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HomeMy WebLinkAboutContract 33026 4- SUNGAR[f CITY SECRETARY CONTRACT NO. PLANNING SOLUTIONS ADDENDUM (SEE ADDITIONAL TERMS ON REVERSE SIDE) The Recovery Services Agreement between SunGard Availability Services LP (formerly known as SunGard Recovery Services LP)("SunGard")and Subscriber date November 1.2003 ("Agreement"),is amended to add the additional services and/or software listed below. The cost for the additional services and/or software products shall be the amounts listed and described below and shall be billed to Subscriber under the terms of the Agreement and this Addendum. ® Services: The following services as described in the document dated November 28. 2005, attached hereto and made a part hereof. Business Availability Plan The fees for the services and/or software are$49.000.00 due and payable as follows: ® Subscriber has opted for the following payment schedule: Upon Addendum Acceptance 1 $ 12,250.00 3 Monthly Payment(s)of$12.250.00 1 $36,750.00 Reimbursable expenses (travel, lodging, food and incidental actual costs) will be billed on a monthly basis as the expenses are incurred. By the signatures of their duly authorized representatives below, SunGard and Subscriber, intending to be legally bound,agree to all of the provisions of this Addendum including those on the reverse side. SUNGARD AVAILABILITY SERVICES LP CITY O O O TH I E4ATMENT By: By: Print Name: THOMAS M. GAYLE Print Name: arc A. Ott Assistant City Manager Print Title: VICE PRESIDENT, SALES print Title: Date Signed: ✓U_G Date Signed: APROVED AS TO FORM AND LEGALITY: Assistant City Attorney �.l� :entract Authorizatiox Attested By: Date 12-2-9-05 P02: ?9 IN . 1 D1ar Hendrix (J Cit Secretary THE TERMS OF THIS ADDENDUM ARE CONFIDENTIAL SUNGAROr December 22,2005 Claudia Christeson City of Fort Worth Water Department 900 Monroe Street Suite 202 Fort Worth,Texas 76102 Dear Ms.Christeson: SunGard is pleased to offer Professional Planning Services to City of Fort Worth Water Department for` your facilities located at 900 Monroe Street,Fort Worth,Texas. In consideration of Subscriber's good and valuable consideration for early signing of Business Availability Plan Addendum, SunGard is providing a one-time discount of $2,075. This will apply to.the Planning Solutions Addendum dated November 28, 2005 and shows a price of$51,075 and will lower the price to $49,000. In order to meet this early signing discount, SunGard needs the BAP addendum signed and returned by December 31,2005. Sitic ely, .To ubena ccount Manager 6unGard Availability Services, LP 4500 Fuller Drive, Suite 150 Irving,TX 75038 972-650-8536 Direct 214-415-0227 Mobile 267-262-8165 Faxr ACCEPTED: City of Fort Worth Water Department By: Title: Date: SunGard Availability Services (972)650-8500 Tel 4500 Fuller Drive (800)307-7077 Suite 150 (972)650-8510 Fax Irving,TX 75038 wwwavailabilitysungard.com January 3, 2006 Ms. Claudia Christeson City of Fort Worth Water Department 900 Monroe Street, Suite 202 Fort Worth, TX 76102 Dear Ms. Christeson, Enclosed for your records is one fully executed original of the SunGard Planning Solutions Addendum for Business Availability Plans. SunGard appreciates the confidence you have shown in our products and services and we wish to thank you and the City of Fort Worth Water Department for your continued business and support. Should you have any questions,please contact John or me at (972)650-8525. Thank you for choosing SunGard. Sincerely, Stephanie Wallace Strategic Account Coordinator Enclosures SU NGARD® www.sungard.com x . SunGard Availability Services Statement of Work Business Availability Plan Prepared for: City of Fort Worth — Water Department November 28, 2005 Business Availability Plan — Statement of Work DRAFT 1. Statement of Purpose and Goals City of Fort Worth Water Department has identified the need to develop and validate a comprehensive business availability plan. Specific business challenges include: ■ Business continuity requirements. Issues, such as business interruptions, legislative mandates or concern on the part of senior management, partners and investors, have made creating business availability plans an urgent priority. ■ Inadequate/out-of-date plans. City of Fort Worth Water Department is concerned that its current plans do not provide adequate protection against interruptions and/or a coordinated plan for responding to incidents. ■ Exposure for situational events. City of Fort Worth Water Department's more traditional disaster plans do not address situational events, such as short term outages and interruptions of limited impact. City of Fort Worth Water Department's goals from engaging SunGard to perform a Business Availability Plan service include: ■ Creating a coordinated plan of action to respond to a major business or technology disruption ■ Reaching higher levels of preparedness and risk mitigation ■ Reducing the severity and duration of an incident and minimizing the consequential operational impacts ■ Improving coordination and communication internally and externally ■ Increasing City of Fort Worth Water Department's ability to respond—with trained and knowledgeable personnel ■ Improving incident management planning to support consistent response and decision-making for any event SunGard expertise ■ The pioneer of Information Availability, with 25 years of experience and leadership in the business continuity industry ■ 200+ consultants averaging more than 10 years of business continuity planning experience ■ A vendor-neutral approach, enabling our consultants to recommend and design the best possible solutions for our customers' needs ■ Proven best practices for delivering results, deep technical resources for solution implementation and testing and industry-leading software to support Information Availability program development SUNGA ',,,d It40'— — Page 2 AvalmM ty sem,I Q.