HomeMy WebLinkAboutCity Council Committees - Operations Committee - 09/02/2008
Operations Committee Agenda
Councilmembers: Debbie Raplee*Les Thomas*Tim Clark, Chair
Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the 1st and 3rd
Tuesdays 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 Nancy
Clary 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.
September 2, 2008
4:00 p.m.
ItemDescription Action Speaker Time Page
1. Approval of minutes YES 1
dated August 19, 2008
2. Approval of vouchers dated YES Bob Nachlinger
August 31, 2008
3. 2008 Technology Plan YES Mike Carrington 0.15 Min. 5
In the Amount of $3.1 Million
4. Communications Technology
Infrastructure Master Plan-Phase III YES Mike Carrington 0.05 Min. 11
In the Amount of $303,499
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INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington, Director
Phone: 253-856-4607
Fax: 253-856-4700
220 Fourth Avenue S.
Kent, WA. 98032-5895
September 2, 2008
TO: Kent City Council – Operations Committee
FROM: Mike Carrington, Information Technology Director
THROUGH: n/a
SUBJECT: 2008 Technology Plan
MOTION: Move to recommend that Council approve the 2008 Technology Plan
project list, establish a project budget of $3.1 million, and authorize the Mayor
subject to the City’s purchasing rules for bidding, RFP, RFI and RFQ
requirements, to sign vendor and consultant contracts without further Council
approval in amounts up to $75,000 for purchases made for the implementation
of this Technology Plan.
SUMMARY/BACKGROUND
Attached for your review is the proposed 2008 Technology Plan project list, budget summary
sheet, and projects outline. This Plan represents technology capital investments for the
September 2008 through September 2009 calendar year, with a total budget of $3.1 million.
This recommended Council Motion includes a provision that permits the Mayor to authorize
Technology Plan expenditures up to $75,000 subject to City purchasing requirements. A similar
provision was established and approved by the City Council as part of both the 1998 and 2002
Technology Plans, respectively. Both of these plans were approved with this provision at an
expenditure level of $50,000. Because of the steep escalation of technology costs over the years
since both of these plans were adopted, IT is request a provision level of $75,000 in order to
streamline purchasing efforts commensurate to today’s cost of mainstream technology. Your
consideration for this provision is appreciated.
BUDGET IMPACT
Funding for this Technology Plan was approved at a level of $3.1 million as a component of the
August 5th, 2008 $24 million LTGO Bond Motion for the following projects:
Street portion of the East Hill Shops $5,150,000
2008 Technology Plan 3,100,000
Downtown Sidewalks 2,050,000
Events Center 5,950,000
Municipal Court Renovation 7,750,000
Full Council approval of this funding package was granted at a meeting of the full Council on
August 19th, 2008.
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8
Version 3
Project ID Project Title Priority
New or
Existing
? Estimate Needed Thru 2009 Running Total
Total
Votes
Anticipated
Timeframe
2007-041 Email System Replacement (2 major upgrades)1-Mand Existing $300,000 $80,100 $300,000 Mand 2008, 2012
2004-079 Tiburon Upgrade 1-Mand Existing $241,010 $241,010 $541,010 Mand 2009-2011
East Hill Data Center 1-Mand Existing $200,000 $200,000 $741,010 Mand 2009
Several Business System Upgrades - SB, JDE, Crystal, Pathlore, SunPro 1-Mand Existing $391,450 $39,145 $1,132,460 Mand 2010
N/A Multimedia Hardware Lifecycle 1-Mand Existing $172,000 $34,400 $1,304,460 Mand Span
N/A Enterprise Storage Capacity (Enterprise Projects)1-Mand Existing $827,000 $827,000 $2,131,460 Mand 2008
Several Test Environments 1-Mand Existing $55,000 $0 $2,186,460 Mand 2008
Several Operations Manuals 1-Mand Existing $0 $0 $2,186,460 Mand 2008
N/A Product Conferences 1-Mand Existing $34,000 $6,800 $2,220,460 Mand Span
N/A Product Training 1-Mand Existing $34,000 $6,800 $2,254,460 Mand Span
2007-011 Server/Software License Audit 1-Mand Existing $1,350 $0 $2,255,810 Mand 2008
