HomeMy WebLinkAboutContract 35334 CITY SECRETARY
CONTRACT NO.
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into by
and between the CITY OF FORT WORTH (the "City" or "CFW"), a home rule municipal corporation
situated in portions of Tarrant, Denton and Wise Counties, Texas, acting by and through Karen L.
Montgomery, its duly authorized Assistant City Manager, and DATA APPLICATIONS CORPORATION
("DAC") a Texas corporation and acting by and through Richard Kauefer, its duly authorized President,
separately referred to each as a "party"and collectively referred to as the"parties."
In consideration of the mutual covenants and considerations set forth herein, the parties hereby agree as
follows:
The Contract documents shall include:
1) This Agreement plus all attachments listed below, which are attached hereto and incorporated herein
for all purposes incident to this Agreement:
a) Exhibit A—Statement of Work
b) Exhibit B—Pricing and Payment Schedule
c) Exhibit C -- Policy for Sanitization of City IT Equipment and Electronic Media
d) Exhibit D--Service Level Agreement
e) Exhibit E—Non-Disclosure Agreement
f) Exhibit F—Limited Access Agreement
2) City of Fort Worth Request for Offer ("RFO") No. 06-0167, which is incorporated herein by reference
for all purposes incident to this Agreement;
3) Data Applications Corporation's (DAC) response to that request ("Response") dated August 17, 2006,
which is incorporated herein by reference for all purposes incident to this Agreement.
In the event of a conflict between the contract documents, the order of precedence is as follows: (i) this
Agreement plus all attachments (ii) RFO No. 06-0167 (iii)the Response.
1. SCOPE OF SERVICES.
DAC hereby agrees to provide the City with professional consulting services for the purpose of
computer and technology equipment maintenance and support. Attached hereto and incorporated for
all purposes incident to this Agreement is Exhibit "A," Statement of Work, more specifically describing
the services to be provided hereunder.
2. TERM.
The initial term ("Term") of this Agreement shall begin on the date last executed by all parties
("Effective Date") and be effective for a period of two (2)years ("Initial Term"), unless terminated earlier
in accordance with any applicable provision set forth herein. The term may be extended upon the
mutual written agreement of the parties for up to three (3) consecutive one-year periods.
3. COMPENSATION.
The City shall pay DAC in accordance with the provisions of this Agreement as specified in
Exhibit "B," Pricing and Payment Schedule, which is attached hereto and made a part of this
agreement for all purposes. DAC shall not perform any additional services for the City not specified by
this Agreement unless the City requests and approves in writing the additional costs for such services.
The City shall not be liable for any additional expenses of DAC not specified by this ALeemen the
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City first approves such expenses in writing.
4. TERMINATION.
4.1. Written Notice.
The City or DAC may terminate this Agreement at any time and for any reason by
providing the other party with sixty(60) days written notice of termination.
4.2 Non-appropriation of Funds.
In the event no funds or insufficient funds are appropriated by the City in any fiscal period
for any payments due hereunder, City will notify DAC of such occurrence and this Agreement
shall terminate on the last day of the fiscal period for which appropriations were received without
penalty or expense to the City of any kind whatsoever, except as to the portions of the payments
herein agreed upon for which funds shall have been appropriated.
4.3 Duties and Obligations of the Parties.
In the event that this Agreement is terminated prior to the Expiration Date, the City shall
pay DAC for services actually rendered as of the effective date of termination and DAC shall
continue to provide the City with services requested by the City and in accordance with this
Agreement up to the effective date of termination.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
DAC hereby warrants to the City that DAC has made full disclosure in writing of any existing or
potential conflicts of interest related to DAC's services and proposed services with respect to the Scope
of Services to be provided under this Agreement. In the event that any conflicts of interest arise after the
Effective Date of this Agreement, DAC hereby agrees immediately to make full disclosure to the City in
writing. DAC, for itself and its officers, agents and employees, further agrees that it shall treat all
information provided to it by the City as confidential and shall not disclose any such information to a third
party without the prior written approval of the City. DAC shall store and maintain City information in a
secure manner and shall not allow unauthorized users to access, modify,delete or otherwise corrupt City
information in any way. DAC shall notify the City immediately if the security or integrity of any City
information has been compromised or is reasonably believed to have been compromised.
If the City is required to disclose any documents that may reveal any DAC proprietary
information to third parties under the Texas Public Information Act, Chapter 552 of the Texas
Government Code (the "Act"), or by any other legal process, law, rule or judicial order by a court of
competent jurisdiction, the City will utilize its best efforts to notify DAC prior to disclosure of such
documents. The City shall not be liable or responsible in any way for the disclosure of information not
clearly marked as "Proprietary / Confidential Information" or if disclosure is required by the Act or any
other applicable law or court order. In the event there is a request for such information, it will be the
responsibility of DAC to submit reasons objecting to disclosure. A determination on whether such
reasons are sufficient will not be decided by the City, but by the Office of the Attorney General of the
State of Texas or a court of competent jurisdiction.
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6. RIGHT TO AUDIT.
DAC agrees that the City shall, until the expiration of three (3) years after final payment under
this contract, have access to and the right to examine at reasonable times any directly pertinent books,
documents, papers and records of DAC involving transactions relating to this Contract at no additional
cost to the City. DAC agrees that the City shall have access during normal working hours to all
necessary DAC facilities and shall be provided adequate and appropriate work space in order to conduct
audits in compliance with the provisions of this section. The City shall give DAC reasonable advance
notice of intended audits.
DAC further agrees to include in all its subcontractor agreements hereunder a provision to the
effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final
payment of the subcontract, have access to and the right to examine at reasonable times any directly
pertinent books, documents, papers and records of such subcontractor involving transactions related to
the subcontract, and further that City shall have access during normal working hours to all subcontractor
facilities and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of
intended audits.
7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that DAC shall operate as an independent contractor as to
all rights and privileges granted herein, and not as agent, representative or employee of the City. Subject
to and in accordance with the conditions and provisions of this Agreement, DAC shall have the exclusive
right to control the details of its operations and activities and be solely responsible for the acts and
omissions of its officers, agents, servants, employees, contractors and subcontractors. DAC
acknowledges that the doctrine of respondeat superior shall not apply as between the City, its officers,
agents, servants and employees, and DAC, its officers, agents, employees, servants, contractors and
subcontractors. DAC further agrees that nothing herein shall be construed as the creation of a
partnership or joint enterprise between City and DAC.
8. LIABILITY AND INDEMNIFICATION.
DAC SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS,
PROPERTY DAMAGE ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL
PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT
CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF DAC, ITS OFFICERS,AGENTS, SERVANTS OR EMPLOYEES.
DAC COVENANTS AND AGREES TO, AND DOES HEREBY, INDEMNIFY, HOLD
HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES,
FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS FOR EITHER PROPERTY DAMAGE
OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO DAC'S BUSINESS AND ANY
RESULTING LOST PROFITS) ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND
ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT
OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF DAC, ITS OFFICERS, AGENTS,
SERVANTS OR EMPLOYEES.
9. ASSIGNMENT AND SUBCONTRACTING.
DAC shall not assign or subcontract any of its duties, obligations or rights under this Agreement
without the prior written consent of the City. If the City grants such consent to an assignment, the
assignee or subcontractor shall execute a written agreement with the City and the DAC under which the
assignee or subcontractor agrees to be bound by the duties and obligations of DAC under this
Agreement. DAC and the Assignee shall be jointly liable for all obligations under this Agreement. If the
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City grants consent to a subcontract, the subcontractor shall execute a written agreement with DAC
referencing this Agreement under which the subcontractor shall agree to be bound by the duties and
obligations of DAC under this Agreement as such duties and obligations may apply. DAC shall provide
the City with a fully executed copy of any such subcontract.
10. INSURANCE.
DAC shall provide the City with certificate(s) of insurance documenting policies of the following
minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this
Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$1,000,000 Aggregate
(b) Automobile Liability
$1,000,000 Each accident on a combined single limit basis or
$250,000 Property damage
$500,000 Bodily injury per person per occurrence
Coverage shall be on any vehicle used by the DAC, its employees, agents,
representatives in the course of the providing services under this Agreement. "Any
vehicle" shall be any vehicle owned, hired and non-owned.
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease- per each employee
$500,000 Disease- policy limit
This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits consistent with
statutory benefits outlined in the Texas workers' Compensation Act (Art. 8308 — 1.01 et
seq. Tex. Rev. Civ. Stat.) and minimum policy limits for Employers' Liability of$100,000
each accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per
disease per employee
(d) Technology Liability (Errors &Omissions-E&O)
$1,000,000 Each Claim Limit
$1,000,000 Aggregate Limit
Technology coverage may be provided through an endorsement to the Commercial
General Liability (CGL) policy, or a separate policy specific to Technology E&O. Either is
acceptable if coverage meets all other requirements. Coverage shall be claims-made,
and maintained for the duration of the contractual agreement and for two (2) years
following completion of services provided. An annual certificate of insurance shall be
submitted to the City to evidence coverage.
