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HomeMy WebLinkAboutContract 42880A CITY SECRETARY CONTRACT NO. q/ 3 7 PROFESSIONAL SERVICES AGREEMENT This PROFESSIONAL SERVICES AGREEMENT ( "Agreement') is made and entered into by and between the CITY OF FORT WORTH (the "City"), a home rule municipal corporation situated in portions of Tarrant, Denton and Wise Counties, Texas, acting by and through Susan Alanis, its duly authorized Assistant City Manager, and Strickland Consulting, Inc., (the "Consultant' or "Contractor "), a Maryland corporation and acting by and through Susan Davidson, its duly authorized President, each individually referred to as a "party" and collectively referred to as the "parties." CONTRACT DOCUMENTS: The Contract documents shall include the following: 1. This Agreement for Professional Services 2. Exhibit A — Statement of Work plus any amendments to the Statement of Work 3. Exhibit 6 —Payment Schedule N h - 4. Exhibit C — Milestone Acceptance Form 5. Exhibit D — Network Access Agreement 6. Exhibit E — Signature Verification Form All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In the event of any conflict between the documents, the terms and conditions of this Professional Services Agreement shall control. 1. SCOPE OF SERVICES. Consultant hereby agrees to provide the City with professional consulting services for the purpose of a VMware vSphere 5 upgrade. 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. This Agreement shall commence upon the date that both the City and Consultant have executed this Agreement ( "Effective Date ") and shall continue in full force and effect for 120 days ( "Initial Term "), unless terminated earlier in accordance with the provisions of this Agreement. Following the Initial Term, this Agreement shall be renewable at the option of the City for [NA] additional terms of one year each (each a "Renewal Term "). The City shall provide Consultant with written notice of its intent to renew at least thirty (30) days prior to the end of each term. 3. COMPENSATION. The City shall pay Consultant an amount not to exceed $13,339.52 in accordance with the provisions of this Agreement and the Payment Schedule attached as Exhibit "B," which is incorporated for all purposes herein. Consultant 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 Consultant not specified by this Agreement unless the City first approves such expenses in writing. OFFICIAL RECORD CITY SECRF-TARY FT. SNORT' TX Professional Services Agreement `° _ Revised October 2011 [Strickland Consulting, Inc.] 1 - — IN 4. TERMINATION. 4.1. Written Notice. The City or Consultant may terminate this Agreement at any time and for any reason by providing the other party with 30 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 Consultant 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 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 Consultant for services actually rendered up to the effective date of termination and Consultant 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. Upon termination of this Agreement for any reason, Consultant shall provide the City with copies of all completed or partially completed documents prepared under this Agreement. S. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any existing or potential conflicts of interest related to Consultant's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees immediately to make full disclosure to the City in writing. Consultant, 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. Consultant 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. Consultant shall notify the City immediately if the security or integrity of any City information has been compromised or is believed to have been compromised. RIGHT TO AUDIT. Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this contract, or the final conclusion of any audit commenced during the said three years, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of the consultant involving transactions relating to this Contract at no additional cost to the City. Consultant agrees that the City shall have access during normal working hours to all necessary Consultant 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 Consultant reasonable advance notice of intended audits. Consultant 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, or the final conclusion of any audit commenced during the said three years 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. Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Consultant shall operate as an independent contractor as to all rights and privileges and work performed under this agreement, and not as agent, representative or employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement, Consultant 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. Consultant acknowledges that the doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and employees, and Consultant, its officers, agents, employees, servants, contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Consultant. It is further understood that the City shall in no way be considered a Co- employer or a Joint employer of Consultant or any officers, agents, servants, employees or subcontractors of Consultant. Neither Consultant, nor any officers, agents, servants, employees or subcontractors of Consultant shall be entitled to any employment benefits from the City. Consultant shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its officers, agents, servants, employees or subcontractors. 