Loading...
HomeMy WebLinkAboutContract No. 2014-2579INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT This INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT (this "Agreement ") entered into by and between the City of Roseville, a Minnesota municipal corporation ( "Roseville'), and the City of Columbia Heights, a Minnesota municipal corporation ( "Columbia Heights'), is effective upon the execution of this Agreement by the named officers of both organizations. Roseville and Columbia Heights are referred to individually as "Party" and collectively as the "Parties" or the "Cities ". WHEREAS: The City of Roseville and the City of Columbia Heights agree to work collaboratively in the areas of Information Technology and related service areas, collectively referred to as "IT ", and, WHEREAS: The purpose of this Agreement is to define the terms and conditions under which services will be defined and provided between Roseville, by and through Roseville's Information Technology Division ( "Roseville IT ") and the City of Columbia Heights. Under this Agreement, either party may provide services to the other. NOW, THEREFORE, in consideration of the mutual covenants herein and for good and valuable consideration, receipt of which is hereby acknowledged, the Parties agree as follows; SECTION I- DE>F'INITIONS. As used in this Agreement, certain terms shall have the following meanings: 1.1 "Agreement" shall mean the combined terms and conditions of this Agreement and of specific Task Order depending on context. 1.2 "Provider" shall mean the party to this Agreement defined within a Task Order specified as providing the service to the other party. 1.3 "Recipient" shall mean the party to this Agreement defined within a Task Order specified as receiving services from or through the other party. 1.4 "Services" shall generally represent the "Scope of Services" as defined within a Task Order and may represent any combination of labor, whether provided by the Provider's employees or a third party designated by the Provider, use of facilities, equipment, software, or material goods utilized or consumed in providing the Services. 1.5 "Task Order" shall represent the terms and conditions of this Agreement that specify services, products, and other costs incurred by one party that are to be compensated by the other party. Task Order refers to the written specifications for either annually renewable Services or project -based Services that are completed under accomplishment of specified deliverables or other project event. Task Orders are more fully defined in Section 10. 1.6 "Holidays" includes New Year's Day, Martin Luther King, Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving, Christmas Eve, Christmas Day, and other days that are consistent with past practices. 1.7 "Service Hours" means, unless otherwise noted, the hours of 8 a.m. to 5 p.m. local time, Monday through Friday, excluding Holidays. 1.8 "Entity" means any corporation (including any non -profit corporation), general partnership, limited partnership, limited liability partnership, joint venture, estate, trust, cooperative, foundation, society, political party, union, company (including any limited liability company or joint stock company), firm or other enterprise, association, organization or entity. 1.9 "Governmental Body" means any (a) nation, principality, state, commonwealth, province, territory, county, municipality, district or other jurisdiction; (b) federal, state, local, municipal or foreign government (including any agency, department, bureau, division, court, or other administrative orjudicial body thereof); or (c) governmental or quasi - governmental authority of any nature. 1.10 "Software" means software programs, including supporting documentation and online help facilities. Software includes applications software programs and operating systems software programs. 1.11 "Business Continuity" means the ability to maintain operations /services in the face of a disruptive event. SECTION 2 - EFFECTIVE DATE The effective date of this Agreement is July 1, 2014 or the last date of signature by all parties, whichever is later and remains in effect until termination, as set forth in Section 3 of this Agreement. SECTION 3 -TERMINATION 3.1 Termination for Convenience. Either party may terminate this Agreement or a specific Task Order for convenience, after first providing written notice of the intent to terminate to the other party, one year in advance. 3.2 Termination of Task Order. Each Task Order shall specify the timeline for notice to terminate that Task Order. 3.3 Termination by Mutual Agreement. The parties may terminate this agreement in whole or in part, at any time by mutual agreement. 3.4 Termination of the Agreement shall also terminate any active Task Orders under this Agreement. 3.5 Termination of a Task Order will terminate all Services as defined by the Task Order but does not alter any terms or conditions of any other active Task Order or this Agreement. 