HomeMy WebLinkAboutDS Microsoft Office 365 Adoption AssessmentAGREEMENT FOR PROFESSIONAL SERVICES
FOR A MICROSOFT OFFICE 365 ADOPTION ASSESSMENT
This Agreement is made and entered into this q_ day of LAI , 2019, by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and KPCS CONS TING, LLC (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, in 2016, the Information Technology Division rolled out Microsoft Office 365
to all City employees; and
WHEREAS, City of San Rafael employees heavily rely on the use of Microsoft Office 365
for daily communication and work-related tasks such as email, scheduling, document writing,
spreadsheet analysis, and more; and
WHEREAS, Microsoft Office 365 is a powerful set of collaborative tools and applications
that have the potential for transforming how City employees get their work done, and the City needs
to develop an adoption strategy for helping employees learn how, when, and why to use them; and
WHEREAS, KPCS Consulting is a global firm specializing in Microsoft services and can
perform such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Director of Digital Service and Open Government
is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall
supervise all aspects of the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Jan Koran is hereby designated as the PROJECT DIRECTOR for
CONTRACTOR. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall
notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide services as described in
CONTRACTOR'S "Statement of Work, Office 365 Adoption: Initial Assessment, Version No. 1.1"
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diNAL
attached hereto as Exhibit "1" and incorporated herein.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit "1" attached and incorporated herein.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as described in Exhibit "1" attached and incorporated herein, in a total fixed -
fee amount not to exceed $9,840.00.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
TERM OF AGREEMENT.
The term of this Agreement shall be for 6 months commencing on May 24, 2019 and ending
on November 24, 2019. Upon mutual agreement of the parties, and subject to the approval of the City
Manager the term of this Agreement may be extended for an additional period of up to 6 months.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to cure
or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice,
within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection with
its performance of its duties under this Agreement. CONTRACTOR shall fiilly cooperate with
CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSUR A.NCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/one million dollars ($1,000,000) aggregate, to cover
any claims arising out of the CONTRACTOR's performance of services under this Agreement.
Where CONTRACTOR is a professional not required to have a professional license, CITY reserves
the right to require CONTRACTOR to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and non contributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in this
Agreement. CITY reserves the right to obtain a frill certified copy of any insurance policy and
endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of
the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold
harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willfid misconduct of the City Indemnitees, the CONTRACTOR's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of
liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONTRACTOR'S performance of or operations under this Agreement,
CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such claims.
B. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willfiil misconduct of CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager: Rebecca Woodbury
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR's Project Director: Jan Koran
KPCS Consulting
861 Idylberry Road
San Rafael, CA 94903
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR
under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CITY with a completed
Internal Revenue Service For1n W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fiilfrlled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which together shall constitute one document. Counterpart signature
pages may be delivered by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
REBECCA WO , Director
Digital Service and Open Government
KPCS CONSULTING, LLC,
CONTRACTOR
By:_
Jan I
Title
KPCS USA Operations
ATTEST:
LINDSAY LAI A, City Clerk
APPROVED AS TO FORM:
AA
ROBERT F. EPSTEIN, Uity Atto ey
t� I (p C S
The Digital Enablers
STATEMENT OF WORK
OFFICE 365 ADOPTION: INITIAL ASSESSMENT
CITY OF SAN RAFAEL
SAN RAFAEL
THE CITY WITH A MISSION
MARTIN SOUKUP I SENIOR ACCOUNT MANAGER
INTERNAL SYSTEMNO. 2019003969 I VERSION NO.: 1.1
THIS PROPOSAL IS VALID 1 MONTH FROM THE DATE OF SUBMISSION.
Exhibit 1
Aft
I(PCS
ABSTRACT
1 INTRODUCTION .... ....... .................................... ......... ....... —.................................................
____ .... —.................... ............ 3
1.1 EXECUTIVE SUMMARY ...... ............................. ..... ....... ........ ................ —.....................
................................... ...... ............3
1.2 STATEMENT OF CONFIDENTIALITY.................................................................................................................................3
1.3 CHANGE CONTROL. ....................................................... ......... .......
............ ................. __ ..........
