Loading...
HomeMy WebLinkAbout11-05-13 Emergency Item #1 - Award of Emergency IT Support Contract to TaylorWorks, Inc.I k4� K fIorida AGENDA ITEM COVER SHEET Meeting Date November 5, 2013 Item # Emergency Contact Name: Al Butler, Support Services Contact Number: 407 - 905 -3100, ext. 1543 Reviewed By: /0 �� Department Director: City Manager: Subject: Award of emergency IT support contract to TaylorWorks, Inc. (Longwood, FL) in the amount of $64,000 and authorize staff to a cquire up to $30,000 in data backup hardware and services. Background Summary: The City Commission awarded the work to review the City's information technology (IT) infrastructure to Clear Village on December 4, 2012. City management endorsed the plan developed by Clear Village in April 2013 as a reasonable solution to a number of short- and long -term IT issues the City had been experiencing. Using the remaining contract funding, Clear Village began the process of helping the City IT staff implement the plan by undertaking installation of a new system- attached network storage device (SAN) and Microsoft Exchange e-mail server, a process that began in August 2013. The funding for that help was fully expended by the end of the fiscal year. Work to implement the plan remains to be done. At the same time the City was implementing the IT infrastructure improvement plan, the IT support staff recently underwent unexpected changes. The first of two long -term system administrator employees left in August for a private- sector position, his replacement resigned after five weeks of employment to also take a position in the private sector. We were forced to terminate the other long -term systems administrator for a serious infraction and were left with no City IT technical support staff on October 25. Staff recruitment is underway, but it will be at least three weeks before any new employees could begin work. Since there were several ongoing critical system failures and the e-mail migration effort was not completed, which was itself inducing new problems, the Support Services Department retained the firm of TaylorWorks, Inc. to provide onsite and remote IT support staff for one week. TaylorWorks was selected based on their specific prior experience working with the type of e-mail migration we are doing. In addition to providing needed IT support staff resources, the work effort provided the City with an opportunity to observe the company's performance as a possible longer term source of contract IT staff. Among other critical tasks, TaylorWorks staff was able to implement a new secure communications connection with Orange County that was required to continue Fire Department dispatch services and remote prisoner booking by the Police Department prior to a November 1 deadline. In the process of addressing one problem, staff discovered that the City's tape backup device had failed and recovery of data created or modified in the last six months was no longer possible should the primary storage facility be lost. The failure of our only backup storage device places the City at risk for the loss of critical data and functions and must be quickly rectified to meet both operational needs and 1 statutory requirements for record retention. Implementing onsite tape backup is not a preferred solution, as the City's data storage capacity requirement has grown so large that it takes all weekend to produce one backup copy and continues to leave the City exposed to a single point of failure. A combination of onsite disk space and off -site "cloud" storage is the best option, with some functions being immediately operational at the remote site and others recoverable through data restoration. Issue: Should the City Commission award a purchase order of up to $64,000 to TaylorWorks, Inc. for IT support staff services and authorize the City Manager to expend up to $30,000 to secure immediate and long- term computer application and data backup capabilities? Recommendations The Support Services Department recommends the City Commission: 1. Award a contract with a maximum limiting amount of $64,000 to TaylorWorks, Inc. for five months of IT support staff services, as described in the attached Agreement. 2. Authorize staff to procure computer system backup hardware, software, and /or services that will serve the immediate need for data recovery and meet the long -term need for the City to recover functions and data at a cost up to $30,000 on an emergency basis, with the authority for the City Manager to transfer up to $20,000 in capital funds to operational line items for this purpose. Our identification of TaylorWorks as the top candidate for these contractual services was a result of procurement research conducted in August and October. TaylorWorks is a locally owned IT support company and has considerable IT staffing resources, as demonstrated by its ability to get two qualified people working at City Hall less than 24 hours after being contacted. The company's resources extend beyond the firm itself to include three IT temporary staff companies. TaylorWorks also offers server and data backup and desktop computer products that can be readily delivered to meet other ongoing concerns. The recommended short-term backup solution will be provided by two onsite 10 TB network- attached