N/A Group Trainings 1-Mand Existing $30,000 $0 $2,285,810 Mand Span
N/A IT Staff Training 1-Mand Existing $139,500 $27,900 $2,425,310 Mand Span
2007-014 Operations Manuals - Review 1-Mand Existing $0 $0 $2,425,310 Mand Span
N/A Systems Tech Plan Staffing 1-Mand Existing $1,818,310 $363,662 $4,243,620 Mand Span
N/A Transfer - ERP Replacement 1-Mand Existing $0 $0 $4,243,620 Mand 2008
N/A Transfer - Lifecycle Replacement 1-Mand Existing $0 $0 $4,243,620 Mand 2008
2007-013 Blade Server Implementation 1-Mand Existing $26,700 $0 $4,270,320 Mand Span
DOCUMENT Document Management 1-Mand Existing $0 $0 $4,270,320 Mand Span
N/A Business Continuity Infrastructure Improvements 1-Mand Existing $862,000 $0 $5,132,320 Mand Span
N/A Citizen Relationship Management Licensing 1-Mand Existing $60,100 $12,020 $5,192,420 Mand Span
N/A Cable Franchise Agreement/Connected Cmunty Consulting 1-Mand Existing $358,000 $100,240 $5,550,420 1 Span
2005-010 E-mail and Document Archiving 1-Mand New $100,000 $100,000 $5,650,420 Mand 2008
N/A End User Training Programs 1-Mand New $125,000 $0 $5,775,420 Mand Span
2006-139 Enterprise Work Order & Permit Mgmt System Replacement 1-Mand New $2,506,275 $1,102,761 $8,281,695 Mand Span
2007-043 Telecommunications Systems Upgrade/Replcmt 2-High Existing $825,000 $0 $9,106,695 8 2012
2005-110 Network Security - Core - Edge - Mobility 2-High Existing $500,000 $0 $9,606,695 7 Span
2007-054 Address Validation 2-High Existing $0 $0 $9,606,695 7 2008
2007-045 Wireless Infrastructure Dev, Maint, Support 2-High Existing $0 $0 $9,606,695 7 Span
2004-296 Network Infrastructure Maint, Upg & Expansion 2-High Existing $500,000 $80,000 $10,106,695 6 Span
2004-012 Electronic Forms Infrastructure 2-High Existing $0 $0 $10,106,695 6 2009
2004-079 Position Control 2-High Existing $0 $0 $10,106,695 5 2008
2004-072 Workflow for New Hires/PCRs 2-High Existing $0 $0 $10,106,695 5 2008
2007-042 Backup System Replacement 2-High Existing $300,000 $300,000 $10,406,695 5 2010
2007-032 City Code on the Web - Automated Update 2-High Existing $0 $0 $10,406,695 3 2009
2006-084 Council History Cross Reference 2-High Existing $0 $0 $10,406,695 3 2008
2007-004 Digital Asset Management 2-High Existing $139,200 $0 $10,545,895 3 2009
2004-362 GPS Locator Software/Equipment 2-High Existing $0 $0 $10,545,895 3 2009
2007-012 Service Desk Software Analysis/Replacement 2-High Existing $100,000 $0 $10,645,895 3 2009
2007-047 Video Bookmarking Phase II 2-High Existing $73,966 $0 $10,719,861 2 2009
2004-426 Wireless Surveillance Cameras 2-High Existing $0 $0 $10,719,861 2 2008
2004-074 Benefit Provider Interface - Phase II 2-High Existing $0 $0 $10,719,861 2 2008
2007-040 StageIT 2-High Existing $0 $0 $10,719,861 2 2008
2004-078 Voluntary Life Enhancements - Phase II 2-High Existing $0 $0 $10,719,861 2 2009
2004-346 e-Form Commitment 2-High Existing $0 $0 $10,719,861 2 2008
2004-342 e-Form Conditions of Release 2-High Existing $0 $0 $10,719,861 2 2008
2004-347 e-Form Day Detention Commitment 2-High Existing $0 $0 $10,719,861 2 2008
2004-348 e-Form Deferred Finding Order 2-High Existing $0 $0 $10,719,861 2 2008
2004-349 e-Form Firearms Order 2-High Existing $0 $0 $10,719,861 2 2009
2004-353 e-Form Modification of No Contact Order 2-High Existing $0 $0 $10,719,861 2 2009
2004-351 e-Form Order Appointing Counsel 2-High Existing $0 $0 $10,719,861 2 2009
2004-345 e-Form Payment Agreement 2-High Existing $0 $0 $10,719,861 2 2009
2006-087 e-Form: Rec Retention Sched Chg 2-High Existing $0 $0 $10,719,861 2 2009
2006-120 e-Form: Recruitment Requisition 2-High Existing $0 $0 $10,719,861 2 2009
2004-075 ESS - Employment Verifications 2-High Existing $0 $0 $10,719,861 2 2009
2007-039 MyFireRules 2-High Existing $0 $0 $10,719,861 2 2008
2005-245 JBRS Phase 2 2-High Existing $0 $0 $10,719,861 1 2010
2007-049 Multimedia Bus-Wrkflw System Phase II 2-High Existing $48,468 $0 $10,768,329 1 2010
-Multimedia Bus-Wrkflw System Phase III 2-High Existing $33,850 $0 $10,802,179 1 2011
2006-149 Tiburon Change TNS Definitions 2-High Existing $0 $0 $10,802,179 1 2008
2004-489 Tiburon Query Destroy List - Felony 2-High Existing $0 $0 $10,802,179 1 2009