10.2 Certificates.
Certificates of Insurance evidencing that the DAC has obtained all required insurance
shall be delivered to the City prior to DAC proceeding with any work pursuant to this
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Agreement. All policies shall be endorsed to name the City as an additional insured
thereon, as its interests may appear. The term"Cit)('shall.include its employees, officers,
officials, agent, and volunteers in respect to the contracted services. Any failure on the
part of the City to request required insurance documentation shall not constitute a waiver
of the insurance requirement. A minimum of thirty (30 ) days notice of cancellation or
reduction in limits of coverage shall be provided to the City. Ten (10) days notice shall be
acceptable in the event of non-payment of premium. Such terms shall be endorsed onto
DAC's insurance policies. Notice shall be sent to the Risk Manager, City of Fort Worth,
1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the
same address.
11. COMPLIANCE WITH LAWS. ORDINANCES, RULES AND REGULATIONS.
DAC agrees to comply with all applicable federal, state and local laws, ordinances, rules and
regulations. If the City notifies DAC of any violation of such laws, ordinances, rules or regulations, DAC
shall immediately desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
DAC, for itself, its personal representatives, assigns, subcontractors and successors in interest,
as part of the consideration herein, agrees that in the performance of DAC's duties and obligations
hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law. If any claim arises from an alleged violation of this non-discrimination
covenant by DAC, its personal representatives, assigns, subcontractors or successors in interest, DAC
agrees to assume such liability and to indemnify and defend the City and hold the City harmless from such
claim.
13. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined
to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3)
received by the other party by United States Mail, registered, return receipt requested, addressed as
follows:
To THE CITY: To DAC:
City of Fort Worth/IT Solutions Data Applications Corporation
1000 Throckmorton 4408 Sunbelt
Fort Worth TX 76102-6311 Addison,TX 75001
Facsimile: (817) 392-8654 Facsimile: (972) 250-6978
14. SOLICITATION OF EMPLOYEES.
Neither the City nor DAC shall, during the term of this agreement and additionally a period of one
year after its termination, solicit for employment or employ, whether as employee or independent
contractor, any person who is or has been employed by the other during the term of this agreement,
without the prior written consent of the person's employer.
15. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement, the City does not waive or
surrender any of its governmental powers.
16. NO WAIVER.
The failure of the City or DAC to insist upon the performance of any term or provision of this
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Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or DAC's
respective right to insist upon appropriate performance or to assert any such right on any future occasion.
17. CONSTRUCTION.
This Agreement shall be construed in accordance with the internal laws of the State of Texas. If
any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue
for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court
for the Northern District of Texas, Fort Worth Division.
18. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,
legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
19. FORCE MAJEURE.
The City and DAC shall exercise their best efforts to meet their respective duties and obligations
as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to
force majeure or other causes beyond their reasonable control (force majeure), including, but not limited
to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy,
fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental
authority, transportation problems and/or any other similar causes.
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only and shall not be
deemed a part of this Agreement.
21. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this
Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved
against the drafting parry shall not be employed in the interpretation of this Agreement or exhibits hereto.
22. AMENDMENTS/MODIFICATIONS/EXTENSTIONS.
No extension, modification or amendment of this Agreement shall be binding upon a party hereto
unless such extension, modification, or amendments is set forth in a written instrument, which is executed
by an authorized representative and delivered on behalf of such party.
23. ENTIRETY OF AGREEMENT.
This Agreement, including the schedule of exhibits attached hereto and any documents
incorporated herein by reference, contains the entire understanding and agreement between the City
and DAC, their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with
any provision of this Agreement.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this %/eday of
2002.
CITY GF FORT WORTH: DATA APPLICATION CORPORATION:
Karen L. Montgomery 4Rhard Kauefer
Assistant City Manager/CFO /�� President
ATTEST:
_ ATTEST:
By:
�-j M rty Hendrix Sus + gEL►e-EiZ
City Secretary
Sic 2E.'tP Z-�
APPROVED AS TO FORM AND LEGALITY:
Male-sFiakkFarmer
Assistant Dty Attorney
Contract Authorization
M&C:
Date Approved: 41 ) jQW(7
FRECORD
CITY SECRETARY
FT. 1� ORT'H,TX
EXHIBIT A
STATEMENT OF WORK
Computer Support Services
1.1 General Requirements
a. Data Application Corporation (DAC), includes DAC, its employees, directors, officers, partners,
shareholders, agents, authorized representatives, and subcontractors.
b. DAC must be certified as a warranty provider for the following standard equipment brands:
• Dell
• Hewlett-Packard
C. Services shall be performed by service personnel trained and certified by manufacturer and/or
nationally recognized training/certification authorities as necessary for the types of standard
equipment and software covered by the agreement. Service personnel shall posses the following
certifications at a minimum:
• CompTIA Network+
• CompTIA A+
• Current Operating System
• DELL Optiplex, Latitude and Precision
• Dell warranty on Dell products line.
d. Where DAC is the warranty provider, they shall acquire and maintain all necessary certifications
for the firm and the service personnel during the term of the agreement. In the event that the City
modifies its list of standard hardware or software, DAC agrees to acquire and maintain any
certifications necessitated by such modification within 90 days.
1.2 Receiving
The IT Solutions department handles the administrative tasks involved with ordering new and
replacement computers. Once a computer has been ordered for delivery to DAC, the purchase order
information and relevant work order information will be forwarded to DAC. Upon receiving the equipment,
DAC shall verify equipment against purchase order, make sure it is asset tagged properly, and then
prepare the equipment for installation or, if systems have been ordered for stock, place the systems in
inventory.
a. DAC shall have the ability to receive computer systems, printers, etc. from the manufacturer or
reseller and store up to 300 systems locally until deployed.
b. DAC shall perform three way match to ensure the equipment that was ordered has been shipped
and received. DAC shall verify all equipment received by matching shipments with the following
items:
• City of Fort Worth purchase order
• Manufacturer and/or distributor packing list
• IT Request
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Discrepancies are to be noted and forwarded to ITS Finance within 3 days of receipt.
C. All systems, printers, etc. received shall be tested and burned in for at least 12 business hours.
d. All systems, printers, etc. must be entered into the DAC's asset tracking system and receive an
asset tag within 3 business days of receipt.
e. DAC shall forward copies of the packing slips for each order with the appropriate asset ID
indicated on the packing slips within 4 business days of receipt of equipment.
If. DAC Receiving report shall be updated daily with date of equipment receipt.
g. IT Services Specialist or designee shall be informed immediately (same day) of any
discrepancies or Dead on Arrival (DOA) equipment.
h. While DAC is in possession of any equipment covered by the agreement, DAC shall be
responsible for all risk of loss or damage of the equipment. In the event that equipment is lost or
damaged, DAC shall replace it with new equipment of equal or better features and performance
as determined by the City. The City will have sole discretion to accept or reject proposed
replacement equipment. If the City rejects the replacement, DAC shall acquire a replacement
that meets the City's specifications or reimburse the City for total cost of replacing the equipment
at the City's discretion.
The following Service Level Agreements will apply to Receiving services:
i. DAC shall receive, test, burn-in and tag each system within 5 business days of receipt. Note that
this SLA applies to systems that do not require immediate installation (e.g., those systems that
will be placed in stock for later installation). Systems that require immediate installation must be
tested, burned-in and tagged within the SLA timeframe established for installations in accordance
with Section 1.3 below.
1.3 Installations
In general, the City performs eight distinct types of computer installations as follows:
a. New Install: The installation of a new computer where there was no computer before.
b. Install w/Disposal: Replacing an existing computer with a new computer and disposing of the old
computer.
C. Install w/Redeploy: Replacing an existing computer with a new computer and returning the old
computer to inventory for later redeployment. [2 installs]
d. Install w/EOL: Replacing an existing computer with a new computer and returning the old
computer to the leasing company.
e. High Security: Replacing an existing computer with a new computer and sanitizing the computer
of all data prior to returning or disposing of the old computer.
f. EOL Only: Uninstalling an existing computer and returning it to the leasing company.
g. Limited Install: Basic preparation of a computer to be installed by another department.
h. Server Setup: Basic server preparation.
Installations may involve purchased, leased or redeployed systems. The following table defines the
requirements for each type of installation for computer systems.
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1 DAC shall coordinate with end-user to perform pre-installation
interview of system to be replaced. X X X X
2 DAC shall conduct a pre-installation interview of each system to be
replaced including hardware, software and profiles, using a provided X X X X
checklist.
3 DAC shall coordinate with IT Solutions and the customer
(department and/or end-user as appropriate) to determine X X X X X X
installation schedules andspecial customer needs.
DAC shall coordinate with IT Solutions to determine installation
4' schedules andspecial needs. X
5. DAC shall unpack system and set up at user-specified location. X X X X X X
6 DAC shall unpack system and set up at specified location including
rack mounting ifspecified. X
7 DAC shall connect and test all peripheral devices that came with the
system monitor, mouse, keyboard, etc. . X X X
B. DAC shall connect and test all peripheral devices that came with the
system (monitor, mouse, keyboard, etc.). If end-user requires or
prefers, install old keyboard and mouse (e.g., natural keyboard, X X X X
track ball, etc.) and leave new keyboard and mouse with end-user.
9 DAC shall connect and test other peripherals at the end-user's
locations (e.g., printers, scanners, PDAs, etc. as required. X X X X X X
10. DAC shall configure the system tooperate on the Cit 's network. X X X X X X X
11 DAC shall transfer end-user profiles from system to be replaced to
new system including email accounts (with contacts and personal X X X X
folders) and web browser favorites.
