HomeMy WebLinkAboutContract 49854 CITY SECRETARY `
CONTRACT N0._
GT
TECHNOLOGY SOLUTIONS
Statement of Work for:
City of Fort Worth
MDC Rugged Refresh
Version 1.0 DATE: 07/18/2017
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GTS Account Exec: Herschel Sova,(512)731-7935, Herschel.sova qts-ts.c0
OFFICIAL RECORD
CITYARCAFETARY
FT.WORTH,TX
Table of Contents for SOW
1 Purpose .........................................................................................................3
2 Scope ............................................................................................................3
2.1 In Scope...................................................................................................3
2.2 Out of Scope........:—===............................................................................
3 Roles and Responsibilities.............................................................................4
3.1 Contractor will perform the following:.......................................................4
3.2 CUSTOMER Will perform the following: ...................................................5
4 Approach .......................................................................................................5
5 Deliverables...................................................................................................6
6 Assumptions..................................................................................................6
7 Reports and Meetings....................................................................................6
8 Period of Performance...................................................................................7
9 Pricing............................................................................................................7
9.1 Billing...........................................................................................................7
9.2 Payment Address........................................................................................8
10 Project Acceptance.....................................................................................8
10.1 Change Management...........................................................................8
10.2 Acceptance...........................................................................................8
10.3 Project completion criteria ....................................................................9
11 Payment Terms........................................................... ........................9
12 Approval......................................................................................................9
13 Terms and Conditions — In Accordance with DIR-SDD-1951 ....................10
14 Right to Audit ............................................................................................10
15 Texas Government Code Chapter 2270 ...................................................10
Appendix A— Change Request Form .................................................................11
GTS Professional Services Confidential Page 2 of 12
This Contract is entered into between the CUSTOMER ("CoFW" or "CUSTOMER") and
GTS or its subcontractor("Contractor"), collectively referred to as the "Parties".
GTS has been requested to provide warehousing, imaging and asset tagging of Dell
Rugged laptops, configuration of CradlePoint cellular routers, kitting of all peripherals
(antennas and Havis solutions)and installation services for all components.
2 Scope
This section articulates the activities and services that will be considered in scope for the
Contractor team during this project.
2.1 In Scope
The following items are in scope during this Contract:
• Provide local warehouse facility for receiving and storing systems in same State
as Customer.
• GTS created asset tags, attached at warehouse per CoFW's requirements.
o Asset tagging occurs in conjunction with warehouse service.
o Once all required devices are asset tagged, a CoFW representative will
be invited to review all CoFW assets onsite.
o Price does include the procurement of the asset tag.
• Image using Customer-provided image via GTS Network
• Conduct basic functionality test to ensure image load success.
• GTS is not responsible for any issues arising from the functionality of the
Customer's software or network in the Customer's environment.
o Customer is responsible for all licenses.
• Unpack Cradlepoint, media and inspect condition
• Connecting the peripheral to the GTS's network
• Configure Cradlepoint per Customer's configuration requirements
o Power up system and download group profiles and settings
• Testing peripheral
o CoFW will provide assistance in ensuring devices are properly assigned
in ECM and grouped accordingly
• Confirm delivery locations, contacts, and schedule with CoFW Project
Coordinator
• Sign out of equipment to be delivered.
• Deliver equipment to correct location —deliver inside to storage location.
o Equipment will be delivered to central area at each building for
installation.
o Install services will be performed in conjunction with delivery services.