2 STATEMENT OF WORK — THE PROJECT.................................................................................................................................4
2.1 1NITIAL ASSESSMENT: PROCESSES, OPERATION AND PRODUCTIViTY.............................................................................4
2.1.1 IN SCOPE..........................................—.................—................................................................................................4
2.1.2 OUT OF SCOPE............................................................... .....................................................................................
. 4
2.1.3 ASSUMPTIONS I PRE-REQUISITES.............................................................................................................................5
2.1.4 POTENTIAL PROJECT R151c5......................................................................................................................................5
2.2 INITIAL ASSESSMENT: TECWN?CAL..................................................................................................................................5
2.2.1 ACTIVE DIRECTORY A DNS HEALTH CHECK. ....................
........ ......... 5
2.2.2 OFFICE 365 HEALTH CHECK ...... .......................................................... ........
.............................. ....... — ... ____ ........ 7
2.23 FILE SERVER DATA MIGRATION TO SHAREPOINT ONLINE ........ .......... —...................
........ —... ___ ......................... ..8
2.2.4 IN SCOPE ........................ .................................................................... __........
..... —........... .............................. ........8
2.2.5 OUT OF SCOPE ................... ............ .......... ........ ___ ...... —...................... ....
.......................... ....................................8
2.2.6 ASSUMPTIONS / PRE -REQUISITES.. ................ ...............................
.............. .................. 8
2.2.7 POTENTIAL PROJECT RISKS......................................................................................................................................9
3 PRICING.......................................................................................................... ..........................................................
......... 10
3.1 FIX......— ........ —...........................................................................................................................................................10
3.2 TM..............................................................................................................................................................................10
3.3 BILLING CONDITIONS.......................................................................................................—..............—........................
10
4 KPCS —KEY BUSINESS FACTS ...... —.......... ................ —......................... ......................................
......................................... 11
5 KPCS — COMPANY PROFILE....................................................................... .................................................................
..... 12
5.1 STRATEGY AND MARKET POSITION ................. ......... .................................... ...........
............................ ........ .............. — 14
5.2 OUR SERVICES CAN HELP YOU.....................................................................................................................................
14
6 KPCS — PROVEN AND REWARDED PARTNER.....................................................................................................................
15
7 CERTIFICAT1ONS.................................................................................................................................................................16
LIST OF CHARTS
Table 1: Time & Material pricing....... ............ _._ ........ ....... — .. . .......... . ......... . ................. ....... __ 10
�'o�imcs
INTRODUCTION
KPCS CZ s.r.o. (further as KPCS) would like to thank you for the opportunity to address your need of OFFICE
365 ADOPTION: INITIAL ASSESSMENT.
Architecture, implementation, operation and support of Microsoft 365 and Active Directory services belong
over long period to the portfolio of the offered Services of KPCS, which can be backed up later with a list of
references. That's why KPCS believes that the proposal will fulfill all the requirements from the customer's side.
1.1 EXECUTIVE SUMMARY
Customers has rolled out Office 365 to all of its employees and is looking for assistance in developing and
executing an adoption plan, that would help increase productivity and user experience of its employees. This
statement of work describes "Office 365 Adoption - Initial Assessment" as first recommended step on the way
to customers goal. Initial Assessment includes revision of key technical assets and agreed upon processes.
Final product of this service will be Office 365 Adoption: Initial Assessment report and Adoption Roadmap
supported with 2 more detailed technical reports and migration plan for data on File Servers to Office 365
(SharePoint Online).
1.2 STATEMENT OF CONFIDENTIALITY
All information contained in this material is confidential and is intended for Customer only. Without the consent
of the KPCS, this material and its individual parts may not be copied and transmitted to third parties.
1.3 CHANGE CONTROL
This SoW is based on KPCS current understanding of Customer's requirements. Except as otherwise provided
in this SoW, any changes to this SoW after its execution shall be managed through change control procedure
and, the party proposing the change will document the request using the change request form provided by
KPCS. 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.