3.6 In the event written notice of termination is given by either party, both parties shall work to accomplish a complete transition of services being terminated without interruption of, or adverse impact on, the services enjoyed by either party under this Agreement. The disentanglement process shall begin as soon as possible, but not later than the date of termination. Disentanglements will be defined as a Task Order and both parties, shall in good faith, seek to maintain existing service levels and minimize the disruption of services until the disentanglement is completed. Each party shall bear its cost of disentanglement, unless separately defined within a Task Order, or as may otherwise be agreed by both parties. 3.7 Third -Party Authorizations. Provider shall execute any third -party authorizations necessary to grant the Recipient the use and benefit of any third -party contracts, to the limits allowed by the contracts. 3.8 Licenses to Proprietary Software. Provider shall negotiate to allow the Recipient (after receiving written approval from the Provider) to use, copy, and modify, applications and programs developed by the Provider that would be needed in order to allow the Recipient to continue to perform for itself, unless otherwise prohibited by the software's licensing agreement. 3.9 Delivery of Documentation. Provider shall make reasonable efforts to deliver to the Recipient or its designee, at the Recipient's request, all available documentation and data related to the Recipient, including the Recipient Data held by Provider. Costs incurred will be borne by Recipient. 3.10 Personnel. Should the Recipient decide to reduce or terminate any portion of this Agreement, to the extent that such reduction or termination will displace one or more Provider employees, then it is agreed that the parties w i 1 I, if feasible transfer personnel from the Provider to the Recipient in order to provide a reasonable opportunity to provide staff continued employment. 4.1 The Management Committee, composed of a designated representative for Columbia Heights and Roseville shall provide oversight and administer this agreement. Designated representatives are considered authorized representatives of their respective management and shall be empowered with authorities granted to the Management Committee under this Agreement. 4.2 The Management Committee shall meet quarterly (or as otherwise mutually agreed) to review the performance with regard to material aspects, risk management, as well as the effectiveness and value of the Services and Task Order provided between the Provider and the Recipient. 4.3 Agreement Review. The Management Committee will meet annually, to formally review and, to the extent mutually agreed upon by the Parties, update the terms, pricing, conditions and other details of this Agreement and any Task Order so that the on -going business requirements of both Parties are met. 5.1 In the event of a dispute between Columbia Heights and Roseville regarding the delivery of Services under this Agreement or any related Task Order, the Management Committee shall review disputes and recommend options for resolution to the involved personnel. 5.2 Any dispute not resolved by the Management Committee shall be referred to the Columbia Heights City Manager and the Roseville City Manager (collectively "City Managers "), or their designated representatives, who shall review the dispute and options for resolution. The resolution of the City Managers regarding the dispute shall be final as between the parties and shall be reduced to writing as an addendum to this Agreement. 5.3 Any dispute under Section 5.1 of this Agreement that cannot be resolved by the City Managers may be submitted to mediation through the State of Minnesota Bureau of Mediation Services, the cost of which shall be borne equally between the parties. 5.4 In the event either parry determines that there has been a breach of the provisions of this Agreement or a related Task Order which cannot be resolved by the City Managers, the Agreement or related Task Order may be terminated as described in Section 3. A Provider is, and shall at all times be, deemed to be an independent contractor in the provision of the Services set forth in this Agreement. Nothing in this Agreement shall be deemed or construed as creating a joint venture or partnership between the Parties. Neither Party is by virtue of this Agreement authorized as an agent, employee, or legal representative of the other Party, and the relationship of the Parties is, and at all times will continue to be, that of independent contractors. A Provider shall retain all authority and responsibility for the provision of Services, standards of performance, discipline and control of personnel, and other matters incident to the performance of services by a Provider pursuant to this Agreement. A Provider shall comply with all relevant Federal, State, and municipal laws, rules, and regulations. Nothing in this Agreement shall make any employee of the Recipient jurisdiction, an employee of a Provider jurisdiction or any employee of a Provider jurisdiction, an employee of the Recipient jurisdictions for any purpose, including but not limited to, withholding of taxes, payment of benefits, workers' compensation benefits, or any other rights or privileges afforded said employees by virtue of their employment. Neither the Recipient nor the Provider shall transfer or assign, in whole or in part, any or all of their respective rights or obligations under this Agreement without the prior written consent of the other. 