HomeMy WebLinkAboutContract 28043- � i��
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PROFESSIONAL SERVICES AGREEMEP����AC7' MO, ����-�
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered
into by and beiween the CITY OF FORT WORTH (the "City"), a home rule municipal
corpoaration situated in partions of Tarrant and Dentan Counties, Texas, acting by and through
Charles Boswell, its duly aut�arized Assistant City M�nager, and Data Applicatians
Corporation {"Con�ractor"} a Texas corporation and acting by and thraugh Richard Kaeufer,
its duly authorized President and Cbi�f Executive Officer.
1. SCOPE 4F SERVICES.
Contractar I�ereby agrees to provide the City with professional computer and consulting
services. Such services arre described in th� Scape of Services, attached hereto as APPENDIX
A and hereby rnade a part of this agreement for all purposes. The City or Can�ractor may
change the Scope af Services by substituting amended attac�ments or additional attachments,
signed by both the City and Contractor, which s�all then be attached to this Agreement and
made a part of this Agreement for all purposes.
2. TERM.
This Agreement shall cammence upon the date that both the City and Contractor have
executad this Agreement ("Effective Date"} and shall continue in full force and effect until
terminatad in accordance with the provisions of this Agre�ment or when the' City provides
Contractoz- with written natice that Contractor has fulfilled its obligations under this Agreement
and that Contractor's services are no longer required.
3. COMPENSATION.
The City shall pay Con�racior a sum in accordance with the provisions o�'this Agreement
as specified in APPENDIX C to this Agreement, attached hereto a�d made a part of this
agreement for all purposes. Contractor sh�ll nat perforrn any additional services for the City not
specified by this Agreement Unless the City requests and approves in writing the additional
casts far such servicas. The City shall not be liable for an.y additional expenses of Contractor
not specified by this Agreement unl�ss the City first approves such expenses in writing.
� Contractor shall provide invoices as specified in APPENDIX B of this Agreement, attached
hereto and made a part of this agreement for all purposes.
4. TERMINATION.
�.1. Written Notice.
The City or Con�ractor may �erminate this Agreement at any tirne and for any
reason by its providing the oiher party with 30 days' written natzce o�termination.
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4.2 Non-annropriation of Funds.
In the event no funds or insufficient funds ara appropriated by #he City in any
fiscal period for any payments due hereunder, City will notify Contractor of such
occurrence and this Agreement shall terminate on the last day of th� fiscal period for
wliich apprapriations were received wifihout penalty or expense ta the City of any kind
whatsoever, except as ta the portions of the payznents herein agreed upon far which
funds shall 6e been appropria�ed.
4,3 Duties and Obli�ations of the Parties.
In the event that this Agreernent is terminated prior to the Expiration Date, the
City shall pay Coniractor for services actually rendered as of the effective date of
terminataon and Contract�or shall continue to provide the City with services requested by
ihe City and in accordance with this Agreement up to the effective date of tertnination.
S. DISCLOSURE OF CONFLICTS AND CONFYDENTIAL INFORMATION.
Cantractor hereby warrants to the City that Contractor has made iu11 disclosure in
writin� of any existing or potential conflicts af interest r�lated to Coniractor's serviees and
proposed services with resp�et to the Scope of Services. In the event that any conflicts ot�
interest arise after the Effective Date of this Agreement, Contractor hereby agrees immediately
to malce full disclosure to the City in writing. Contractor, far itself and its offi�ers, agents and
employees, further agre�s that it sha11 treat all infarmation provided to it by the City as
confidential and shall not disclose any such information to a third party without the p�ioz'
written approval of the City.
G, INDEPENDENT CONTR.ACTOR.
It is expressly undei•stood and a�-eed that Contractor shall operate as an independent
contractor as to all rigl�ts and privileges granted herein, and not as agent, representative or
employee of the City. Subject �a and in accordance with the conditions and provisions of this
Agreement, Confiractor shall have the exclusive right to control the details of its operations and
activities and be solely responsible for the acts and omissions of its officers, agents, servazrts,
ernployees, contractors and subcantractors. Contractor acknowledges that the doctrine of
respondeat superior shall not apply as betweez� flie City, its officers, agents, serv�ants and
employees, and Cantractor, its officers, agents, emplayees, servants, contractors and
subcontractors. Contractor fut-ther a�rees that nothing herein shall be construed as the creation
af a partnership or joint enterprise between City and Contractor.
'�. LIABILITY AND INDEMNIFICATION.
CONTRAC7'OR SHALL BE LIABLE AND RE�PDNSIBLE FOR ANY AND ALL
PRCIPERTY L�SS, PROPERTY DA11rIAGE AND10R PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF ANY K1ND OR CHARACTER, WHETHER REAL
QR ASSERTED, TO THE EXTEIVT CAUSED BY THE NEGLI`GENT AC?'!�) OR OMISSION(S),
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MALFEASANCE OR 1NTENTI'ONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS,
AGENTS, SERVAIVTS OR EMPLOYEES
CONTRACTOR COVENANTS AND AGREES TO, AND �OES HEREBY, INDEi1�1NIFY,
HOLD HA_RMLESS AND DEFEND THE CITY, ITS OFF�CERS, AGENTS, SERVANTS AND
E1lylPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS FOR EITHER
PROPERTY DAMAGE OR LOSS (INCL UDING ALLEGED DAMAGE OR LOSS TD
CONTRACTOR'S B USINESS AND ANY RESULTING LOST PROEITS) AAID/QR PERSONAL
INTURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR
CHARACTER, WHETHER REAL OR ASSERTED, ARISING �UT DF OR IN CONNECTION
WITH THIS AGR�EMENT, TO THE EXTENT CAUSED B�' THE IV�GLIGENT ACTS OR
OMISSIONS OR MA�FEASANCE O�' CON7'RACTOR, ITS OFFICERS, AGENTS, SERVANTS
QR EMPLDYEES.
8. ASSIGNMENT AND SUBCONTRACTING.
Con#ractar shall not assign or subcontract any ai its duties, obligations or rights under
this Agrecment withoui the advance written notification to the City. I�' the City grants such
consent, the assignee or subcontractor shall e�ecute a written agreement with the City under
which the assignee or subcontractor agrees to be bound by th� duties and obligations of
Contractar under this Agreement.
9. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS.
Contractor agrees to camply with all f�deral, state and local laws, ordinances, rules and
regulations. If the City notifies Cantractar oi any violation of such 1aws, ordinanc�s, rule� or
regulations, Cantractor shall immediaiely desist from and carract the violation.
10. NON-DISCRIMINATION COVENANT.
Coniractor, for itself, its personal representatives, assigzis, subcontractors and successors
in intezest, as part of the consideration herein, agrees that in the performance af Contractor's
du�ies and obligatians her�undcr, it sha11 not discriu�inate in the ireatment or emplayrnent of any
individual or group of individuals on the basis of race, color, national origin, religion, handicap,
sex, or familial status. If at�}� clairn arisEs from an alleged �iolation af this non-discrimination
cavenant by Contractor, its personal represantatives, assigns, subcontzactors or successars in
interest, Cantractor agrees to assume such Iiability and io indemnify and defend the City and
ho�d the City hatmless from such claim.
11. NOTICES.
Notices required pursuant to the provisions of this Agreerneni shall be conclusively
determined to have been deliv�red when (1} hand-delivered to the ather party, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic coniumation
of the transmission, or {3) received by the other party by United States Mai1, registered, return
reeeipt r�quested, addressed as %llows:
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To THE CITY:
City of Fort Worthl(Dept}
ATTN: Director
1000 Thrackmorton
Fort Worth T� 76102-639 �
Facsjmife: (8�7} 87��8654
I�. GOVERNII�TENTAL POWERS.