8. LIABILITY AND INDEMNIFICATION. A. LIABILITY - CONSULTANT 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 CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. B. INDEMNIFICATION - CONSULTANT HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. C. COPYRIGHT INFRINGEMENT - Consultant agrees to defend, settle, or pay, at its own cost and expense, any claim or action against the City for infringement of any patent, copyright, trade secret, or similar property right arising from City's use of the software and/or documentation in accordance with this agreement. Consultant shall have the sole right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim, and City agrees to cooperate with it in doing so. City agrees to give Consultant timely written notice of any such claim or action, with copies of all papers City may receive relating thereto. If the software and/or documentation or any part thereof is held to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or compromise, such use is materially adversely restricted, Consultant shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to continue to use the software and/or documentation; or (b) modify the software and /or documentation to make it non - infringing, provided that such modification does not materially adversely affect City's authorized use of the software and/or documentation; or (c) replace the software and /or documentation with equally suitable, compatible, and functionally equivalent non - infringing software and/or documentation at no additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to Consultant, terminate this agreement and refund to City the payments actually made to Consultant under this agreement. Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] 9. ASSIGNMENT AND SUBCONTRACTING. Consultant 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 consent to an assignment, the assignee shall execute a written agreement with the City and the Consultant under which the assignee agrees to be bound by the duties and obligations of Consultant under this Agreement. The Consultant and Assignee shall be jointly liable for all obligations of the Consultant under this Agreement prior to the effective date of the assignment. If the City grants consent to a subcontract, the subcontractor shall execute a written agreement with the Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the Consultant under this Agreement as such duties and obligations may apply. The Consultant shall provide the City with a fully executed copy of any such subcontract. 10. INSURANCE. Consultant 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 occurrence on a combined single limit basis Coverage shall be on any vehicle used by the Consultant, 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 (E &O) $1,000,000 Each Claim Limit $1,000,000 Aggregate Limit Coverage shall include, but not be limited to, the following: (i) Failure to prevent unauthorized access Professional Services Agreement [Strickland Consulting, Inc.] 4 Revised October 2011 (ii) Unauthorized disclosure of information (iii) Implantation of malicious code or computer virus (iv) Fraud, Dishonest or Intentional Acts with final adjudication language 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. Any deductible will be the sole responsibility of the Prime Vendor and may not exceed $50,000 without the written approval of the City. Coverage shall be claims -made, with a retroactive or prior acts date that is on or before the effective date of this Contract. Coverage shall be 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 General Requirements (a) The commercial general liability and automobile liability policies shall name the City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. (b) The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of the City of Fort Worth. (c) 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. 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. (d) The insurers for all policies must be licensed and /or approved to do business in the State of Texas. All insurers must have a minimum rating of A- VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. (e) Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. (f) Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to the City prior to Consultant proceeding with any work pursuant to this Agreement. 11. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS. Consultant agrees that in the performance of its obligations hereunder, it will comply with all applicable federal, state and local laws, ordinances, rules and regulations and that any work it produces in connection with this agreement will also comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations, Consultant shall immediately desist from and correct the violation. Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] 12. NON - DISCRIMINATION COVENANT. Consultant, for itself, its personal representatives, assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of Consultant'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 Consultant, its personal representatives, assigns, subcontractors or successors in interest, Consultant 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: City of Fort Worth Attn: Fernando Costa, Assistant City Manager 1000 Throckmorton Fort Worth TX 76102 -6311 Facsimile: (817) 392 -6134 With Copy to the City Attorney At same address 14. SOLICITATION OF EMPLOYEES. Strickland Consulting, Inc. Attn: Susan Davidson Address: 19206 Ranworth Drive Germantown, MD 20874 Facsimile: 301 - 540 -8606 Neither the City nor Consultant shall, during the term of this agreement and additionally for 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 /IMMUNITIES It is understood and agreed that by execution of this Agreement, the City does not waive or surrender any of its governmental powers or immunities. 16. NO WAIVER. The failure of the City or Consultant to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or Consultant's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. GOVERNING LAW/ VENUE. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to 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. Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] 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 Consultant 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, 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, shall not be deemed a part of this Agreement, and are not intended to define or limit the scope of any provision 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 party shall not be employed in the interpretation of this Agreement or exhibits hereto. 22. AMENDMENTS. No amendment of this Agreement shall be binding upon a party hereto unless such amendment is set forth in a written instrument, which is executed by an authorized representative of each 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 Consultant, 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. 24. COUNTERPARTS. This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute one and the same instrument. 25. WARRANTY OF SERVICES. Consultant warrants that its services will be of a professional quality and conform to generally prevailing industry standards. City must give written notice of any breach of this warranty within thirty (30) days from the date that the services are completed. In such event, at Consultant's option, Consultant shall either (a) use commercially reasonable efforts to re- perform the services in a manner that conforms with the warranty, or (b) refund the fees paid by the City to Consultant for the nonconforming services. Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] 26. MILESTONE ACCEPTANCE. Consultant shall verify the quality of each deliverable before submitting it to the City for review and approval. The City will review all deliverables to determine their acceptability and signify acceptance by execution of the Milestone Acceptance Form, which is attached hereto as Exhibit "C." If the City rejects the submission, it will notify the Consultant in writing as soon as the determination is made listing the specific reasons for rejection. The Consultant shall have ten (10) days to correct any deficiencies and resubmit the corrected deliverable. Payment to the Consultant shall not be authorized unless the City accepts the deliverable in writing in the form attached. The City's acceptance will not be unreasonably withheld. 27. NETWORK ACCESS. If Consultant, and /or any of its employees, officers, agents, servants or subcontractors (for purposes of this section "Consultant Personnel "), requires access to the City's computer network in order to provide the services herein, Consultant shall execute and comply with the Network Access Agreement which is attached hereto as Exhibit "D" and incorporated herein for all purposes. 28. IMMIGRATION NATIONALITY ACT. The City of Fort Worth actively supports the Immigration & Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Consultant shall verify the identity and employment eligibility of all employees who perform work under this Agreement. Consultant shall complete the Employment Eligibility Verification Form (1 -9), maintain photocopies of all supporting employment eligibility and identity documentation for all employees, and upon request, provide City with copies of all 1 -9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Consultant shall establish appropriate procedures and controls so that no services will be performed by any employee who is not legally eligible to perform such services. Consultant shall provide City with a certification letter that it has complied with the verification requirements required by this Agreement. Consultant shall indemnify City from any penalties or liabilities due to violations of this provision. City shall have the right to immediately terminate this Agreement for violations of this provision by Consultant. 