8.1 Each party agrees to indemnify, defend, save and hold harmless the other, its officials, employees and agents from any and all liability, demands, claims, causes of action, suits or judgments, including costs, attorney fees and expenses incurred in connection therewith, or whatsoever kind or nature, arising out of, or in connection with, or incident to, its negligent acts or omissions under this Agreement. Without limiting the generality of the foregoing, the parties further expressly agree to indemnify, defend, save and hold harmless the other party, its officials, employees, and agents, from and against any and all liability, claims, demands, losses, damage, costs, causes of action, suits or judgments, including attorney fees, costs or expenses incurred in connection therewith, for deaths or injuries to person arising out of, in connection with, or incident to the performance of this Agreement by a Provider, its officials, employees, or agents. Provided, however, that this provision does not indemnify a Recipient against liability for damages arising out of the Recipient's failure to abide by reasonable industry and user standards and the reasonable requirements provided by a Provider which include, but are not limited to, procedures, guidelines, and security instructions for proper use, user maintenance, and mandatory user security responsibilities. 8.2 Section 8.1 of this Agreement shall include any claim made against a Recipient by an employee of the Provider or subcontractor or agent of the Provider, even if the Provider is thus otherwise immune from liability pursuant to the Minnesota workers' compensation law provided, however, this paragraph does not purport to indemnify the Recipient against the liability for damages arising out of bodily injuries to person caused by, or resulting from, the sole negligence of the Recipient, its elected' officials, officers, employees and agents. 8.3 Section 8.1 of this Agreement shall further include any claim made against either parry regarding payment of any taxes other than state sales tax on tangible goods. 8.4 In the event of litigation between the parties to enforce rights under this section, each party shall bear its own attorney's fees and costs. 8.5 Nothing in this Agreement shall constitute a waiver of the statutory limits of liability set forth in Minnesota Statutes Chapter 466 or a waiver of any available immunities or defenses. ' XL 9.1 Notices. Except as otherwise provided, any notices to be given under Section 3 of this Agreement or termination of any Task Order shall be in writing and shall, at a minimum, be delivered electronically or postage prepaid and addressed to: City of Columbia Heights City of Roseville Name: John Nichols Name: Terrence Heiser Title: Police Information Systems Specialist Title: Information Technology Manager Email: John. Nichols @ci.columbia- heights.mn.us Email: network.manager@metro- inet.us Address: 590 40th Ave. NE Columbia Heights, MN 55421 Address: 2660 Civic Center Drive Roseville, MN 55113 9.2 Choice of Law; Consent to Jurisdiction. This Agreement shall be construed in accordance with, and governed in all respects by, the internal laws of the State of Minnesota. 9.3 Force Majeure. Neither Party will be liable for delays or failure to perform Services if due to any cause or conditions beyond its reasonable control, including, but not limited to, delays or failures due to acts of God, natural disasters, acts of civil or military authority, fire, flood, earthquake, strikes, wars, or utility disruptions (shortage of power). 9.4 Entire Agreement; Amendment; Waivers. This Agreement, together with all Exhibits hereto, constitutes the entire agreement between the Parties pertaining to the subject matt.er hereof and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written, of the Parties. No supplement, modification or waiver of this Agreement shall be binding unless executed in writing by the Party to be bound thereby. No waiver of any of the provisions of this Agreement shall be deemed or shall constitute a waiver of any other provision hereof (whether or not similar), nor shall such waiver constitute a continuing waiver unless otherwise expressly provided. 9.5 Severability. In the event that any one or more of the provisions contained in this Agreement or in any other instrument referred to herein, is, for any reason, held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision of this Agreement or any other such instrument and the invalid, illegal or unenforceable provision shall be deemed modified so as to be valid, legal and enforceable to the maximum extent allowed under applicable law. 9.6 Parties Obligated and Benefited. This Agreement will be binding upon the Parties hereto and their respective permitted assigns and successors in interest and will inure solely to the benefit of such Parties and their respective permitted assigns and successors in interest, and no other Person. 