4TH AVE S KENT, WA 98032 KENT, WA 98032 Phone: (253) 856-4600 Acct. No, AIR Cust No. Customer PO Reference .� Sales Rep Ship Via Terms 11857 CITY OF KENT Administrator Net 30 CITY HALL HQ Administrator Same as requested 6 Work Requested: Tri-Care support for the period of 3/8/2014 through 3/7/2015 ********Does not cover replacement phones********** Price per bid: $30,190.00 1.00 Price Per Bid Price Per Bid EA $30,190.00 $30,190:00 Item Total: $30,190.00 Sales Tax at 9.500%: $2,868.05 Total Amount Due: $33,058.05 Please report any invoice discrepancies within 15 days to accounting@tri-tec.com or call Accounts Receivable at 253-398-2403. (* denotes repair Item) invoice-with work requested.rpt Printed: 2/20/2014 10:57:13AM Pago 1 12 co 0 0 C) o p W C6 M I 0 0 p O N M F Cl) cm e o m o r- p a) m 3 v N C V) C •— W E N a p O < o C ® F ® u! o S 0) C) M U a) COCO O O ro 9 @ W N m F- co :_� COW fn V) � V M (o Lo C:) U ai Ce> Z N o h- N > > o dl O o r EQoo € U m LO o c M o 6 L U r Q " C F ® ® ® > I- NY IL o a d) w 'a d E L m a) � a V/ M \V O N C L N r a d C = E Y m iO aD a V C O ,E wZ OM0 0 o R N O@ p N o O O O a) 00m a) m 0 .J O 0Y a > N O � C Fq Q Qom' li a) N y •.. O O C O m O 4.0 O a) C N ao CD w m U) QNYO.. °' w C U H L to Y 2 FL C Q 3 l 0 co t� m = a) ` 10 ® co a U > U 4) co @ E o f oa ® D () a) O N O` p 1` L ® = fA (C6 N y® C (n N N 7 a o -a � o oo _ a C L�j c 0 a) pw, NQ N >> d o E a (o N N > L y_. N :EOp 3 N C M m I- 0 0 (n c v U) Y 'J < g 13 INFORMATION TECHNOLOGY DEPARTMENT Mike Carrington, Director Information Technology KENT Phone: 253-856-4607 W ns e i e GTO x Fax: 253-856-4700 Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: March 18, 2014 TO: Operations Committee SUBJECT: Hewlett Packard I WSCA Contract-Authorize MOTION: To authorize the Mayor to sign a Purchase Order in the amount of $43,330 for the purchase of 30 HP ProBook 650 G1 Notebook PC's, including related services and maintenance, subject to terms and conditions acceptable to the City Attorney and Information Technology Director. SUMMARY: City of Kent Laptop Refresh Project In collaboration with departments throughout the city, the HP ProBook 650 G1 Notebook PC has been selected as the product offering of choice for the city's Laptop Refresh initiative. Hewlett Packard is an industry leader in the desktop field. Hewlett Packard is a member of the Western States Contracting Alliance (WSCA). As a cooperative member association, WSCA provides deep discount national purchasing power. WSCA utilizes a competitive sealed bid process to obtain pricing for all equipment and services provided through their registered vendors, including Hewlett Packard. City staff have leveraged the WSCA efforts pursuant to KCC 3.70.030 — Advertised Bids and secured contract terms commensurate to WSCA pricing for Personal Computers. Hewlett Packard will be engaged for product procurement and maintenance services for the deployment and duration of maintenance and support for these laptops. EXHIBITS: a) Quote 9314103 b) PO#114460 Budget Impact: IT Capital Budget allocations approved as a part of the 2013-2014 biennial budget process are earmarked for this project. 14 This page intentionally left blank 15 Please make the P.O. Out to Flew I eff-Packard under tlieWSCAINASPO contract and fax the purchase order to Un is oft Networks 425-968-1001 to process. Payment will be made to Hewlett-Packard Hewlett-Packard P.O. Box 101149 Atlanta, GA 30392-1149 Do not send your Purchase Orderto this address as it is for payment only. 141.91 I n J 0 Ut k ONLINE PRICE QUOTATION Quote Number: 9314103 Quote Name: Fodays Date : 2127/2014 11:42:35 PM Quote Created Date: 2/27/2014 11:42:27 PM Created By: bonniea@unisoftnetwoiks.com Contract:WA-STATE OFWASHINGTON (VVSCA/NASPO) (T10-MST-297) Product availability and product discontinuation are subject to change without notice. The prices in this quotation are valid for 30 days from quote date above. Please include the quote number and contract from this quote on the corresponding purchase order. Use the File-Frinf option to print tL,�Form for Your future reference_ ®, gyp. -Smart Buy-HP ProBook 650 G1 Base $1,049.00 30 $31,470,00 Notebook PC F2R87UT#ABA HP Pro Book 650 GI Notebook PC F2118 rUTMADA Operating system WndawR 7 Professional 64 (available through downgrade rights from Windows 8 Pro) Energy Efficiency F114111FRGY IS MlRffit qualified, EFIENT00 Gold Processor hn[el(b Coiell" 5-4300M Piocessov (2.6 GHz, 1600 Ml 1z, 3MB)with 1111) Graphic;4(300 luitot@ vPrq) Fwhnolugy In[e'Joi C(IfrTM VJ_1jo T('sC J,11101(:gy Usplay 15,6-inch diagonal LE D.-backlif Fl D M/A alrifl_gJaia,. (19201( 1080) int"rated camera Integrated 720p HD Weiv;am memory 4GB 1600 Ml1z DDI-33 SDRAM (I D) Internal Storage 500GII 7200 Tim 2.5 inch hard drive 16 Upgrade Bay DVD+/-RW SupeiMulti DL Drive Pointing Device Tourhpad with scroll zone Wireless LAN Broadcorn 802.11 abgn 2x2 WW 6570b HP Mobile Broadband No HP Mobile Broadband Bluetooth Bluetooth@ Wireless Technology 4.0 Security TPM&Fingerprint Battery HP 6-Cell 55 Wh Li-Ion XL Battery 3 year warranty Warranty 3/3/0 Limited 3 year standard parts and labor warranty Note: Addiftnal accessories acided from categories bellow mffll ship and invoice SOP4MAGIY. 9x5 Pickup&Return Service for U442BE $77.00 30 $2,310.00 Notebook w/Accidental Damage Protection Service, 3 years- (3/310 upgrade) Promo UP Professional Series H4J90UT $44.00 30 $1,320.00 Carrying Case(fits up to 15.6inch) ilwq HIP 90VV Docking Station A7E32U'F#ABA $149.00 30 $4,470.00 Subtotal: $39,670.00 The ter ins and conditions of the WA-STATE OF WASHINGTON(VVSCA/NASPO)will apply to any order placed as a result of this inquiry, no other terms or conditions shall apply. --------------------......... .............. 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