12 DAC shall create standard profiles for up to five end-users of the
system including email and web browsing. X
13 DAC shall set up and test modem (City dial in) and configure VPN
Client as needed. X X X X X
14 DAC shall configure the system for City and/or County mainframe
access as necessary. X X X X X
15 DAC shall load any user-supplied, shrink-wrapped software
approved for Cityuse which meets licensingrequirements.
X X X X X
16. DAC shall confirm that Systems Management Server is installed and
operational after first user log in by making a remote connection to X X X X X
the PC by calling the Hel Desk.
17. DAC shall configure the appropriate user security level. X X X X X
18 DAC shall configure and test system backup per end-user
reference and consistent with IT Solutions' guidelines. X X X X X
19 DAC shall transfer drive mapping settings from system to be
replaced to news stem and test. X X X X
20. DAC shall create and test standard drive mappings. X
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21 DAC shall transfer network printer settings from system to be
replaced to news stem and test. X X X X
22 DAC shall install and test network printing devices per end-user
reference. X
23 DAC shall transfer shortcut settings from system to be replaced to
news stem and test. X X X X
24 DAC shall transfer share settings from system to be replaced to new
system. X X X X
25 DAC shall load on new system any City-approved software that was
installed on the system to be replaced. X X X X
26 DAC shall install all latest available operating system service packs
and security updates. DAC shall verify the operation of automated X X X X X
virus updates.
27 DAC shall transfer all current end-user data as directed by the City
including but not limited to My Documents, Favorites, Desktop files X X X X
and folders, etc. to news stem.
28 DAC shall create and securely store backups of old hard drive(s) for
30 days. After 30 days, backups shall be deleted so as to be X X X X
unrecoverable.
29 DAC shall provide basic operational instructions to the end-user
based on material provided by the manufacturer or IT Solutions. X X X X X
30. DAC shall review a post-installation checklist (provided by IT
Solutions) with the end-user and obtain si noff. X X X X X X
31 DAC shall leave City and/or manufacturer supplied handouts and
trainingmaterials with the end-user as directed b the City.
X X X X X X
32. 1 DAC shall remove all installation packaging. X X I X X X X
33. DAC shall sanitize the system by overwriting (3 passes with DOD
approved sanitation software guidelines) the data at every
addressable location on all system disk drives prior to removing the
system from the site. A Certificate of Destruction is required. See X
Exhibit C Policy for Sanitization of CFW IT Equipment and Electronic
Media _
34. DAC shall remove old system and coordinate with IT Solutions to
update asset tracking system. X X X X X X
35. DAC shall notify the IT Solutions Customer Support Center of any
unresolved issues or end-user requests before leaving the site. X X X X X X X
36. If the system being replaced is a leased system that must be
returned, DAC shall make arrangements with the City and the X X X X
shipping company for the return of the system.
37 After making the required backup of the system being replaced,
DAC shall completely sanitize the system by overwriting (3 passes
with DOD approved sanitization software guidelines) the data at
every addressable location on all system disk drives. A Certificate of X X X X
Destruction is required. See Exhibit C Policy for Sanitization of CFW
IT Equipment and Electronic Media
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38 If the system being replaced will be redeployed within the City or will
be maintained in inventory for future redeployment, DAC must re-
image the system with the standard City image provided by IT X X
Solutions. Re-imaging must be done after sanitization and not in lieu
of sanitization.
39. DAC shall surface clean all components of system being replaced. X X X X
40. DAC shall remove all exterior labels or asset tags from old system
components X X X X X
41 Leased systems that are due for return to the lessor shall be
returned per the arrangements made by the City with the leasing X X X X
company.
42 DAC agrees to satisfy all leasing company requirements for return of
leased equipment including repair or replacement of parts if X X X X
necessary.
43. Systems that will be redeployed within the City shall be stored in
inventory until redeployment. X X
44. In the event that asset disposal services are provided by a separate
Vendor, DAC shall make appropriate arrangements with the City and
disposal Vendor to transfer possession of systems that are due for X X X
disposal.
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The following table defines the requirements for each type of installation for printers and other systems.
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45. DAC shall coordinate with end-user to perform pre-installation interview of
system to be replaced.
X X X
46. DAC shall conduct pre-installation interview of system to be replaced including
hardware, software and profiles, usinga provided checklist. X X X
47 DAC shall coordinate with IT Solutions and the customer (department and/or
end-user as appropriate) to determine installation schedules and special X X X X X
customer needs.
48. DAC shall unpack component and set up at user-specified location. X X X X
49 DAC shall configure the component to operate on the City's network as
necessary (e.g., a network printer). DAC shall affix a label to any installed
network printing device containing sufficient information (e.g., port name, IP X X X X
address, server) to allow local users to connect to the device.
50. If the component is a peripheral, DAC shall connect it as necessary to a host
system (e.g., a local printer). X X X X
51. DAC shall install drivers or other software as necessary for proper operation of
component. Software originals shall be delivered to network administration. X X X X
52 DAC shall verify proper operation of component for up to 10 nearby users as
necessa X X X X
53. DAC shall provide basic operational instructions to the end-user based on
material provided by manufacturer or IT Solutions. I X X X X
54. DAC shall review post-installation checklist provided by IT Solutions with the
end-user and obtain si noff. X X X X X
55. DAC shall leave City and/or manufacturer supplied handouts and training
materials with the end-user X X X X
56. DAC shall remove all installation packaging. X X X X
57 DAC shall inform IT Solutions via work order and remove old system and
update DAC's asset trackingsystem. X X X X
58. DAC shall notify the IT Solutions Customer Support Center of any unresolved
issues or end-user requests before leavingthe site. X X X X X
59. DAC shall surface clean all components being replaced. X X X
60. DAC shall remove all exterior labels or asset tags from old components. X X X
61 If the component being replaced is a leased component that is due for return
to the lessor, DAC shall make arrangements with the City and shipping X X
company for the return of the component.
62 DAC shall completely sanitize the component by deleting all City data (e.g., IP
addresses for printers, etc. . X X I X X
63. Leased systems that are due for return to the lessor shall be returned per the
arrangements made with the leasing company. X X
64. DAC agrees to satisfy all leasing company requirements for return of leased
equipment. X X
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65. Systems that will be redeployed within the City shall be stored in inventory
until redeployment. X
66. In the event that asset disposal services are provided by a separate Vendor,
DAC shall make appropriate arrangements with the disposal Vendor to X
transfer possession of systems that are due for disposal.
The following Service Level Agreements will apply to Installation services:
67. DAC shall perform up to ten installations per day on any given business day. Larger installations
(11 or more units) will be handled as special projects. Each installation type as defined in the
tables above counts as one install where equipment is available.
68. NORMAL INSTALLATION - DAC shall complete an install within 5 business days from receipt of
equipment. The time to complete the install will be measured from the time the equipment is
received to the time that the end-user signs off on the installation work order/checklist. Note that
the requirements under Receiving (e.g., testing, burning-in, tagging) must be accomplished within
this SLA timeframe.
69. QUICK TURNAROUND INSTALLATION - When requested, DAC shall complete an install within
2 business days provided that the system is available in stock (already tested, burned-in and
tagged). The time to complete the install will be measured from the time the work order is
received to the time that the end-user signs off on the installation work order/checklist.
70. CUSTOMER DEFINED INSTALLATION - When requested, DAC shall complete an install within
a customer-specified timeframe that is greater than the timeframe associated with a normal install
(e.g., the customer has planned ahead and initiated the installation far in advance). The time to
complete the install will be measured from the time the work order is received to the time that the
end-user signs off on the installation work order/checklist.
71. DAC shall respond to installation "callback" issues within four hours.
1.4 Upgrades
Occasionally, on an as-needed basis, the City will engage DAC to provide hardware and/or software
upgrade services. Upgrades may include, but are not limited to:
• Memory upgrades
• Hard drive upgrades
• Removable-media drive upgrades (e.g., floppy, CDROM, DVDROM, tape drive)
• Modem upgrades
• Keyboard/Mouse upgrades
• Boards, cards or cable upgrades
• Operating system upgrades
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• Application upgrades
a. DAC shall provide hardware and software upgrade services on a time and materials basis.
b. DAC shall furnish all labor, equipment, tools, parts and materials necessary to upgrade all
equipment covered by the agreement in accordance with manufacturer's specifications. The City
will generally supply any software required for a software upgrade.
C. While DAC is in possession of any equipment covered by the agreement, DAC will be responsible
for all risk of loss or damage to the equipment. In the event that equipment is lost or damaged,
DAC will replace it with new equipment of equal or better features and performance as
determined by the City. The City will have sole discretion to accept or reject proposed
replacement equipment. If the City rejects the replacement, DAC shall acquire a replacement that
meets the City's specifications or reimburse the City for total cost of replacing the equipment, at
the City's discretion.
d. All parts furnished under the agreement shall be new, warranted and Original Equipment
Manufacture (OEM) recommended/authorized replacement parts.
e. DAC shall provide a method through which the City receives all parts at a discounted rate. DAC
will provide price lists and discount schedules as requested by the City on monthly basis or upon
request.
f. In the event that DAC is unable to perform upgrades for any equipment covered by this
agreement (e.g., the equipment is non-standard or the manufacturer exclusively provides
upgrades), DAC shall facilitate upgrades by the manufacturer or a qualified third party as
necessary.