� '` Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work DRAFT 2. Service Definition 2A. Service Description The SunGard Business Availability Plan development service provides a proactive means for City of Fort Worth Water Department management and team members to outline decisions and actions that should be performed to prevent or respond to a situation that disrupts normal business processes. Individual business availability plans will document and support a comprehensive action plan to guide the return of essential business operations and, eventually, full business recovery following an identified event. The plans are designed to assist City of Fort Worth Water Department in achieving its Information Availability objectives. Also included in this service is the development of an enterprise-wide Incident Management Plan for guiding the management team in its response to unplanned disruptions. The service creates flexible strategies and plans for a range of scenarios—from short-term outages to full-blown disasters—as defined in the Statement of Scope section of this Statement of Work. The plans have clear action steps, including check lists of required activities, explanation of roles and definition of resources. The result of the Business Availability Plan service is a fully documented and validated plan for responding to a broad spectrum of events, both anticipated and unforeseen. 7 i SUNGARD'`,"` � Page 3 Ava•nMft SwVICes Ca-mmA Prepared for. City of Fort Worth Water Department Proposal Date: 11/18/2005 Business DRAFT 2.2. Statement of Scope The Business Availability Plan service is delivered taking into account City of Fort Worth Water Department's specific business requirements. The following table lists the parameters of this engagement: Scoping parameters Description Business Availability Planning 4 Seven Business Units(maximum), all located with the Billing Department, are included in the service. 1. Lock Box 2. Meter Readers 3. Payments via Web Engine Business Units 4. Scheduling 5. Printing 6. Delinquency 7. Customer Service One (1) Business Locations (maximum)will be included for service: Fort Worth, Texas Business Locations Interviews will be conducted at the following location(s): Fort Worth, Texas Seven (7) Business Availability Plans will be written Business Availability Plans for City of Fort Worth Water Department SUNGARD'I K ,W"L Page 4 w.,� ,c y s« :I�.�.i Prepared for. City of Fort Worth Wafer Department Proposal Date: 11/2&2005 Business • of Work i 2.3. Project Assumptions To help ensure the success of the Business Availability Plan service, it is imperative that there is an understanding of assumptions. Below are key project assumptions for this service engagement: ■ City of Fort Worth Water Department has identified a senior"Executive Sponsor' to support the engagement ■ The plan is targeted only as part of the Implementation phase of City of Fort Worth Water Department's Information Availability program (see Enterprise Availability Methodology overview in Section 7). Other program activities, including Business and Technology Profile, Business Impact Analysis, and Strategy Analysis and Design, are not part of this engagement, unless otherwise noted. ■ SunGard will deliver the Business Availability Plan in Microsoft Word unless City of Fort Worth Water Department acquires SunGard's Paragon software. SUNGMW*1 d;�.P-Pdk. Page 5 A.ar■blky s■.rrc :I fA—*J. Prepared for. City of Fort Worth Water Department Proposal Date: 11128/2005 Business Availability of Work DRAFT 3. Project Deliverables Deliverable Description and purpose Business Availability Plan Availability Strategy Summary of key requirements and strategies that drive the Summary individual availability plans: ■ Availability Scenario and Response Descriptions ■ Recovery Time Objective(s) ■ Declaration Decision Point(s) "Note: Development of the Availability Strategies is a pre- requisite to the planning project. Availability Identification of Resource Requirements (time-phased, Resource addresses equipment requirements and resources): Requirements Summary of personnel, equipment and other resource requirements based on availability objectives: ■ Critical Personnel by business unit/process ■ Vital record and documentation information ■ Critical forms and supplies information ■ Critical telecommunication line information ■ Equipment-provisioning procedures. Business Comprehensive action plans to guide the organization in Availability Plan(s) the return to normal, following anticipated and unanticipated events that impact their normal business processes. Each plan is documented with the specific processes for which the team is responsible,to include the following: 1. Team and Member Information; 2. Call Trees with Assignments; 3. Contingency Locations; 4. Scenario Response Processes (Each process will include Activities, Dependencies, Responsibilities,Timeframes, and Supporting Documentation.) Sample outline: i a. Immediate Response Process; b. Damage Assessment Process; c. Decision Process; A Page 6 SUNGARAvafthft Ss �.I °°° Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work DRAFT Deliverable Description and purpose d. Notification Process; e. Mobilization and Deployment Process; f. Critical Business Function Resumption Process: • Manual Processing Procedures; and, • Identification and Re-Processing of Lost Data. g. Resumption of Operations; h. Facility Restoration Process; and, i. Return to Normal Operations Process. Plan Wa1k.