2004-490 Tiburon Query Destroy List - Misd 2-High Existing $0 $0 $10,802,179 1 2009
2004-491 Tiburon Query Insurance/Legal/Victim 2-High Existing $0 $0 $10,802,179 1 2009
2004-497 Tiburon Query Kent Unit Assignment 2-High Existing $0 $0 $10,802,179 1 2009
2004-493 Tiburon Query Press Copy 2-High Existing $0 $0 $10,802,179 1 2009
2004-488 Tiburon Report Property Card Log v2 2-High Existing $0 $0 $10,802,179 1 2009
2004-498 Tiburon Report Time Served Info 2-High Existing $0 $0 $10,802,179 1 2009
2004-427 Tiburon Web Queries 2-High Existing $0 $0 $10,802,179 1 2009
2004-077 Workflow for Employee Services Phase III 2-High Existing $0 $0 $10,802,179 1 2009
2007-036 Asset Mgmt Software Analysis 2-High Existing $0 $0 $10,802,179 1 2008
2007-009 Document Imaging Workflow (Scanners)2-High Existing $145,250 $0 $10,947,429 1 2008
2007-010 Telecom Usage Reports 2-High Existing $13,500 $0 $10,960,929 1 2008
N/A Systems Support Positions 2-High New $0 $0 $10,960,929 Mand Span
2004-451 Data Warehouse Phase II - Consolidated System Data 2-High New $0 $0 $10,960,929 18 2010
2007-019 Data Warehouse Phase I - JDE Data Extract 2-High New $24,800 $0 $10,985,729 17 2008
2006-011 Collaboration Portal / Enterprise Agreement 2-High New $1,784,842 $356,968 $12,770,571 16 2008
2005-115 Enterprise GIS 2-High New $403,100 $0 $13,173,671 15 Span
2007-003 Consolidated Payment Processing 2-High New $86,600 $86,600 $13,260,271 13 2009
2006-142 Website Redesign 2-High New $59,700 $59,700 $13,319,971 9 2008-2009
2007-002 Business Intelligence / Performance Measurement Phase I 2-High New $0 $0 $13,319,971 8 2012
2007-035 Data Warehouse Phase III - ETL 2-High New $0 $0 $13,319,971 8 2011
2007-001 Connected Conference Rooms for SharePoint 2-High New $165,900 $0 $13,485,871 7 2008
2005-129 Mobile Enablers 2-High New $70,000 $0 $13,555,871 6 Span
2007-038 Development Visualization Software 2-High New $0 $0 $13,555,871 4 2008
2006-096 Shift Scheduling 2-High New $87,450 $87,450 $13,643,321 4 2008
2004-076 Pathlore/JDE Integration 2-High New $0 $0 $13,643,321 3 2009
2006-095 ValleyCom Page Delay Tracking 2-High New $0 $0 $13,643,321 3 2008
2004-024 Radius Label Replacement 2-High New $0 $0 $13,643,321 3 2009
2005-152 Video in Police Cars 2-High New $0 $0 $13,643,321 2 2008-2010
2006-092 City Phone Numbers on Web 2-High New $0 $0 $13,643,321 2 2008
2006-136 Corrections Medical Records System 2-High New $0 $0 $13,643,321 1 2010
2004-441 Public Web Site for entering police report 2-High New $0 $0 $13,643,321 1 2009
2007-006 Single Sign-on 2-High New $0 $0 $13,643,321 1 2010
2004-453 Shops DOC Business Continuity 3-Med Existing $0 $0 $13,643,321 2 2008
-Chambers Audio 3-Med Existing $62,600 $62,600 $13,705,921 1 2009
-Chambers Presentation Repl 3-Med Existing $136,250 $0 $13,842,171 1 2009
2007-048 Digital Upgrade HD Conversion 3-Med New $190,200 $0 $14,032,371 1 2012
2007-033 Tiburon Code Table Update Interface 3-Med New $0 $0 $14,032,371 1 2009
2007-046 CASS Certification Software - Print Shop 3-Med New $0 $0 $14,032,371 1 2008
$9,109,865
$12,057,021
$15,007,653
$15,435,608 $4,175,156 Minimum without contingency
$1,188,777 Available Software Lifecycle funds
$2,986,379 Bonds Needed
All Vetted Requests + 10% Contingency
Tech Plan 2008 Projects - Timing Thru 2009
Mandatory Requests + 10% Contingency
Mandatory + High Priority Requests + 10% Contingency
Mandatory + High Priority Requests for Existing Systems Only + 10% Contingency
9
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10
INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington, Director
Phone: 253-856-4607
Fax: 253-856-4700
220 Fourth Avenue S.
Kent, WA. 98032-5895
September 2, 2008
TO: Kent City Council – Operations Committee
FROM: Mike Carrington, Information Technology Director
THROUGH: n/a
SUBJECT: Communications Technology Infrastructure Master Plan – Phase III
MOTION: Move to recommend that Council authorize Mayor Cooke to sign a
contract supporting the completion of phase III/Consolidated Services for the
City’s Comprehensive Communications Infrastructure Master Plan, for a total
amount not to exceed $303,499 plus expenses.