• Unpacking new Client System from shipping boxes and inspecting components
for any damage
GTS Professional Services Confidential Page 3 of 12
• Verifying service tag for each new Client System against packing slip
• Notifying appropriate OEM help desk of any discrepancy or damage regarding
the shipment of equipment
• Organize Client System components and peripherals for deployment
• Uninstall the current computer, docking station, antenna (if applicable) & power
supply
• Prep the area for the new system &assess the power needs
• Install a new power adapter& required components for the docking station
• Install the new dock& adapter plate (if required)to the existing mounting location
• Install the computer to ensure a seamless fit
• Remove the computer to a secured location to complete the router/antenna
install
• Install power at a pre-approved location for the Cradlepoint router
• Install an Ethernet cable between the Cradlepoint Router&docking station for IP
connectivity
• Remove the current antenna (if applicable)
• Prep the roof area for installation by lowering the headliner& any necessary
components
• Install new antenna at a pre-selected location (if applicable)
• Connect power and perform a visual inspection of the status `lights' on the router
• Reinstall all compartments that were removed such as console& headliner
• Booting the new Client System and verifying network connection for network
connected devices
• Complete validation &function test as agreed to by both parties
o Power for the router will be fused inline to the power breakout
o The SIM card from the current device will be used
o Customer's IT department will validate functionality of all components
• Secure acceptance documentation.
2.2 Out of Scope
The following items are out of scope during this Contract:
• Installing any additional software once the devices have been imaged
• Providing anti-virus scans
• Any services not included in the In Scope section (2.1) of this document
3 Roles and Responsibilities
3.1 Contractor will perform the following:
GTS Professional Services Confidential Page 4 of 12
• Contractor will be responsible for accomplishing assigned activities within project
scope and schedule for the negotiated price.
• Contractor will lead/develop requirements gathering sessions specific to document
management and workflow as needed with active participation from relevant staff.
• Contractor will manage risks to ensure project quality and schedule adherence.
• Contractor will provide a weekly status report to the CUSTOMER project manager.
• Contractor will appoint a point of contact to communicate with CUSTOMER.
• Contractor point of contact will escalate issues and needed changes to
CUSTOMER project manager as appropriate.
• Contractor will review and acknowledge in writing CUSTOMER Computer usage,
confidentiality and non-disclosure policies.
• Contractor will invoice CUSTOMER upon completion and CUSTOMER
acceptance of each deliverable.
3.2 CUSTOMER will perform the following:
• CUSTOMER will appoint a project manager (PM) as the primary contact for the
Contractor
• CUSTOMER will be responsible for final acceptance of deliverables
• CUSTOMER will identify and assemble necessary CUSTOMER resources
• The PM will assist the Contractor with business related activities and decisions, as
necessary.
• The PM will baseline all deliverables provided by the Contractor.
• The PM will assist the Contractor with the coordination of technical resources
• The PM will review and make comments on Contractor's progress and ensure that
the deadlines, work items, reporting, and invoicing are being met and
accomplished as described in the SOW
• The PM will assist with budget and procurement issues, as needed.
4 Approach
Contractor will take the following approach to deliver this project:
• Discover
o Receive current list of locations
o Determine list of onsite contacts at each location
• Design
o Create Project Plan for imaging and installation services
o Schedule Resources
o Order Equipment
• Deliver
o Receive Equipment at GTS warehouse
o Configure, Asset Tag, and record units onsite at customer's location
o Perform scheduled delivery(s)to customer sites
o Perform installation services
o Obtain Signoff from onsite contact
GTS Professional Services Confidential Page 5 of 12
5 Deliverables
The following deliverables will be developed during the term of the Contract.
No. Deliverable Description Completion Criteria
1 Deployment Report Report containing a list of Once units are deployed and
all asset tags and services signoffs received
tags as well as the
location that the unit was
delivered to
2 Deployment Signoff Signoff sheet by onsite Onsite contact signs document
contact confirming deliver
and installation of units
has been completed
6 Assumptions
• Customer is responsible for all software licenses.
• The Customer Project Manager shall obtain and provide project requirements,
information, data, decisions and approvals according to the project plan unless
both parties agree to a different response time and provided the information is
available from the customer
• The Customer shall provide GTS Project personnel with reasonable and safe
access to the project site and adequate office space, as required.
• Scope of this project is based on information gathered to-date and is subject to
re-scoping in the event additional tasks or technical issues arise. Any time spent
beyond the projected project hours will be billed to the customer at the project
staff standard Time and Material (T&M) hourly rate. Hourly work will not be
performed without written approval from the customer.