storage disk drive units. The long -term backup solution will consist of a mix on onsite and remote resources that will provide daily backups and allow us to quickly switch critical systems (e -mail, ADG, ZOLL, etc.) to run at a remote site with no loss of function and to recover other, less critical data and services (Laserfiche, GIS data, e-mail archives, etc.) within 24 hours through a backup data system. The long -term backup system specification and procurement process is underway. Attachments: Proposed agreement with TaylorWorks, Inc. for IT support staffing over the next five months. The minimum term is three months, extendable for two additional months with a lower level of staffing. Financial Impact: 1. IT support for $64,000: Funds in the salary and operational line items are sufficient to cover this expenditure. Temporary staffing contracts are exempt from the City's Purchasing Rules and Regulations under Section 21.8 A (13). 2. Data backup and equipment for $30,000: Capital equipment line items are sufficient to cover this expenditure. 2 Type of Item: (please mark with an z') Public Hearing Ordinance First Reading Ordinance Second Reading Resolution X Commission Approval Discussion & Direction X Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. For Clerk's Dept Use. Consent Agenda Public Hearing Regular Agenda M Reviewed by Reviewed by N/A N/A N/A N/A Employee Placement and I.T. Services Agreement ;rTay10TW0Tks or7¢r coan,.,aray. total soluiion. Client Information Organization: City of Ocoee Contact: Al Butler, Director of Support Services Address: 150 N. Lakeshore Dr. City, State, Zip: Ocoee, FL 34761 Email: abutler @ci.occoee.fl.net THIS AGREEMENT FOR EMPLOYEE PLACEMENT AND I.T. SERVICES (the "Agreement ") is made and entered into by and between TaylorWorks, Inc., a Florida corporation, whose address is 1435 West SR 434, Suite 109, Longwood, Florida 32750 ( "TaylorWorks "), and the City of Ocoee, a Florida municipal corporation ( "City "), whose address is 150 N. Lakeshore Drive, Ocoee, Florida 34761, with an effective date of November 6, 2013 (the "Effective Date "). Services Included Months 1 through 3 ✓ Includes a dedicated, on -site, level 3 I.T. technician and an on -site level 2 network technician (the "Technicians ") to be provided by TaylorWorks beginning the week of 11/4/13. ✓ The Technicians will support all citywide I.T. functions and will provide a best effort attempt to address, resolve, and complete tasks shown on the City's I.T. Contractor Project Priority List — see Exhibit A . , attached hereto and incorporated herein by this reference. Issues related to Exchange email will be completely resolved and corrected as part of a separate agreement already established by TaylorWorks and the City. ✓ Unlimited Help Desk Support is included during regular business hours. The TaylorWorks Help Desk will be available to offer backup support to the two on -site technicians in the event they are working on higher priority projects or are otherwise unavailable to support certain I.T. ticket requests. ✓ After Hours Support is to be managed by the two network technicians assigned to the City. ✓ Additional network technicians are available for on -site work and emergency response on an as- needed basis, the time for these services, if needed, will be billed at $115 /hour. Months 4 and thereafter month to month ✓ Includes one dedicated, on -site network technician — During Month 3 of this agreement, the City can choose which one of the Technicians provided in Months 1 -3 will be retained in this position. ✓ Provide a best effort attempt to address, resolve, and complete remaining I.T. Contractor Project Priorities on the City "s I.T. Priority List — see Addendum A . ✓ Unlimited Help Desk Support is included during regular business hours. The TaylorWorks Help Desk will be available to offer backup support to the two on site technicians in the event they are working on higher priority projects or are otherwise unavailable to support certain I.T. ticket requests. ✓ After Hours Support is to be managed by the network technician assigned to the City and any other City I.T. staff members. ✓ Additional network technicians are available for on -site work and emergency response on an as- needed basis, the time for these services, if needed, will be billed at $115 /hour. TaylorWorks Managed Service Agreement Page 1 Costs Months 1 through 3: $15,000 per month. Month 4 and thereafter: $9,500 per month. Duration of Agreement and Services to be Provided The term of this Agreement shall be from the Effective Date, through February 6, 2014 and continuing thereafter on month to month basis from month 4 and beyond. During the term of this Agreement, TaylorWorks, Inc. agrees to provide technical support for the City's computer systems. City has the right to cancel at any time after 2/1/2014 by providing TaylorWorks with 30 days' notice in writing (letter, fax, or email). This Agreement will automatically renew at the end of each month after the initial 3 months for up to two months. City hereby reserves the right to cancel at any time for cause as determined in the sole and absolute discretion of the City. Notwithstanding anything to the contrary stated elsewhere in this Agreement, the City shall have no obligation