2 STATEMENT OF WORK -THE PROJECT
The objective of the proposed service engagement is to help customer to understand the state of its key
technical assets and collect initial data needed for successful Office 365 Adoption and final report creation.
Brief overview of the project as proposed:
• Processes, operation and productivity
o Licensing review
o Basic assessment of Identity Management Processes
o Meeting with Key Stakeholders (Department heads) on needs and expectations
o Helpdesk and training processes revision
• Technical
o Office 365 Health Check
o Active Directory and DNS Health Check
o Current File Server configuration discovery
• Deliverables:
o Office 365 Adoption: Initial Assessment report and high level Adoption Roadmap
o Office 365 Health Check report
o Active Directory and DNS Health Check report
o Migration plan — File Server to SharePoint
The service includes some of the work carried out remotely by resources in Southern California or European
Union. The activities conducted in EU are normally done on weekdays during working hours from 9:00 to
17:00 (Central European Time (CET)). The service can be, if necessary, ordered outside these working hours. In
this case, execution time depends on the client needs.
2.1 INITIAL ASSESSMENT: PROCESSES, OPERATION AND PRODUCTIVITY
This part of the proposed service focuses on revision of related processes and collection of initial data.
2.1.1 IN -SCOPE
The service includes the following basic steps:
• Licensing review to asses possibilities, opportunities, potential for restructuring,
• Basic assessment of Identity Management Processes, needs and expectations,
• Meeting with Key Stakeholders (Department heads) to collect information on needs and expectations,
• Current Helpdesk and Training processes revision,
• Evaluation of the obtained data,
• Deliverables: Office 365 Adoption: Initial Assessment report and high level Adoption Roadmap
o the final report will also summarize the conclusions of the technical audits and highlight the
most important points.
2.1.2 OUT OF SCOPE
The service does not include the following steps:
• Correction of identified problems
• Any activity that is not expressly mentioned in Chapter 2.1.1
IaPes
2.1.3 ASSUMPTIONS / PRE -REQUISITES
To deliver the service as agreed in this SOW, Customer will:
• Provide necessary assistance in collecting information
• Remote access to systems in scope for KPCS consultants
• Capacity and availability of key employees
• Table -top assessments (we make statements based on presented documents and given information)
2.1.4 POTENTIAL PROJECT RISKS
There are potential r'sks related to this project. Purpose of this section is to identify these risks:
• Insufficient capacity on the customer side
• Insufficient management support on the customer side
• Insufficient cooperation
2.2 INITIAL ASSESSMENT: TECHNICAL
This part of the proposed service focuses on revision of key technical assets (Office 365 and identity service
Active Directory) and migration of File Servers to SharePoint Online.
2.2.1 ACTIVE DIRECTORY A DNS HEALTH CHECK
This service is aimed to review current state of Active Directory and Network services health. Combination of
automatic tests and senior consultant inspection covers identification of large scale of issues. The outcome of
this service is Word document with description of current configuration, description of all tests taken and list
of found issues.
