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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 ,�PM PM � 2 . s o s rn -4 Co co co s � �z a wd W�ti 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: /Gc Title: Assistan Title: Gw J V P Date: c) Date: / 1 Date: Cv Z f l X •:Z7 APPROVED ASTO FORM AND LEGALITY: ti s .off ATTO NEY _ A by mw J. r, dky Secretary OFFICIAL RECORD GTS Professional Services Confidential CITiV96 f�t TARY FT. WORTH, TX 5 -�6S 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 http://apps.cfwnet.org/council_packet/mc review.asp?II1=25238&councildate=10/10/2017[10/11/2017 9:02:29 AM] M&C Review 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. http://apps.cfWnet.org/council_packet/mc_review.asp?ID=25238&counciIdate=10/10/2017[10/11/2017 9:02:29 AM] M&C Review 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 http-.Happs.cfwnet.org/council_packettme Teview.asp?ID=25238&councildate=10/10/2017[10/11/2017 9:02:29 AM]