to fund any part or parts of the services provided for herein by a pledge of revenues contrary to the provisions of the Constitution of the State of Florida. There are no implied funding obligations of the City. Payments All hourly fees, monthly recurring costs, and any other monies owed to TaylorWorks, Inc. will be billed at the end of each month. If paying by check, terms are net 30. This Agreement is governed by the terms of the Florida Prompt Payment Act, Sections 218.70, et seq, Florida Statutes. Service Level Agreement - Managed Service and Remote Care clients are guaranteed priority level support as follows: o During Business Hours 8am -5pm: TaylorWorks will contact the City within 2 hours for remote support and will be on- site within 4 hours if the issue is a major network outage (e.g. server down). Typical response time is one hour or less. o After Business Hours 5pm -8am: All support requests should be called in to 407 - 478 -6600. TaylorWork's live answering service will forward the City's service request to the TaylorWorks team and, depending upon the severity and urgency of the issue, TaylorWorks will respond accordingly. For emergencies, on- site response time will be within 4 hours. Alterations to Services or Equipment - If City alters any Services or Equipment conducted by TaylorWorks without the express written consent of TaylorWorks, City does so at its own risk and expense. TaylorWorks shall not be liable or responsible for problems created as a result of City's alteration of Services, Equipment and /or City's network or system. - City agrees to pay for or procure on its own any additional hardware or software necessary to increase the size of its network. Authorization Notice City acknowledge that the person signing this Agreement on its behalf is authorized to do so and may bind City to all the terms and conditions contained herein, and represents and warrants that such person is acting within the scope of his or her authority as an officer, director or duly authorized agent or employee of City. All notices, requests and communications under this Agreement shall be in writing. Notice shall be deemed to have been given on the date of service if personally served or served by facsimile on the party to whom notice is to be given. If notice is mailed, it shall be deemed to be given within seventy -two (72) hours after mailing, if mailed to the party to whom notice is to be given, by first -class mail, registered or certified, postage prepaid, and addressed to the party at the address set out below, or any other address that any party may designate by written notice from time to time. TaylorWorks Managed Service Agreement Page 2 Company: TaylorWorks, Inc., 1435 West SR 434, Suite 109, Longwood, FL 32750 City: City of Ocoee, 150 North Lakeshore Drive, Ocoee, FL 34761 ATTN: Al Butler, Director of Support Services Exclusions - These items are not covered for the "flat fee" under this contract. Hourly charges will apply if these tasks are performed by TaylorWorks: o Any hardware, software, or other licenses needed for City shall be invoiced and paid for separately Obligation to Back -up Software - City shall be responsible for maintaining backups of all critical software, documents, and applications on all of City's file servers, personal PC's, organizers, and other electronic equipment unless the City uses Datto backups for Windows Servers and Time Machine for Mac servers. Reimbursement for Supplies - On occasion, TaylorWorks may need to purchase spare parts, other equipment, supplies, accessories or software; in that case, City shall be responsible for and agrees to reimburse TaylorWorks for all such costs or expenses incurred under this project. No purchases will be made without prior written consent from City. City Warranty regarding Software Licensing - City warrants that all software it provides to TaylorWorks for installation, configuration, or use in any way has been legally obtained and is properly licensed. City further warrants that it has legally purchased a sufficient number of copies of such software and that it has not violated any licensing laws. - TaylorWorks has no knowledge regarding licensing of software provided to it by City and City indemnifies TaylorWorks for any installation, configuration, or use of such software related to such matters. City understands and acknowledges that that it shall be solely responsible and liable for all licensing and purchasing of software. Relationship - TaylorWorks provides Services to City hereunder as an independent contractor, and this Agreement shall not be construed as a partnership or joint venture. Non - solicitation of Employees - City acknowledges that TaylorWorks has a substantial investment in its employees that provide Services to City under this Agreement and that such employees are subject to TaylorWorks's control and supervision. In consideration of this investment, City agrees not to solicit, hire, employ, retain, or contract with any employee of the other, without first receiving TaylorWorks's written consent. - If any employee voluntarily terminates his or her employment with TaylorWorks (regardless of the reason for termination), and is employed by City (or any affiliate or subsidiary of City) in any capacity during or within