2.2.1.1 IN -SCOPE
The service includes the following basic steps:
• Introductory workshop — conference call with the customer, technical discussion about the
environment configuration and specification of the procedure for installing the diagnostic software
for data collection
• Installing the diagnostic software
• The collection of data containing information about
o Active Directory replication
■ Site configuration
■ Replication settings
■ Replication status
■ Subnet configuration
■ Security group checking
■ Information about Forest and Domain configuration
o DFS-R/FRS/GPO
■ SYSVOL
■ FRS
■ DFS -R
■ GPOs
■ Unlinked GPO
■ GPOTool
o DNS a WINS name resolution
■
DNSLint
■
DCDiag — DNS
■
Information about DNS
■
Information about IP
■
WINS
o Health of DCs
■
DCDiag — General
■
Information about OS
■
Evaluation of the event logs content
•
Updates checking
■
Information about performance
•
Configuring time synchronization
o Active Directory Database
•
Database information
■
Partitions Access Lists
■
Active Directory Object Count
o Backup
■
Backup Status
o Others
■
Exchange DS Access
■
Information about user accounts
■
Information about computer accounts
■
Locked accounts
• Evaluation of the obtained data
• Create a report in MS Word format in English, which contains
o Executive Summary
o Basic description of audited environment
o Listing of deficiencies found by severity
o Proposed solutions of identified problems
2.2.1.2 OUT OF SCOPE
The service does not include the following steps:
• Correction of identified problems
• Any intervention in the existing configuration of Active Directory
• Any activity that is not expressly mentioned in Chapter 2.2.1.1
2.2.1.3ASSUMPTIONS / PRE -REQUISITES
For the implementation of the service the following requirements must be met:
• Network connectivity to all audited environment
• Domain Admin privileges in case of one domain
• Enterprise Admin permissions in case of multiple domains
• Remote access, e.g. via RDP to a domain controller / DCs
:1)PCS
• Allow installation of our virtual machines to the audited domain, or prepare and make available a
machine with Windows OS, where it will be possible to transfer and run auditing SW
The customer's responsibility before the start of service:
• To get acquainted with the description of services
• Ensure a functional backup of audited systems
• Provide necessary assistance in collecting information
2.2.1.4 POTENTIAL PROJECT RISKS
There are potential risks related to this project. Purpose of this section is to identify these risks:
• Insufficient customer's cooperation
2.2.2 OFFICE 365 HEALTH CHECK
The outcomes of this control are to ensure that the environment is working properly, is secure, provides good
user experience, and checks if the necessary processes for using third -party online services from Microsoft are
in place. Controlling health, safety, applications, policies, sharing, mobile device management, information
protection, permissions, and processes provides guidance for introducing additional measures to increase
attack resistance and user productivity.
2.2.2.1 IN -SCOPE
The service includes the following basic steps:
• Check of online environment Office 365
o Settings
o Azure Active Directory Connect
o Security
o Availability
o Attack resistance
o Procedures
• DPIA inputs as part of GDPR compliance audit based on current state and usage of Microsoft Online
Services.
• Evaluation of the obtained data
• Create a report in MS Word format in English, which contains
o Executive Summary
o Basic description of audited environment
o Listing of deficiencies found by severity
o Suggestion of possible solutions to the problems identified
2.2.2.2 OUT OF SCOPE
The service does not include the following steps:
• Correction of identified problems
• Any intervention in the existing configuration of audited environment
• Description/instruction of measures
• Any activity that is not expressly mentioned in Chapter 2.2.3.1
2.2.2.3 ASSUMPTIONS / PRE -REQUISITES
For the implementation of the service the following requirements must be met:
• Network connectivity to all audited environment
• Access to Office 365 tenant as Global Administrator
• Access the Azure AD Connect server as Administrator
• Provide a minimum of three random outputs of applied GPO (full HTML format) on a minimum cross-
section of company organization (executive, administrative staff, regular staff)
• Provide access to the Azure Portal (if managed by EA subscription), if applicable, at Global
Administrator level
• Customer's cooperation
2.2.2.4 POTENTIAL PROJECT RISKS
There are potential risks related to this project. Purpose of this section is to identify these risks:
• Insufficient customer's cooperation
2.2.3 FILE SERVER DATA MIGRATION TO SHAREPOINT ONLINE
The goal of this part is to collect necessary data to support creation of Migration Plan for data stored on File
Server.
2.2.4 IN -SCOPE
The service includes the following basic steps:
• Current File Server configuration discovery relating migration to SharePoint Online
o Server mapping
o Storage/data
o Directory structure
o Access management
o Quality of internet connection
o Etc.