SUMMARY
In support of Kent’s Communication Infrastructure Master Plan initiative, IT staff is looking for
Council approval to initiate and complete phase III (of IV) per the suggested next steps presented
in the July 15, 2008 Council workshop on the subject.
DETAIL
Kent’s Communications Infrastructure Master Plan initiative is defined by four (4) distinct phases.
Those phases and their sub-components are as follows:
I. Situational Assessment/Analysis, Economic Modeling, Project Vision & Strategic
Objectives
Included a kick-off workshop, SWOT analysis (strengths, weaknesses, opportunities,
threats), Infrastructure & service assessment, trans-sectoral analysis, business &
residential survey, documents & existing plans review, economic and demographic market
summary, stakeholder’s summit, economic viability research and modeling, and initial
infrastructure assessment.
II. Project Definition, Design, and Deployment Strategy Formulation
Project definition, initial design and deployment strategy definition, implementation
options, technology solution alternatives, vendor evaluations, services offering, video/audio
programming assessment, schedule modifications, financial review, financing options, and
management structure assessments.
III. Technical Systems Design and Implementation Planning
Detailed technical system design and implementation strategy, technology selection,
staff|vendor|contractor negotiations, communications convergence, broadband integration
and technology aggregation, regulation and code compliance, ordinance creation, timeline
updates & modifications.
IV. Project & Construction Implementation Management
Staff|vendor|contractor selection, contract and budget oversight, construction
management, schedule control, inspection and permitting, testing and operations training.
1
11
To date, we have completed phases I and II in concert with our strategic initiative partner – ISMS,
Inc. Completion of phase II culminated in the July 15, 2008 Council workshop providing updated
status and suggested next steps. This motion requests Council’s approval to initiate and complete
Phase III as defined above in conjunction with expanded assessment and detailed plan definitions
for the Geographic Information System (GIS) and Storage Area Network (SAN) components.
BUDGET IMPACT
Funding for the first two phases of this initiative were budgeted as a component of the 2007
Interim Technology Plan and adopted as part of the City of Kent 2007 Final Budget. Funding for
phases III and IV are included in the business model associated with the emerging public-private
partnership contract currently being drafted by the Kent Law Department. ISMS, Inc. has agreed
to be contractually bound to an arrangement where they will start phase III work (following
Council approval of this phase) and receive proceeds/payment for their services when and if the
public-private partnership funding is approved by Council as a separate motion. Should the
partnership funding package not be approved by Council, then work on the initiative will conclude
and ISMS, Inc. will not look to recover any phase III payment or damages for services rendered to
that point in time.
2
12
CONSULTANT SERVICES AGREEMENT - 1
(Over $10,000)
CONSULTANT SERVICES AGREEMENT
between the City of Kent and
ISMS, Inc.
THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation
(hereinafter the "City"), and ISMS, Inc. organized under the laws of the State of California,
located and doing business at 300 East State Street, Suite 470 Redlands, CA 92373 (hereinafter
the "Consultant").
I. DESCRIPTION OF WORK.
Consultant shall perform the following services for the City in accordance with the
following described plans and/or specifications, which are supplemented by the “Kent, WA
Connected Community Initiative Consolidated Services Proposal,” Rev. 1.0, dated July 24, 2008,
a copy of which (excluding the “Fee Proposal” on pages 13 and 14 (except for the “Hourly Fee
Schedule” provisions) and excluding the two-page Letter of Agreement on pages 15 and 16) is
attached and incorporated as Exhibit A:
CMP Phase 3
Locate and Contract with Private Investor
ISMS will locate a private investor that will fund the first phase of the Connected
Community Initiative in return for a portion of the revenue stream intended to be
generated from the proposed fiber-optic facilities build-out. ISMS will negotiate with this
private investor to procure an investment agreement between the investor and the City
upon terms and conditions acceptable to the City at the City’s sole discretion.
Technical System Design and Implementation
ISMS design engineers will complete the comprehensive technical design drawings and
specific step-by-step implementation plans as determined in Phase 1 and Phase 2 of the
CMP. Working with appropriate city officials, ISMS will assist in drafting RFPs and help the
city evaluate and compare the responses. ISMS will also assist city officials in drafting any
required local ordinances to facilitate the implementation of the City’s Connected
Community Initiative.
Broadband Integration & Technology Aggregation
ISMS will determine the best methods for aggregating technologies from various
manufacturers into a single, cohesive, CMP. No one manufacturer has the complete
solution for any given CMP. Aggregation and seamless integration of products from
multiple manufacturers ensures the best possible solution with the broadest range of
flexibility and expandability.
Communications Convergence
To the degree that communications systems outside of the CMP need to be considered,
ISMS will provide whatever data is required to effectively integrate these outside systems
13
CONSULTANT SERVICES AGREEMENT - 2
(Over $10,000)
into the CMP.
Technology Selection
ISMS will present an overview summary of each technology that has been selected during
Phase 1 and Phase 2 of the CMP.