-Through Project team and client walk-through of a selected Exercise(s) scenario will be addressed. This is intended to validate: ■ Plan strategies and procedures ■ Team roles and responsibilities ■ Plan execution Following the walk-through, documented findings will be provided including action plans and recommendations. v iilability Project team will provide overall recommendations for: Program Rollout, . Initial communications plans to the enterprise Validation, and . Ongoing testing and validation program, including Maintenance target criteria for measurement, frequency and scope Approach of validation program Recommendations ■ Recommended approach and frequency for maintaining the plans as business and technology requirements evolve SUN GARD'),�`a°.�''°u m Page 7 Avaftbft smviee• Cm—AvA Prepared for. City of Fort Worth Water Department Proposal Date: 11%28/2005 Business • of Work DRAFT 4. Approach 4.1. Project Schedule The schedule presented below represents the typical activities and timing for delivery of the Business Availability Plan service. A detailed, customized schedule will be developed specifically for City of Fort Worth Water Department's service engagement at the beginning of the project. Based upon a review of City of Fort Worth Water Department's objectives and the project scope, SunGard has established a tentative duration for the project of ten (10)to fourteen (14)weeks. Week Project Activity 11 21 3 4 5 6 7 8 9 110111 12 13 14 Initiate Project Review Business Goals&Strategies Develop Model Plan Templates Build Availability Plans Define Validation&Maintenance Approach Validate Selected Plans Deliver Final Report yProject&Quality Management I 4.2. Project Approach ➢ Initiate project The team will work with the project sponsor to identify the City of Fort Worth Water Department project organization, roles and responsibilities; and schedule and conduct a project kickoff meeting to review the project objectives, schedule, data collection methods and validation approach. Together with the project sponsor, the team will: • Confirm and prioritize the business units, processes, locations, etc. to be addressed • Establish the scenarios to be included in the planning process (e.g. power outage, workplace unavailable, natural disaster) SUNGARD*Md'ga.N�. Page 8 AVSNNbMty SWVICe•I C--teA Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work Q RAFT • Finalize the list of individual plans to be developed and determine which to use as the model plan(s) The team will confirm the critical information to be collected, the types of activities to be developed and level of detail to be included. ➢ Review business goals and availability strategies The project team will review available City of Fort Worth Water Department documentation gathered from previous initiatives (Business Impact Analysis, Business and Technology Profile, Information Availability Strategy Analysis and Design, existing recovery and availability service contracts, etc.) and meet with the executive sponsor to validate previous analysis and design decisions and confirm the availability strategies/recovery objectives that will be used to guide the plans. ➢ Develop model plan templates The availability plans include the"who, what, when, where and how"to respond to a disruption in normal operations as a result of one of the selected scenarios. Selecting a business unit/process/location, the team will develop a model availability plan with responses, activities, durations, roles and responsibilities. The team will review the template(s)with City of Fort Worth Water Department's project sponsor. ➢ Build individual plans For each business availability plan, the team will: • Document the scenario response (time or non-time dependent) • List the major and detailed activities, including milestones and dependencies • Estimate timeframes and identify responsibilities for completing the major activities • Develop detailed resource requirements (time or non-time dependent) • Identify team roles and responsibilities • Collect relevant reference support materials (typically attachments of diagrams, procedures, etc.) ➢ Define validation and maintenance approach Define overall recommendations for: Initial communications plans to the enterprise • An ongoing testing and validation program, including target criteria for measurement, frequency and scope of validation program • A recommended approach and frequency for maintaining the plans as business and technology requirements evolve SUNGARD'J==. Page 9 AvaVabOV SerAc" r. "&t Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/7005 Business Availability of Work Dii I , ➢ Validate selected plan(s) SunGard will conduct a walk-through exercise for a selected business availability plan, technology availability plan and the incident management plan. SunGard consultants will work with the City of Fort Worth Water Department project sponsor to: • Design a realistic validation scenario • Establish goals and evaluation criteria for the walk-through exercise • Conduct the walk-through exercise • Incorporate any identified changes into the final plan ➢ Develop and deliver final report The project team will develop an executive summary of the availability plans, and recommendations for ongoing enhancement and validation, as well as, the individual availability plans. ➢ Project and quality management The SunGard project manager will help ensure effective two-way communication, including documented status reports and proactive tracking and resolution of issues and potential scope adjustments. The project manager will work with the designated City of Fort Worth Water Department sponsor to obtain timely review, approval and acceptance.of major deliverables and milestones. I suNcaRo•J�,d, ,�„ KTa =6 Page 10 ,� �valstA .