10.1 Where Columbia Heights and Roseville exchange Services under this Agreement, such Services will be defined in the form of a Task Order, in writing and signed by the Management Committee. (a) The intent of this provision is to ensure clear communications and commitment prior to either party taking action or incurring costs on behalf of the other. Both parties will act in good faith to identify requirements, expectations and to adhere to the commitments specified within this Agreement. (b) Services exchanged or actions taken with the intent of providing Services between Columbia Heights and Roseville without an agreed Task Order will not be covered by the terms of the Agreement and incurred costs will not be reimbursed. The party requesting Services covenants, by way of executing a Task Order pursuant to this Agreement that its requests for Service are within the annual budget for that party. (c) In cases of emergency, where the urgency of circumstance precludes the practicality of executing a Task Order for a Service not covered by an existing Task Order, the Task Order may be reduced to writing and executed as soon after provision of Services as is practicable. Where the parties cannot agree on the terms of the written Task Order, the parties agree to follow the dispute resolution procedures set forth in Section 5. An emergency may be any unanticipated event or circumstance outside the bounds of existing provisions under any active Task Order that the Management Committee members or the designees of both parties declare as such. (d) Unless agreed otherwise by both parties, the costs incurred in the planning, preparing and processing of a Task Order by one party will not be charged to the other. 10.2 All Task Orders are subject to the terms and condition of this Agreement. 10.3 All Task Orders must minimally include acceptance by the Management Committee. The Management Committee shall ensure that any additional authorization requirements, with respect to their individual organizations, have been secured prior to initiating or amending the Task Orders. 10.4 Duration of a Task Order shall be defined in the Task Order and may be: a limited time period; concluded upon accomplishment of specified deliverables; or a continuing Service with regular renewal review. (a) Task Orders may address Services that are of a general or continuous nature that would be reviewed annually, at the same time as the Agreement. Such Task orders may also be terminated in accordance to the terms defined in Section 3. (b) Alternatively, Task Orders may also be defined in association with a specific Project which would include specific criteria for normal completion (e.g. point -in- time, deliverable acceptance); these too may be terminated in accordance to the terms defined in Section 3. 10.5 Task Orders may not amend this Agreement or its terms and conditions, but shall specify Services, rates, and other aspects of the scope of work for specific Services related to this Agreement. The terms of a Task Order will apply only to the specific Task Order and may not change such terms or conditions relative to the Agreement or other Task Orders. 10.6 Each Task Order will utilize the standardized form. Attached as Exhibit A. 10.7 Provider of Services will track and report status, as may be defined in the Task Order, with regard to: (a) Performance- related service levels. (b) Progress towards deliverables. (c) Billed costs vs. maximum specified annual Task Order budgeted amount. 10.8 If the deliverables specified in a Task Order are not achieved or the Recipient believes it is not receiving acceptable service, the parties shall follow the dispute resolution procedures set forth in Section 5 and for Termination for Breach set forth in Section 5.4. 11.1 Unless agreed otherwise by both parties, the Provider will present invoices to Recipient monthly. Charges for Services will be invoiced no later than thirty (30) days following the period in which Services were delivered, costs incurred and all relevant vendor or supplier invoices have been received, or the project milestone for payment is accomplished. 11.2 Invoices may combine charges from multiple Task Orders, unless otherwise defined for a specific Task Order. 11.3 Invoices shall include: (a) Total of all charges represented on the invoice. (b) Itemization by Task Order and as further instructed within the Task Order. (c) Copies of third -party invoices representing a basis for the invoiced charge. (d) Any other detail as may be specified within the related Task Order. 11.4 Unless otherwise defined in the Task Order, invoices are due and payable to the Provider within thirty (30) days of receipt of the invoice by the Recipient. An invoice may be disputed within the thirty (30) day period. Any Provider- proposed resolution will restart the thirty (30) day period for payment, without waiving the Recipient's rights to dispute resolution under Section 5. 11.5 Invoiced amounts may be changed upon mutual consent of parties pursuant to Section 10 and each affected Task Order. 