The following Service Level Agreements will apply to Upgrade services:
g. DAC shall complete individual upgrade requests within five (5) business days. Large-scale (5 or
more units) upgrade requests will be handled as special projects when necessary.
1.5 Maintenance
As an authorized service firm for the City's standard computer and printer equipment, DAC will provide all
maintenance and repair services for such equipment. In addition, DAC will provide or facilitate
maintenance and repair services for non-standard computers, printers and other information technology
equipment covered by the agreement.
a. DAC shall service and support all information technology equipment utilized by the City and
covered by the agreement and all applicable equipment acquired during the term of the
agreement.
b. DAC shall perform warranty and post-warranty maintenance on all City standard computing
equipment utilized by the City and covered by the agreement.
C. In the event that DAC is unable to perform warranty or post-warranty maintenance for any
equipment covered by this agreement due to the fact that the equipment is non-standard or the
manufacturer exclusively provides maintenance, or for any other similar reason, DAC shall
facilitate maintenance by the manufacturer or a qualified third party as necessary.
d. DAC shall furnish all labor, equipment, tools, parts and materials necessary to maintain all
equipment covered by the agreement in accordance with manufacturer's specifications.
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e. While DAC is in possession of or working on any equipment covered by the agreement, DAC
shall be responsible for all risk of loss or damage to the equipment. In the event that equipment is
lost or damaged, DAC shall replace it with new equipment of equal or better features and
performance as determined by the City. The City shall have sole discretion to accept or reject
proposed replacement equipment. If the City rejects the replacement, DAC shall acquire a
replacement that meets the City's specifications or reimburse the City for total cost of replacing
the equipment, at the City's discretion.
f. When new parts are not available, all parts furnished under the agreement shall be warranted
and OEM recommended/authorized replacement parts.
g. DAC shall provide a method through which the City receives all parts at a discounted rate. DAC
will provide price lists and discount schedules monthly or as requested by the City.
The following Service Level Agreements will apply to Maintenance services:
h. DAC shall respond to Public Safety service calls by having qualified service personnel on site
within one hour. Public Safety service calls must be resolved within two hours (inclusive of the
time necessary to arrive on site). This service level will be available during regular business hours
(8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City holidays) and on a 24 hour x 7
days-a-week x 365 days-a-year basis. "Resolved" shall mean that the equipment and/or loaner is
installed at its designated work area and is in correct working order with all maintenance and
repair services approved by the end user.
i. DAC shall respond to Priority 1 service calls by having qualified service personnel on site within
one hour. Priority 1 service calls must be resolved within four hours (inclusive of the time
necessary to arrive on site). This service level will be available during regular business hours
(8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City holidays) and on a 24 hour x 7
days-a-week x 365 days-a-year basis. "Resolved" shall mean that the equipment and/or loaner is
installed at its designated work area and is in correct working order with all maintenance and
repair services approved by the end user.
j. DAC shall respond to Priority 2 service calls by having qualified service personnel on site within
four hours. Priority 2 service calls must be resolved within eight hours (inclusive of the time
necessary to arrive on site). This service level will be available during regular business hours
(8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City holidays) and on a 24 hour x 7
days-a-week x 365 days-a-year basis. "Resolved" shall mean that the equipment and/or loaner is
installed at its designated work area and is in correct working order with all maintenance and
repair services approved by the end user.
k. DAC shall respond to Priority 3 service calls by contacting the end-user regarding the issue within
four regular business hours. Priority 3 service calls must be resolved within 16 regular business
hours (inclusive of the time necessary to contact the end user). This service level will be available
during regular business hours (8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City
holidays) only. "Resolved" shall mean that the equipment and/or loaner is installed at its
designated work area and is in correct working order with all maintenance and repair services
approved by the end user.
1. If DAC is unable to meet the Service Level Agreement for maintenance of a particular piece of
equipment, DAC shall provide loaner equipment of equal capability at no charge to the City while
City equipment is being repaired. The City, at its discretion, may approve less capable loaner
equipment on a case-by-case basis. Provision of loaner equipment shall include configuring the
equipment to allow the end user to perform all necessary job duties during the loan period.
Configuration of equipment includes, but is not limited to, installation of standard images and
other software, transfer of user data and profiles and proper configuration for networked
operation.
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M. If DAC is unable to meet the Service Level Agreement for maintenance of a particular piece of
equipment, DAC shall provide a written status and daily update to the Customer Support Center
regarding the equipment and what steps are being taken to expedite repair.
1.6 Relocation
On an as-needed basis, the City will engage DAC to provide relocation services for employees that are
moving from one physical location to another. Equipment to be relocated will be limited to information
technology equipment covered by the agreement. The City will verify the new location has power, cable,
and network access.
a. DAC shall coordinate with IT Solutions and the customer (department and/or end-user as
appropriate)to determine relocation schedules and special customer needs.
b. DAC shall disconnect, disassemble and prepare all information technology equipment for
transport as necessary.
C. DAC shall provide interim storage for equipment up to 30 days.
d. DAC shall transport all equipment to the new location.
e. DAC shall unload, reassemble, reconnect and set up all equipment as necessary at the user-
specified location.
f. When necessary DAC will follow wiring scheme if they install new cable or make a live
connection.
g. DAC shall verify the proper operation of relocated equipment.
h. When necessary to establish connectivity, DAC shall follow wire management standards as
indicated in each closet.
i. DAC shall review a post-relocation check list providing information on the relocation address, list
of equipment to be moved and/or any special instructions. The list will be provided by IT
Solutions Business Planners with the end-user signoff.
j. While DAC is in possession of any equipment covered by the agreement, DAC will be responsible
for all risk of loss or damage to the equipment. In the event that equipment is lost or damaged,
DAC will replace it with new equipment of equal or better features and performance as
determined by the City. The City will have sole discretion to accept or reject the proposed
replacement equipment. If the City rejects the replacement, DAC shall acquire a replacement
that meets the City's specifications or reimburse the City for total cost of replacing the equipment,
at the City's discretion..
k. DAC will update all relocated systems, printers, etc. in DAC's asset tracking system within 24
hours.
The following Service Level Agreements will apply to Relocation services:
I. DAC shall complete the relocation of up to ten systems within five business days. Larger
relocations will be handled as special projects. An end-user's computer, associated peripherals
and telephone (if included) shall count as one system. A network printer, plotter or other stand-
alone equipment shall count as one system.
1.7 Recall
Occasionally, on an as-needed basis, the City will engage DAC to assist with product recalls for
information technology equipment.
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In the event of a recall of any equipment covered by this agreement, DAC shall coordinate with and assist
the City in performing the. necessary work, on,a,time and materials basis, to effectively respond to the
recall in accordance with the manufacturer's recommendations.
1.8 Special Projects
Occasionally, on an as-needed basis, the City will engage DAC to assist with special projects. Special
projects may include, but are not limited to, large-scale installations, relocations or upgrades. DAC needs
the ability to scale up available service personnel as needed for special projects.
a. The City may request that special services be performed by DAC. These services may involve
work outside of regular business hours, including weekends and holidays.When needed, the City
will notify and coordinate with DAC in advance to allow for proper coordination of personnel and
access to facilities, etc. These services may include, but are not limited to, hardware and/or
software installations, hardware and/or software upgrades, large-scale relocations, etc. Special
projects will generally be handled on a time and materials basis unless some other negotiated
price is agreed to by the City and DAC. SOW and Performance objectives (due dates, etc.)will be
established for each special project as necessary.
b. Special projects will be in addition to the normal services provided under the agreement and DAC
must still meet the service level agreements established for such services while engaged in any
special projects.
1.9 Image Management
The City develops and utilizes standard software images for its computer systems. DAC will be expected
to utilize these City-approved images as appropriate when providing computer support services. In
addition the City desires the assistance of DAC in testing images and recommending image
improvements.
a. DAC shall use only City-provided and approved images for imaging computers.
b. DAC shall not update or otherwise modify a City image unless directed to do so by IT Solutions.
In the event that DAC desires or recommends a change to an image, a written change request
must be submitted to IT Solutions/Desktop Supervisor for approval and inclusion.
C. DAC shall assist the City in testing and validating computer images in a timely manner. Image
test requests will generally be treated as Priority 2 service requests.
d. DAC shall not retain or distribute any software or data owned by the City except as directed by
the City.
1.10 Dispatch and Work Order Management
DAC shall provide a dedicated Support Specialist onsite at the City to serve as first level support, point of
contact (dispatcher),to receive work orders and handle other administrative tasks as defined in the RFO.
1.11 Asset Management
DAC shall maintain a current database record for each individual piece of equipment on which service
has been performed. The database shall be available to the City for review at any time and DAC shall
provide access to this data through a web site. Each record shall contain information regarding the
current location of the equipment, the primary user of the equipment, manufacturer, model, serial number,
City asset number, complete service history and associated costs. Upon termination of the agreement,
DAC shall provide this information to the City within 15 days in an MS Excel format spreadsheet or
database. Information will be recorded for End of Lease returns on the Scheduled Lease Return Report
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and shall be updated with each equipment return, including return authorization and way bill information.
1.12 Reporting
City desires to have daily access to up-to-date and accurate reporting information from DAC. The City
desires to be able to access and view the following reporting information online via the web:
a. DAC shall provide up-to-date information daily regarding installation inventories for new installs,
quick-turnaround installs and redeployments. This information shall be accessible, viewable,
searchable and downloadable (in an Excel compatible format) from the web and shall include:
• Work order or similar tracking number utilized by DAC
• Work order or similar tracking number utilized by the City.