• r...&*i Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 r r Business Availability Plan — Statement of Work DRAFT p 5. City of Fort Worth Water Department Responsibilities It is SunGard's experience that the success of projects relies upon a number of key factors that remain the responsibility of City of Fort Worth Water Department. City of Fort Worth Water Department will be responsible to: Assign a single point of contact for all issues that require escalation and resolution ✓ Provide timely response to all requests for information, review and resources ✓ Provide business.and/or technical resources to assist SunGard to the extent required in this Statement of Work ✓ Provide workspace for the project team with access to the Internet SUNGARD'f ,2� Page 99 ArainbMy SwAOos a--mA Prepared for. City of Fort Worth Water Department Proposal Date: 1112812005 Business Availability of Work ORA 6. Pricing SunGard is pleased to provide services to City of Fort Worth Water Department as described in the prior sections for a price of$51,075. In the event that there is a need to expand or change the scope of this engagement, a formal Change Order will be executed. Travel and expenses for the SunGard project team will be billed at the actual incurred rate. Note: This pricing quotation is valid for sixty(60) days from the date of this proposal. Please refer to the SunGard Master Services Agreement (MSA) for all terms and conditions. I SUNGARD'1�7d Page 12 As �.,� Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability Plan — Statement of Work ET J t i 7. SunGard's Enterprise Availability Methodology The Enterprise Availability Methodology from SunGard Availability Services is the result of our dedication to best practices and overriding goal of keeping people and information connected. The methodology represents the approach our consultants use in delivery of comprehensive enterprise availability solutions. As the pioneers of the disaster recovery industry, SunGard Availability Services offers the most extensive depth of knowledge in our discipline—the result of 25 years of experience with thousands of customers across all major industries and platforms. SunGard has gained unparalleled experience from developing and executing business availability plans and building secure, reliable infrastructures. This unique perspective enables us to deliver solutions based upon best practices and to continually improve our solution development and delivery using this industry knowledge. SunGard's Enterprise Availability Methodology is divided into five distinct phases, combining a unique blend of people, processes, information, software and infrastructure. Business Goals Feedback& Requirements (Scenarios Project Schedule Action Plans (Triggers IF— i A I Architectfi Assessment S wMicipmert Wi n i�Maintenance Analysis m o w Profile Irr>�lent<�tiori Situate Enhanoernent Solution l y Measurement Trainbg Design. Li Benchmark Proven Solutions Quality& Proven Track Thought Efficient Delivery Record Leadership Figure 1: SunGard's Enterprise Availability Methodology Built firmly on industry best practices, the phases—Evaluate,Architect, Implement, Activate and Sustain—provide a modular, scalable approach to facilitate a client- focused Information Availability program. They form a comprehensive and innovative service methodology that adds rapid and incremental value. SUNGARD'4�,`d`ice"mow. Page 13 Avalala ty Swviom r xm&-A t Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 12/20/2005 DATE: Tuesday, December 20, 2005 LOG NAME: 60SUNGARD REFERENCE NO.: **C-21214 SUBJECT: Authorize a Sole Source Agreement for Continued Support and Maintenance of the Customer Information and Billing System for the Water Department from Sungard HTE Inc. RECOMMENDATION: It is recommended that the City Council: 1. Authorize sole source purchase agreements for: a. Continued software maintenance and support from Sungard HTE for the Water Department's customer information and billing system for$103,370.00; b. Expansion of Sungard HTE's License and Maintenance Agreement for enhanced billing, auditing, and reporting capabilities for$70,815.00; C. Professional services from Sungard HTE in support of existing and future system enhancements including storm water billing, staff augmentation, staff training, and project management for$320,500.00; d. Professional services from Sungard Availability Services for high availability and disaster recovery planning for the customer information and billing system for$79,185.00; 2. Authorize this agreement to begin December 21, 2005 and expire October 31, 2006; and 3. Authorize options to renew for three additional one-year periods. DISCUSSION: The Water Department's customer