• GTS project team assumes no responsibility for any application configurations
malfunctions.
• An elevator shall be available to transport equipment between floors
• Services will be completed for a minimum of 1,251 Rugged devices
• Service Hours:
o Business Hours—Monday through Friday 8:OOam to 5:00 pm local time
(excluding State of Texas and nationally-observed holidays).
o Outside Business Hours—(Monday— Friday)—(may incur an additional
charge)
o Weekends—(may incur an additional charge)
o Holidays—(may incur an additional charge)
7 Reports and Meetings
The Contractor assigned Project Manager will work with CUSTOMER'S assigned
personnel to create the deliverables for this project.
GTS Professional Services Confidential Page 6 of 12
• Contractor will document milestone completion status, issues, risks and open
action items in weekly status reports to CUSTOMER
o Weekly status reports and associated information will be considered
accepted by CUSTOMER if not objected to in writing within 3 business
days
• Contractor will conduct weekly project meetings with CUSTOMER
o Additional meetings may be requested by CUSTOMER or Contractor
• Contractor will conduct any meetings required to determine the best solution
forward for an issue or risk
8 Period of Performance
The term of this contract begins upon full execution of this document and
continues until project completion. Contractor estimates it will take approximately
16 weeks to complete this project.
9 Pricing
9.1 Billing
The price for the Services to be performed by the Contractor, applicable cancellation and
rescheduling fees for the Services are listed below. GTS will bill weekly for installation
services:
Price e x en e
1 Receive and 1,251 $128.68 $160.978.68
warehouse hardware, image laptops,
configuring Cradlepoint devices,asset
tagging
hardware, kitting and staged delivery
Vehicle installation services Fort 1,118 $387.88 $433,649.84
Worth PD or standard fleet vehicle
3 Vehicle installation services Fort 133 $454.75 $60,481.75
Worth FD or oversize vehicle
Notes:
1. Travel: Based on the discussion during the scoping of this project, travel outside
of the DFW area will not be required for project completion. Travel expenses are
not included in the pricing for this project
GTS Professional Services Confidential Page 7 of 12
2. Rescheduling: If the Contractor deliverables are delayed by prerequisites owned
or assigned to CUSTOMER personnel a re-scheduling fee of$400.00 per day will
be assessed.
3. Managed Services: Milestones are considered completed at the end of the
current month of service and are billed monthly.
9.2 Payment Address
GTS Technology Solutions
PO Box 975093
Dallas, TX 75397-5093
10 Project Acceptance
10.1 Change Management
When the Contractor or CUSTOMER determines that a change is necessary to refine a
process, procedure, or specific responsibility identified in this SOW, the party proposing
the change will document the request using the change request form provided in Appendix
A. The request will be presented in a change management meeting where both parties
will mutually agree to accept or reject the change request. This change management
meeting will be within 5 business days of the request. A conference call between both
parties that addresses the change request will be considered a change management
meeting as long as both parties are present.
The receiving party will review the proposed Change Request and determine whether the
change is acceptable or requires modifications. Both parties will review the proposed
Change Request and will (i) approve it, (ii) agree to further investigation, or (iii) reject it
("Change Management Process"). When the parties agree to the change, they will sign
the Change Request, which upon signing by both parties will constitute authorization to
implement the change.
10.2 Acceptance
CUSTOMER shall either accept or reject the Contractor's Services or Work Product within
a reasonable number of days from performance. For this Project SOW, Services or Work
Product shall be accepted or rejected within 25 days from performance. Services or Work
Product will be deemed acceptable to CUSTOMER if it conforms in all material respects
with Services described in this SOW.
• The Contractor will have full responsibility for the deliverables and the tasks listed
in this SOW.
• All work products will be submitted to the CUSTOMER PM for acceptance and
approval. The CUSTOMER PM may request that a deliverable outline be
submitted for approval prior to work commencing on the deliverable. All
correspondence and documentation will be delivered in both paper and electronic
format unless otherwise agreed to by the Contractor and the CUSTOMER PM.