11.6 Disputes regarding invoices that cannot be otherwise resolved, the parties agree to follow the dispute resolution procedures set forth in Section 5. KM 9 [6108 PAS 0 04 tAX 12.1 Assigned staff. Provider shall designate the personnel to provide services to the Recipient. Recipient reserves the right to review the qualifications of personnel providing services under this Agreement, and to make recommendations regarding placement of such personnel for the benefit of Recipient. 12.2 If the Recipient believes that the performance or conduct of any person employed or retained by the Provider to perform obligations under this Agreement is unsatisfactory for any reason, or is not in compliance with the provision of this Agreement, the Recipient will notify the Provider. The Provider will establish a plan to resolve the issue within a deadline agreeable to the Recipient. If a mutually acceptable solution can not be reached, the parties agree to follow the dispute resolution procedures set forth in Section 5. 12.3 Access to Recipient facilities. The Recipient, depending on requirements of the Task Order, in its sole discretion, may approve any Provider employees requiring access to any Recipient facility. Should Recipient refuse access to any Provider employee attempting to act in accordance with this Agreement, the Provider shall not be held in breach of this Agreement as to the Services affected. 12.4 Staff substitution. In the event that Recipient notifies Provider that it wishes Provider to replace an employee of the Provider providing services to Recipient, Recipient and Provider shall meet to attempt to resolve Recipient's concerns. If the parties are not able to resolve Recipient's concerns within ten (10) days after Recipient's notice to Provider (or such later date agreed upon by both parties), provider shall exercise reasonable diligence to honor Recipient's requests to replace the staff member. 12.5 Background checks. As may be required by the Recipient and the requirements of a Task Order, the Provider shall be responsible for conducting a background check on all personnel hired after the effective date of this Agreement or after the effective date of the related Task Order who provide services to the Recipient. The background investigation shall include but not be limited to, a credit check and criminal records check for misdemeanors and felonies. If requested by the Recipient, background checks will be performed on current employees that have access to the Recipient's sensitive data. 12.6 Staff Direction. In situations where Columbia Heights's staff receives direction from Roseville staff or Roseville's staff receives direction from Columbia Heights's staff that may be in conflict with either Columbia Heights's or Roseville's IT strategic direction, policy or guidelines, terms and conditions of this Agreement, or that may result in potential risk to either Party's shared infrastructure, the involved staff will immediately notify the Management Committee of such potential conflict and of the relevant policy, guideline or term or condition of this Agreement and delay implementing such direction, unless immediate action is required to ensure business continuity, until the conflict can be resolved in consultation with the Management Committee. The parties will provide one another and their respective staff members with copies of their respective strategic plans, policies, and guidelines and of this Agreement. Neither party is obligated to delay action based on a strategic plan, policy, guideline or term or condition of this Agreement if such copies have not been provided. The Management Committee will make best efforts to expedite identification and resolution of conflicts and provide prompt direction to their respective staff members. If the parties are not able to resolve the conflict, the provisions of Section 5 (Dispute Resolution) shall apply. 12.7 Employees physically working at a facility of the other party will act in accordance with all policies and procedures regarding appropriate conduct in that party's workplace. Exceptions may be identified by the Provider and are subject to acceptance by the Recipient. SECTION 13 - TECHNOLOGY PLANNING 13.1 Strategic Information Technology planning. Columbia Heights and Roseville both engage in strategic technology planning that includes establishing a strategic IT direction, and determining technology initiatives and investments in accordance with Columbia Heights and Roseville strategic business goals. 13.2 Each party is invited to participate in the other party's strategic planning process. IN WITNESS WHEREOF, Columbia Heights and Roseville have caused this Agreement to be executed in their respective names by their duly authorized officers and have caused this Agreement to be dated as of the 18th day of June, 2014. CITY COUNCIL LETTER Meeting of June 212014 AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAL: ITEM: Approve Agreement for Information BY: Scott Nadeau BY: NO. Technology Shared Service with DATE: June 9, 2014 DATE: MetroINET regarding Two Factor Authentication BACKGROUND: Starting in 2013, the federal government has mandated that police agencies that connect to federal law enforcement data utilize a Two Factor Authentication (2FA) solution for mobile law enforcement squad car computing environments. For law enforcement agencies, this means that additional software and hardware