information and billing system supports the collection of revenues for water, sewer, recycling, solid waste and environmental protection services, in addition to voluntary contributions. On September 30, 2003, (M&C P-9864) the City Council approved the purchase of continued software maintenance and support for the customer information and billing system for FY2004-2005. Approval of this Mayor and Council Communication will allow for continuation of software maintenance and support. The software expansion agreement will allow the Water Department to modify the current billing, process control, and financial reporting capabilities of the system in support of the daily and monthly reconciliation and interface to the City's financial system to provide for better audit controls. The professional service contracts are required to implement the billing system for the proposed storm water utility. The total cost for Sungard HTE services required to allow for the addition of storm water billing Logname: 60SUNGARD Page 1 of 2 l is $220,500. In addition to the billing component, Sungard HTE will provide on-going annual technical services on an as needed basis to support all billing functions including storm water. Finally, this agreement will provide for comprehensive business continuity and disaster recovery plan to mitigate risk and provide for redundancy within the system. Sungard Inc. is the documented sole source vendor for these services. M/WBE - A waiver of the goal for MNVBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods or services is from a sole source. RENEWAL OPTIONS - This agreement 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 Director of Fiscal Services certifies that funds are available in the current operating budget, as appropriated, of the Water and Sewer Fund. TO Fund/Account/Centers FROM Fund/Account/Centers PE45 539120 0601001 $286.935.00 PE45 539120 0701001 $286.935.00 Submitted for City Manager's Office by: Marc Ott (8476) Originating Department Head: Frank Crumb (8207) Additional Information Contact: Teresa Harwood (6644) Logname: 60SUNGARD Page 2 of 2 SUNGARd December 22,2005 Claudia Christeson City of Fort Worth Water Department 900 Monroe Street Suite 202 Fort Worth,Texas 76102 Dear Ms.Christeson: SunGard is pleased to offer Professional Planning Services to City of Fort Worth Water Department for your facilities located at 900 Monroe Street,Fort Worth,Texas. In consideration of Subscriber's good and valuable consideration for early signing of Business Availability Plan Addendum, SunGard is providing a one-time discount of $2,075. This will apply to the Planning Solutions Addendum dated November 28, 2005 and shows a price of$51,075 and will lower the price to $49,000. In order to meet this early signing discount, SunGard needs the BAP addendum signed and returned by December 31,2005. Suice�ely, .ighn Kubena f Account Manager `SunGard Availability Services, LP 4500 Fuller Drive, Suite 150 Irving, TX 75038 972-650-8536 Direct 214-415-0227 Mobile 267-262-8165 Faxr ACCEPTED: City of Fort Worth Water Department By: Title: Date: ClIV'>' � � '�o w.lc✓�.�YG4 GLe CITY SECRETARY SUNGARW CONTRACT NO. PLANNING SOLUTIONS ADDENDUM (SEE ADDITIONAL TERMS ON REVERSE SIDE) The Recovery Services Agreement between SunGard Availability Services LP (formerly known as SunGard Recovery Services LP)("SunGard")and Subscriber date November 1,2003 ("Agreement"),is amended to add the additional services and/or software listed below. The cost for the additional services and/or software products shall be the amounts listed and described below and shall be billed to Subscriber under the terms of the Agreement and this Addendum. ® Services: The following services as described in the document dated November 28, 2005, attached hereto and made a part hereof. Business Availability Plan The fees for the services and/or software are$49,000.00 due and payable as follows: ® Subscriber has opted for the following payment schedule: Upon Addendum Acceptance $ 12,250.00 3 Monthly Payment(s)of$12 250.001 $36,750.00 Reimbursable expenses (travel, lodging, food and incidental actual costs) will be billed on a monthly basis as the expenses are incurred. By the signatures of their duly authorized representatives below, SunGard and Subscriber, intending to be legally bound,agree to all of the provisions of this Addendum including those on the reverse side. SUNGARD AVAILABILITY SERVICES LP CITY F W RTH WA T P TMENT ....._______ ___........ s Print Name: Print Name: Marc A. Oft Assistant City Manager Print Title: Print Title: Date Signed: Date Si APROVLD AS TO FORM AND LEGALITY: � LL4�L—'e, w�, Contract Authorizatiola Assistant City Attorney Date Attested By: 12- '9-05 PJ'): OFFICIAL RECOID u � � �� D11rty endrets x M !hl retary Y1. 