Technical System & Fiber Design
ISMS will first create a deployment phasing plan, then produce all required detailed
technical system design drawings including installation and connection details and
specifications. This section also includes the city wide fiber deployment design. The fiber
design includes designing the backbone routing, fiber counts, and the location of required
IDF’s, etc. It includes all required fiber system drawings except for the detailed CAD
drawings of each individual parcel, since that will be the responsibility of the installing
contractor. Contractor bid documents will be provided by ISMS, where appropriate, for the
City to supply to potential contract bidders.
Headend, Datacenter, and NOC Electronics & Systems Design
ISMS will design and document the headend implementation electronics and systems (the
entry point for incoming services), the datacenter electronics and systems (where the
network electronic systems are located), and the NOC (Network Operations Center)
electronics and systems where the day-to-day operational control of the network and
customer service takes place.
Final and complete technical, electronics, and systems design: construction drawings,
electronics systems, implementation directions, and contractor bid documents will be
completed by ISMS.
Note: Physical and environmental design of the Kent data center has been provided
under a separate proposal.
Vendor and Contractor Negotiations
ISMS will participate in and assist the City with all contract negotiations that impact the
Connected Community Initiative and the CMP. ISMS will negotiate on behalf of the City
with potential contractors and provide a summary review of each contractor’s bid.
Ordinance Creation
To the degree that new ordinances need to be drafted and enacted by the City to
implement and support the Connected Community Initiative and CMP, ISMS will assist City
officials with the wording of such ordinances and provide guidance in how to implement
them.
Regulation and Code Compliance
ISMS will provide a review and summary of any potential City, county, or state codes or
regulations that may be impacted by, or have impact on, the Connected Community
Initiative and the CMP. To the degree possible, ISMS will propose solutions for any
potential conflicts.
Conditions of Approval Requirements
ISMS will provide detailed requirements that builders must adhere to when building new
homes or remodeling old homes with regards to how they interface with the new
communications network infrastructure.
Review & Revise Financial/Business Model
ISMS will revise the business model design based on decisions made during Phase 1 & 2,
14
CONSULTANT SERVICES AGREEMENT - 3
(Over $10,000)
including costs from the chosen service provider(s), updated construction costs,
operational expenses, cost of ownership, ROI, etc.
Create Program Schedule & Milestones
ISMS will create a new schedule and milestones based on information from Phase 1 & 2
along with the information gathered under this proposal.
Geographic Information System (GIS) Integration Design, Consulting, &
Solutions
ISMS will provide comprehensive consulting and design services for the expansion of, and
improvements to, the GIS system in the City of Kent, WA, including the following specific
details.
A conceptual overview and vision for GIS in the City of Kent... what functions it should
serve and how it integrates into all the other information systems in the City
Meetings with City GIS staff and current Public/Private users of GIS data to review and
document current uses of GIS data, how GIS data is obtained and input, and wish lists for
the future
A detailed review and summary of how an enhanced and expanded GIS solution will
support, and be integrated into, the Kent Connected Community Initiative and how it will
be used to interconnect with other City systems and shared data.
ISMS will provide specifications for additional GIS software that will be needed to support
the GIS needs of the City.
ISMS will provide the specifications for integration of all 3rd party software as well as all
interactions with 3rd party software vendors and suppliers
ISMS will draft and supply detailed standards documents for City developers and others
providing planning documents to the city. These documents will outline exactly how
documents are to be submitted, including format, level of detail, etc. such that documents
can be efficiently integrated directly into the City GIS system.
Prepare and recommend security policies and procedures to secure the integrity of the
GIS database
Develop a web portal policy and standards for how GIS data will be made available to the
citizens of Kent, in what form, and what is and is not to be made available on the City’s
website
After consultation with City officials, ISMS will completed a detail report outlining what
decisions have been made, including an outline of the next steps
Storage Area Network (SAN) Design & Consulting
ISMS will provide comprehensive consulting and design services for the deployment of a more
comprehensive Storage Area Network (SAN) in the City of Kent, WA that is appropriate to meet
the current and future needs of the City, including the following specific details.
A conceptual overview and vision for what a more comprehensive City SAN would look
15
CONSULTANT SERVICES AGREEMENT - 4
(Over $10,000)
like, why it is necessary, how it will be used and by whom, and how it will be deployed
A complete review of current City requirements for data storage, operations, backup,
security, including all data that can be collected in this regard
A complete review of what is technologically possible, what needs may be required in the
future, and how a newly deployed and more comprehensive City SAN can serve the
current and future needs of the City government
A detailed review and summary of how a more comprehensive SAN solution will support,
and be integrated into the Kent Connected Community Initiative
Design the relocation and integration of the existing City SAN systems into a new SAN
architecture, in the Kent Data Center facility, for redundant disc to disc backup
ISMS will provide the actual technical design of the SAN including the following detailed
items:
• Research of all major and appropriate hardware vendors and their products
• Review all technical considerations such as block level and file level writing and FDDI
(Fiber Distributed Data Interface)
• Final hardware selection recommendations for all SAN components and devices
including power, backup, and operations components
• A comprehensive technical system design including wiring schematics, equipment
locations, interconnects, and terminations.