is required to be purchased and installed for a connection to law enforcement databases in a mobile environment. The Columbia Heights Police Department has examined multiple 217A compliant options and is recommending entering into an agreement with MetroINET (formerly Roseville I.T.). ANALYSIS /CONCLUSION: During negotiations with Terence Heiser, network manager of MetroINET, it was found that they had a compliant and reliable solution which was already running in a number of police agencies, to include three Anoka County police agencies. We have reviewed the contracts and agreements which are included with this letter and find that the cost, reliability, and expertise offered by MetroINET make it the best alternative for the CHPD. Additional considerations included our ability to contract for additional computer services in the future where we could either purchase or sell additional services as needed. In other words, once John Nichols, the Police Department Information Systems Specialist, is no longer the administrator of the Anoka County records system, we would have the option of having him assist MetroINET with projects for which the city would be compensated. This would lower our overall cost for associated projects. Additionally, the agreement with MetroINET stipulated that our agreement in reference to 2FA can be terminated with a 120 day written notice. After discussing our options with Joe Kloiber, the City of Columbia Heights' Finance Director, we agreed that a future consideration should include a reasonable degree of severability in the event that we wish to consider other, including internal, options in the future. This agreement has been reviewed by Joe Kloiber, Aleksandr Chernin, and Jim Hoeft and all conclude that the agreements for Two Factor Authentication are in order and represent the best alternative for our city at this time. The projected annual recurring charges for this service are $13,065.01, with a nonrecurring up -front charge of $7,811.03 for implementation costs. RECOMMENDED MOTION: MOTION: Motion to authorize the Mayor and City Manager to enter into the Information Technology Shared Service Agreement with MetroINET to provide Two Factor Authentication services to the City of Columbia Heights Police Department at a cost of $7,811.03 plus $13,065.01 annually. COUNCIL ACTION: Information Technology Shared Service Agreement Task Order This Task Order is a specification of Services to be provided between the City of Columbia Heights and the City of Roseville; it is an addendum to the current Information Technology Shared Service Agreement ( "Agreement ") and is subject to the terms and conditions of the Agreement. Task Order # 2018 - CHOOIA Title 2018 NetMotion Mobility® ( "Mobility Services ") Service Start Date 01/01/2018 End Date 12/31/2018 Provider ROSEVILLE POC Terre Heiser — Network Manager Recipient COLUMBIA HEIGHTS POC I Lenny Austin — Chief of Police The following sections define the scope of Services as well as service levels and performance criteria and measurement expectations. INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 2018- CH001A Pagel of 3 I . Purpose: The purpose of this Task Order is to establish parameters for the provision of NetMotion Mobility® ( "Mobility Services ") by the Provider to the Recipient, and to define the terms and conditions under which the Provider will execute these Mobility Services. Both Parties agree to work cooperatively to fulfill the terms and purpose of this Task Order. 2. Background: NetMotion Mobility® provides a central point for securing mobile computers that connect to network resources over open wireless networks. NetMotion Mobility® is a client /server application providing end -to -end security using US government standards for security and encryption and supports multiple forms of single and two - factor authentication. 3. Task Description: Provider currently operates and maintains a NetMotion Mobility® server system to provide secured and encrypted connections between mobile units and its internal network. Through this task order, the Provider will extend use of this system to the Recipient. 4. Delivery Price Notes/Remedy: Initial service cost is calculated as a share of known and assumed costs associated with the delivery of the Mobility Services. The cost is shared amongst multiple municipal agencies that utilize the Mobility Services. Prices may be adjusted annually based on a review of actual operating costs and labor costs associated with the delivery of the Mobility Services. 5. Billing Type: Capital recovery costs billed at time of purchase. Support services billed annually. 