• City Purchase Order number (for new equipment)
• Manufacturer
• Model
• City asset number, (active link to maintenance history record)
• Serial number
• Asset number of equipment being replaced, if applicable (active link to maintenance
history record)
• Date equipment received
• Scheduled install date
• City department where equipment is to be installed
• Notes, if applicable
b. DAC shall provide up-to-date information daily regarding installations for all equipment. This
information shall be accessible, viewable, searchable and downloadable (in an Excel compatible
format) from the web and shall include:
• Install date (or scheduled date)
• Install status
• Interview date
• Interview status
• Backup status
• City department where equipment is to be installed
• City asset number of equipment being installed (active link to maintenance history record)
• City asset number of equipment being replaced, if applicable (active link to maintenance
history record)
• Install address
• Customer name
• Customer phone
• Equipment type
• Work order or similar tracking number utilized by DAC
• Serial number
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• Equipment manufacturer
• Equipment model
• Work order or similar tracking number utilized by the City
• Notes, if applicable
C. DAC shall provide up-to-date information daily regarding receiving for all equipment. This
information shall be accessible, viewable, searchable and downloadable (in an Excel compatible
format)from the web and shall include:
• Work order or similar tracking number utilized by DAC
• Work order or similar tracking number utilized by the City.
• Date equipment received
• City Purchase Order number
• Manufacturer
• Model
• Description
• City asset number(active link to maintenance history record)
• Serial Number
• Date tested and burned in
• Test and burn-in result
• Link to packing slip
• Notes, if applicable
d. DAC shall provide up-to-date information daily regarding lease returns. This information shall be
accessible,viewable, searchable and downloadable (in an Excel compatible format) from the web
and shall include:
• Date picked up from user(or scheduled to be picked up)
• Work order or similar tracking number utilized by the City.
• City asset number(active link to maintenance history record)
• Manufacturer
• Model
• Serial number
• Description
• Sanitization status/method
• Lessor
• Date returned to lessor (or scheduled for return)
• Waybill information
• Condition of equipment
• Notes, if applicable
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e. DAC shall provide up-to-date information daily regarding maintenance history for all equipment.
This information shall be accessible, viewable, searchable and downloadable (in an Excel
compatible format)from the web and shall include:
• City asset number
• Warranty status
• Support status
• Manufacturer
• Model
• Serial number
• Description
• Work order or similar tracking number utilized by DAC
• Work order or similar tracking number utilized by the City
• Location
• User
• Cost of service
• Description of service
• Start date of service
• End date of service
• Disposition status (active link to disposition information)
• Notes, if applicable
f. DAC shall provide 4 copies monthly by the 5t' of each to month to IT Solutions Finance Contract
Manager up-to-date information regarding service level agreement compliance. This information
shall be accessible,viewable, searchable and downloadable (in an Excel compatible format)from
the web and shall include:
• Service level metrics (summary and detail)for receive/test/burn-in
• Service level metrics (summary and detail) for installations
• Service level metrics (summary and detail) for upgrades
• Service level metrics (summary and detail)for maintenance
• Service level metrics (summary and detail)for relocations
g. DAC shall provide up-to-date information daily regarding open, transferred and completed service
requests. This information shall be accessible, viewable, searchable and downloadable (in an
Excel compatible format)from the web and shall include:
• Work order or similar tracking number utilized by DAC
• Work order or similar tracking number utilized by the City
• City asset number(active link to maintenance history record)
• Manufacturer
• Model
• Serial number
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• Service request type
• Problem defined
• Status
• Estimated completion
• Open date
• Closed date
• Transfer date, if applicable
• Transfer reason, if applicable
• Priority
• Department
• Location
• Notes, if applicable
h. DAC shall provide up-to-date information daily regarding loaner equipment. This information shall
be accessible, viewable, searchable and downloadable (in an Excel compatible format) from the
web and shall include:
• Work order or similar tracking number utilized by DAC
• Work order or similar tracking number utilized by the City.
• City asset number for out of service equipment (active link to maintenance history record)
• Manufacturer
• Model
• Serial number
• Description
• Date loaned
• Date returned (or scheduled for return)
• User
• Location
• Charge
• Notes, if applicable
1.13 Training
An ongoing challenge for the IT Solutions department is to provide training for City employees related to
the proper use of information technology equipment and standard software applications. The City may
desire to take advantage of any training services offered by DAC.
1.14 Other Support
An ongoing challenge for IT Solutions' Customer Support Center (CSC) is providing desk-side support for
users when issues cannot be easily resolved over the phone. This may occur, for example, when a
problem cannot be properly diagnosed over the phone or when a software patch or upgrade cannot be
installed remotely. In addition, the CSC is optimized to support standard hardware and software and can
15
experience challenges when dealing with non-standard hardware or software. Although it will not be
within the scope of the agreement initially, the City may desire to expand the scope of the agreement in
the future (subject to budgetary constraints, etc.) to include desk-side support and support for non-
standard hardware and software (i.e., support calls that result in the need to provide desk-side support or
support calls involving non-standard hardware or software would be forwarded to DAC).
2.0 Asset Disposal Services
In the event that Asset Disposal Services are provided by a separate Vendor, DAC shall coordinate with
this vendor for equipment disposal.
Where DAC provides asset disposal services, or any other Vendor that DAC contracts with to provide
such services, the City requires assurances that hazardous electronic waste materials will be handled
and disposed of properly.
a. DAC shall provide asset disposal services for City-owned technology assets (any manufacturer)
including, but not limited to, desktop computers, laptop computers, printers, scanners, plotters,
peripheral devices, and other miscellaneous devices. DAC shall receive, inventory and
determine the fair market credit or charge for disposal of all equipment.
b. DAC shall dispose of all equipment in accordance with all applicable laws and regulations
governing such disposal. Certificate of proper disposal must be provided for each disposed
system.
C. Specifically the equipment shall be returned within 5 days of receipt of return information from the
vendor. Any equipment not returned to the vendor within 5 days, DAC shall be responsible for
subsequent lease payments under such time the equipment is returned to the vendor.
d. Shipping documentation, including Asset ID information, Return Authorization, Waybill
information, Shipper and Shipping Date shall be forwarded to the Sr. IT Service Specialist or
designee, within 3 business days of shipment. The DAC Lease Return report shall be updated
with each shipment.
e. Monthly report of equipment trade in or equipment disposal, with appropriate certificate of
destruction shall be required.
f. DAC shall provide up-to-date information regarding equipment disposal. This information shall be
accessible, viewable, searchable and downloadable (in an Excel compatible format) from the web
and shall include:
• City asset number(active link to maintenance history record)
• Manufacturer
• Model
• Serial number
• Description
• Date picked up (or scheduled to be picked up)
• Date disposed (or scheduled for disposal)
• Disposal method
• Credit/charge
• Notes, if applicable
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3.0 Common Requirements
The IT Solutions department's commitment to customer service includes: calling for appointments with
our customers, scheduling appointments at the customer's convenience, showing up on time for
appointments, leaving customer contact cards, updating and closing cases in an accurate, timely manner
and following up to ensure customer satisfaction. DAC is expected to meet all of the same expectations.
a. DAC shall identify all personnel who will be performing work under the agreement and shall
provide documentation of all required certifications. Service personnel shall be directly employed
and supervised by DAC. The City reserves the right to interview and reject service personnel
who, in its judgment, are not qualified to perform the work or who do not conduct them in a
professional manner.
b. DAC will assist the City in jointly developing and maintaining an Operations Guide containing
agreed upon processes, procedures and standards for performing the work covered by the
agreement. DAC understands that these processes, procedures and standards will evolve and
change over time and agrees to help the City maintain and improve its practices for the mutual
benefit of the City and DAC.
C. All services shall be performed in a professional manner in accordance with manufacturer's
specifications and recommended procedures and in accordance with City guidelines and
procedures.
d. DAC shall complete all administrative paperwork and/or data entry in the City's work order
systems as required by properly completing and closing out assigned work orders.
e. DAC shall invoice IT Solutions monthly for services rendered with payment terms of Net 30 from
the date of the invoice.
f. DAC shall, on a monthly basis, submit separate invoices in duplicate, for equipment installations,
repair services, Moves-Adds-Changes and EOL transportation charges. Invoices shall be
itemized and detail each cost. Invoices shall indicate the purchase/lease order number, customer
request or problem order number (HEAT) for each charge. Transportation/shipping charges, if
any, shall be listed separately. A copy of the bill of lading,the freight waybill, Return Authorization
information and returned equipment listing when applicable, should be attached to the invoice.
Mail or deliver invoices to: City of Fort Worth, IT Solutions Department, Attention: Finance Group
and address as set forth in the block of the purchase/lease order or purchase change order
entitled "Invoice/Bill to". Payment shall not be made until the above instruments have been
submitted after delivery and acceptance of the goods.