• CUSTOMER will complete a review of each submitted deliverable within five
work days from the date of receipt. CUSTOMER feedback which indicates
revisions to a deliverable are required will be addressed and re-submitted by the
GTS Professional Services Confidential Page 8 of 12
Contractor within ten work days unless approval (in writing)for a different length
of time is obtained from the CUSTOMER PM or designate.
• CUSTOMER will either accept or reject the Contractor's Services or Work
Product within a reasonable number of days from performance. For this Project
SOW, Services or Work Product will be accepted or rejected within 5 days from
performance completion date. Failure to provide acceptance or rejection within 5
days will be considered acceptance of the deliverable.
• If CUSTOMER gives notice of rejection, then the Contractor will have an
additional ten (10) days, within which to cure any deficiencies identified in writing
by CUSTOMER.
10.3 Project completion criteria
The project will be considered complete when all deliverables described in the SOW
have been accepted and approved by the CUSTOMER PM.
11 Payment Terms
CUSTOMER agrees to be invoiced based on completion and acceptance of each
deliverable. CUSTOMER upon receipt of the invoice(s) agrees to a net payment
term of(30) days.
12 Approval
IN WITNESS WHEREOF, CUSTOMER and the Contractor have caused this SOW
to be signed and delivered by their duly authorized representatives as of the date
of last signature below (the "Effective Date").
Customer GTS
inteame: susan Alanis Printed Name:
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Title: Assistan Title: Gw J V P
Date: c) Date:
/ 1 Date: Cv Z f l
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APPROVED ASTO FORM AND LEGALITY: ti
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ATTO NEY _
A by
mw J. r, dky Secretary
OFFICIAL RECORD
GTS Professional Services Confidential CITiV96 f�t TARY
FT. WORTH, TX
5
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13 Terms and Conditions— In Accordan a with DIR-SDD-1951
The terms and conditions of this SOW shall be governed by the terms and
conditions set forth in Appendix A of DIR- -1951, which can be accessed via
the following Iink-http://dir.texas.govNiew:Search/Contracts-
Detail.aspx?contractnumber=DIR-SDD-1951&keyword=1951
14 Right to Audit
Consultant agrees that the City shall, until the expiration of three (3) years after
final payment under this Agreement, 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 Agreement 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 not less than
10 days written notice of any 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,
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 not less than
10 days written notice of any intended audits.
15 Texas Government Code Chapter 2270
Contractor acknowledges that in accordance with Chapter 2270 of the Texas
Government Code, the City is prohibited from entering into a contract with a
company for goods or services unless the contract contains a written verification
from the company that it: (1) does not boycott Israel; and (2) will not boycott
Israel during the term of the contract. The terms "boycott Israel' and "company"
shall have the meanings ascribed to those terms in Section 808.001 of the Texas
Government Code. By signing this contract, Contractor certifies that
Contractor's signature provides written verification to the City that
Contractor: (1) does not boycott Israel; and(2) will not boycott Israel during
the term of the contract.
GTS Professional Services Confidential Page 10 of 12
Appendix A— Change Request Form
Change# 001 GTS CUSTOMER 410401
Low,Medium,High
Client Name Date
Change Related Issue/
Manager
CONTACT INFORMATION
Prepared by Phone Email
Change Owner Phone Email
Client/Contract Phone Email
or Contact
DESCRIPTION OF EXISTING STATE b
Details:
REQUESTED IMPACT Quality or Related SOW
CHANGE 4 Cost Schedule Quantity Section
Details:
IMPACT a
Details:
Total Cost of Paid By 4 CUSTOMER GTS
this Change (keep all that
apply)
GTS Professional Services Confidential Page 11 of 12
GTS ' CUSTOMER
S"ture
Marne Raa1�e
GTS Professional Services Confidential Page 12 of 12
GTS Technology Solutions,MDC Rugged Refresh SOW
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible
for the monitoring and administration of this contract, including
ensuring all performance and reporting requirements.