To C�NTRACTOR:
Data Appfications Corporation
ATTN: Ricf�ard Kaeufer
44D8 Sunbelt Drive
Addison TX 7�001
(972) 250-6978
It is understood and agreed thai by executian of this Agreement, the City does not waive
or surrender any of its governrnental powers.
13. NO WAIVER.
The failur� of the City or Contractor to insist upon �he performance of any term or
provision of this Agreement or to exercise any righi granted herein shall not constiiu�e a waiver
of the City's or Contractor's respective right to insist upon appropriate perfartnance or to assert
any such right on any futlue occasion.
14. VENUE, ,TURI�DICTIDN AND EXPEN�ES.
This Agreement shall be construed in accordance with the laws af the �tate of Texas, If any
action, whether zeal or assert�d, at law or in equity, is brought on the basis of this Agreement,
venue for such action shall lie in state courts located in Tarrant County, Texas ar the Uniied
States District Court far the Northern District af Texas, Fort Worth Division. In any such action,
fhe prevailing parfiy sha�l be eniitled to recover from ihe other part� reasQnable attorneys' fees
incurred in the bringing or defending o�the action.
15. SEVERABYLITY.
If an� provision af this Agree�nent is held to be ir�valid, illegal or unenforceable, the
validity, legality and enforceabilrty of ihe remaining provisions shall not in any way be affected
or impaired.
16. FORCE MAJEUAE.
The City and Conir�actor sha11 exercise their best effc�rts to rneet their z'espectiv� duties
and obligations as set fort1� in this Agreement, but shall not be held Iiable for any delay or
omission in perforrnance due fa force majeure ar other causes beyand th�ir r�asonable control,
includin�, but not limited to, coznpliance with any governrnent law, ordinance or regulation, acts
of God, acts o�` omission, fires, strikes, locl�outs, national disas�ers, wars, riats, �naterial or labar
rastrictions by any governmental authority, transportation problems and/or any oiher sitnilar
causes.
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1 �. HEADINGS NOT CONTROLLING.
Headings and titles used in this A�eernent axe for reference purpose� only and shall not
�e deemed a part of this Agreement.
19. ENTIRETY OF A�REEMENT.
This Agreement, including the schedule of exhibits attached hereto and any dacuments
incorporated here.in by reference, contains the enrire understanding and agreement between the
City and Contractor, their assigns and successors in interest, as to the maiters contained herein.
Any prior or contemporaneous oral or written agreement is hereby declared null and void to the
extent in conflict with any provision of this Agreement. This Agreemant shall not be amended
unless agreed to in writi�g by both parties and, if required, approved by the City's Ci�ty Council.
IN WITNESS WHEREOF, fhe parties hereto have executed ti�is Agreement in
multipfes this �� day of �C,� �b�� ,, 200�.
CfTY OF FORT WORTH:
BJ/: �,�,�.� U ` � ��
Charles R Boswell
Assistant Cify Manager
DATA APPLICATIONS CORPORATION
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Ric�hard Kaeu�r ,
President
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By: ��-�
City°Secretary
APPROVED. AS TO FORM AND
LEGALITY:
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Assist, ' y Attorney
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1. i �vpe� �� �r�s�alla�i�n S�rvi���
The following types of ins�alla�ion services are required.
1.1,� New �nstallation: Tnstallation of new equipment that does not
replace an existing City-awned device.
1.1.� %ns�allatior� wi�h ir�d��in: Installation of equipment where
the old devEce wifl be traded-in to DAC. The equipment being replaced
has no further use and must be di$posed of by DAC in a way that
meets federal, . State of Texas, and City of Fort Wor�h laws and
regulations. The City of Fort Worth will receive a credit from DAC for
the equipment based on processor speed for desktop and laptop
sys�ems. Credits �or printers will be negotiated based on type and
model.
�.�.� .gnstalla�ion �i�h Re�eploys: Instalfation of equipment where
the old device will be redeployed to another City user per TT Solutions
ins�ruc�ions. The replaced equipment will be picked up and s�ore� in a
secured DAC loca�ion until it is redeployed to another Gity facility.
DAC will prepare these devices for re-deployment by testing al1
components and peripherals, completing any necessary repairs,
performing pre�entive maintenance and �leaning of �he equipment,
remo�ing all old data or saftware and instali9ng the Ci�y`s c�rrent
siandard image on the device (ifi applicable). All customer data and
non-star�dard software will be removed. External PC TD labels (asset
tags) will rema9n or be rep[aced on the device.
9�.1.4 In�tall��ian ►n�i�h �OL Suppor�; delivery and/or installation of
equipment where it will replace equipment feased on a residuaf basis.
The I�ased equipment must be returned to �he leasing �endor as nated
in S�ctio� 1,3.
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1.�.� �O� �uppor� �nly: DAC performs services necessary for return
of leased equipment to the leasing uendor without installing any new
equipment to replace i�. The device will be picked up and prepared for
EOL and returned �o the leasing �endor as noted in Section �..3.
�.�.6 �irt'�t�d In�t�Nl: instaflation of systems not requiring data
transfer, proFile setup, sa�ing data or wiping clean of hard drive.
1.� i���� of ��o�urerr�er�� I���f�o�s
IT Solutions may utilize any of the following procurem�n� methods to
acqu�re equipment to be installed by DAC.
�.�.1, ���ndar�: IT Sofutior�s orders equipment on the basis of a
specific customer order from a supplier vendor at fihe time the order is
made. The equipment is shipped either direc�ly �o a DAC facility ar to
a City facifity. Equipment may be purchased or leased.
1.2.� Qui�k��urrnaround: IT Solutions leases or purchases
equipment that is hefd in inventory a� a DAC facility for small-�olume
customer orders. TT Solutions speci�ies that fulfillment of a specific
customer order will be made from the Quick-Turnaround inventory.
Equipment may be purchased or leased.
�.� �a�l� ���n�i�v o� Ir�s�a[lations
Data A�plications Corporation (DAC) shall be capable ofi installing �o
the specifications of this Scope of Ser�ices a maximum of fif�een (15)
computers, printers, and peripherals, En any combination, per business
day.
�,.4 ���r�view of �r����ll�$ion Pr��c�ss
�.�.� IT Solutions shall provide DAC wi�h a customer order that
includes customer cor�tac� information, what has been ordered for the
c�stomer, and any instructions relat�d �o �he installation of the
ordered equipment. The customer order shall be provided to DAC by
IT Sofutions within one (1) business day of when �he customer order is
reviewed by TT Solutions. Selected information may be provided to
DAC in advance of the eustomer order as mutuall�r agreed to by DAC
and TT Solutions.
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1.4.� The customer order may �nclude instructions to perform a pre-
i�s�allation survey as described in Section 1.6.2 of this Scope o�
Services. If so, DAC shall perform the suruey. If the installation
ser�ice involves replacing an existing unit of equipment, a pre-
ins�allation survey shall always be required.
�.4.� DAC receives ordered equipment, verifiies it against �he
customer order, and quality checks its opera�ion and functionality as
deseribed in Sections 1.6.4 and 1.6.5 of this Scope of Services.
1.4.� DAC shall coordinate the schedule for instafling equipment with
IT Solutions and the custom�r as described in Section 1.6.3 of this
Scope of Services.
�.4.5 DAC shall comple�e installation of ordered equipment to the
cus�omer's satisfaction as described in Section 1.7 of this Scope of
Services.
1.4.� DAC shall complete any required post-ins�allation procedures
required by the customer order as described in Section 1.8 of this
Scope of Services.