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EXHIBIT B
PRICING AND PAYMENT SCHEDULE
Com uter Install Pricing
Price per Install
Type of Install CISV Normal Quick
Turnaround
New Install $195.00 $175.00 $175.00
Install w/Dis osal $295.00 $250.00 $250.00
Install w/Redeploy $525.00 $450.00 $450.00
Install w/EOL $295.00 $250.00 $250.00
High Security $395.00 $250.00 $250.00
EOL Only $125.00 $95.00 N/A
Limited Install $125.00 $95.00 N/A
Server Setup $195.00 $175.00 $175.00
Printer/Other Install Pricing
Price per Install
Type of Install CISV Normal Quick
Turnaround
New Install $175.00 $150.00 $150.00
Install w/Dis osal $195.00 $175.00 $175.00
Install w/Redeploy $425.00 $375.00 $375.00
Install w/EOL $225.00 $195.00 $195.00
EOL Only $95.00 $75.00 N/A
Hourly Rate for Upgrades: (CISV List Price/City Price): CISV$75.00/CFW$65.00
Source for Upgrade Parts: (CISV List Price/City Price): Dell / HP/ Tech Data / Ingram Micro / PC
Connection/Image One/Depot America/other aftermarket resellers
Discount for Upgrade Parts (CISV List Price/City Price): 20% off of DAC retail/ 10% off of CISV
Understanding that requirements change over time, both parties retain the right to evaluate and
renegotiate a one-year contract extension with the City of Fort Worth after the expiration of the Initial
Term. DAC guarantees that the maximum increase that the City of Fort Worth could incur would be 1%.
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MAINTENANCE PRICING
EQUIPMENT NORMAL BUSINESS 24X7X365 SUPPORT
HOURS ONLY SUPPORT (Price per Unit per Month)
Price per Unit per Month
Standard Computer/Laptop $7.50
Premium Computer/Laptop $10.50
Standard Printer $9.00
Premium Printer $13.50
Non Standard Computer/Laptop $9.00
Non Standard Printer $10.50
Plotter $65.00
Servers $45.00
All Other Peripherals $25.00
Hourly Rate for Maintenance of Equipment not under Contract
During Normal Business Hours: $65.00
Outside Normal Business Hours: $95.00
Hourly premium for Maintenance Outside Normal Business Hours when Equipment is Under Contract
During Normal Business Hours Maintenance: $95.00
Source for Maintenance Parts: Dell/ HP/ Ingram Micro/ Tech Data/ PC Connection / ImageOne/ Depot
America/other aftermarket resellers
Discount for Maintenance Parts: 20% off of DAC retail/10% off of CISV
Standard Computers/Laptops/Workstations Standard Printers
Dell Optiplex GX270 HP LJIXXX
Dell Optiplex GX280 HP LJ23XX or higher
Dell Optiplex GX620 HP LJ3XXX
Dell Optiplex GX745 HP LJ42XX, LJ43XX
Dell Latitude D-series HP CLJ46XX, CLJ47XX
Dell Precision WS650 HP LJ55XX
Dell Precision WS670 HP LJ81XX
Dell Precision M65 All future HP LJ models
Dell Precision M70 Dell 1600
All future models Dell models Dell 5100
Panasonic Toughbook CF18 Dell 5200
Panasonic Toughbook CF29 Dell 5300
Panasonic Toughbook CF73 All future Dell laser printers
Panasonic Toughbook CF74
All future Panasonic Toughbooks
Pentablets—HP/Dell only
All scanners will be included in the Non-Standard Printer pricing category.
Non-Standard pricing starts on the 4th anniversary of the first install of the models
replacement. DAC will provide a schedule of models and the month in which they will move to
non-standard pricing. City will require 120 days notification for any price changes due to
change of equipment status.
19
Other Peripherals include (any standard/nonstandard):
Dual or standalone monitors in excess of 19" flat panels (Dual or standalone monitors 24" or
less will be covered in the appropriate PC/Laptop pricing category) ex: GIS w/25' Dual Monitor
—the second monitor will be consider as other peripheral.
Pentablets
Digital Senders
Projectors
Inventory Pricing
Inventory Scope CISV Price CITY Price
Up to 180 Locations and 8,000 Items $16,000/$2.00 $12,000/$1.50
Up to 180 Locations and 12,000 Items $21,000/$1.75 $16,000/$1.33
Up to 180 Locations and 16,000 Items $24,000/$1.50 $19,000/$1.19
Up to 180 Locations and 20,000 Items $25,000/$1.25 $22,000/$1.10
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EXHIBIT C
POLICY FOR SANITIZATION OF CFW IT EQUIPMENT
AND ELECTRONIC MEDIA
1.0 Overall Process
The following procedures must be followed prior to the sale, transfer or disposal of all CFW owned
computers, computer peripherals and all other IT devices that contain data:
■ ALL information (addressable locations) on all storage media must be completely erased
or otherwise made unreadable in accordance with Department of Defense (DoD)
Standard 5220.22-M
■ All systems retrieved from the customer must be relocated to a designated, secure
storage area until the data can be erased.
■ Storage media must be securely erased within 7 days of retrieval from the customer.
■ Once the sanitization of the storage media is complete, the process must be certified and
a Certificate of Destruction ("COD")filed with the ITS Finance team.
1.1 Sanitization of Hard Drives
There are three acceptable methods that can be employed for the sanitization of hard drives —
Overwriting, Degaussing and Physical Destruction.
The method to be used for sanitization should be determined based on the operability of the hard drive
■ A hard drive that is in good working condition must be overwritten to DOD 5220.22-M
specifications prior to disposition.
■ If the hard drive is inoperable it must be physically destroyed or degaussed.
1.2 Overwriting Specifications
All software products and applications used for the overwriting process must meet DOD 5220.22-M
specifications.
■ 5220.22-M requires overwriting with a pattern, and then its complement, followed with a
random pattern of 1's and 0's.
■ The software must have the capability to overwrite the entire hard disk drive, independent
of any BIOS or firmware capacity limitation that the system may have, making it
impossible to recover any meaningful data.
■ The software must have the capability to identify sectors that could not be overwritten.
1.3 Certification of Destruction
ITS Policy requires that a Certificate of Destruction be filed with the ITS— Finance Administration team for
all CFW-owned computers and other storage media that is removed from production.
■ The following fields are mandatory for all COD's that are submitted
- Date
- Equipment Inventory Number (PC number)
21
Equipment Serial Number
Equipment Manufacturer Model
Equipment Type (Server,Workstation, Removable Storage, Other)
Person Performing Sanitization
Date Sanitization Completed
Sanitization Method Used (DOD complaint overwrite, Degauss, Destroy)
Signature
■ A COD must be filed within 14 calendar days period of when the equipment was retrieved
from the customer.
2.0 Compliance
IT Solutions reserves the right to conduct onsite audits at vendor locations to verify that policy is being
adhered to. The vendor is responsible for assuring that appropriate employees within their organizational
authority have been made aware of and abide by the provisions of this policy.
3.0 Other Considerations:
If a backup of the data contained in the storage media is performed prior to sanitization, the system
utilized to store this data must meet the following requirements:
■ "Stand-alone"system NOT connected to the Internet or any other internal network.
■ Controlled access with login privileges granted ONLY to authorize employees.
■ Be current on all security and other software updates.
■ Situated in a physically secure location with controlled access.
All backup data should be kept for a period of 30 days after which it should be securely deleted.
22
EXHIBIT D
SERVICE LEVEL AGREEMENT
1.0 Purpose
This service level agreement establishes a baseline level of service and support expectations to be
provided by Data Applications Corporation ("DAC")to the City of Fort Worth ("City"or"CFW") as a part of
the Professional Services Agreement to which this document is an attached. It defines a service
requirement that will ensure that a high level of customer satisfaction is maintained to the City's
technology customers in regards to desktop hardware service and support. Both DAC and the City
understand that this is a general document and that circumstances not anticipated by this agreement may
arise.
2.0 Term and Scope of the Agreement
This agreement is subject to the terms and conditions of the Professional Services Agreement between
the City and DAC to which this document is attached. This service level agreement is comprised of two
separate agreements:
a. Startup Service Level Agreement
b. Desktop Support Service Level Agreement
3.0 Startup Service Level Agreement
3.1 Staffing 'Training and Certifications
DAC will need to hire additional staff for its Fort Worth office including a Site Manager, Field Service /
Installation Technicians, and a Logistics / Depot Technician. Additionally, a Customer Care Specialists
will be hired and be physically located in the City of Fort Worth's ITS Department. ITS will provide this
staff member with an appropriate work surface, seating, telephone, storage, network and Internet access.
DAC will provide necessary desktop technology(computer and printer) and office supplies. All necessary
staffing will be in place at the start of the fourth calendar month following the execution of this agreement.
Each staff member required to hold the certifications as stipulated in the RFO will have the Dell and HP
product certifications and at least one additional applicable certification before the start of the fourth
calendar month after the execution of this agreement and will complete all required certifications before
the start of the seventh calendar month. Future staffing (additions or replacements) will be allowed the
same time periods to obtain the required certifications.
3.2 Facilities
DAC will be relocating much of the logistical support necessary to meet the service levels contained in
this agreement to DAC's Fort Worth facility, including the receiving, burn in, and install preparation
process; as well as the end of life processing. A larger facility will be necessary in Fort Worth for these
functions. DAC will have these facilities available and fully functioning before the start of the fourth
calendar month after the execution of this agreement. DAC will coordinate with ITS and its product
vendors to assure a smooth transition of the delivery of new equipment to DAC-FW.