29. INFORMAL DISPUTE RESOLUTION. Except in the event of termination pursuant to Section 4.2, if either City or Consultant has a claim, dispute, or other matter in question for breach of duty, obligations, services rendered or any warranty that arises under this Agreement, the parties shall first attempt to resolve the matter through this dispute resolution process. The disputing party shall notify the other party in writing as soon as practicable after discovering the claim, dispute, or breach. The notice shall state the nature of the dispute and list the party's specific reasons for such dispute. Within ten (10) business days of receipt of the notice, both parties shall commence the resolution process and make a good faith effort, either through email, mail, phone conference, in person meetings, or other reasonable means to resolve any claim, dispute, breach or other matter in question that may arise out of, or in connection with this Agreement. If the parties fail to resolve the dispute within sixty (60) days of the date of receipt of the notice of the dispute, then the parties may submit the matter to non - binding mediation in Tarrant County, Texas, upon written consent of authorized representatives of both parties in accordance with the Industry Arbitration Rules of the American Arbitration Association or other applicable rules governing mediation then in effect. The mediator shall be agreed to by the parties. Each party shall be liable for its own expenses, including attorney's fees; however, the parties shall share equally in the costs of the mediation. If the parties cannot resolve the dispute through mediation, then either party shall have the right to exercise any and all remedies available under law regarding the dispute. Notwithstanding the fact that the parties may be attempting to resolve a dispute in accordance with this informal dispute resolution process, the parties agree to continue without delay all of their respective duties and obligations under this Agreement not affected by the dispute. Either parry may, Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] before or during the exercise of the informal dispute resolution process set forth herein, apply to a court having jurisdiction for a temporary restraining order or preliminary injunction where such relief is necessary to protect its interests. 30. SIGNATURE AUTHORITY. The person signing this agreement hereby warrants that he /she has the legal authority to execute this agreement on behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This Agreement, and any amendment(s) hereto, may be executed by any authorized representative of Consultant whose name, title and signature is affixed on the Verification of Signature Authority Form, which is attached hereto as Exhibit "E" and incorporate herein by reference. Each party is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. [SIGNATURE PAGE FOLLOWS] Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this day of 20 jj. ACCEPTED AND AGREED: CITY OF FORT WORTH: By: Fernando Costa Assistant City Manager Date: & 14 Az ATTEST: By: City E: APPROVED AS TO FORM AND LEGALITY: B: Males is B. Farmer Assistant City Attorney CONTRACT AUTHORIZATION: M&C: NO p Date Approved: Professional Services Agreement [Strickland Consulting, Inc.] 10 NAME OF CONSULTANT: By:c Name: Title: '-W�_A S , 'd — Date: rrT� 1 Z MALIFIOTH PHANG Notary Public Frederick County Maryland _ eun 8, 2015 3 OFFICIAL RECORD CITY SECRETARY FT WORTH. TX ; Revised October 2011 Professional Services Agreement [Strickland Consulting, Inc.] EXHIBIT A STATEMENT OF WORK I1 Revised October 2011 19206 Ranworth Drive Germantown, MD 20874 Phone 301 - 540 -4688 Fax 301 - 540 -8606 ickland ' w lConsulting, Inc. 19206 Ranworth Drive Germantown, MD 20874 October 20, 2011 City of Fort Worth Water Department IT Solutions Department 1000 Throckmorton St. Fort Worth, TX 76102 Subject: VMware vSphere 5 Upgrade Proposal Thank you for the opportunity to present our VMware vSphere 5 Upgrade proposal. Included in the proposal is pricing for engineering services to assist the City of Fort Worth Water Department to upgrade the current VMware Virtual Infrastructure 3 environment to VMware vSphere 5 (Virtual Infrastructure 5). Strickland Consulting is fully committed to ensuring the success of this project. If we can provide additional information, please do not hesitate to contact me at 301 -540- 4688. My e-mail address is susan .davidson @strickland - inc.com. Sincerely, 1 Susan Davidson Presidents Phone: 301 - 540 -4688 Fax: 240 - 401 -0279 ickland Consulting, Inc. Strickland Consulting, Inc. 19206 Ranworth Drive Germantown, MD, 20874 Phone: 301 - 540 -4688 Fax: 301 - 540 -8606 E -mail: info @strickland - inc.com Website: www.strickland - inc.com Contents INTRODUCTION ......... ............................... 