6. Scope of Work: a. Provider i. Provider will support and maintain the server components for NetMotion Mobility®. ii. Provider will grant access over the Provider's Internet connection to allow connectivity to Recipients Mobile Data Provider. iii. Provider will maintain the necessary licenses for NetMotion Mobility® to cover Recipients covered mobile computers. iv. Provider will work with Recipient on configuring access between the Recipient's Covered Units and the Recipient's internal network servers and applications. v. Provider will work with Recipient on configuring software for Covered Units. b. Recipient i. Recipient will configure software and hardware for Covered Units as directed by the Provider. ii. Recipient will be first point of contact for mobile users for trouble resolution. Support Scope Changes: It is expected that the Covered Units supported will fluctuate that might cause an adjustment of the support fee. The following events will trigger an automatic review of the support budget amount: a. Change in Authenticated VPN User Units i. Increase in the supported user accounts of 10% or more during the term of the agreement. INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 2018- CHOOIA Page 2 of 3 ii. Decrease in the supported user accounts of 20% or more not related to seasonal or temporary staff fluctuations. Change in NetMotion Device Units i. Any change in the number of computer devices requiring a NetMotion Mobility® Device license. 8. Assumptions and Contraints: a. Ownership of Equipment and Licenses i. Provider will retain ownership of servers (physical or virtual), server licensing and NetMotion Mobility XE Server application licenses. ii. Provider will retain ownership of end -user client licenses associated with NetMotion Mobility unless transfer of licenses allowed by the software manufacturer. iii. Recipient will retain ownership of any physical equipment purchased by the Recipient for their exclusive use. iv. Recipient will retain ownership of any additional software or licenses purchased by the Recipient for their exclusive use. 9. Task Communications /Management/Reporting: Requests for assistance shall be communicated to the Provider via an authorized point of contact (POC) for the Recipient. Service requests may be submitted via telephone or electronically. Via Telephone: Help Desk — (651) 792 -7095 Calls are typically answered Monday through Friday, 7:00 a.m. until 4:30 p.m. Voice messages will be responded within 30 minutes Via Email: support2metro- inet.us Emails will generate a work ticket with a response provided within 45 minutes. Time to resolution for a Normal Incident is 72 hours. 10. Quality/Measures /Remedy: Billing will commence after the acceptance of the delivered services. 11. Duration: Annual until cancelled subject to termination provisions. 12. Termination Provision: Either party may cancel this Task Order with 120 day written notice. IN WITNESS WHEROF, Spring Lake Park and Roseville have caused this Task Order to be executed in their respective names by their duly authorized officers and have caused this Task Order to be dated as of the 22nd day of December, 2017. CITY OF COLUMBIA HEIGHTS CITY OF ROSEVILLE %o na �/yQl.Q�QLL. Lenny A Terrence Heiser Chief of P 'cc Information Technology Manager INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 2018- CH001A Page 3 of 3 2019 Addendum to contract #2014 -2579 Information Technology Shared Service Agreement - Task Order Task Order This Task Order ( "Order ") is a specification of technical and administrative support services ( "Services ") to be provided between the City of Columbia Heights ( "Columbia Heights ") and the City of Roseville ( "Roseville "); it is an addendum to the current Information Technology Shared Service Agreement ( "Agreement ") and is subject to the terms and conditions of the Agreement. Task Order # S2 -CHPD -2019 Title NetMotion Mobility® ( "Mobility Services ") Service Start Date ' 01/01/2019 End Date 12/31/2019 Terrence Heiser — Information Technology Manager ROSEVILLE POC , IT .managei•(c�cityofroseville.com 651- 792 -7092 Lenny Austin — Chief of Police COLUMBIA HEIGHTS POC police @columbiaheightsmn.gov Network Systems Engineer Computer Support Specialist Server Specialist Nonrecurring Charges ( "New Service ") Annual Recurring Charges ( "Annual Service Fee ") 2019 NetMotion Device 2019 Authenticated User (as of 09/24/2018) Prorated to Service Start See Section 4.a.i $300.00 per Device $120.00 per Authenticated User See Section 4.a.ii 13 @ $300.00 1 @ $120.00 2019 Total (ARC) $4,020.00 Covered NetMotion Devices Patrol007 -PC 10.254.145.232 (CH) Police - Unit 0007 chpd142 -pc 10.254.145.228 (CH) Police - Unit 0142 CHPD- 4275 -PC 10.254.145.230 (CH) Police - Unit 4275 CHPD- 4332 -PC 10.254.145.235 (CH) Police - Unit 4332 CHPD- 4335 -PC 10.254.145.236 (CH) Police - Unit 4335 CHPD- 5334 -PC 10.254.145.238 (CH) Police - Unit 5334 CHPD- 7047 -PC 10.254.145.226 (CH) Police - Unit 7047 Patro17066 -PC 10.254.145.234 (CH) Police - Unit 7066 CHPD- 7828 -PC 10.254.145.233 (CH) Police - Unit 7828 CHPD- 7840 -PC 10.254.145.231 (CH) Police - Unit 7840 CHPD- 8595 -PC 10.254.145.227 (CH) Police - Unit 8595 CHPD- 9224 -PC 10.254.145.229 (CH) Police - Unit 9224 CHPD- 9310 -PC 10.254.145.225 (CH) Police - Unit 9310 Authenticated User - MINETMOTIONVMI \chpd_squad This section and attachments (listed above) define the scope of Services as well as service levels and performance criteria and measurement expectations. 1. Purpose: The purpose of this Task Order is to establish parameters for the provision of NetMotion Mobility® ( "Mobility Services ") by the Provider to the Recipient, and to define the terms and conditions under which the Provider will execute these Mobility Services. Both Parties agree to work cooperatively to fulfill the terms and purpose of this Task Order. 