• Deliverables: Migration plan — File Server to SharePoint (SoW document with effort estimation and
schedule)
2.2.5 OUT OF SCOPE
The service does not include the following steps:
• Any activity that is not expressly mentioned in Chapter 2.2.4
2.2.6 ASSUMPTIONS / PRE -REQUISITES
For the implementation of the service the following requirements must be met:
• Network connectivity to all audited environment
• Domain Admin privileges in case of one domain
• Enterprise Admin permissions in case of multiple domains
• Remote access, e.g. via RDP
The customer's responsibility before the start of service:
Ir»imcs
• To get acquainted with the description of services
• Ensure a functional backup of audited systems
• Provide necessary assistance in collecting information
2.2.7 POTENTIAL PROJECT RISKS
There are potential risks related to this project. Purpose of this section is to identify these risks:
• Insufficient customer's cooperation
, Mill' PCs
3 PRICING
All prices in this document are in USD and valid up to 60 days from the proposal delivery to customer.
3.1 FIX
Project is proposed as the ,FixTime-FixPrice ". The price is maximal and will not be exceeded, excluding the
out -of -scope project steps.
Price for Assessment part of the project is 9 840 USD.
3.2 TM
This part of the project is proposed as the „Time & Material". Billing is a correlative of the in -advance -approved
time sheets by the customer at the beginning of the calendar month for the previous month period. The
approved time sheet is a compulsory attachment of the invoice. There are proposed below -mentioned prices:
ROLE
Solution Architect
Project Manager (US)
Senior Consultant
Junior Consultant
Intern
Table 1: Time & Material pricing
3.3 BILLING CONDITIONS
HOURLY RATE PER ROLE
120 USD
140 USD
110 USD
90 USD
45 USD
The KPCS invoices are due for payment within 30 days. In case of the issued invoice in a different currency
than in USD, the invoice is recalculated due to the actual valid exchange rate of the day of the issuance.
All prices in this document are quoted excluding VAT if not mentioned differently.
The price for the Service is based on Customer's environment as disclosed to KPCS. If the assumptions, client
responsibilities, and parameters within the scope of the Service used to develop the SOW are found to be
incorrect or have changed, the parties agree to pursue resolution through the Change Management Process
outlined in this SOW.
KPCS reserves the right to make changes in price according to the valid legal regulations. KPCS, however,
is not entitled to change the price during the validity of this proposal, i. e. when it is bound by their proposal,
o rafter its written acceptance. This means a written order from the customer and a signed contract of
completed work.
There is added an additional charge in the amount of 25 % to the base rates in case of services provided out
of the standard working hours, weekend days or the bank holiday.
In case, that the Customer will require on site work, travel expenses will be charged extra, individually per case.
Any travel costs will be agreed with Customer prior any travel.
Price — other than in CZK - in this quote is calculated according to the actual Czech National Bank Exchange
rate. In case of a higher than 5% rate change, KPCS reserves the right to modify the price calculation.
C PCs
4 KPCS - KEY BUSINESS FACTS
COMPANY KPCS CZ S.R.O.
NAME ENTERED IN THE COMMERCIAL REGISTER MAINTAINED BY THE MUNICIPAL COURT IN PRAGUE: SECTION C, ENTRY 105340,
Legal form limited liability company
Registered
Kubanske nam. 1391/11, 100 00 Praha 10—Vrsovice, Czech Republic
seat
5rpgtdz
Company
27218848
registration
+420 778 411 744
number
nfo@kocs.cz
VAT no.
CZ 27218848
Ing. Jan Kofan, partner
Statutory
861 Idylberry Rd., San Rafael CA 94903
authorities
Martin Pavlis, DiS., partner
Ing. Miroslav Knotek, partner
Bank
Komercni banka a. s.
Bank
43-9995650247/0100
account no.
IBAN
CZ8801000000439995650247
SWIFT
KOMBCZPPXXX
Data
5rpgtdz
repository
GSM no.
+420 778 411 744
E-mail
nfo@kocs.cz
Web
wvAV.kocs.cz
KPCS Consulting LLC
861 Idylberry Rd., San Rafael CA 94903
Offices
email: sales@kpcs-consultino.com , phone: +1 (415) 802-9392
located
abroad KPCS Consulting LLC
209 Surrey St., Henderson (Las Vegas) NV 89074
email: sales@kocs-consultino.com , phone: +1 (415) 802 9392
This material contains information that KPCS CZ s.r.o. considers it as a part of its business secret within the
meaning of Section no. 504 of the Act No. 89/2012 Coll., The new Civil Code, as amended. Any disclosure of
this information, delivered to a third party, or used for the benefit of a non -subsidiary of KPCS CZ s.r.o., without
its permission, will be considered as the unfair competition regarding Section no. 2985 of the Civil Code.