�.4.7 DAC shall update electronically such information systems as
required �o accurate[y reflect the actual ins�allatio� services provided
and the time in which they were provided. DAC shall also pro�ide any
wri��en documentation as required.
�..� iir�e t0 Cvrr�r�l�$� D�liv� of �n�tall����n S�,r�vic�s
�.�.� S�andard Pro�ur�m�n��: for standard procurements (c.f.
1.2.1), DAC mus� compfete deli�ery of installation ser�ices within
seven days of the date the equipment is received at a DAC or a City
facili�y. IT Solutions may change this standard at its sole discretion by
noti�ying DAC in wri�ing.
g.�.� Q�i�k-iurnar�und Pro�ur�men�s. for quick-turnaround
procurements (c.fi, 1,2.2}, DAC must complete delivery of installation
services within two days of the date customer's order is recei�ed by
DAC. IT Solutions may change this standard at its sole discre�ion by
notifying DAC in writing.
�.�.� �x�ep�i�n: the requirements s�ated ir� 1.5.1 and 1.5.2 do not
apply if the customer installation site does not have sufficient etectrical
power and live network connections to successfully complete the
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ins�allation. Tf�e approp�-iate time requirement to comple�e installation
services as described in 1..5.1 and 1.5.2 will be reinstated on the day
that the electrica! and network conditions are brought to �he necessary
level a� �he customer installation site.
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�.6.1 CL����n'1ei �ide�:
�.6.�.1 IT Solutions sha{I provide DAC with a cus�omer order for each
equipment i�em to be installed.
�.6.�.� The cus�omer order shall include customer name or contact
person, instalfation location, installa�ion type as defined in Section 1.1
of this Scope of Services, equipment to be installed, equipmeni to be
replaced, purchase/leas� order number, and comments noting any
problems or specia! requests.
1.�.1.3 The customer order shall be pro�ided to DAC by IT Solutions
w�thin one (1} business day of when the order is made.
�.6.�.4 The customer order may have one or more forma�s as
determined by IT Solutions.
�.6.� Pre�In���ll��ion Sur�e�: Prior to ins�alling equipment, City
stafF wha ha�e been scheduled �o recei�e new computers will be
contaeted by DAC deployment staff to obtain personal pre�erence
ir�formation and data transfer informa�ion that is critical to a successful
instal�atio�. The sur�ey will be conducted via phone or on-site as
determined by the installa�ion requirements or as directed by IT
Solutions. If DAC cannot complete a survey because of an inability to
access customer equipment, after the second a�tempt DAC shall no�ify
the IT Solutions Business Systems Coordinator, who wi11 inform DAC as
to when the equipment wil! be a�ailable ta proper[y survey.
�.C.� S��edul� Co�r�lin��ion:
1.�.�.� For standard procurements, DAC shall coordinate scheduling
of installations with IT Solutions and the customer, All equipment wi�l
be scheduled with the customer within four (4} business days from
receipt af equipment or at th� cusiomer's convenience.
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�,6.�.2 For standard procurements, DAC shall su�mit an updated
schedule or� a business-daify basEs to the IT Solu�ions Business
Systems Coordinator or a shared resource.
�.6.3.� For s�andard procurements, DAC shali email, cail or leave a
voice mail to the custom�r �hree (3) business days prior �o ins�allation
to confirm the a�pointment and respond to any questions or concerns
of the customer. Tf DAC does not receive conf9rmation from the
custamer at least one business day before the scheduled installation,
DAC sho�ld not perform the installation and notify the IT Solutions
Business Systems Coordinator.
�.6.�.4� DAC will e-mail, call or leave a voice mail �o �he customer one
(1) business day prior to installation to confirm �he scheduled
installation.
1.�.3.� Customer orders fulfilled by Quick-T�rnaround procurements
shall be called and e-mailed as early as possible prior to delivery and
installa�ion of e�uipment.
�.6.�.6 DAC shall ens�re scheduling for a11 procurement methods is
complet�d with adequate time for customer orientation, trainir�g and
question and answers if necessary on all equipment, including
peripherals.
�.6.4 R.�c�i�e ��uipmen�:
�.fi.�.i DAC shall receive equipment at their facili�y where the
equipment will be checked and verified against the customer order.
�.6.�.� If the equipment is recei�ed a� a City facility, IT Solutions
shall natify DAC by appropriate means, and DAC shall pick up the
equipment and take it to a DAC facility within one {1.) business day of
receiving notiFication.
�.6.4.� Once v�rified, DAC will no�ify the City of Fort Worth IT
Solutions Finance Group of the equipment's arri�al within sixteen (16}
business hours of receipt of equipment via fihe In�en�ory Repor�, E-
ma9i or shared resource.
�.6.4.� DAC shall no�ify the IT Solutions Lease Administrator or
designated backup immediately upon discovery of any discrepancy
between the eustomer order and �he actua� equipmer�� received. The
IT Solutions Lease Administrator or designated backup wifl handle all
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discrepancies with the product vendor(s} in tY�e shipment and the City
a� Fort Worth's purchase/lease orde�s and r�otify DAC of the results,
including instructions for DAC to return the equipment io �he
manufi�cturer.
�.�.�.g Z� r�a discrepancies are discovered� t�e sys�ems and
peripherals wi�1 be unboxed and inspec�ed for damage that may have
occurred during 5hipment.
1.6.4,� All equipment not tagged by the manufacturer shall be labeled
by DAC with ar� asset tag with includes device number and a tag
describing �he equipment as leased or pUrehased. zT Solutions shall
provide DAC with a supply of �ags to �e used ar�d prescribe the specific
information to be included on the tag� including the device numb�r.
�.6.� �u�n %n An� 7��t:
�.6.�.1 Equipme�t wi�l be set up and run through a burn-in procedure.
All equipment will be tu�ned on, tested fior any failures, checked for
correct system image con�'iguration, loaded wi�h current approved
service packs, installed with current software if standard sof�ware is
not already installed and security setup as directed by IT Solutions.
�.6.�.� Any equipment that faifs any part of the burn-in procedure
shall be repor�ted to IT Solutions Fjnance Group and Business Sys�ems
Coordinator within one (1) business day of the failure's occurrence and
nvted on the next receiving report.
�.C.�.� DAC shall determine if the �ailure requires replacement of the
equipment or if it can be repaired under warraniy.
1.�.�.� If replacement of �he failed system is required, �he new
service tag ar serial number on th� new device shall be reported to t�e
Finanee Group via email communication and noted on the next
recei�ing report. DAC shall aiso note the replacement on the mas�er
equipment in�e�tory report.
i.f.5,.� If the failed system can be repaired under warranty, the repair
shall be made in accordance with Section 3.0 of this Scope of Services.
�.6.�.6 DAC shall make approprEate changes to the ins�allation
schedule io accommodate failed equipment, includ�ng customer
contacts.
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�.�.i� �pe�ifiea�ions: DAC shall install equipment to cus�omer's and
TT Soiutions' specifications as stated in the customer order, the pre-
�nstallatian survey, and specif�cations indicated in Table 1 of this Scape
of 5ervices for the appropr�ate installation type as stated on the
custamer order.
1,�.� �or��igur��i�n �r�� ie��ing. All settings of all installed
equipment shafl be configured and tested by DAC for correct operation
and complete installation.
�,i.� bart� �1rri�e �a��up�: DAC shall create a backup of the
customer's o�d hard driWe and store for 30 days at a secured DAC
location.
1,�,� �of�rn�ar� Yn��a[la�ien: DAC shall instalj any user-�supplied
software approved by IT Solutions for City use. Any additional
Microsoft software tha� the user had on the old system shalf be
installed wi�h the latest City approved service pacEc release. All
installed software sha{I be noted on �he customer order.
