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HomeMy WebLinkAbout2020-3062.01City of Columbia Heights Mobile Device Management Statement of Work September 22, 2020 Prepared by Paragon Development Systems, Inc. 13400 Bishops Lane, Suite 190 • Brookfield, WI 53005 262-569-5300 • 800-966-6090 www.pdsit.net ISO 9001:2008 registered Contract # 2020-3062.01 PDSIT.net 1 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 STATEMENT OF WORK The purpose of this document is to state and agree upon the expectations and conditions Paragon Development Systems, Inc. (PDS) understands will lead to the successful completion of the work outlined below. This Statement of Work defines the scope, limitations, and the terms and conditions of the work to be conducted by PDS. Acceptance By signing this Agreement, the undersigned agree to the terms and conditions set forth in this document and represent the signers are authorized to execute this agreement. The terms of this agreement are valid through close of business October 30, 2020. It is assumed project services will begin within NET 90 days from signature of agreement, if not, PDS reserves the right to evaluate and adjust pricing, schedule and scope. For Paragon Development Systems, Inc.: For City of Columbia Heights: By: By: Name: Name: Title: Title: Date: Date: Paragon Development Systems, Inc. City of Columbia Heights 13400 Bishops Lane, Suite 190 590 40th Ave NE Brookfield, WI 53005 Minneapolis MN 55421 PO #__________________________ (Enter PO #, TBD or N/A) Version History Version Date Author Changes 1.0 September 22, 2020 M. McWilliams Original composition 2.0 October 15, 2020 M. McWilliams Added Policypak setup/testing and added hours to complete. Phil Jorgensen Principal Solution Architect 10/21/2020 Aleksandr Chernin IS Director 10/20/2020 PDSIT.net 2 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 Project Scope City of Columbia Heights (CoCH) has engaged PDS to help with configuring Azure Mobile Device Management to support new Windows 10 devices. PDS will assist with the following tasks: x Setup Azure Active Directory for device registration x Setup InTune x Configure profiles and policies to support: o Microsoft updates o Microsoft Defender signatures update o Lockdown workstations o Enforce encryption o Any other best practices as decided by PDS and City of Columbia Heights team x Test enrollment and configuration x Rollout to workstations will be done by City of Columbia Heights team x Policypak setup and testing x Up to 20 hours of support to be used during rollout PDS and CoCH will create a team communication document, with primary contact information, including names, phone numbers, and e-mail addresses, prior to, or in conjunction with, the start of this project. Project Planning is a necessary component to Project success. Project Planning will occur with CoCH, and will be inclusive of the following elements: 1. Design session to validate planned Project components and identify potential gaps 2. Review and confirmation of prerequisites, compatibility, and readiness 3. Structured planning to identify primary project activities, tasks, and dependencies 4. Identification of project team roles and responsibilities 5. Identification of key focus areas for functionality testing and validation 6. Development of an associated project plan and schedule 7. Identification of Enterprise Communication requirements: o End user notifications o Status update reporting and format o Change management requirements Services Schedule Project scheduling and kickoff will commence after this SOW has been duly executed and PDS has accepted a valid Purchase Order if applicable. PDS may require a lead-time of up to a PDSIT.net 3 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 maximum of Twenty (20) business days to assemble the project team. Unless otherwise agreed, Services as described in this SOW will be provided by PDS during Standard Business Hours 8:00am to 5:00pm on Business Days. Deliverables and Completion Criteria This project will be considered complete when the following services or items have been delivered: 1. Listing of outstanding issues, if any, including action plan to resolve the issues During this project engagement, the following project artifacts will be provided: 1. Weekly Project Status Reports o Risks o Issues o Action items o Financial status Client Responsibilities The following is a list of CoCH responsibilities: 1. Aleksandr Chernin will be PDS’ primary contact as designated by CoCH, and is considered an authoritative decision maker that PDS can rely on for timely response to all client responsibilities and removal of client owned roadblocks. All information, questions and problem-solving issues will be directed to PDS through this individual. If PDS is to provide other individuals ongoing information concerning the work/scheduling of PDS, CoCH must provide PDS with the names of the individuals for incorporation into the Project Communication Plan. 2. CoCH staff will be available to meet with PDS team resources and participate in meetings and information gathering sessions as needed for this project. 3. Project delays resulting from CoCH resource constraints are the responsibility of CoCH and may result in the unavailability of PDS-supplied or other resources. This could result in increased costs to CoCH or additional project delays. Projects delayed more than 90 days as a result of CoCH resource constraints may be cancelled by PDS. 4. CoCH will be responsible for obtaining approved change windows prior to finalizing the project schedule to avoid delays. 