01IHt TEX. THE TERMS OF THIS ADDENDUM ARE CONF ENTIAL . . - r -9t - - � SunGard == = = Availability Services - - Statement of Work - -- Business Availability Plan Prepared for: City of Fort Worth — Water Department November 28, 2005 Business • of Work DRAFT 1. Statement of Purpose and Goals City of Fort Worth Water Department has identified the need to develop and validate a comprehensive business availability plan. Specific business challenges include: ■ Business continuity requirements. Issues, such as business interruptions, legislative mandates or concern on the part of senior management, partners and investors, have made creating business availability plans an urgent priority. ■ Inadequate/out-of-date plans. City of Fort Worth Water Department is concerned that its current plans do not provide adequate protection against interruptions and/or a coordinated plan for responding to incidents. ■ Exposure for situational events. City of Fort Worth Water Department's more traditional disaster plans do not address situational events, such as short term outages and interruptions of limited impact. City of Fort Worth Water Department's goals from engaging SunGard to perform a Business Availability Plan service include: f ■ Creating a coordinated plan of action to respond to a major business or h technology disruption V ■ Reaching higher levels of preparedness and risk mitigation ■ Reducing the severity and duration of an incident and minimizing the consequential operational impacts ■ Improving coordination and communication internally and externally ■ Increasing City of Fort Worth Water Department's ability to respond—with trained and knowledgeable personnel ■ Improving incident management planning to support consistent response and decision-making for any event SunGard expertise ■ The pioneer of Information Availability,with 25 years of experience and leadership in the business continuity industry ■ 200+ consultants averaging more than 10 years of business continuity planning experience ■ A vendor-neutral approach, enabling our consultants to recommend and design the best possible solutions for our customers' needs ■ Proven best practices for delivering results, deep technical resources for solution implementation and testing and industry-leading software to support Information Availability program development SUNGMD`I ,Q`Mk Page 2 Avai■bft Service■ 4 C.xftnA Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work DRAET 2. Service Definition 2.1. Service Description The SunGard Business Availability Plan development service provides a proactive means for City of Fort Worth Water Department management and team members to outline decisions and actions that should be performed to prevent or respond to a situation that disrupts normal business processes. Individual business availability plans will document and support a comprehensive action plan to guide the return of essential business operations and, eventually, full business recovery following an identified event. The plans are designed to assist City of Fort Worth Water Department in achieving its Information Availability objectives. Also included in this service is the development of an enterprise-wide Incident Management Plan for guiding the management team in its response to unplanned disruptions. The service creates flexible strategies and plans for a range of scenarios—from short-term outages to full-blown disasters—as defined in the Statement of Scope section of this Statement of Work. The plans have clear action steps, including check lists of required activities, explanation of roles and definition of resources. The result of the Business Availability Plan service is a fully documented and validated plan for responding to a broad spectrum of events, both anticipated and unforeseen. SUNGARD`h.0ap-pple Page 3 .:1�d Prepared for. City of Fort Worth Water Department Proposal Date: 11282005 Business of Work i 2.2. Statement of Scope The Business Availability Plan service is delivered taking into account City of Fort M Worth Water Department's specific business requirements. The following table lists the parameters of this engagement: Scoping parameters Description Business Availability Planning Seven Business Units (maximum), all located with the Billing Department, are included in the service. 1. Lock Box 2. Meter Readers 3. Payments via Web Engine Business Units 4. Scheduling 5. Printing 6. Delinquency 7. Customer Service One (1) Business Locations (maximum) will be included for service: Fort Worth, Texas Business Locations Interviews will be conducted at the following location(s): Fort Worth, Texas Seven (7) Business Availability Plans will be written Plans Business Availability for City of Fort Worth Water Department r«pk Page 4 ``"" Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work DRAFT 2.3. Project Assumptions To help ensure the success of the Business Availability Plan service, it is imperative that there is an understanding of assumptions. Below are key project assumptions for this service engagement: ■ City of Fort Worth Water Department has identified a senior"Executive Sponsor" to support the engagement ■ The plan is targeted only as part of the Implementation phase of City of Fort Worth Water Department's Information Availability program (see Enterprise Availability Methodology overview in Section 7). Other program activities, including Business and Technology Profile, Business Impact Analysis, and Strategy Analysis and Design, are not part of this engagement, unless otherwise noted. ■ SunGard will deliver the Business Availability Plan in Microsoft Word unless City of Fort Worth Water Department acquires SunGard's Paragon software. G I SUNGARD'ii"`�`°I;;�=k Page 5 arm s«�4C-ru'd'"°° Prepared for. City of Fort Worth Wafer Department Proposal Date: 11/282005 Business Availability of Work DRAFT 3. Project Deliverables Deliverable Description and purpose Business Availability Plan Availability Strategy Summary of key requirements and strategies that drive the Summary individual availability plans: ■ Availability Scenario and Response Descriptions ■ Recovery Time Objective(s) ■ Declaration Decision Point(s) "Note: Development