_ jzv
Steve Streiffert
Assistant Director, IT Solutions Department
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1o(1
Complete Nos.i-a and 6 if there are interested parlir— OFFICE USE ONLY
Complete Nus.1,2.3,5,and 6 it there are no interested pwoes. CERTIFICATION OF FILING
1 Name of business entity Nling form,and the city,state and country of the business entity's plate Certificate Number.
of business. 12017-261635
Dell Financial Services LLC
Round Rock,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 09118/201!
being filed.
City of Fort Worth Date Acknowledged-
3 Provide the identification number used by the governmental erdty or state agency to tract or identify the Contract,and provide a
description of the services,goods,or other property to be provided under the contract.
MDC refresh
Technology Leasing Services
Nature of interest
4 Name of interested Party City,State,Country{place of baseness} �ctrecle applicable)
Controlling Intermediary
Deli Finatwial Services LLC Round Rock,TX United States X
5 Check only if there is NO Interested Party. d
6 AFFIDAVIT 1 swear,or affirm,under penalty of pefjuy,that the above disclosure is true and correct.
SKALMDA NICOLE WLLOC I
t ►� :i Not YoubmcVote CorrmlGtilon E or reat�
Mr rrli t
J"unry 14.201• --
Signature of atetincrrt2ed age of contracting busirne'ss entity
AFFIX NOTARY STAMP t SEAL ABOVE w1.,
Sworn to and subscribed before tire,by the said •w�. ,, .t ,ties t1w day of, �
20 to cel"ouch.miness my hand and seal of office..
7Signature of orric:er adnindi ing oath PrOwl rwv of officer administertneg matin 11 of affIt,er" nini=nM oath
Foffns provided by Texas Ethics Commission www.ethics,stalesx,us Version V1.0.3337
M&C Review
Offidal of oie Cft of'Fort Worth,Texas
CgTr COUNCIL AG.IENDA T �T V aRrl�
{"�. .. COUNCIL" A� �TIONyAppm�ed on 100.
/.10/201.7 _{. WEN
REFERENCE ** 13P17-0502 MDC REFRESH
DATE: 10/10/2017 NO.: P-12110 LOG NAME: SB ITS
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of Lease Contract for Mobile Data Computers with Dell Marketing,
L.P., for a Five-Year Cost Up to $6,342,671.70 and Authorize Execution of a Managed
Services Contract for Implementation Services, Maintenance and Support Services
with GTS Technology Solutions, Inc., for a Five-Year Cost Up to $899,672.33, Using
Cooperative Contracts for the Information Technology Solutions Department (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of a lease contract for mobile data computers with Dell Marketing L.P., for a
Five-Year Cost up to $6,342,671.70 using the State of Texas Department of Information Resources
Contract DIR-SDD-1951,
2. Authorize Execution of a Managed Services Agreement for implementation services, maintenance
and support services with GTS Technology Solutions, Inc. for a Five-Year Cost up to $899,672.33
using State of Texas Department of Information Resources Contract DIR-TSO-3655.
Year One payments will be funded from the Crime Control Prevention District, Transportation and
Public Works Stormwater Utility Fund and Information Technology Solutions Capital Program Refresh
Funding. Lease Agreement Refresh payments for Year Two, Three, Four and Five have
planned funding from the Crime Control Prevention District, Transportation and Public Works
Stormwater Utility Fund and Information Technology Solutions Capital Program Refresh. Managed
Services Contract payments will be allocated to the participating departments as part of the annual
Information Technology Solutions allocation based on the number of devices assigned to each
department.