�,.7.� �o�ur�enta�ion: DAC sha11 note in writing on the customer
order any details of installation that in any way devia�e from what is
specified by the customer order. Afl customer orders shall be
deli�ered to the Finance Gro�p and gusiness Systems Coordinaior
within one week a�ter ins�allation of equ�pment.
1.� Post-��ns��ll��i�r� �pac�du�°�s
�.�.� Spe�ifi�a�i�ns: DAC shall perform such post installa�ion
procedures as specified in Tabfe � of this Scope of Services for �he
appropriate �nstalla�ion type as specified on the customer order.
1.�.2 f�n�1 0� ��a�e Pr�oee��rres:
1.�.�.� DAC shall be responsib[e �or returning equipment under
"Ins�allat�ion wi�h EOL Support" and "EOL Suppor� Only" installations as
specified on the c�s�omer order �o the appropriate lease �endor.
g.�.�.� The City's lease �endors spec�fy �he processes and procedures
�hat shall be followed to return end-of-lease equipment �o �he lease
�endor. IT Solutions shall provide DAC with copies of the end of lease
procedures for each lease vendor.
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�.�.2.3 DAC shall camply with the appropriate vendor's end of fease
procedures as provided by IT Solutlons when pro�iding end-of-lease
services und�r �his Scope of Ser�ices.
g.�.�.4 DAC is responsible for ensuring �hat end-of-lease equipment
being returned to the lease vendor before the end of the month in
which the lease expir�s. Any charges made by fease v�ndor for
equipment �ha� is not returned on time shail be reimbursed �o the Ci�y
by DAC.
1.�,�.� DAC sfi�all not be responsible for returr�ing end-of-lease
equipment to the lease �endor before the end of the mon�h in which
�he lease expires if actions by the equipment manufacturer, customer
or IT Solutions cause said equipment to remain in serviee past such
time as the equipmen� can be reasonably returned �e�ore the end of
the month in which the lease expires.
�M�y of �'�rt �+V�r��h ��ui���n� �r�stalla�i�n G���elin��
i�bl� 1
Desk��� / E��p�op �vrr�n�u���°�
PR��%I�S�ALLAiIOf� PE���L�UR��
. .�nstalla In���[la�i in�tall�
N�w tior� on fi�n
Yn���ll� r�/ir�dl w/R�de w/��L
���k �es�ription �i�n ��ir� ploy� �uppo�t
Pre-installation in�erview of
system to be replaced
including hardware,
software and profiles
Coordi�ate scheduling of
installation and special
customer needs with IT
Solutions and customer it
Receive, burn in and �est all
systems from manufacturer x
Install all City of Fort Worth
"Asset Tag" labels on new
system X
Telephone and email
customer prior �o install �o
confirm appointment and
that customer wifl beX
X X
X X
� X
X 3�
7� X
X
X
X
�
'I7�
�O�
Sup�o
r�� Lirr�i���1
Onl� Yn��all
�
�
►�
�
X
�
�
0
���� �f �o�t l�ar°�i� ���ipm�nt Yr����Vl����n ��ide�ir���
�'a�l� i
available
E-mail or Voice maii �. day
prior to installation to
confiirm delivery X
� X X
T
1.1
�i��TALL,�T°ION �R�C���RE�.
Replacement PCs and laptops should be clones o� the systems they are replacing,
inciuding but not limi�ed to the followin� procedures
. In�t�ll� %n��alla�i Ins�all� ���
IVer� ti�n on �ian Suppo
Ins��ll�►�►�/��ad w/��de w/�81� r� Lirni�ed
�ask D���ri�ti�n �ivn eoin ploys s��p�rt Only %r�stalf
Unpack system and set
at user specified location
up
� i� X X
�n��alla In�ic�ll��i �r�stalla I�O�
Re� �ion on �ion Suppo
In�tal[aw�/ir�d w/Rede r�+/I��� ��
�as� C��s�ripti�n �i�n e�in plod� sup��r� �nl�
Connect and test all
peripheral devices �hat
came wi�h the system
(monitor, mouse, keybaard,
�tC.) iC
Connect and test all
ex�ernal peripherals a� tf�e
user's locations (printers,
scanners, PDAs etc.) X
Enter the TCP/IP address �
install and test all
�eripheral de�ices incfuding
printers, scanners, external
drives, etc. X
Install old k�yboard and
mouse if necessary (I.e.
natural keyboard, track �alf,
��c. Leave new keyboard
and mouse with user.
Set up user ISP's {AOL,
Flashnet, etc.) and test X
�
X
�
�
X �
� X
X �
X 7�
X X
I� �
9
�
�
�
Li rr� i��d
gns��ll
!:�
X
X
X
►1
0
,
�ity of �er� �►�r�i� ��r�ipmer�t �����II��i�n �uid�li���
���I� 1
3� 3C X
� X �
�
X
X
�
X
X
�
�
X
3� X
X X
� �
X X
1� X
aC 3�
3S X
X �L
X X
test X X �
Set up user Tnternet
�xplorer profiles and mave
over favorites
Set up and test modem (dial
in) �
Tnstall and test mainframe
access and set up LU as
needed �
Load any user-supplied
shri�k wrapped software
approved for City use whicf�
meets licensing
req u i rements 7�
Confirm SMS is fulfy
installed a�ter first user log
in x
Transfer personal folders to
�utlaok E-maif �
5et user security level X
Set up profiles for all users X
5et up multiple E-mail
accounts. Include .SCH,
.OST, .PABr and .PST �
Tes� back up equipment by
backing up registry and set
up back up scheduie as user
per cus�omer request X
Re-Map all drives and test X
Re-create shor� cuts and
T��k 19e���ip�ion
Re-create al1 shares
Load any addi�ional
Microsoft spftware that the
user had on the old system
with the lat�st Ci�y
approved service pack
releases.
In�talla In���ll��i �r�s�aila �O�
Re� �i�rt on �ion S�appo
%ns�alla �%Tr��1 w/Rede wi/��L �� �rmi���f
�ion e-ir� plo�+� �upp��� Dnl� In�t�ll
?� �c i�
3� X X
�o
�
�
City o� �or� �lvr�h ��ui�r�en� In����la�i�n �uicl�len��
i��l� �,
Transfer c:�My Documents
to �he new system directory
at c:�Documents and
5ett�ngs�user name�My
Documents
Transfer all Files into c:�old
daia on the new system
Create back up of old hard
dri�e(s) to be securely
stored by installation �endor
for 30 days
Have user sign work order
that �he installation is
complete and satisfac�ory X
Provide basic operational
instruc�ions to the customer
based on ma�erial provided
by us �
Leave City or manufac�urer
supplied handouts and
training materials with the
customer X
Remo�e all installation
packaging X
Inventory and remorre old
system from locatian
X X X
� X l4
X
�
7�
�
X
X
� X
X X
X �
1� �
3� �
X X
X
X
X
X IX
�o�ioi����►������� �Roc��U��s
����alla �n�tallatiL�n��alla��OL
New �ion on i�n ��ppo
In�t�lla �w/iraci �+/�.e�1e w/�OL rt �irnited
Y��k �e��ription �ion ��in �I��s �u�yor�� �nl� In���ll
Confirm leasing company
return information � � 3�
Correct and / or complete
Installation Work Order 3C X ?�: X %�
RemoWe all password
protection from �he old
system X � X � I
�i
� i
Ci�� of Fo�t l�or�h ��u�p��r�t �n���INa�ion �ui��lines
���1� 1
Rewrite or overwrite hard
drives of old system
removing a{I software
including the opera�ing
system
Y�sk Des�ription
Format and re-image old
sys�em to C�ty standard
Format hard drive of old
system leaving operatir�g
system so that system can
reboot to a c: � prompt
Surface clean all old system
components
Remove all exterior labels or
asset tags from old syst�m
components
Warehouse old system for
future re-deployment
Coordinate pick up of
replaced sys�em with �he
Ci�y and leasing company
including packaging,
labeling with proper return
au�horization, and deli�ery
by pick up or common
carrier to financial
insti�ution
Meet al{ lease �endor
requirements for return oi
equipmen�
X �
%r�s�alla lIn�t�lla�i %nstall� I�O�
fVew ti�n or� �i�n �up��
Tn�t�ll� w/irad w/R��1� w/EOL r� Limi�eci
�ion ��ir� pfeys �uppo�� �Onfy �n��al!