5. CoCH will promptly provide all requested information and documentation related to this project. 6. CoCH will be responsible for scheduling and communicating any project-related downtime windows related to infrastructure configuration changes or additions, if applicable, and initiating Change Request Process forms and requests within required organizational timeframes prior to finalizing the project schedule to avoid delays. PDSIT.net 4 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 7. CoCH will provide PDS resources assigned to this project with login ids or other network credentials and authorizations necessary to complete the project, including VPN remote access if remote work is required. PDS will not retain these credentials past the project’s closure meeting unless specifically authorized prior to that time. 8. CoCH will be responsible for performing a full backup of all impacted server and storage systems prior to the start of services – any data loss resulting from insufficient backup is the responsibility of CoCH. Assumptions The following assumptions were made to create this Statement of Work. These assumptions are in addition to any assumptions made in the Project Scope, Financial Plan, or other section(s) of this agreement. Should any of these assumptions prove to be incorrect or incomplete, PDS may modify the price, scope of work, or milestones. Any such modifications will be managed by the Change Management Procedures set forth later in this agreement. x CoCH represents that the appropriate licenses for all software installed by PDS are in its possession at the time of installation. CoCH will hold harmless and indemnify PDS from liability, including cost of defense, if CoCH does not own or have an appropriate license to use all licenses. x Vendor authorized Maintenance/Support Contracts are active for the components identified in this Statement of Work, and for any external components, that could directly or indirectly affect the execution of this Statement of Work. Out of Scope The following tasks and activities are explicitly noted as being out of scope for this project and will require a Change Request to incorporate within this Statement of Work, however items not listed as a part of the Project Scope or Deliverables and Completion Criteria sections and also not listed here are nonetheless considered to be out of scope: 1. During the course of the implementation PDS will provide best practice recommendations tied to effective use of the new technology as part of informal knowledge transfer; creation of actual policies and documented procedures is not included within the scope of this agreement, unless otherwise specified within this Statement of Work. 2. Occasionally, PDS will discover a bug, defect or other problem in a Customer’s software while pursuing a work assignment. Unless specifically included within the Statement of Work, any work by PDS to remediate such software problems are Out of Scope for this agreement. Upon discovery of a software problem, PDS will inform the Customer and ask if Customer wants to execute a separate agreement (e.g., Service Request) to remediate the software problems. This additional agreement may require vendor support tickets and would be administered as a billable Service Request. PDSIT.net 5 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 Change Management Procedures In the event that it may become necessary to amend this Statement of Work, the change management procedures outlined in this section will apply. Types of Change Changes to the project may be made for reasons including, but not limited to, the following: x Scope of work x Specifications of the deliverables x Non-functioning or non-availability of materials that is beyond either party’s control x Non-availability of resources that is beyond either party’s control x Environmental or architectural impediments not previously identified Change Initiation Either party of the project, PDS or CoCH may initiate a change by completing the project’s Change Request form. The initiator gives the Change Request to PDS and CoCH project managers (primary contact) to review and process. A Change Request is actionable once executed by both parties. Change Review and Approval The CoCH and PDS project managers are responsible for: x Tracking the change requests x Evaluating Changes for Schedule and Financial Impact x Negotiating what the final changes will be x Obtaining the appropriate approvals for each change x Adding changes to the Statement(s) of Work x Implementing approved changes The CoCH project manager is responsible for obtaining budgetary approval, if needed, for the change. Terms and Conditions: Warranties, Indemnification and Limits to Liability Whenever there is a conflict between a Change Request and a prior agreement or a previously- executed Change Request, the terms and conditions of the most recent Change Request shall prevail. PDS represents that it will provide services in a timely, professional and workmanlike manner. PDS makes no other warranties, express or implied, as to performance, quality, merchantability or fitness for a particular purpose. PDS shall indemnify and hold CoCH harmless from claims for intellectual property infringement regarding software or equipment provided by PDS. In no event will PDS be liable for any damages in excess of the amount of fees or compensation actually PDSIT.net 6 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 