2. Background: NetMotion Mobility® provides a central point for securing mobile computers that connect to network resources over open wireless networks. Mobility is a client /server application providing end -to -end security using US government standards for security and encryption. 3. Task Description: Provider currently operates and maintains a NetMotion MobilityR server system to provide secured and encrypted connections between mobile units and its internal network. Through this task order, the Provider will extend use of this system to the Recipient. 4. Task Details: a. The costing model for NetMotion Mobility is composed of two parts: i. New Service — For each new NetMotion device license requested, a one -time nonrecurring charge will occur in the amount of $175.00 plus $25.00 per month remaining in the annual term will be assessed. For example, a new license request received in August would be charged $175.00 plus 5 months X $25.00 for a total of $300.00. For each new Authenticated User license requested, a one -time nonrecurring charge of $75.00 will be assessed. ii. Annual Service Fee — For each existing registered NetMotion device ( "Covered Unit "), an annual recurring charge in the amount of $300.00 will be assessed. Additionally for each authenticated user account, an annual recurring charge in the amount of $120.00 will be assessed. Delivery Price Notes /Remedy: The service cost is calculated as a share of known and projected costs associated with the delivery of the Mobility Services that is distributed amongst multiple municipal agencies utilizing the Mobility Services. Each agency is charged an Annual Service Fee for each NetMotion Device license used by the agency. The fee covers the capital and operating costs for the backend NetMotion Mobility Servers, Internet bandwidth usage, NetMotion software maintenance (charged by vendor), application administration and support of the backend server and network systems. Billing Type: New Service fees will billed at time of device activation. The Annual Service Fee is billed January 1 through the term of the Task Order. Scope of Work: a. Provider i. Provider will support and maintain the server components for NetMotion Mobility® ii. Provider will grant access over the Provider's Internet connection to allow connectivity to Recipients Mobile Data Provider. iii. Provider will maintain the necessary licenses for NetMotion Mobility ®to cover Recipients covered mobile computers. iv. Provider will work with Recipient on configuring access between the Recipient's Covered Units and the Recipient's internal network servers and applications. v. Provider will work with Recipient on configuring NetMotion Mobility® software for Covered Units. b. Recipient i. Recipient will be responsible for configuring the client software and hardware for their Covered Units as directed by the Provider. ii. Recipient will be first point of contact for their respective mobile users for trouble resolution. iii. Recipient is responsible for diagnosing, and resolving trouble issues related to their Covered Units. 8. Assumptions and Constraints: a. Ownership of Equipment and Licenses i. Provider will retain ownership of servers (physical or virtual), server licensing and NetMotion Mobility XE Server application licenses. ii. Provider will retain ownership of end -user client licenses associated with NetMotion Mobility unless transfer of licenses allowed by the software manufacturer. iii. Recipient will retain ownership of any physical equipment purchased by the Recipient for their exclusive use. Task Communications /Management/Reporting: Requests for assistance shall be communicated to the Provider via an authorized point of contact (POC) for the Recipient. Service requests can be submitted via telephone or electronically. Via Telephone: Help Desk (651) 792 -7095 Calls are typically answered Monday through Friday 7:00 a.m. until 4:30 p.m. Voice messages will be responded within 30 minutes Via Email: supportL&rnetro- inet.us Emails will generate a work ticket with a response provided within 45 minutes. Time to resolution for a Normal Incident is 72 hours. Incident reports and summaries will be provided upon requests by the Recipient. 10. Quality /Measures/Remedy: a. All requested services performed within required periods. b. A professional, courteous demeanor maintained at all times. c. Provider will maintain timely notifications of all relevant issues and events. d. Service provided on a best - effort basis with server reliability target of 99.9% uptime. 11. Duration: Annual until cancelled subject to termination provisions. 12. Termination Provision: Either party may cancel this Task Order with 120 day written notice. Columbia Heights and Roseville have caused this Task Order to be executed in their respective names by their duly authorized officers and have caused this Task Order to be dated as of the 1 st day of January 2019. CITY OF COLUMBIA HEIGHTS CITY OF ROSEVILLE _.. .��2�!_- _ -__ _-_ Lenny A n Terrence Heis r Chief o olice Information Technology Manager 2019 Second Addendum to Contract 2014-2579