• Detailed installation and configuration plans
• Mounting, racking, and all other physical requirements, including cooling, grounding,
mounting, assembly, electrical requirement, etc.
Prepare and recommend SAN disaster recovery, data retention, routine maintenance, and
backup plans and procedure policies
Prepare and recommend a standard policy for managing updates and configuration
changes
Prepare and recommend a standard policy and procedures for continuous anti-virus
scanning of all SAN components, including a recommendation for standardized software
and procedures for scheduled scans
Specifications and recommendations for physical security and data security
HVAC and humidity specifications, potential heat loads from all hardware sources, and
thermal patterns, including all requirements for HVAC including air flow, cooling
capacities, and emergency backup
Electrical supply requirements including filtered power; lighting, surge, and noise
protection; and grounding specifications
16
CONSULTANT SERVICES AGREEMENT - 5
(Over $10,000)
DC equipment power requirements and specifications including a complete DC power
design (if DC power is to be utilized)
Backup power requirements to support the SAN, including cooling and minimum lighting
Plans and recommendations for any SAN monitoring requirements
Required on-site meetings with Kent IT personnel to complete the SAN design
On behalf of, and in consultation with the City, ISMS will negotiate with selected
hardware/software vendor(s) to obtain the best possible value for the City
Although the above-described scope of work is drawn from the Exhibit A proposal, the
Exhibit A proposal supplements, but does not supersede, the above-described scope of work or
any of the terms and conditions of this Agreement.
Consultant further represents that the services furnished under this Agreement will be
performed in accordance with generally accepted professional practices within the Puget Sound
region in effect at the time those services are performed.
II. TIME OF COMPLETION. The parties agree that work will begin on the tasks
described in Section I above immediately upon the effective date of this Agreement. Upon the
effective date of this Agreement, Consultant shall complete the work described in Section I
within 120-240 days after receipt of contract and deposit payment.
III. COMPENSATION.
A. The City shall pay the Consultant, based on time and materials, an amount not to
exceed $ 305,000 plus approved expenses for the services described in this
Agreement. This is the maximum amount to be paid under this Agreement for the
work described in Section I above, and shall not be exceeded without the prior
written authorization of the City in the form of a negotiated and executed
amendment to this agreement. The Consultant agrees that the hourly or flat rate
charged by it for its services contracted for herein shall remain locked at the
negotiated rate(s) for a period of one (1) year from the effective date of this
Agreement. The Consultant's billing rates shall be as delineated in Exhibit A - Kent,
WA Connected Community Initiative, Consolidated ServicesProposal •
Communications MasterPlanning (CMP) - Phase 3 • Geographic Information System
(GIS) Integration Design, Consulting, & Solutions • Storage Area Network (SAN)
Design & Consulting dated July 24, 2008.
B. Consultant has expressed its sincere interest in continuing to provide services to
develop and implement the City’s Connected Community Initiative. The phase of
work contemplated in this Agreement represents the third of four planned phases to
implement this initiative. However, the City has not yet provided funding for the
Phase 3 work. Part of the Scope of Work involves Consultant conducting outreach
to locate a private investor to fund a part of the next phase of the Connected
Community Initiative. In consideration of Consultant’s private funding obligation,
and in consideration for the City’s selection of Consultant for this Phase 3 work, and
in consideration for Consultant’s continuing eligibility for Phase 4 work, Consultant
17
CONSULTANT SERVICES AGREEMENT - 6
(Over $10,000)
will provide the services contemplated in this Agreement at no charge, and without
risk or liability to the City under any theory, specifically including, without
limitation, quantum meruit, if and only if the City is not able to provide funding for
the next phase of work, even if the Consultant and the City disagree on the
acceptability of proferred terms in any private funding agreement that the
Consultant might bring to the City for the City’s consideration. If the City does not
provide funding, the Consultant acknowledges and understands that all time spent
constitutes internal cost of doing business in order to obtain new business.
C. Consultant is a California-based company that has sought out the City as its client.
Consultant has also obtained other clients in the greater Seattle area. Accordingly,
Consultant will apportion all allowed travel, lodging, and food expenses fairly
among Consultant’s clients when Consultant is in the greater Seattle area working
for other clients as well as the City. Additionally, airfare and other travel expenses,
including food and lodging, are not allowed expenses unless the Consultant has
been directed to attend a meeting in the City or unless that travel has been pre-
approved by the City. Moreover, in every instance, the Consultant may not bill the
City its hourly fees—or any portion of its hourly fees—for travel time to and from
California; hourly rates are for work performed, not travel. All food and lodging
reimbursement requests must be fair and reasonable, within the median-priced
range in the Kent area, and the City reserves the right to dispute any
reimbursement requests that the City deems excessive. Except as provided in this
subsection C, no other expenses, direct or otherwise, will be allowed unless
approved by the City in writing; postage, telephone, email, fax, etc., are considered
typical office overhead and part of the normal cost of operating Consultant’s
business.