X
X iC 1�
� X X �
�
X
►.�
�
k
�
3t
X
X 3�
� X
�z
�
P�ir�$�r� / �c�nn��s / �l��t�r�
P���%nl�i�►LLAiIOI� PROC���R�S
%n��all� In�tallat In���lfa �OL �
Nevv tion ion tion �uppn
Yr�s�alla rn�/Traci w/���1e w/E�L rt �imi�ed
iask De��ripfion �ien e�ir� ple�+� �uppo�t �nl� In��call
Pre-installaCior� inter�iew aF
equipment to be replaced
Coordinate scheduling of
installation and special
customer needs wi�h IT
Solutions �
Receiv�, burn in and test all
equipment from
manufacturer X
Install all City of For� Worth
"Asse� Tag" labels on new
system X
Tei�phone and e-mail
customer 3 days prior to
install to confirm
appointment X
E-mail nr Voice mail 1 day
prior to installation to
confirm delivery X
�N�iALL�iT�1V �RO����IRI�S
X :3C X
X X 3�
X � �
X 3C �
X
',,�
X 3�
X X
In��all� �ns��lla�i In��all� I�O�
f�e� �[on on �ion Su�apo
In�talla�/�r�d w/Rede e�/�O� �� Lieni�ed
Ta�k �es�ri�tion �ior� ��in plods �up�oric O�{� In�t�ll
Unpack equipm�nt and set
up a� user specified location
x
Set up and connect �he
device ta �he system or
network jack as designated
in the work order 7�
Enter �he TCP / TP address
supplied for �he installation �C
Tnstall drivers and tes�
de�ice by sending print jobs
or scanning a documen� �
i�
X
�
�
13
X �
� X
� �
3� X
,
�
Set up all users as needed
and test �t
Provide basic operational
instructions �o the customer
based on material pro�ided
by us 3�
Leave City or manufacturer
supplied handouts and
training materials with the
cus�omer 3�
Remove ail installation
packaging
X
Inventory and remove old
equipment from location
Have user sign work order
that the installation is
complete and satisfactory �3�
X X
X 3f
� �
X X
iC
�
X
X
X 3�
X
X X X
3� � X
►�
I�
�OSi-�I��i�LL.�YY�N �RO��DU���
. .In�tall� %n��allati�In�t�lla �OL
N�w �ien on �ion �uppo
In�t�ll� wr/��ad w/�ede �/�OL r� �ir�i��d
i��k �e��rip�ion �ion ��in plo�s �up�ao�� Ot�l� Ins��ll
Confirm leasing company
�-eturn informa�ion 3� � �
Correct and / or compf��e
Installation Work Order � 7� X 3� X I�
Surface elean o1d equipment J� � � �
Remove all ex�erior iabels or
assefi tags from old
equipment
3Z X 3C
In��all� %rt��alla�� Ins��lla �OL�
New �i�r� en �i�n Supyo
%n�talla�/T���1 r�/Recl� w�/��� �� Lirni�ed
ia�l� �e�errip�ion i�ior� e-in pl�a� supper� �n{}� %�s�all
Warehouse old equ�pment
for future re-deploymen�
� k � �
��
Coordinaie pick up ofi
replaced equipment with
feas�ng company including
�packaging, fabeling with
proper return authorization,
and deli�ery by pick up or
common carrier to financ�al
institution
Meet all lease vendor
requirements for return of
equ�pment
X X X
� X X
������� ���
��������������� ����I���
�,� ����i'�i���iol�: Move-add-change (hereinafter referred �o as
MAC) services shall include physical moves of existing equipment;
installat�on of additional equipment �o an existing system; and
changes to the configuration of an existing sys�em. All move-add-
change services shall be perFormed on the basis of a specific customer
order that includes such information as mutuafly agreed to by TT
Solutions and DAC.
2•� �'i�7� �� CO�7�[���:. MACs shall be completed within 5
business days from receipt of th� customer order or a� customer
con�enience.
�.3 5����►�w� �I��r��1��: DAC shall be responsible for
performing software upgrades as specified by cusfivm�r orders, using
software provided by the City of �ort Warth or from parts vendars,
This includes any software needed for applicabfe hardware MACs.
�.4 ��r�� Us�� in I+�I�C�:
�.4.�, All parts used in MACs must meet all minimum specifications of
the manufae�urer of the system that recei�es the MAC.
�.�.2 Qwr�ership o� parts replaced by N[ACs shall immediately become
the property of DAC.
15
�
�.�.�i DAC shall use only new parts as MAC equipment unless the part
is no longer readily availabie and the IT Soiutions Customer Ser�ice
Manager's prior writ�en authorization �s obtained to perform a specific
MAC with refurbished components.
�.4.4 Alf refurbished parts used in MACs must meet all minimum
specifications of the manufacturer of �he system that recei�es the
MAC.
�.�.� On occasion and with no notice, DAC shall be required to
present parts �o the IT Solutions Customer Service Manager or his
designee for inspection pr[or to installation.
�.� ��r�o�r��r��`� �f �c�ui�m��� aft�r i�d�C: Eq�aipment
and software must perform at the same or be���r functio�ality
after the MAC.
�.� �C1ui��71�r�� �bl��e. In cases where i� appears that the
equipment has been abused or improperly handled, DAC shall
immediately notify the IT Solutions Customer Ser�ice Manager and
upda�e IT Solutions' customer re{ationship management sys�em.
�,/ i��rd Dr�i�r� ���1°�d��: For computer hard dri�e upgrades,
DAC shall re�rie�e all of the data from the o!d hard drive, restore the
data on the replacemen� hard drive, and verify that tl�e tr�r�sfer of
data is such that the same or be��er functionality of �he system is
achieved.
�.� �r�l�� in ����s� of �u�t�s Tf the price to per�orm a MAC
will exceed quoted price, the cus�omer contact as stated on the work
order must be informed and appro�e the higher price in writing before
the work is done.
������� �o�
������ ��������
�. � �OV�1'�CB �C��#��_lii�17�
3.1.1 Problerr� �all�: DAC shall respond to problem calls sent from
the IT Solutions Custamer Support Cen�er that likefy involve hardware
malfunc�ion of any computer system or peripheral deuice covered by
DAC. Systems and peripherals are coWered by DAC if the Ci�y has a
16
curren� maintenance contract for the speci�ic equipment. Such
equipment may or may r�ot be covered by manufacturer's warranty.
3.�.� S�o�e c�� Re�air S�rrviees: DAC will be invalved in ensuring
the correct opera�ions of �he applications software, operating system
and hardware, upgrading/ repairing hardware where required and
installation of new hardware.
�.� f��nu��c��re� ���tifi���i�ns
�.�.� bAC �er�i�i�ation�: DAC shall maintain bo�h as an
organization and for its indi�idual technicians current manufac�urer
certifications on all computer systems and peripherals �he City o�F Fort
Worth has deployed such that DAC fiechnicians are able to perform any
warranty repairs on covered computer sys�ems and peripherals.