of the Availability Strategies is a pre- requisite to the planning project. Availability Identif ration of Resource Requirements (time-phased, Resource addresses equipment requirements and resources): Requirements Summary of personnel, equipment and other resource requirements based on availability objectives: ■ Critical Personnel by business unit/process j ■ Vital record and documentation information " Critical forms and supplies information ■ Critical telecommunication line information ■ Equipment-provisioning procedures. Business I Comprehensive action plans to guide the organization in Availability Plan(s) the return to normal, following anticipated and unanticipated events that impact their normal business processes. Each plan is documented with the specific processes for which the team is responsible, to include the following: 1. Team and Member Information; 2. Call Trees with Assignments; 3. Contingency Locations; 4. Scenario Response Processes (Each process will include Activities, Dependencies, Responsibilities, Timeframes, and Supporting Documentation.) Sample outline: a. Immediate Response Process; b. Damage Assessment Process; c. Decision Process; SU .-Y' Page 6 � y s«vio•s i�.. Prepared for. City of Fort Worth Water Department Proposal Date: 1112812005 Business Availability of Work i Deliverable Description and purpose d. Notification Process; e. Mobilization and Deployment Process; s f. Critical Business Function Resumption Process: • Manual Processing Procedures; and, • Identification and Re-Processing of Lost Data. g. Resumption of Operations; h. Facility Restoration Process; and, L Return to Normal Operations Process. Plan Walk-Through Project team and client walk-through of a selected Exercise(s) scenario will be addressed. This is intended to validate: ■ Plan strategies and procedures ■ Team roles and responsibilities ■ Plan execution Following the walk-through, documented findings will be provided including action plans and recommendations. Availability Project team will provide overall recommendations for: Program Rollout, Initial communications plans to the enterprise Validation, and Ongoing testing and validation program, including Maintenance target criteria for measurement, frequency and scope Approach of validation program Recommendations ■ Recommended approach and frequency for maintaining the plans as business and technology requirements evolve Page 7 SUN.- ' - Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work t 4. Approach 4.1. Project Schedule The schedule presented below represents the typical activities and timing for delivery of the Business Availability Plan service. A detailed, customized schedule will be developed specifically for City of Fort Worth Water Department's service engagement at the beginning of the project. Based upon a review of City of Fort Worth Water Department's objectives and the project scope, SunGard has established a tentative duration for the project of ten (10)to fourteen (14)weeks. Week Pro ect Activity 1 2 3 4 5 6 7 8 9 110 11 12 13 14 Initiate Project Review Business Goals&Strategies Develop Model Plan Templates Build Availability Plans Define Validation&Maintenance Approach Validate Selected Plans Deliver Final Report Project&Quality Management 4.2. Project Approach ➢ Initiate project The team will work with the project sponsor to identify the City of Fort Worth Water Department project organization, roles and responsibilities; and schedule and conduct a project kickoff meeting to review the project objectives, schedule, data collection methods and validation approach. Together with the project sponsor, the team will: • Confirm and prioritize the business units, processes, locations, etc. to be addressed • Establish the scenarios to be included in the planning process(e.g. power outage, workplace unavailable, natural disaster) SUNGARD'I-d Prepared. Page 8 e► services ' Prepared for. City of Fort Worth Water Department Proposal Date: 11/2812005 Business Availability of Work DRAFT • Finalize the list of individual plans to be developed and determine which to use as the model plan(s) The team will confirm the critical information to be collected, the types of activities to be developed and level of detail to be included. ➢ Review business goals and availability strategies The project team will review available City of Fort Worth Water Department documentation gathered from previous initiatives (Business Impact Analysis, Business and Technology Profile, Information Availability Strategy Analysis and Design, existing recovery and availability service contracts, etc.) and meet with the executive sponsor to validate previous analysis and design decisions and confirm the availability strategies/recovery objectives that will be used to guide the plans. ➢ Develop model plan templates The availability plans include the "who, what, when, where and how"to respond to a disruption in normal operations as a result of one of the selected scenarios. Selecting a business unit/process/location,the team will develop a model availability plan with responses, activities, durations, roles and responsibilities. The team will review the template(s)with City of Fort Worth Water Department's project sponsor. ➢ Build individual plans For each business availability plan, the team will: • Document the scenario response (time or non-time dependent) • List the major and detailed activities, including milestones and dependencies • Estimate timeframes and identify