D. The Consultant shall submit monthly payment invoices to the City for work
performed, and a final bill upon completion of all services described in this
Agreement. The City shall provide payment within forty-five (45) days of receipt of
an invoice. If the City objects to all or any portion of an invoice, it shall notify the
Consultant and reserves the option to only pay that portion of the invoice not in
dispute. In that event, the parties will immediately make every effort to settle the
disputed portion.
IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent
Contractor-Employer Relationship will be created by this Agreement and that the Consultant has
the ability to control and direct the performance and details of its work, the City being interested
only in the results obtained under this Agreement.
V. TERMINATION. Either party may terminate this Agreement, with or without
cause, upon providing the other party thirty (30) days written notice at its address set forth on
the signature block of this Agreement. After termination, the City may take possession of all
records and data within the Consultant’s possession pertaining to this project, which may be
used by the City without restriction. If the City’s use of Consultant’s records or data is not
related to this project, it shall be without liability or legal exposure to the Consultant.
VI. DISCRIMINATION. In the hiring of employees for the performance of work under
this Agreement or any subcontract, the Consultant, its subcontractors, or any person acting on
behalf of the Consultant or subcontractor shall not, by reason of race, religion, color, sex, age,
sexual orientation, national origin, or the presence of any sensory, mental, or physical disability,
discriminate against any person who is qualified and available to perform the work to which the
18
CONSULTANT SERVICES AGREEMENT - 7
(Over $10,000)
employment relates. Consultant shall execute the attached City of Kent Equal Employment
Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion
of the contract work, file the attached Compliance Statement.
VII. INDEMNIFICATION. Consultant shall defend, indemnify and hold the City, its
officers, officials, employees, agents and volunteers harmless from any and all claims, injuries,
damages, losses or suits, including all legal costs and attorney fees, arising out of or in
connection with the Consultant's performance of this Agreement, except for that portion of the
injuries and damages caused by the City's negligence.
The City's inspection or acceptance of any of Consultant's work when completed shall not
be grounds to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF
IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF
THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY
NEGOTIATED THIS WAIVER.
The provisions of this section shall survive the expiration or termination of this
Agreement.
VIII. INSURANCE. The Consultant shall procure and maintain for the duration of the
Agreement, insurance of the types and in the amounts described in Exhibit B - ISMS, Inc.
Insurance attached and incorporated by this reference.
IX. EXCHANGE OF INFORMATION. The City will provide its best efforts to provide
reasonable accuracy of any information supplied by it to Consultant for the purpose of
completion of the work under this Agreement.
X. OWNERSHIP AND USE OF RECORDS AND DOCUMENTS. Original documents,
drawings, designs, reports, or any other records developed or created under this Agreement
shall belong to and become the property of the City. All records submitted by the City to the
Consultant will be safeguarded by the Consultant. Consultant shall make such data, documents,
and files available to the City upon the City’s request. The City’s use or reuse of any of the
documents, data and files created by Consultant for this project by anyone other than
Consultant on any other project shall be without liability or legal exposure to Consultant.
XI. CITY'S RIGHT OF INSPECTION. Even though Consultant is an independent
contractor with the authority to control and direct the performance and details of the work
authorized under this Agreement, the work must meet the approval of the City and shall be
subject to the City's general right of inspection to secure satisfactory completion.
XII. WORK PERFORMED AT CONSULTANT'S RISK. Consultant shall take all
necessary precautions and shall be responsible for the safety of its employees, agents, and
subcontractors in the performance of the contract work and shall utilize all protection necessary
19
CONSULTANT SERVICES AGREEMENT - 8
(Over $10,000)
for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be
responsible for any loss of or damage to materials, tools, or other articles used or held for use in
connection with the work.
XIII. MISCELLANEOUS PROVISIONS.
A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City
requires its contractors and consultants to use recycled and recyclable products whenever
practicable. A price preference may be available for any designated recycled product.
B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of
any of the covenants and agreements contained in this Agreement, or to exercise any option
conferred by this Agreement in one or more instances shall not be construed to be a waiver or
relinquishment of those covenants, agreements or options, and the same shall be and remain in
full force and effect.
C. Resolution of Disputes and Governing Law. This Agreement shall be governed by
and construed in accordance with the laws of the State of Washington. If the parties are unable
to settle any dispute, difference or claim arising from the parties’ performance of this
Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by
filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court,
King County, Washington, unless the parties agree in writing to an alternative dispute resolution
process. In any claim or lawsuit for damages arising from the parties' performance of this
Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or
bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award
provided by law; provided, however, nothing in this paragraph shall be construed to limit the
City's right to indemnification under Section VII of this Agreement.
D. Written Notice. All communications regarding this Agreement shall be sent to the
parties at the addresses listed on the signature page of the Agreement, unless notified to the
contrary. Any written notice hereunder shall become effective three (3) business days after the
date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to
the addressee at the address stated in this Agreement or such other address as may be
hereafter specified in writing.