received by PDS in the prior three-month period. In no event will PDS or CoCH be liable to the other for any indirect, incidental, special, punitive or consequential damages (including the other party’s allegations of lost profits, business, revenue, goodwill or anticipated savings, even if informed of the possibility). PDS shall have no liability for CoCH Content, except when damaged, lost or stolen due to PDS’ gross negligence. Financial Plan Services outlined in this agreement will be provided by PDS based on the following price structure. Services Description Est. Hours Hourly Rate Est. Price Architect 50 $175.00 $8,750 Project Management 8 $135.00 $1,080 ESTIMATED PRICE $9,830 Billable Increments and Rates: x All services will be billed in quarter hour increments x A minimum of four (4) hours is required for all onsite work and two (2) hours is required for all remote work x After-hours and weekend rate will be one and a half times (1.5x) the rate listed in this Statement of Work x Holiday Rate will be two times (2x) the rate listed in this Statement of Work If the estimated, or actual cost including incidental expenses has the potential to exceed 10% of the original quoted estimate, PDS will work directly with the identified Project Contact to further define, and if necessary, initiate the Change Management Procedures set forth above in this agreement. Consulting services performed by PDS resources will occur remotely. Travel and expenses, if requested, will be submitted and billed to CoCH as actual. Expenses may include airfare, hotels, per diem meals, car rental or mileage (billed at standard IRS mileage rates) and travel time. PDS will make every effort to minimize travel and expenses to the extent possible. PDS can estimate these expenses upon request. Travel to other sites by PDS consultants is not required. CoCH will be invoiced for professional services as follows: x Monthly once work has begun. PDSIT.net 7 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 x CoCH will be invoiced for hours incurred. Hours in excess of estimated hours will require joint approval by PDS and CoCH Pricing for this agreement is based solely on the information provided by CoCH and the information outlined in this agreement. A $500.00 fee will be charged to CoCH should this agreement be cancelled after execution. Any product, item or service that is not included in the scope, deliverables, or assumptions is not a part of this agreement and will require a Change Request or new Statement of Work. Upon signature from CoCH, PDS will schedule the additional time/resources as needed. PDS standard payment terms are NET 30 from date of invoice. PDS retains the right to charge interest at the legally allowable rate on all undisputed amounts aged beyond NET 30 days. Non-Solicitation Customer agrees that it will not, during this Agreement and for six (6) months after its termination, solicit as an employee a “Key PDS Employee” without a written consent of a PDS officer. A “Key PDS Employee” is a designation for those employees whose retention is reasonably necessary for the protection and financial welfare of the Company and ability to continue serving the Customer. In this instance, a Key PDS Employees would include: (i) a senior PDS officer or project manager who is responsible for managing the Services or deliverables (equipment) for that particular Customer, or (ii) an architect, trained at considerable Company expense, who is an expert technician in computer system solution design or development or configuration of technical designs and/or software. As a reasonable accommodation to a Key PDS Employee who may desire employment with Customer, PDS will consent to the Key PDS Employee’s release from this restrictive non-solicitation covenant if the Customer provides consideration to PDS for the loss of its highly-trained, expert employee. The consideration would be this: If Customer hires or retains the services of a Key PDS Employee, Customer will make payment to PDS of twenty percent (20%) of the employee’s initial starting salary and bonus (with Customer) if hired within ninety (90) days of the date of the grant of consent or ten percent (10%) of the employee’s initial starting salary plus bonus if hired between ninety-one (91) to one hundred eighty (180) days after the grant of consent. If Customer hires or retains the services of a Key PDS Employee without the written consent of PDS, the Key PDS Employee shall be responsible for the payment of the Employee’s aggregate salary and bonus with PDS during the immediately prior twelve (12) months. The Agreement shall in all respects be governed by, and construed in accordance with, the laws of the State of Wisconsin, without reference to conflict of laws principles. PDSIT.net 8 of 8 ©PDS, Inc. SM10600 Rev. Y 12/19 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Mobile Device Management – OID 20425 Notice All notices or other communications required or permitted hereunder or necessary or convenient shall be in writing and shall be deemed to have been delivered when mailed by first class mail, postage prepaid or by fax or e-mail addressed as follows: If to Paragon Development Systems, Inc.: Paragon Development Systems, Inc. Attn: Jenna Lara 13400 Bishops Lane Brookfield, WI 53005 Phone: 800-966-6090 Email jlara@pdsit.net If to City of Columbia Heights City of Columbia Heights Attn: Aleksandr Chernin 590 40th Ave NE Minneapolis MN 55421 Phone: 763-706-3638 Email is_director@columbiaheightsmn.gov