The annual payments are:
Lease Purchase Refresh Managed Services
Year 1 $1,268,534.34 $121,577.33
Year 2 $1,268,534.34 $194,523.75
Year 3 $1,268,534.34 $194,523.75
Year 4 $1,268,534.34 $194,523.75
Year 5 $1,268,534.34 $194,523.75
Total $6,342,671.70 $899,672.33
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DISCUSSION:
The Lease Contract is turnkey and includes warehousing, imaging, asset tagging, configuration of
cellular routers and complete installation services. The Information Technology Solutions Department
will use this lease contract to replace the existing 1,251 mobile data computers with new ruggedized
laptops for the Police, Fire, Transportation and Public Works, Planning and Development, Code
Compliance and Property Management Departments.
The Managed Services Contract is for total life cycle support for the mobile data computers to
include: break-fix, spare parts, management of repairs and warranty claims. On-going supporting
maintenance will be allocated to the benefiting departments through their ITS budget allocation
process.
PRICE ANALYSIS -The Department of Information Resources (DIR) contract offers fixed discounts
ranging from 3 to14 percent less than Dell's current retail price list. Staff reviewed the pricing and
determined it to be fair and reasonable.
COOPERATIVE PURCHASE- State law provides that a local government purchasing an item under
a cooperative purchasing Agreement satisfies any state law requiring that the local government seek
competitive bids for purchase of the item. The Department of Information Resources (DIR) contract
was competitively bid to increase and simplify the purchasing power of government entities across the
State of Texas.
M/WBE OFFICE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by
the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance,
because the purchase of goods or services is from sources where subcontracting or supplier
opportunities are negligible.
SUCCESSOR CONTRACTS -To facilitate planning and budgeting staff would prefer to have annual
Agreements that align with the Fiscal Year. However, the DIR Agreement is out of alignment with the
City's Fiscal Year and its current term will expire January 9, 2018. In order for this purchase to align
with the City's Fiscal Year, adoption of this M&C technically authorizes (i) a series of purchase
Agreements, each of which will align to a term of the DIR Agreement to ensure legal authority exists
for the contract and (ii) an annual spend amount, future years of which would be subject to City
Council appropriation. In the event the DIR Agreement is not renewed, staff would cease purchasing
at the end of the last purchase Agreement coinciding with a valid DIR Agreement. If the City Council
were to not appropriate funds for a future year, staff would stop making purchases when the last
appropriation expires, regardless of whether the then-current purchase Agreement has expired.
The City will initially use DIR Contract DIR-SDD-1951 and DIR-TSO-3655 to make purchases
authorized by this M&C. As noted, that DIR-SDD-1951 agreement expires on January 9, 2018 and
DIR-TSO-3655 expires November 29, 2020. If DIR Contract DIR-SDD-1951 and DIR-TSO-3655 is
extended, this M&C authorizes the City to purchase similar equipment and supplies under the
extended contract. If DIR Contract DIR-SDD-1951 and DIR Contract DIR-TSO-3655 is not extended
but DIR executes a new cooperative contract with Dell and with substantially similar terms as DIR-
SDD-1951 and DIR-TSO-3655, this M&C authorizes the City to purchase the equipment and supplies
under the new DIR contract.
AGREEMENT TERM - Upon City Council's approval, the Agreements will commence upon execution
and continue for five-years to expire in accordance with the terms and conditions of DIR Contract No.
DIR-SDD-1951 and DIR-TSO-3655 or applicable successive DIR contracts for the same services.
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FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating and capital budgets,
as appropriated and that prior to an expenditure being made, the Information Technology Solutions
Department has the responsibility to validate the availability of funds. Due to the nature of the
structure of the lease with Dell, this financing is classified as a debt offering and will be tracked as
City's general ledger according to applicable debt financing guidelines.
BQN\17-0502\SB
TO
+Fund Department Account Project Program Activity Budget Reference# I Amount
ID ID Year I (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget I Reference# J Amount
ID I I ID I I Year I (Chartfield 2)
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Aaron Bovos (8517)
Additional Information Contact: Cythnia Garcia (8525)
Sheila Baker(8356)
ATTACHMENTS
Dell Finincial 1295 Certificate 2017.pdf
GTS Technology 1295 for MDC project 9-15-2017.pddf
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