3.3 Loaners/Parts Inventory
DAC will be refreshing and increasing loaner inventories in order to provide adequate stock in case of the
inability to repair equipment prior to the restore time (based on call priority) to levels described in the
response to the City's RFO. Additionally, DAC will strategically increase spare parts inventories at the
Fort Worth facility to enhance our ability to restore equipment on a first response. Both of these inventory
levels will be attained in forty-five days from date of execution of the agreement.
23
3.4 Reporting
DAC currently provides on line reporting in several areas of interest to the City of Fort Worth. The City
has requested additional reports as well as modifications to the existing reports. DAC is currently
evaluating an upgrade to our service management software that will bring the product to current
environments (OS, database, bar coding, e-commerce) which may cause a delay in the structure
changes being requested. DAC will continue to provide all current reports and will make modifications
that we are able under the current software prior to the start of the fourth calendar month after the
execution of this agreement. All new reports as well as structural changes affected by the potential
software upgrade will be accomplished prior to the start of the seventh month after the execution of this
agreement. DAC will provide an update (written) of the software upgrade and the status of the pending
report additions and changes at the start of the fourth month.
4.0 Desktop Support
4.1 Maintenance and Repairs
He on Pin�l
Public Safety 1 hour 2 hours 100% 5'tt�¢
Uf ent 1 2 hours 4 hours 90% 5%
lrii h 2 4 NO—urs 8 hours 85% 3
Normal (3) 1 8 hours 16 hours 80% 3%
Loaner Provided When applicable When applicable 90% 200
SLA Non- Daily Update Daily Update 90% 3%
Compliance
4.2 Moves/Adds/Changes
l aleggri lie s* _19gm— .IRIP _ 5LA% L -
MAC 1-5 Systems 1 tla 5 da s 90% 1
MAC 14 Systems 2 days 10 days 9U 1%
MAC 15+S stems 2 days 15 days 90% 5%
Projects 3days As scheduled 10(}% 5%
4.3 Installation Services
7Normai
I . R�s[aor�a$ _ R o(v_s— LA -- - Penal
rocess NIA -- 5 dap
stalls N/A N/A 80%
allation 3 day e-mail 5 days as stock 80% 1%
notice permIts
{ T InaWlations 4 hours 2 days 100% 3% ---
Callback Issues 1 hour 4 hours 85% 1%
*Penalty assessed against monthly maintenance invoice.
24
5.0 Service Availability
Maintenance M—F 8:OOam—5:00 m Standard
Maintenance M -Sun 24 hours Premium Equipment Specific
Installations M - F 8:OOam —5:00 m Standard
Installations Premium 24 hours 1.5 x Standard Customer Requested
MAC M—F 8:OOam —5:00 m $65.00 hour
MAC Premium 24 hours $95.00/hour Customer Requested
Projects M—F 8:OOam—5:00 m $65.00/hour Or Quote
Projects Premium 24 hours $95.00/hour Or Quote
6.0 Reporting and Penalty Schedule
DAC will prepare a monthly SLA Metrics Report and present to designated City of Fort Worth ITS staff by
the 5th day of each month with the results from the previous calendar month. A review of this report at a
monthly SLA meeting will determine if penalties need to be assessed and to what levels. A review of
circumstances can allow a mutual decision to modify the computer-generated results. All metrics are
subject to audit by the City of Fort Worth and additional detail can be requested at any time. Additionally,
the City may bring forth verifiable data generated from their service or asset tracking systems to support
any claims not detailed in the DAC presented reports. DAC will be required to detail in the SLA Metrics
Report corrective action planned or taken to bring missed metrics back into compliance.
7.0 Client Responsibilities
The City of Fort Worth will assure all equipment, resources, software,tools, and items under the control of
the City are made available as needed and required by Data Applications Corporation in order to be in
compliance with this agreement. The City agrees to be supportive of DAC in its efforts to provide a high
level of customer satisfaction in the area of desktop support services. Any hindrance, whether planned or
unintentional, will be adjusted against the results upon city's approval and the metrics shall be
recalculated. The final results should be mutually agreed upon calculations.
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EXHIBIT E
NON-DISCLOSURE AGREEMENT
This is an agreement between City of Fort Worth ("City") located at 1000 Throckmorton Street, Fort
Worth, Texas, 76102, and Data Application Corporation, ("Recipient") with offices located at 4408
Sunbelt, Addison, Texas 75001, collectively referred to as the "Parties." Pursuant to the Professional
Services Agreement entered into between the Parties, the City may disclose or Recipient may gain
access to City information which may be sensitive, or of a technical or personal nature for business,
tracking, or other purposes ("Confidential Information") which the City considers confidential. The City
would not make such disclosures or grant such access without Recipient's agreement to maintain
confidential treatment of such information. It is understood that confidential, sensitive, personal or
technical confidential information provided by the City may be the property of City partners, City
employees or officials, as well as of City, itself. Therefore, the parties agree as follows:
1. Recipient will not disclose or use any sensitive, personal, or technical confidential information
from City designated orally or in writing as "Confidential" or "Sensitive" or in like words, or which
Recipient should reasonably know is sensitive or confidential, without the prior written consent of
City, and then only to the extent specified in such consent. Confidential Information may not be
copied by Recipient. Recipient agrees to treat Confidential Information as it would its own
Confidential Information and to disseminate it within its own organization and to its subcontractors
only to the extent necessary for the purposes for which it has been provided and only to
Recipient's employees or consultants who are bound to maintain its confidentiality.
2. Such restrictions on use or disclosure of Confidential Information described in Paragraph 1 do not
extend to any information which (i) is publicly known at the time of its disclosure (ii) is lawfully
received from a third party not bound in a confidential relationship to City (iii) is published or
otherwise made known to the public by City (iv) is independently developed by Recipient or
Subsidiary of the Recipient without using Confidential Information of City or (v) is required to be
disclosed pursuant to a court order, duly authorized subpoena, or other governmental or
legislative authority. In such cases, notice must be provided to City prior to such disclosure.
& Upon request by City, Recipient shall return all information received, with a letter confirming that
the Confidential Information has in no way been compromised, reproduced or copied and that all
copies have been returned.
4. This agreement shall be binding on the parties and their successors and assigns, shall be
governed by the laws of Texas, and shall remain effective with respect to any Confidential
Information which is disclosed by City unless either party notifies the other that subsequent
disclosures are not to be included within the terms of this agreement.
5. This agreement specifically prohibits the Recipient from granting any access to City-provided
information to any third party, other than an approved subcontractor under the Professional
Services and Software License Agreement. The Recipient is solely responsible to protect access
to City-provided information against any third party while the information is in the Recipient's
possession.
6. The Recipient shall not distribute any information in any form that was in all or partly derived from
any City- provided information.
7. RECIPIENT SHALL BE LIABLE AND RESPONSIBLE FOR ALL DAMAGES THAT THE CITY
INCURS DUE TO ANY BREACH OF THIS AGREEMENT CAUSED BY RECIPIENT, ITS
OFFICERS, AGENTS, SERVANTS, SUBCONTRACTORS OR EMPLOYEES. THE CITY, ITS
OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, SHALL NOT BE LIABLE FOR ANY
DAMAGES THAT RECIPIENT MAY INCUR AS A RESULT OF THE CITY'S RESTRICTIONS TO
26
OR DENIAL OF ACCESS TO INFORMATION ON ACCOUNT OF ANY BREACH OF THIS
AGREEMENT BY RECIPIENT, ITS OFFICERS, AGENTS, SERVANTS, SUBCONTRACTORS
OR EMPLOYEES, OR FOR ANY REASONABLE SECURITY MEASURES TAKEN BY THE
CITY. RECIPIENT, AT RECIPIENT'S OWN COST OR EXPENSE, HEREBY AGREES TO
INDEMNIFY, DEFEND AND HOLD HARMLESS THE CITY, ITS OFFICERS, AGENTS,
SERVANTS AND/OR EMPLOYEES FROM AND AGAINST ANY CLAIM, LAWSUIT, DEMAND
OR OTHER ACTION TO THE EXTENT THAT THE SAME ARISES FROM THE
UNAUTHORIZED USE, DISTRIBUTION, DISCLOSURE, OR DISSEMINATION OF CITY
CONFIDENTIAL INFORMATION AND CAUSED BY THE NEGLIGENT ACT(S) OR
OMISSION(S) OR INTENTIONAL MISCONDUCT OF RECIPIENT, ITS OFFICERS, AGENTS,
SERVANTS, SUBCONTRACTORS OR EMPLOYEES.
27
EXHIBIT F
LIMITED ACCESS AGREEMENT
A. The City of Fort Worth (the "City") owns and operates a file server computer system and network
(collectively the "Network"). Data Application Corporation ("Contractor") wishes to have access
to the City's network.
B. Contractor wishes to perform activities as defined in the Professional Services Agreement and
more specifically set forth in Exhibit A, Statement of Work, which is attached to the Professional
Services Agreement.
C. In order to perform the necessary duties, Contractor needs access to City's computer technology
software and hardware in order to provide maintenance and support services for the City's
technology equipment.
D. The City is willing to grant Contractor access to the Network, subject to the terms and conditions
set forth in this Agreement, and in the City's standard outside connections policy, ("Extranet
Standard") attached as Exhibit "F-1" and hereby incorporated by reference and made a part of
this Agreement for all purposes herein.