a six (6) month period, City shall immediately pay TaylorWorks an amount equal to 50% of the then current yearly salary or wage paid by TaylorWorks to such employee. Severability - Any provision of this Agreement which is invalid, illegal, or unenforceable in any jurisdiction shall, as to that jurisdiction, be ineffective to the extent of such invalidity, illegality or unenforceability without affecting in any way the remaining provisions hereof or, to the extent permitted by law, rendering that or any other provision invalid, illegal or unenforceable. TaylorWorks Managed Service Agreement Page 3 Dispute and Governing Law - In the event of a dispute, the parties will consider the use of mediation to resolve the dispute prior to the commencement of litigation. Florida law shall govern the construction, validity, and interpretation of this Agreement and the performance of its obligations. Venue shall lie in the Ninth Judicial Circuit of Orange County, Florida. Limitation of Liability - TaylorWorks offers no guarantees or warranties, express or implied, as to system availability and functionality during any phase of its support services and make no guarantees or warranties, expressed or implied, regarding the ability to resolve computer- related problems, to recover data, or to avoid losing data. - TaylorWorks makes no other warranties, whether written, oral, or implied, including, without limitations, a warranty of fitness for purpose or merchantability. In no event shall TaylorWorks be liable for special or consequential damages, either in contract or tort, whether or not the possibility of such damages has been disclosed to TaylorWorks in advance or could have been disclosed to TaylorWorks. - Limited Warranty /Liability: Only factory warranties apply. In no event is TaylorWorks, Inc. liable for loss of data. Entire Agreement - This Agreement contains the entire agreement between the parties regarding the subject matter herein, and supersedes any prior agreements or representations, whether oral or written. No agreement, representation or understanding not specifically contained herein shall be binding, unless reduced to writing and signed by TaylorWorks and City. Sovereign Immunity Nothing set forth in this Agreement shall be deemed or construed as a waiver of sovereign immunity by the City and the City shall have and maintain at all times and for all purposes any and all rights, immunities and protections available under controlling legal precedent and as provided under Section 768.28, Florida Statutes and other applicable law. Assignment TaylorWorks shall not assign any portion of this Agreement without written consent first obtained from the City and any assignment made contrary to the provisions of this section may be deemed a default of this Agreement and, at the option of the City shall not convey any rights to the assignee. Any change in TaylorWork's ownership shall, for purposes of this Agreement, be considered a form of assignment. The City shall not unreasonably withhold its approval of a requested change in ownership, so long as the transferee is of known financial and business integrity for the undertaking. Counterparts This Agreement may be executed in several counterparts, each of which shall be an original, but all of which shall constitute one and the same instrument. TaylorWorks Managed Service Agreement Page 4 (We) acknowledge that 1 (we) have read and understand all the provisions contained in the terms and conditions of this Agreement and I (we) have a copy. CITY OF OCOEE By: S. Scott Vandergrift, Mayor Date: FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE, APPROVED AS TO FORM TAYLORWORKS, INC. By: Name: Title: AND LEGALITY THIS DAY OF Date: 1 2013 By: City Attorney Attest: Beth Eikenberry, City Clerk APPROVED BY THE CITY OF OCOEE COMMISSION IN A MEETING HELD ON UNDER AGENDA ITEM NO ' 2013 TaylorWorks Managed Service Agreement Page 5 Exhibit A City of Ocoee Prioritized IT Contractor Project List November 3, 2013 1. Complete e-mail migration to Exchange Server 2013 by decommissioning ocoeemailserver3 (other aspects of migrating to Exchange 2013 are covered by a separate agreement) 2. Create immediate emergency backup of all data (temporary backup solution) using on -site disk drive unit(s) or off -site service; the City is to acquire any necessary equipment and software 3. Recover or reconstruct utility bill pay website a. View bill b. Pay bill (Point and Pay) 4. Recover or reconstruct intranet website; restore related SharePoint databases, if possible 5. Diagnose and correct security settings that prevent users from accessing websites, such as Valencia State College 6. Document existing computer and network infrastructure a. Physical machine b. Virtual machine c. Application d. Allocated disk space (amount and location) e. Used disk space (amount and location) f. Backup method needed (remote operation or restore from locally from backup data) g. User name and password h. Common actions required to support use, including typical error recovery processes 7. Connect and configure Lakeshore Center on network, including public WiFi service 8. Specify, procure, and implement long -term backup service (combination of remote operation servers with data backup and data -only storage for