3 COMPANY BACKGROUND ...................... 3 SCOPE OF WORK ...... ............................... 4 SERVICES DELIVERABLES ..................... 6 ASSUMPTIONS ........... ............................... 6 PRICING...................... ............................... 7 ADMINISTRATIVE INFORMATION ........... 8 Proposal VMware vSphere 5 Upgrade Proposal City of Fort Worth Water Department 1000 Throckmorton Street Fort Worth, TX 76102 w VMware vSphere Upgrade Introduction Strickland Consulting offers this proposal to provide engineering services to assist the City of Fort Worth (CFW) Water Department to upgrade the current VMware Virtual Infrastructure 3 environment to VMware vSphere 5 (Virtual Infrastructure 5). The upgrade process will include the migration of the current three (3) ESX 3.5 hosts to four (4) new ESXi 5.0 hosts using a two phase process. VMware is transitioning away from the classic VMware ESX hypervisor architecture, which is based on a Console Operating System (COS), in favor of its newer, lightweight hypervisor architecture, also referred to as VMware ESXi. VMware is encouraging all its customers to migrate to ESXi, as all future releases will be concentrated on ESXi. (http: / /www.vmware.com /products /vsr)here /esxi- and- esx/ul2grade.htmi). This proposal will assist the CFW Water Department to migrate three (3) ESX 3.5 hosts to the most current version, ESXi 5.0. Company Background Strickland Consulting, Inc. is a small, woman -owned business that was incorporated in Maryland in 1999. Strickland Consulting specializes in Virtual Infrastructure (VI) services for disaster recovery, virtual desktop computing, server consolidation, and the virtualization of test/development environments. We are a certified, VMware Enterprise Solutions Provider and Enterprise reseller. We also represent several "best of breed" virtual infrastructure solutions that assess, streamline, enhance and manage virtual environments. We are also a NetIQ "go to" Consulting Partner, and a Microsoft Partner. Strickland Consulting is dedicated to providing customers with seamless deployments, comprehensive knowledge transfers and constantly strives to provide customers with the best business value, technology fit and financial return possible. All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document may be reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 3 of 9 VMware vSphere Umrade Scope of Work This section outlines Strickland Consulting's engineering services offered under this proposal. Phase I — vSphere 4.1 Migration At the conclusion of this phase, the vSphere 3.5 infrastructure will have been upgraded to vSphere 4.1. The vSphere 4.1 infrastructure will include one vCenter 4.1 server and two ESXi 4.1 hosts running on new HP blade servers. All existing virtual machines will be migrated to the vSphere 4.1 hosts and will be stored on existing SAN datastores. All vmfs datastores, VMware tools, and virtual machine hardware will be upgraded to current vSphere 4.1 versions. During this phase, the vSphere 4.1 infrastructure will use 60 day evaluation license keys. The migration process will include the following steps: Upgrade current vCenter 2.5 to 4.1 and configure it to manage the existing three ESX 3.5 hosts. This will require provisioning a new Windows 2008 R2 (x64) to host vCenter 4.1. 2. Install and configure VMware ESM 4.1 on two new blade servers and integrate them with vCenter 4.1. The ESXi 4.1 hosts will be configured to use the same datastores as the ESX 3.5 hosts. 3. Migrate all virtual machines (VMs) from ESX 3.5 to ESXi 4.1 hosts. Downtime will be required for VMs (will keep VMs on existing datastores). 4. Upgrade all virtual machines' VMware tools and hardware to version ESXi 4.1. Downtime will be required for VMs. 5. Decommission the three ESM 3.5 hosts and blade servers CFW Water Department Obligations 1. Install Windows 2008 and all Windows patches to be used by vCenter 4.1. 2. Provide a Microsoft Windows 2008 R2 Standard Edition license key. 3. Install all four (4) new blade servers in chassis, and configure access to existing SAN LUNs. 4. Arrange scheduled downtime for virtual machine migration. Downtime is expected to be outside business hours. 5. Provide administrator access to all virtual machines and assist with the virtual machine upgrades. 6. Provide ten (10) new IP address for the new virtual infrastructure servers. Strickland Consulting Obligations All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document maybe reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 4 of 9 VMware vSphere Upgrade 1. Install and configure all VMware software 2. Migrate all virtual machines to ESX 4.1 hosts 3. Assist in virtual machine upgrades Phase II — vSphere 5.0 Migration At the conclusion of this phase, the virtual infrastructure will have been upgraded to vSphere 5. The vSphere 5 infrastructure includes one vCenter 5 server and four ESXi 5 hosts running on new HP blade servers. All existing virtual machines will be migrated to the vSphere 5 hosts and will be stored on existing SAN datastores. All vmfs datastores, VMware tools, and virtual machine hardware will be upgraded to current vSphere 5 versions. This last process may continue after the consultant's scheduled time has expired. P* During this phase, the vSphere 5 infrastructure will be configured to use the CFW Water Department's permanent VMware license keys. The migration process will include the following steps: 1. Upgrade current vCenter 4.1 to 5.0 and configure it to manage two existing ESX 4.1 hosts. 