Curren� manufiacturer certifications shall include but not be limited to
valid and current Dell Premier Access and A+ certi�ications for all
technicians who respond to hardware prob�em calls.
�.�.� ��ty ��,�aoy�e
employee shakl perform
equipment unless the
manufacturer certification
such equipment.
�e��ifi�ati�n�: No City of Fort Worth
any modifications or repairs on co�ered
City employee has valid and current
to p�rform said modifications or repairs an
�r� ���V�b4a ��C���V1i� ��tlE+���
Each covered computer system or peripheral device shall be
designaied as having one of the following service le�els.
Level A: Monday - Friday, 8am -5pm, excluding city holidays:
Level B: 7 days a week, 8am - Spm, including city holida�s
Level C: 24 hours a day, 7 days a week, 365 days a year
�.� P�Nor��iz��i�n �� �all� �ncl E���pons� �im��
�.4.1 IT �olu�ion� Prioriti�a�ior� �ys��rt�: IT Solutions Customer
Ser�ice Group shall provide DAC with the most current �ersior� of the
priorit�za�ion system us�d by the Customer Service Group to prioritize
its problem calls.
��
�.4,� �A�'� �Ise of Prriori�igat"ren ��+�t�rn: DAC shall respand to
problem calls according to �he most current priori�ization system
established and utilized by the IT Solutions Customer Service Group.
3.4.� Response Tim��: DAC shall make the initia! c�stomer con�act
and pro�ide a technician on-site if necessary within the maximum
respvnse �imes corresponding �o the priorifiy level of a specifiic problem
call, as defined by the most current prioritizat�on system estab�ished
and utilized by the IT Solutions Customer Service Group.
�.� R�ar�uf�c�,ur��r llllarr�n��/�ut of �Y��ufa�tur°�r
lAlarr� n��(
�.�.1 Co�era�e. Co�ered equipment may be within or out of the
manufacturer's warranty period. DAC shall follow a{I procedures
necessary to maintain existing manufacturer warranties for covered
equipment.
�.�.� S�rwiee �ar�s: DAC shall maintain adequa�e parts, sub-
assemblies, and unit inventories to meet demands for both warranty
and out-af-warranty service.
3.�.� Par�s Un�1e� !�V'a�rantb. DAC shall provide parts for Dell
warranty machines from their inv�ntory and then exchange with Dell
after the repair is made.
�.�.� �onditi�n e� �ar��: Parts used in the course af providing
maint�nance services described herein may be new or refurbished. In
no case will the replacement part compromise the func�ionality of the
equipment. Replacem�n� parts rr�ust meet the warranty requirements.
Parts are provided on an exchange basis and replaced parts become
�fi�e property of DAC.
�.� �e��lu�ion T'ir�e and L����Y I��ui�rrv��n�,
�.6.g �e�oluti�r� Tirn�c if DAC cannot repair equipmer�t within �he
maximum resolutian time specified by the priority level of ihe problem
call, as establis�ed by Section 3.4 of this Scope of Ser�ices, DAC shall
pravid� loaner equipment under the provisions established by �his
Section of this Scope of Services.
�
�.6.� 6o�ne� �nven�or�: DAC shall main�ain an 'rnventory of loaner
equipment �o be pro�ided to customers whose hardware pro�lems will
take fonger to repair �han the maximum resolu�ion time specified by
the priority level of the problem call, as established by Section 3.4 0�
this Scope of Services. Said inven�ory shall be sufficient to provide
loaners for any number of problem calls tha� meet the re�uirement �o
provide loaner equipmer�t.
�.6,� �oane�s �ro�id�d fAr Sof�wa�� ��obler�r�: at IT Solutions'
request, DAC shall provide a loaner unit to assis� TT Solutions
personnef in cases oiher than hardware repairs; DAC may provide this
ser�ice on a fiee basis.
3.�.4 Genera�ion of Lo�n�r Ec�uipr�ent: Loaner equipment shall be
of the same product generation as the equipment being repaired or no
mare than one generation older and must provide �he same
functionality of the device beirtg remo�ed for repair.
�.�.� ���up o� �oaner �quipmen�: DAC shall �oad City-standard or
approved software from the City`s network or origi�al media as
required by �he customer and set up the equipment as needed by t�e
user.
�.6.6 �u�tom�r b�r�1 ��i��: DAC shall transfer the customer's hard
disk drive, if operable to the loaner system. if the system is no�
operable then trans�er all user files to the loaner IaPtop or desktop.
�.% ��'aC����IOi'1 �!°0���l.Ii�S
�.�.� �se ef Pro��dur��: If DAC cannot repair equipment wi�hin the
maximum resolution time spec9fied by the priority level of the problem
call, as established by Section 3.4 of this Scope ofi Services, DAC shall
follow escalatian procedures as provided in this section.
�.7�.� Re�air� N�� f��d�'VVithin PrEority fM��in�urr�: DAC shall
notify the IT Solu�ions Customer Support Center immediately by
telephone when DAC cannot repair equipment within the maximum
resalution time specified by the priority le�el of the problem call.
3,7.3 Deplo�rroen� of Loaner� �quipm�n�: DAC shall notifiy the IT
Solutions Customer Serv[ce Manager immedi�tely by �elephone when
DAC deploys loaner equipment to a customer si�e.
19
S��T���f ���
��i��C� 1�1�� ��P�R.1���G
DAC shall provide reports to IT Solutions in an elec�ronic form�t
specified by IT Solutions. IT Solu�ions reserves the righfi to change the
format, content, and adding/deleting of the reports as well as add new
report� or dele�e existing reports at its discretion.
4.1 �ail� l�e�or°t�
�.�,1 �quipr�en� Inst�lla�ion Sch���l� Rep�r��; Department,
address, new device number� old device number� name, phane, new
equipmen� description, sorted by installation da�e.
�.� S�r�i�li�Veekid f��part�.
�,�.� I�ast�r �quipmen� In��ntorr�r Report (curr�ula�iV�): All PCs
ordered, scheduled, received and delivered with PO number, case
r�umber, equipment description, de�ice number, device number of unit
replaced, serial number, date equipment received firom r�endor,
seheduled date� ac�ual install date, and departmen�.
�.Z.� D�C 1�1ar�ag�m+�nt �e���t; Vendor cas�s transferred �o the IT
Solutions Customer Ser�ice Group, including Case number,
departmen�, reason fior transfer, date transfer�-ed and problem
resolution
�.�.� Un���olr�ed �ns�all I��ue�: Case num�er, deparkment,
customer name and phone number, install date, problem descripiion,
and sch�duled return date to resolve the issues.
�.�.� Yn���[1��1 ��uipr��nt ��porr� and �ort�pleted l�lorl� �r�de��:
completed cus�omer orders.
�.� 1A/e�l�lv �������
�•�.1 Rep�r�s �ue: Weekly reports shall be pro�ided to the iT
Solu�ions Business Systems Coordina�or no later than noon each
Monday.
20
�.�.� D�C �quipr�en� In�t�ll��ion Reper� an�1 �opi�� o#
Cor�ple�ed �urve�+s
�.�.3 D�►C �q�iprnent R��urn gn�en�ery and D�m�ge Repor�
4.�.4 l��as� R�turn: De�ice num�er, any missing parts, department,
vendor, date re�urned or date scheduled for return, and lease �endor
name for scheduled returns only.
4.4 Nl�n�h�V �e���°t�
4.4.� Repor�� Due: Monthly reports shall be pravided to the IT
Solutions Business Systems Coordinator no later than end of business
on the second day oF the month for the previous month's acfii�ity.