recovery to City servers) 9. Migrate Utilities Department facility communications from T1 to VPN; as part of this project, examine the costs and benefits of providing a separate CISCO ASA5505 or similar firewall appliance at Utilities Administration with separate Internet connection 10. Subdivide network and Active Directory to allow user group administration for Fire, Police, Utilities, ADG, GIS, etc. and establish the secondary system administrator accounts; provide initial system administrator training a. Fire, Police, and Utilities are remote facilities; primary application servers will be located at those locations, which are connected to City Hall through switches b. Construct separate physical LAN for the GIS workgroup connected to the rest of City Hall LAN using gigabit switch. This workgroup will include the new rack - mounted GIS server running SQL Server with primary SAN storage, a 10 TB NAS data backup unit, and the PCs used by Marjorie Dillingham, Jen Ebaugh, and Mike O'Halloran c. The new rack - mounted servers were acquired with fiber - connect ports d. Use separate 10/100 MB switch for security camera connections at City Hall e. Do not mix VOIP phones and PCs on one switch f. Put a domain controller on each sub - network g. Utilize VLANs for each identifiable PC workgroup within a physical LAN; any server assigned to that workgroup should also be on the VLAN 11. Specify, procure, and install master clock to control all servers and network equipment 12. Deploy Fire Department server to support ZOLL, SQL Server, etc. at Station 25 TaylorWorks Managed Service Agreement Page 6 13. Deploy GIS server to support SQL Server, ArcSDE, etc. at City Hall 14. Acquire and deploy Utilities file server with onboard drives and 10 TB NAS backup unit at Utilities Administration 15. Migrate remaining SQL Server applications (ADG, SAGE, etc.) to new rack - mounted servers at City Hall 16. Complete other file server migrations at City Hall 17. Assist City staff in undertaking the following actions: a. Deploy RAM upgrades and install Office 2010 on selected desktop PCs b. Support Apple and Android cell phones and tablets c. Deploy replacement computers and install Office 2010 on selected desktop PCs and 23 laptops /tablets d. Shutdown Police Headquarters public WiFi service e. Migrate any remaining Windows XP users to Windows 7 or 8.1 18. Explore deploying Riverbend's Steelhead Mobile WAN Optimization software for Police Department laptop and tablet computers TaylorWorks Managed Service Agreement Page 7 OP ID FRCA ACO RD CERTIFICATE OF LIABILITY INSURANCE TAYLO -1 DATE (MMIDDIYYYY) 10/01/13 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION LTR ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Alexander Insurance Agency 541 S. Orlando Ave., Suite 206 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. POLICY EFFECTIVE DATE MM /DDIYY POLICY EXPIRATION DATE MMIDDIYY Maitland FL 32751 Phone:407- 629 -4825 Fax:407- 629 -5407 IN AFFOR CO VERAGE NAIC# INSURED INS A: Travelers Insurance Co mpan y 2 5658 EACH OCCURRENCE INSURER B: Hartfo I nsurance Company A Taylorworks FAX 407 - 260 -9996 — INSURER C. _ ZPP 12520987 02/26/13 1435 W SR 434 Suite 109 Longwood FL 31750 INSURER D INSURER E: r0VFRAnFR THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR NSR -- TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE MM /DDIYY POLICY EXPIRATION DATE MMIDDIYY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 10000 A X X COMMERCIAL GENERAL LIABILITY ZPP 12520987 02/26/13 02/26/14 $ 1 00000 0 -DAMAGE I U PREMISE S(Eaoccurence) CLAIMS MADE X OCCUR MED EXP (Any one person) $ 10000 PERSONAL & ADV INJURY $ 1000000 GENERAL A $ 2 $ 2000000 GEN'L AGGREGATE LIMIT APPLIES PER: PR - COMP /OP AGG PRO- X POLICY JECT LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1000000 • X ANY AUTO 21EUCNE7139 02/17/13 02/17/14 (Ea accident) ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) BODILY INJURY • X HIRED AUTOS 21EUCNE7139 02/17/13 02 /17/14 • X NON -OWNED AUTOS 21EUCNE7139 02/17/13 02/17/14 (Per accident) $ PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUT O NLY - EA ACCIDENT $ EA ACC OTHER THAN - ANY AUTO $ _ AUTO ONLY: AGG $ EXCESSIUMBRELLA LIABILITY EA OCCURRENCE $ AGGREGATE OCCUR [ I CLAIMS MADE $ -._ —_ - - J —_. -_ -- _ DEDUCTIBLE $ RETENTION $ $ WORKERS COMPENSATION AND Wi- TO RY LIMITS ER EMPLOYERS' LIABILITY $ E.L. EA ACCIDENT ANY PROPRIETOR/PARTNER/EXECUTIVE -- -- - -- - - -- - -- -- OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $ If yes, describe under SPECIAL PROVISIONS below - -- $ E.L. DISEASE - POLICY LIMIT OTHER A Cybertech Liab ZPL 14P28405 02/26/13 02/26/14 Limit $1000000 Ded $10000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES 1 EXCLUSIONS ADDED BY ENDORSEMENT 1 SPECIAL PROVISIONS Computer Consulting CITY of OCOEE is listed as Additional Insured with respects to General Liability coverages. r F:PTIFIrATF "ni IIFR CANCELLATION OCOEE -1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN City Of Ocoee NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Attn : Marjorie Dillingham 150 N. Lakeshore Drive IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Ocoee FL 34761 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Peter Katauskas ACORD 25 (2001/08) V AL:UKU L.UKYUKAI IUN 1U756