2. Install and configure VMware ESXi 5.0 on two new blade servers and integrate them with vCenter 5.0. 3. Migrate all VMs from ESXi 4.1 to ESX 5.0 hosts. Downtime will be required for VMs (will keep VMs on existing storage). 4. Upgrade two ESX 4.1 hosts to ESX 5.0. 5. Upgrade all virtual machines' VMware tools and hardware to ESXi 5.0. Downtime will be required for VMs. 6. Configure ESXi 5.0 host cluster options (HA and DRS). 7. Configure VMware Consolidator to identify future P2V migration candidates. CFW Water Department Obligations 1. Arrange scheduled downtime for virtual machine migration. Downtime is expected to be outside business hours. 2. Provide administrator access to all virtual machines and assist with the virtual machine upgrades. Strickland Consulting Obligations 1. Install and configure all VMware software. 2. Migrate all virtual machines to ESX 5 hosts. 3. Assist in virtual machine upgrades. All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document may be reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 5 of 9 VMware vSphere Upgrade Services Deliverables • One vCenter 5.0 installed and configured (this software upgrade should be free if support and maintenance are current) • Four (4) ESXi 5.0 installed and configured (this software upgrade should be free if support and maintenance are current) • All virtual machines upgraded with current VMware tools and upgraded to virtual hardware version 8 • 40 hours of onsite engineering services performed by a VMware vSphere Certified Professional • 16 hours of offsite services for document preparation and pre -site visit planning. This also includes Web conference calls and desktop sharing to review the CFW Water Department's current virtual infrastructure environment as well as follow up Web conference calls to review storage migration performed by HP and to identify future P2V migration candidates. • Documentation: o vSphere 5 Migration Plan Assumptions • CFW Water Department staff will participate in the project by attending meetings, conference calls, Web conference calls, and will provide details regarding the existing virtual infrastructure and firewall configurations. • No hardware or software is included in this proposal. This proposal is for professional services only. • CFW Water Department will supply all vSphere 5 license keys for vCenter and ESXi 5 for 8 CPUs. • Pricing and hours below assume the CFW Water Department's obligations have been met before the consultant arrives and that there are no unforeseen hardware /software delivery delays or incompatibility issues that would affect the migrations. The schedule laid out below is very aggressive and there is little room for delays. All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document maybe reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 6 of 9 VMware vSphere Upgrade Pricing This is an engineering services proposal only. No hardware or software is included in this proposal. Pricing for this proposal is included in the Strickland Consulting GSA quote below. Payment is due 30 days from receipt of the invoice. Availability of personnel will be confirmed at award based on a mutually agreeable schedule. This proposal is valid for 120 days from the date on this cover letter. Expenses assume a minimum 21 day advance for airfare purchases. Any additional fees associated with CFW Water Department's initiated changes to already confirmed schedules will also, and in addition, be the responsibility of the CFW. Actual travel receipts will be provided for hotel charges, airfare, rental car, etc. Other miscellaneous travel expenses where no receipt is available (e.g. mileage) will be noted on the expense report. Spot Labor Resource (Subject Matter Expert) Hours 6/5/2011- 6/6/2012 GSA Hourly Rate I Discount I Totals VMware vSphere S upgrade VMware vSphere S Upgrade (ESXi migration) Remote access work 16 Onsite work 40 Labor Sub Total GSA contract GS35FO540M Onsite week 1 travel expenses not to exceed Travel receipts will be provided. Once a start date has been confirmed, the cost of any customer initiated changes will be the customer's responsibility. ti Estimated Travel Expenses Sub Total Hot To Exceed Grand Total 56—$ 211.03 5 (12.11) $ 1 $ 2,200.00 $ 2,200.00 e,N i All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document may be reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 7 of 9 VMware VSDhere Administrative Information Customer Location City of Fort Worth Water Department 1000 Throckmorton St. Fort Worth, TX 76102 Customer Point of