responsibilities for completing the major activities • Develop detailed resource requirements (time or non-time dependent) • Identify team roles and responsibilities • Collect relevant reference support materials (typically attachments of diagrams, procedures, etc.) ➢ Define validation and maintenance approach Define overall recommendations for: • Initial communications plans to the enterprise • An ongoing testing and validation program, including target criteria for measurement, frequency and scope of validation program • A recommended approach and frequency for maintaining the plans as business and technology requirements evolve SUNGARD"J„`�*°,,%,'��". Page s AvnAmbft ,�. d Prepared for. City of Fort Worth Water Department Proposal Date: 1112812005 Business Availability ! of Work a .: FT- ➢ Validate selected plan(s) SunGard will conduct a walk-through exercise for a selected business availability plan, technology availability plan and the incident management plan. SunGard consultants will work with the City of Fort Worth Water Department project sponsor to: • Design a realistic validation scenario • Establish goals and evaluation criteria for the walk-through exercise • Conduct the walk-through exercise • Incorporate any identified changes into the final plan ➢ Develop and deliver final report The project team will develop an executive summary of the availability plans, and recommendations for ongoing enhancement and validation, as well as,the individual availability plans. ➢ Project and quality management The SunGard project manager will help ensure effective two-way communication, including documented status reports and proactive tracking and resolution of issues and potential scope adjustments. The project manager will work with the designated City of Fort Worth Water Department sponsor to obtain timely review, approval and acceptance of major deliverables and milestones. Page SUNG s�eIGUM .C" a Prepared for. City of Fort Worth Water Department Proposal Date: 11282005 Business . • of Work L AF 5. City of Fort Worth Water Department Responsibilities It is SunGard's experience that the success of projects relies upon a number of key factors that remain the responsibility of City of Fort Worth Water Department. City of Fort Worth Water Department will be responsible to: ✓ Assign a single point of contact for all issues that require escalation and resolution Provide timely response to all requests for information, review and resources Provide business and/or technical resources to assist SunGard to the extent required in this Statement of Work Provide workspace for the project team with access to the Internet SUNGARD'ly =—P' .. Page 11 AVMNab SM%4OM �rx.M &A Prepared for. City of Fort Worth Water Department Proposal Date: 11282005 Business • of Work _01a ET 6. Pricing SunGard is pleased to provide services to City of Fort Worth Water Department as described in the prior sections for a price of$51,075. In the event that there is a need to expand or change the scope of this engagement, a formal Change Order will be executed. Travel and expenses for the SunGard project team will be billed at the actual incurred rate. Note: This pricing quotation is valid for sixty(60) days from the date of this proposal. Please refer to the SunGard Master Services Agreement (MSA) for all terms and conditions. SUNGARD`J(.K,z Page 12 avaa.Aty ssvlees I Prepared for. City of Fort Worth Water Department Proposal Date: 11/28/2005 Business Availability of Work DRAFT 7. SunGard's Enterprise Availability Methodology The Enterprise Availability Methodology from SunGard Availability Services is the result of our dedication to best practices and overriding goal of keeping people and information connected. The methodology represents the approach our consultants use in delivery of comprehensive enterprise availability solutions. As the pioneers of the disaster recovery industry, SunGard Availability Services offers the most extensive depth of knowledge in our discipline—the result of 25 years of experience with thousands of customers across all major industries and platforms. SunGard has gained unparalleled experience from developing and executing business availability plans and building secure, reliable infrastructures. This unique perspective enables us to deliver solutions based upon best practices and to continually improve our solution development and delivery using this industry knowledge. SunGard's Enterprise Availability Methodology is divided into five distinct phases, combining a unique blend of people, processes, information, software and infrastructure. Business Goals Feedback& &Requirements Scenarios Project Schedule Action Plans Triggers I 1 1 1 1 Evaluate a � Assessment Strategs Development Validatan Maintenance Analysis ►Profile sto Implementation $ t.Situation Enhanwrrent ►Solution Management 0. Impact D*n k, Training ; maly*L, J Li Li Meas Benchmark Proven Solutions Quality& Proven Track Thought Efficient Delivery Record Leadership Figure 1: SunGard's Enterprise Availability Methodology Built firmly on industry best practices, the phases—Evaluate, Architect, Implement, Activate and Sustain—provide a modular, scalable approach to facilitate a client- focused Information Availability program. They form a comprehensive and innovative service methodology that adds rapid and incremental value. SUNGMD`f.e m. Page 13 Avaftbllity SWVIC" !r~.-&d Prepared for. City of Fort Worth Water Department Proposal Date: 1112812005