4.4.� C��e� [��n�gemen� Rep�r�:
4.4.�.� P�rforr��n�e hNetri�s: res�onse �ime, rework, established
delivery schedule and customer satisfaction sur�ey res�lts. DAC shall
also attend a monthly meeting to re�iew �his report and discuss ways
to improve DAC's performance. Re�iew of �his i�formation may occur
as often as weekly.
4�.4.�.2 Fcqui�rnen�
Equipmenfi description,
and downtime.
�ailure �nd �eplac�rn�n�, 'rr�cluding:
parts descrip�Eon, new instafl or maintenance�
�.�.�.� �.e�deploy: all equipment that has been redeployed and is
a�ailable for re-deploy with device description, d�vice number, re-
deploy address, re-deploy departmen�, and date redeployed.
�.�.�.� �quiprt�en� �ra�e — in: all equipmen� traded into DAC,
irtcluding device description, device number, trade-in value
�.4.� h+la�n�enan�e R�por�: IT Solutions shall provide all �quipment
added or deleted �o Repair Service co�erage as defined under Section
3 af this Scope of Servjces, This report shall be provided to DAC no
later than the 15Yh of each monih.
21
�o� �4�r���l ���or��
�.�•g �epvrt� pu�: Annual reports shall be provided to �he IT
Solutions Business Systems Coordinator na later than end af bus�ness
on the 15th of January for the prrevrous y�ar's acti�ity.
�.6 ���E�l�� ��p�r��s
�,�.� 1te�orts Du�: Ad-Hoc reports shall be pro�ided �o the IT
Solutions Business 5ystems Coordinator as required by IT Solutions.
�.�.� �quiprt��n� Fli��oryr all known events on a par�icular piece of
equipment including initial installation date, MACs, failures, de-
insta{latEon/removal and costs associated with each event.
�-�.� b�C �c�uipr�en� in�en�o�� Re�o��: all �quipment under
main�enance, including: department, address, employee name, device
ID, and equipment description.
����I�� ���
�������� I��������
�.1 Seo�e of ��r�ri��:. Upon request by IT Solutions Customer
Service Director, DAC shall perform a cpmplete physical inventary of
all covered equipment as descri�ed in Section 3 of �his Scope ofi
Services. This phys�cal inventory shall include al! City facilities and
�ocations where covered equipment is used, housed or contained.
a.� �Om�l��l�n_�� ��1I�r1'���°1�. DAC shaC! complete such
physical inventory within 90 (ninety) days of receiving the request.
�•� �r�Al���C� �f ��1v��1�0��., DAC shall not be required to
canduct more than one physical in�entory during one calendar year
unless it is determined by the IT Solutions Custnmer Ser�ice Director
that a completed physical inventory con�ains errors that substantially
compromise tl�e accuracy of the inventory.
2Z
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DAC shall provide IT Solu�ions wi�h the most curren� copy of its
standard operating procedures documentation, and shall cantinually
provide updates to same.
z�
I4�pe�dix �
�nr����i��
S�C��o�v �.�
���� � ����5 A�v¢� C�����'�'���
�•1��'����n�v �nd I��►o�cinq �'�rm�: DAC shall invoice IT
Salu��ons manthly for ser�ices rendered by DAC with payment terms o�
Net-3� from date of invoice.
1.� S�_ ��t� Y�1v�l��s., DAC shall submit separa�e invoices for
equipment Repair Services and for Moves-Adds-Changes performed
during a calendar month.
�•3 �?gS!► ��rti�i���i�r�: DAC shall remain as an aciive
participant of the Qualified Informa�ion Systems Vendor (QISV)
program the duration of this cantract.
�•� 5���� ��t����9�� U���te5;, Services or Per Incident pricing
not included in current State Catalogue will be updated by DAC as
needed and submitted �y DAC ta �h� 5tate ofi Texas for inclusion in �he
approved pricing �or the State of Texas. Updated Schedules of same
shall be forwarded to IT Solutions Finance Group.
������� �d�
I�V11��C��V� ���UIR��I���S
�•� Q�u��aC�t� �r�vvi���:, DAC shall submit invoices in duplicate,
detailing each completed installation and upgrade to City ofi Fort Worth
equipment.
�.� Ir�f�t°r���l�r� �o A��pe�f���i� I�v�����: Invoices shall
indicate the purchase/lease arder, customer order number or problem
number. A copy of the compl�ted customer order, bill of lading and
�he freight waybill, when appiicable, shall be attached to the invoice.
24
��� a��m������rt o� Ch�r���s: Charges shalC be itemized and
�rans�ortatian charges shall be listed separatefy.
�.� _ �c�ui�rrt�rt� �oVer�cl ��► R��air S�r�[c�s� The IT
Solutions Fi�ance Group shafl su�bmit �o DAC on a manthly basis, �he
report of equipment covered by Repair Ser�ices. This report sha11 be
sent electron�cally to DAC on �he first Monday of each month. The
report shall include �he City of Fort Worth Equipment Tnventory, the
Inventory of Equipmen� by Device Types, and the Invenfory of
E�uipment by Contract
�•5 �e���r° ��1°�I��s �t�V�iC�:, A separate invoice, in duplicate,
shall be submitted for City of Fort Wortih Repair Services based on tf�e
City of Fort Worth Inventory by Device Type report.
2.6 �►�d�e�s tv ��ncl �� �elir��r �nv��c�s�
deli�er invoices to the following address:
City of Fort Worth
IT Solutions Department
Attn: Finance Group
i000 Throckmorton
Fort Worth TX 76102
DAC shalf mail ar
�-� ��l��7�nt 'T���7�: IT Solutions shall not pay in�oic�s tha� do
not meet the �erms of this Section and after defivery and accep�ance
of the goods and services.
�.� �n���ll��ion ��rvic�� �o� I�e���c1 �����rr��r��
�.�.� Invoice� Dir�ct �� �easing Comp�ny: DAC shall provide
installation invoices directly to the appropriate leasing company for
payment far Tns�allation Services on a!I leased equipment.
�.�.� i'�p� �f In���lla�i�r� �ervice on �nvei�e: DAC shall include
the type of instal(ation service performed as described in Appendix A
Scope of Ser�ices, Section � af �his Agreement on in�oices sent
d�rectly to the appropriate leasing company.
�.�,� �e�on�iliation a� �l�ar�es; Any charges that ha�e been
overstated by �he Finance Group to the Leasing Company based on
type o� installation will be reconciled by at the end of each month.
25
„
2.9 �ns�allatlern
DAC shall submi� a�
in�aices directly to IT
purchased equipment.
S�r�ie�s for �ur°cha��� �c�u��r��n�:
Installation Services and Move�Add-Change
Solu�ions as pravided in �his Append�x B on all
26
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������������ ��������
IT 5olutions shall pay DAC according to the following sehedule for
Installa�ion Ser�ices as defined in Section 1 of Appendix A, Scope of
Services.
installation Type
New
Trade�In
Re-deploy
Installation with �nd of Lease
Support
End of I�ease Support Only
Limited �nstall
Pr9nters, Scanners and Plot�ers
Price per Unit
�i5o.+ao
$175.00
$195.0�
$225,OD
$95.00
$1.95.00
$125.00
S��T�'�� ���
��1l��14DD�C��1��� S�F�1l�C�S
IT Solutions shall pay DAC according ta the following schedule for
Move-Add-Change Services as defined in Section 2 af Apper�dix A,
Scope of Services.