Contact Monica Fonseca Sr. IT Infrastructure /Security Analyst City of Fort Worth Water Department 682 -432 -5219 Monica .Fonseca @fortworthtexas.gov Consultant Contact Information The following individuals are authorized to conduct negotiations and bind Strickland Consulting, Inc. in all contractual matters: President 301 -540 -4688 301 -540 -8606 susan.davidson @strickland - inc.com Vice President 240 - 401 -7944 301 -540 -8606 jim.stansbury@strickland - inc.com """' ; CTO All correspondence to Strickland Consulting should be addressed to the above listed individual(s) and/or sent to the following address: Strickland Consulting, Inc. 19206 Ranworth Drive Germantown, MD, 20874 info @strickland - inc.com www.strickland-inc.com Phone: 301 -540 -4688 Fax: 301 -540 -8606 Additional Corporate Information EIN: 36- 4324915 (Tax ID Number) DUNS: 024761665 All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document maybe reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 8 of 9 VMware vSphere Upgrade CAGE Code: I WUC3 GSA Contract Number: GS- 35F -0540M GSA Contract Period: June 5, 2002 through June 6, 2012 Registered with CCR Certified by the Small Business Administration as a woman- owned, small business All materials and information contained in this document are proprietary to Strickland Consulting, Inc. and are to be treated confidentially by all recipients. Acceptance of delivery of this document constitutes acknowledgment of the confidential relationship under which disclosure and delivery are made. No part of this document may be reproduced or transmitted in any form or by any means without Strickland's expressed written consent. Page 9 of 9 Professional Services Agreement [Strickland Consulting, Inc.] EXHIBIT B PAYMENT SCHEDULE /V/k— pol�i- 12 Revised October 2011 EXHIBIT C MILESTONE ACCEPTANCE FORM Services Delivered: Milestone / Deliverable Ref. #: Milestone / Deliverable Name: Unit Testing Completion Date: Milestone / Deliverable Target Completion Date: Milestone / Deliverable Actual Completion Date: Approval Date: Comments (if needed): Approved by Consultant: Signature: Printed Name: Title: Date: For Director Use Only Contracted Payment Amount: Adjustments, including penalties: Approved Payment Amount: Professional Services Agreement [Strickland Consulting, Inc.] 13 Approved by City Department Director: Signature: Printed Name: Title: Date: Revised October 2011 EXHIBIT D NETWORK ACCESS AGREEMENT 1. The Network. The City owns and operates a computing environment and network (collectively the "Network "). Contractor wishes to access the City's network in order to provide a VMware vSphere 5 upgrade. In order to provide the necessary support, Contractor needs access to the VMware vCenter server. 2. Grant of Limited Access. Contractor is hereby granted a limited right of access to the City's Network for the sole purpose of providing a VMware vSphere 5 upgrade. Such access is granted subject to the terms and conditions forth in this Agreement and applicable provisions of the City's Administrative Regulation D -7 (Electronic Communications Resource Use Policy), of which such applicable provisions are hereby incorporated by reference and made a part of this Agreement for all purposes herein and are available upon request. 3. Network Credentials. The City will provide Contractor with Network Credentials consisting of user IDs and passwords unique to each individual requiring Network access on behalf of the Contractor. Access rights will automatically expire one (1) year from the date of this Agreement. If this access is being granted for purposes of completing services for the City pursuant to a separate contract, then this Agreement will expire at the completion of the contracted services, or upon termination of the contracted services, whichever occurs first. This Agreement will be associated with the Services designated below. ❑ Services are being provided in accordance with City Secretary Contract No. ® Services are being provided in accordance with City of Fort Worth Purchase Order No. ❑ Services are being provided in accordance with the Agreement to which this Access Agreement is attached. ❑ No services are being provided pursuant to this Agreement. 4. Renewal. At the end of the first year and each year thereafter, this Agreement may be renewed annually if the following conditions are met: 4.1 Contracted services have not been completed. 4.2 Contracted services have not been terminated. 4.3 Within the thirty (30) days prior to the scheduled annual expiration of this Agreement, the Contractor has provided the City with a current list of its officers, agents, servants, employees or representatives requiring Network credentials. Notwithstanding the scheduled contract expiration or the status of completion of services, Contractor shall provide the City with a current list of officers, agents, servants, employees or representatives that require Network credentials on an annual basis. Failure to adhere to this requirement may result in denial of access to the Network and /or termination of this Agreement. 