NOW,THEREFORE,the City and Contractor hereby agree as follows:
1. GRANT OF LIMITED ACCESS.
Contractor is hereby granted a limited right of access to the City's Network for the sole purpose
of [insert explanation of services]. Contractor can only enter the Network via the City's computer system;
therefore, the City will provide Contractor with a password and access number or numbers as necessary
to perform Contractor's duties. Contractor shall receive one password and access number to be used by
its officers, directors, employees, agents, representatives, and subcontractors, and shall only
disseminate such password and access number(s) as necessary to those who are providing services to
the City pursuant to the Professional Services and Software License Agreement.
2. NETWORK RESTRICTIONS.
2.1. Contractor may not share any passwords or access number or numbers provided by the
City except with Contractor's officers, agents, servants or employees who work directly with this
project.
2.2. Contractor may not access the Network for any purpose other than those set forth in
Section B of this Agreement.
2.3. Contractor acknowledges, agrees and hereby gives its authorization to the City to monitor
Contractor's use of the City's Network in order to ensure Contractor's compliance with this
Agreement.
2.4. A breach by Contractor, its officers, agents, servants or employees, of this Agreement
and any other written instructions or guidelines that the City provides to Contractor pursuant to
this Agreement shall be grounds for the City immediately to deny Contractor access to the
Network and Contractor's Data in addition to any other remedies that the City may have under
this Agreement or at law or in equity.
2.5. The City may terminate this Agreement at any time and for any reason.
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3. UNUATHORIZED ACCESS.
Contractor, for itself and its officers, agents, subcontractors and employees, agrees that it shall
treat all information to which it is given access, or information that is provided to it by the City as
confidential and shall not disclose any such information to a third party without the prior written approval
of the City. Contractor shall only access City Information in a secure manner and shall not allow
unauthorized users to view, access, modify, delete or otherwise corrupt City Information in any way.
Contractor shall notify the City immediately if the security or integrity of any City information has been
compromised or is believed to have been compromised.
29
EXHIBIT"F-1"TO LIMITED ACCESS AGREEMENT
EXTRANET STANDARD
Overview
The purpose of this standard is to establish the requirements under which third party organizations may
connect to the City of Fort Worth networks for the purpose of transacting City business. The standards
listed are specific activities required by Section 2.2 of the City of Fort Worth Information Security Policy.
Scope
Connections between third parties that require access to non-public City of Fort Worth resources fall
under this standard, regardless of whether a telecommunications circuit (such as frame relay or ISDN) or
Virtual Privacy Network (VPN) technology is used for the connection. Connectivity to third parties such as
the Internet Service Providers (ISPs) that provide Internet access for the City of Fort Worth or to the
Public Switched Telephone Network do not fall under this standard.
Standard
Security Review
All new extranet connectivity will go through a security review with the Information Security department (IT
Solutions). The reviews are to ensure that all access matches the business requirements in a best
possible way, and that the principle of least access is followed.
Third Party Connection Agreement
All new connection requests between third parties and the City of Fort Worth require that the third party
and the City of Fort Worth representatives agree to and sign a third party agreement. This agreement
must be signed by the Director of the sponsoring organization as well as a representative from the third
party who is legally empowered to sign on behalf of the third party. The signed document is to be kept on
file with IT Solutions. All documents pertaining to connections into the City of Fort Worth labs are to be
kept on file with IT Solutions.
Business Case
All production extranet connections must be accompanied by a valid business justification, in writing, that
is approved by a project manager in IT Solutions. Lab connections must be approved by IT Solutions.
Typically this function is handled as part of a third party agreement.
The sponsoring organization must designate a person to be the Point of Contact (POC) for the Extranet
connection. The POC acts on behalf of the sponsoring organization, and is responsible for those portions
of this policy and the third party agreement that pertain to it. In the event that the POC changes, IT
Solutions must be informed promptly.
Establishing Connectivity
Sponsoring organizations within the City of Fort Worth that wish to establish connectivity to a third party
are to file a new site request with IT Solutions to address security issues inherent in the project. If the
proposed connection is to terminate within a lab at the City of Fort Worth, the sponsoring organization
must engage IT Solutions. The sponsoring organization must provide full and complete information as to
the nature of the proposed access to the extranet group and IT Solutions, as requested.
All connectivity established must be based on the least-access principle, in accordance with the approved
business requirements and the security review. In no case will the City of Fort Worth rely upon the third
party to protect the City of Fort Worth's network or resources.
30
Modifying or Changing Connectivity and Access
All changes in access must be accompanied by a valid business justification, and are subject to security
review. Changes are to be implemented via corporate change management process. The sponsoring
organization is responsible for notifying IT Solutions when there is a material change in their originally
provided information so that security and connectivity evolve accordingly.
Terminating Access
When access is no longer required, the sponsoring organization within the City of Fort Worth must notify
IT Solutions, which will then terminate the access. This may mean a modification of existing permissions
up to terminating the circuit, as appropriate. IT Solutions must conduct an audit of their respective
connections on an annual basis to ensure that all existing connections are still needed, and that the
access provided meets the needs of the connection. Connections that are found to be deprecated, and/or
are no longer being used to conduct the City of Fort Worth business, will be terminated immediately.
Should a security incident or a finding that a circuit has been deprecated and is no longer being used to
conduct the City of Fort Worth business necessitate a modification of existing permissions, or termination
of connectivity, IT Solutions will notify the POC or the sponsoring organization of the change prior to
taking any action.
Definitions
Circuit For the purposes of this policy, circuit refers to the method of network
access, whether it's through traditional ISDN, Frame Relay etc. or via
VPN encryption technologies.
Sponsoring Organization The City of Fort Worth organization that requested that the third party
have access to the City of Fort Worth network.
Third Party A business that is not a formal or subsidiary part of the City of Fort
Worth.
[END]
31
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 4/17/2007
DATE: Tuesday, April 17, 2007
LOG NAME: 0406-0167 REFERENCE NO.: C-22072
SUBJECT:
Authorize Execution of a Contract and Confirm Purchase with Data Applications Corporation for
Computer Support Services for the Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to execute a contract with Data Applications Corporation (DAC) for computer
support services for the Information Technology Solutions Department (IT Solutions);
2. Authorize the term of the contract to begin May 1, 2007, and expire April 30, 2009 subject to subsequent
annual appropriations, with options to renew for three additional one-year periods; and
3. Confirm the purchase of computer support (maintenance and installation) services from Data
Applications from October 2006, through April 2007, at an estimated cost of$485,700.00.
DISCUSSION:
In July, 2006, the City issued a Request for Proposals (RFP) for computer support and asset disposal
services using the State of Texas Catalog Information System Vendor (CISV) process through the State of
Texas Building and Procurement Commission. The computer support section of the RFP sought proposals
for maintenance, installation, upgrades, relocation and other services for computer and peripheral
equipment.
An evaluation team composed of City staff determined the responsiveness and acceptability of each
proposal, looked at the respective functional, technical and support areas for each vendor on pre-
established criteria. The RFP selection included: 1. Experience and qualifications of vendor and vendor
staff; 2. Price; and 3. Ability to comply with requirements and record of satisfactory performance.
The RFP was issued to 15 CISV vendor firms with an established presence in the Fort Worth/Dallas
area to provide expedient service and maintenance to the current 6,500 piece computer equipment
inventory. DAC, CyberDyne Systems and CompuCom Systems submitted responses. The following chart
represents the vendor quotes for the primary areas of service the City needs over the life of the new
contract.
Vendor Name Estimated Annual Maintenance Estimated Cost for Installation Estimated Total
Costs-- For 1200 devices Annual Cost
Normal Business Hours Only
Data Applications $588,168.00 $295,000.00 $883,168.00
CompuCom $699,842.00 $378,200.00 $1,078,042.00
CyberDyne $3,310,290.00 $139,000.00 $3,449,290.00
Logname: 60SOUTHWEST Page 1 of 2
The actual overall annual cost is based on the number of devices maintained, installed or upgraded
(changes monthly). Total cost is also driven by customer expectations, needs and demand. No guarantee
was made that a specific amount of service would be purchased. Over the last year approximately
$864,000.00 has been spent on installation, upgrades, and maintenance services.
Staff requested the current vendor, DAC, to provide month-to-month service using the agreement
authorized by City Council (M&C C-19267) on October 1, 2002. The vendor was asked to provide the
maintenance and installation services until the RFP process was complete, and a contract agreement
established. The estimated cost for the seven months of services the City received from DAC is
$485,700.00.
DAC is designated as a CISV, by the State of Texas. Under Section 271.083 of the Texas Local
Government Code, a local government satisfies otherwise applicable bidding requirements when it makes
a purchase through the Texas Building and Procurement Commission CISV procedure.
M/WBE—An M/WBE goal is not assigned when making a purchasing agreement using an approved
purchasing cooperative or other public entity.
RENEWAL OPTIONS - The initial contract will be for two years with three one-year options to renew. The
contract may be renewed for up to three additional one-year terms at the City's option. This action does
not require specific City Council approval provided that the City Council has appropriated sufficient funds to
satisfy the City's obligations during the renewal term.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that funds are available in the current operating budgets, as appropriated, of
the participating departments.
TO Fund/Account/Centers FROM Fund/Account/Centers
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Barb Hines (8540)
Larry Schuessler (8461)
Logname: 60SOUTHWEST Page 2 of 2