Specificatinn
8AM to 5PM, Monday �hroug�
Friday
Not 8AM to 5PM, Monday through
Friday
par�s Discaunt
Cost Estimates
Price
$50.00 per hour
$75.00 p�r hour
10% discount offi QISV Catalogue,
which is 15% ofif Manufacturer's
Sugges�ed List Price
No Charge
z�
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���/"��l6� ��������
IT Solutions shall pay DAC aceording to the following schedule for
Repair Services as defined in Section 3 of Appendix ,A, Scope of
Ser�ices.
Type of
Service
Level A
Le�el B
Leorel C
La�or
Only 8AM
to �PM
Monday
through
Friday
La bo r
Only not
$AM to
5PM
Monday
through
Friday
Ser�ers
Systems Peripherals Printers
$S.OQ per
unit per
month
$8.�D per
uni� per
month
$7,pQ per
�nit per
mon�h
$6.00 per
unit per
month
$fi.60 per
unit per
month
$60.�4
per hour
$75.00
per hour
$9.50 per $8.Z5 per
unit per unit per
month month
$1p.5p per $9.50 per
unit per unit per
month mon�h
$6�.00 per $60.00
hour perhour
$40.00
per uni�
per
month
$45.0�
per unit
per
month
�so.00
per unit
per
month
$60.00
per hour
Plotters
$15.Da
per unit
per
month
$18.0�
per unit
per
month
$20.00
per uni�
per
month
$60.00
per hour
$75.00 per $75.00 $75.00 $75.00
hour perhour perhour perhour
zs
C'iiy of'.�'ori �o�th, Texas
M���r ��d Cou�c�I Cor�n�unic���o�
bA7E
9 011102
Si1BJECT
RE�ERENC� NUMBER LOC NAME
�`*C�'� �267
04SUPPORT
PAG�
1 af 3
CONTRACT FOR COMPLfTER SUPPORT SERVICES FR4M �ATA A��LJ���'l�fV�
��RP�R1�'�ID�I F'4R THE [NFORMATIQN TECHN�L�GY 50LUTIONS DEPARTMENT
RECOMMENDATION:
!t is recommended that the City Council:
Authorize the City Manager to execute a contract for computer support servic�s with Data
Applications Corporation using State of Taxas catalog�ae purchasing procedures for the In�ormation
Technology Solutions Department; and
2. Autharize #his agreement to begin Octo6er '1, 20�2, and ex�ire Septemb�r 30, 2004, with an. option
to renew for one two-year period.
DISCUSSION:
Since � 995, the City has �urct�ased or leased computers, parts, peripheral equipment and software
using the 5tate of Texas Qualified Infiormation Services Vendor (QlSV) proc�ss. The City has utilized
con#racted sourees to perform computer services such as installs, u�grades, moves, and maint�nance.
In ord�r to cantinua the computer replacement program, the Informafion Techr�alogy Salutions
Department {IT Solutians) requires a contractor who can pertorm the services associated with
instalEatian and de-instal[ation of computers.
The QISV program requires that evaluation of three p�op�sals from qualified �endors wh�n passible.
The QISV program al[ows for agencies to use both "best practice" artd "best val�e" factors to be used in
procurement decisians. The Request for Praposals was advertised an February 6 and 13, 2002. On
F�bruary 28, 2002, the City received seven responses for computer ma�ntenance, install and upgrade
ser�ices. Ve�do� responses firom BMC So[utions, Computer 5pecialist, ]nc., PI System, LLC, and
Teague Nali and Perkins were determined #a be unresponsive because the proposals did not meet
m�nimum specifications. City staff evaluated the other propasals frorim Data Applications Corporation,
Cyberdyne Systems, Inc, and Xerox Carporation. In addi#ian to pricing, the ability ta pra�ide good
�ustamer senrice was a must for both the ma9ntenance and installlupgrade proc�sses. The criteria for
evaluation was:
o Experience of ti�e firm
o Proposed contrac# p�ice
� Compatibility with current installation and maintenance processes
o Technical Suppor� Capability
� Customer 5ervicelTraininglQualifications
10%
20°/n
20%
25%
25%
C`ity of �o�t T�o�th, �'exas
��yor �r�d �ou�cil Communic��io�n
DAT� REFERENCE NUMBER LOG NAME PAGE
1011102 *���� g�67 04SUPPORT � 2 of 3
suB�ECT CONTRACT FOR COMPU ER SUPPORT SERVICES FROM DATA APPLICATIONS
CORPORATION FOR THE INFORMATION TECHNOLOGY SOLUTiONS DEPARTMENT
Data Appiications Corporation was the most responsive and had #he lowest pricing in fiheir proposal for
services. The number of monthiy installations and upgrades of equipment is variable based on
customer department requests. Using th� City-provided num�er of devices information, the estimated
monthly maint�nance costs by fF�e three vendors is as fallows:
Vendor
Estimated Monthlv Mai�tenan�e
Data Applications Corporation $28,'[ Op
Xerox Corporation
$45,900
Cyberdyne Systems, Inc. $5a,Q28
The contract agreement will be used to purchase Data Applications Corporation services to ins#all,
upgrade, move and mainfain th� City's computers, parts, �eripheral �quipment and software. Data
A�plicatians Carporatior� has performed services fo� th� City the past fi�e �years under th� QlSV
process. Data Applications Carparation has existing knowledge of the Cify's network intrastructure and
compufer replacement program. The City is in the process of replacing leased compuiers and the tasks
required to successfully complete an installation of new equipment and tne de-instal[ation of old
equipment are complex. The IT 5olutians Department has worked with Data Applications Corporation
ta �nsure if�af #he City's requirements for the repl�cement pracess are understood.
Data Applications Corporation is designated as QISV vendor by the State of Tex�s. Under Section
271.a83 of the Texas Local Government Cade, a local government satisfies oth�rwise cornpetiti�e
bidding requirements when it makes a purchase through the Sfate of Texas General 5ervice
Commissian catalogue purchasing procedure established by Sectian 2157.061 of the T�xas
Government Cade. The City will comply with that procedure far the cantract agreement a�athorized
under t�is Mayor and Council Communication,
No guarantee was ma�e tF�at a specific amount of service will b� purchased. TFie ongoing costs
assaciated with the lease replacement �rogram wilf be charged to the participating City departments as
computers are repfaced.
MIW�E - A waiver af the gflal �or MIWBE subcontracting � requirements was requested by the IT
Solutions ❑e�artmertt and appraved by the MIWBE Offce because tt�e purci�ase of services is firom
sources whe�e subcontracting or suppli�r apportunities a�e negligi�le.
RENEWAL OPTIONS - This agreemer�t may be re�ew�d for one two-year term at the City's option.
This action does not require specific City Cauncil approval pro�ided that thE City Cauncil has
appropriated sufficient funds to satisfy the City's obligaiions during the renewal term.
City of �'o�t T�T�orth, T'exas
��yor ��d Cou�c�l �on�rr�unic�t�ar�
DATE RE�ERENCE NUMBER LOG NAME PAGE
1011102 **��� gZs'� 04SUPPORT � 3 ofi 3
SUSJECT CDNTRACT FOR COMPU ER SUPPORT SERVICES FRQM DATA APP�ICATf�NS
CORPaRATION FOR THE INFORMATiON TECHNOLOGY SOLUT�ONS DEPARTMENT
FISCAL INFORMATIONICERTIFICATION:
The Finance Directar certifies that funds are a�ai[abie in fhe FY20p2-2003 operating budget, as
appropriated, ot the Information 5ystems Fund.
CB:lc
5ubmitted far City Manager's
Office by;
Cnarles Boswell
Originating Department Head:
David Miller
Additian�l Infvrmation Contact:
David Bragg
FiJND I ACCOUNT I CENTER � AMOUNT
(�d) -
8511
$78 ] (frorn)
�
Si88 f
CITY SECRETARY
APPROVED 10/41/02