5. Network Restrictions. Contractor officers, agents, servants, employees or representatives may not share the City- assigned user IDs and passwords. 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. A breach by Contractor, its officers, agents, servants, employees or representatives, 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, terminate the Agreement, and pursue any other remedies that the City may have under this Agreement or at law or in equity. 5.1 Notice to Contractor Personnel — For purposes of this section, Contractor Personnel shall include all officers, agents, servants, employees, or representatives of Contractor. Contractor shall be responsible for specifically notifying all Contractor Personnel who will provide services to the City under Professional Services Agreement Revised October 2011 [Strickland Consulting, Inc.] 14 this agreement of the following City requirements and restrictions regarding access to the City's Network (a) Contractor shall be responsible for any City-owned equipment assigned to Contractor Personnel, and will immediately report the loss or theft of such equipment to the City (b) Contractor, and /or Contractor Personnel, shall be prohibited from connecting personally - owned computer equipment to the City's Network (c) Contractor Personnel shall protect City- issued passwords and shall not allow any third party to utilize their password and /or user ID to gain access to the City's Network (d) Contractor Personnel shall not engage in prohibited or inappropriate use of Electronic Communications Resources as described in the City's Administrative Regulation D7 (e) Any document created by Contractor Personnel in accordance with this Agreement is considered the property of the City and is subject to applicable state regulations regarding public information (f) Contractor Personnel shall not copy or duplicate electronic information for use on any non -City computer except as necessary to provide services pursuant to this Agreement (g) All network activity may be monitored for any reason deemed Inecessary by the City (h) A Network user ID may be deactivated when the responsibilities of the Contractor Personnel no longer require Network access 6. Termination. In addition to the other rights of termination set forth herein, the City may terminate this Agreement at any time and for any reason with or without notice, and without penalty to the City. Upon termination of this Agreement, Contractor agrees to remove entirely any client or communications software provided by the City from all computing equipment used and owned by the Contractor, its officers, agents, servants, employees and /or representatives to access the City's Network. 7. Information Security. Contractor agrees to make every reasonable effort in accordance with accepted security practices to protect the Network credentials and access methods provided by the City from unauthorized disclosure and use. Contractor agrees to notify the City immediately upon discovery of a breach or threat of breach which could compromise the integrity of the City's Network, including but not limited to, theft of Contractor -owned equipment that contains City- provided access software, termination or resignation of officers, agents, servants, employees or representatives with access to City- provided Network credentials, and unauthorized use or sharing of Network credentials. ACCEPTED AND AGREED: CITY OF FORT WORTH: / By: 5�T� G ck Susarlaais.1 c� - �" Assistant C,ity� M nager Date: i�✓f..2 ATTEST: By: City Secretary APPROVED AS O FO AND LEGALITY: Assistant City Attorney M & C: none required Professional Services Agreement [Strickland Consulting, Inc.] CONTRACTOR NAME: By: �5 Name. , TZ w, Title: Date: i �~� v ATTEST: By. MALIROTH PHANG Name: Notary Public Title: y Mal ylarrd- My Commission Expires Aug 8, 2015 i PECOR Revised ctober2011 3�� Y 1 CITY 5��:���'�R I EXHIBIT E VERIFICATION OF SIGNATURE AUTHORITY Full Legal Name of Company: Sir% c-V -k ct... -.A Legal Address: 14 Z QI , Zo$ Services to be provided: V Sov"'5 Execution of this Signature Verification Form ( "Form ") hereby certifies that the following individuals and /or positions have the authority to legally bind the Company and to execute any agreement, amendment or change order on behalf of Company. Such binding authority has been granted by proper order, resolution, ordinance or other authorization of Company. The City is fully entitled to rely on the warranty and representation set forth in this Form in entering into any agreement or amendment with Company. Company will submit an updated Form within ten (10) business days if there are any changes to the signatory authority. The City is entitled to rely on any current executed Form until it receives a revised Form that has been properly executed by the Company. Name: '5�au 5t �� e v j S cN� Position: ?P, Signature 2. Name: Position: Signature Name: Position: Signature Name: Signature of President,/ CEO Other Date: Professional Services Agreement [Strickland Consulting, Inc.] 16 Revised October 2011