E. Assignment. Any assignment of this Agreement by either party without the written
consent of the non-assigning party shall be void. If the non-assigning party gives its consent to
any assignment, the terms of this Agreement shall continue in full force and effect and no
further assignment shall be made without additional written consent.
F. Modification. No waiver, alteration, or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and Consultant.
G. Entire Agreement. The written provisions and terms of this Agreement, together
with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or
other representative of the City, and such statements shall not be effective or be construed as
entering into or forming a part of or altering in any manner this Agreement. All of the above
documents are hereby made a part of this Agreement. However, should any language in any of
the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms
of this Agreement shall prevail.
20
CONSULTANT SERVICES AGREEMENT - 9
(Over $10,000)
H. Compliance with Laws. The Consultant agrees to comply with all federal, state, and
municipal laws, rules, and regulations that are now effective or in the future become applicable
to Consultant's business, equipment, and personnel engaged in operations covered by this
Agreement or accruing out of the performance of those operations.
I. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall constitute an original, and all of which will together constitute this one
Agreement.
IN WITNESS, the parties below execute this Agreement, which shall become
effective on the last date entered below.
CONSULTANT:
By:
(signature)
Print Name: W. James Hettrick
Its: Chairman
(title)
DATE:
CITY OF KENT:
By:
(signature)
Print Name: Suzette Cooke
Its Mayor
DATE:
21
CONSULTANT SERVICES AGREEMENT - 10
(Over $10,000)
NOTICES TO BE SENT TO:
CONSULTANT:
James Hettrick
ISMS, Inc.
300 East State Street, Suite 470
Redlands, CA 92373
909.307.9888 (telephone)
909.363.8089 (facsimile)
NOTICES TO BE SENT TO:
CITY OF KENT:
Mike Carrington
City of Kent
220 Fourth Avenue South
Kent, WA 98032
(253) 253.856.4607 (telephone)
(253) 253.856.4700 (facsimile)
APPROVED AS TO FORM:
Kent Law Department
[In this field, you may enter the electronic filepath where the contract has been saved]
22
EEO COMPLIANCE DOCUMENTS - 1
DECLARATION
CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY
The City of Kent is committed to conform to Federal and State laws regarding equal opportunity.
As such all contractors, subcontractors and suppliers who perform work with relation to this
Agreement shall comply with the regulations of the City’s equal employment opportunity
policies.
The following questions specifically identify the requirements the City deems necessary for any
contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative
response is required on all of the following questions for this Agreement to be valid and binding.
If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the
directives outlines, it will be considered a breach of contract and it will be at the City’s sole
determination regarding suspension or termination for all or part of the Agreement;
The questions are as follows:
1. I have read the attached City of Kent administrative policy number 1.2.
2. During the time of this Agreement I will not discriminate in employment on the basis of
sex, race, color, national origin, age, or the presence of all sensory, mental or physical
disability.
3. During the time of this Agreement the prime contractor will provide a written statement to
all new employees and subcontractors indicating commitment as an equal opportunity
employer.
4. During the time of the Agreement I, the prime contractor, will actively consider hiring and
promotion of women and minorities.
5. Before acceptance of this Agreement, an adherence statement will be signed by me, the
Prime Contractor, that the Prime Contractor complied with the requirements as set forth
above.
By signing below, I agree to fulfill the five requirements referenced above.
Dated this 12 day of August , 2008.
By: __________________________________________
W. James Hettrick
For: ISMS, Inc.
Title: Chairman
Date: August 12, 2008
23
EEO COMPLIANCE DOCUMENTS - 2
CITY OF KENT
ADMINISTRATIVE POLICY
NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998
SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996
CONTRACTORS APPROVED BY Jim White, Mayor
POLICY:
Equal employment opportunity requirements for the City of Kent will conform to federal and
state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee
equal employment opportunity within their organization and, if holding Agreements with the City
amounting to $10,000 or more within any given year, must take the following affirmative steps:
1. Provide a written statement to all new employees and subcontractors indicating
commitment as an equal opportunity employer.
2. Actively consider for promotion and advancement available minorities and women.
Any contractor, subcontractor, consultant or supplier who willfully disregards the City’s
nondiscrimination and equal opportunity requirements shall be considered in breach of contract
and subject to suspension or termination for all or part of the Agreement.
Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public
Works Departments to assume the following duties for their respective departments.
1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these
regulations are familiar with the regulations and the City’s equal employment opportunity
policy.
2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines.
24
EEO COMPLIANCE DOCUMENTS - 3
CITY OF KENT
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT
This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the
Agreement.
I, the undersigned, a duly represented agent of
Company, hereby acknowledge and declare that the before-mentioned company was the prime
contractor for the Agreement known as that was entered into on the
(date) , between the firm I represent and the City of Kent.
I declare that I complied fully with all of the requirements and obligations as outlined in the City
of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity
Policy that was part of the before-mentioned Agreement.
Dated this day of , 200___.
By:___________________________________________
For: __________________________________________
Title: _________________________________________
Date: _________________________________________
25