5 KPCS - COMPANY PROFILE
KPCS is a global leader of the solutions based on the Microsoft products. The consultants of the distinction
focused on the Microsoft technologies are our crucial value being a unique supplier in the Czech Republic
with an overlap to the central and eastern Europe, Great Britain and the United States of America. The
consultant's deep knowledge is our warranty for the effective and professional cooperation, which has been
appreciated by many of our important customers from the field of the automotive, energy, financial sector or
building industry.
The local branches of KPCS are located in the Czech Republic, Slovakia and USA. The consultants are able to
manage as well as complicated migration or implementation projects in various technologies for small, mid
market and global companies.
KPCS offers complex services in IT sphere. We can provide you the analysis, take a long hard look of the IT
environment, we can also propose and implement the technologies due to the customers' needs including
the support services. We can offer and get to work the internal CRM, open the Business Intelligence data for
much more effective work or we can also put into operation the IoT (Internet of Things) due to your needs.
Depth data analysis can optimize your business. We are first and foremost focused on the security.
The qualified business information protection is an indivisible part of our services including the new legislature
about the data protection i.e. GDPR.
Modern cloud technologies offer comfortable and reliable IT solution. Go online and work from any place you
want.
Do you need a robust personalized fast and effective environment? We can deliver to you. We can also
recommend future steps and the aiming the perspective goals.
The scale of our competencies enables us to deliver high-quality solution primarily in these areas:
4111110
:Kpcs
HYBRID AND CLOUD DATACENTERS
Let's use all of the advantages of the modern IT tools in cloud and hybrid scenarios on the maximal level of
efficiency.
We will divest you of worries connected with dissemination or high availability of the crucial systems, sensitive
data protection and end -devices without users" limitation.
APPLICATION (DATA PROCESSING)
We will design and implement a solution, which ensures correct data input, consequent processing and
providing of the reliable information. We will recommend the most convenient data storage regarding its
protection, availability and final presentation and analysis.
UNIFIED COMMUNICATION
We will consolidate solution, which ensures reliable and secured communication in many ways — from mailing
systems, instant messaging or video conference system and public switched telephone network (PSTN). These
technologies will enable you to work from any place you want, as easy as only possible and first and foremost
— safely. We implement processes and technologies for providing the security and dependability.
INFRASTRUCTURE, IDENTITY AND SECURITY
We will introduce and realize complex projects of the deployment, integration, consolidation and infrastructure
migration with effective use of the hybrid scenarios. Virtualization, identity management, authority verification,
sophisticated design and security audits are the primary fields of service providing for us. Focused on the high
availability and we can propose you a Disaster Recovery scenario.
CLIENT & DATACENTER MANAGEMENT
We can design your system ensuring the process automatization of the live cycles of the operating systems
and applications — starting from the deployment of the operating systems and applications using them, its
consequent administration of the setups and security, to the monitoring or inventorying.
ENTERPRISE INTEGRA, T ION AND NETWORKING
We unify and integrate network components, application and data sources into one running complex with
centralized checked access with consolidated monitoring. We can ensure the reciprocal integration regardless
on local or cloud scenario and also regardless of the heterogeneity of the used platforms or products.
SUPPORT AND MANAGED SERVICES
We can provide you support for your solution. Thanks to the knowledge of the infrastructure we can
proactively explicate the meaningful outputs from the super visioning systems, and we can solve complicated
tasks as well. We are part our your ITSM processes.
PROJECT MANAGEMENT OFFICE
We deliver even the most complicated projects in time — in requested quality and in the defined budget.
Thanks to the right project management we complete your expectation and the strategic goals.
Further information can be provided on the website: www.kpcs.cz
5.1 STRATEGY AND MARKET POSITION
KPCS is one of the key partners of Microsoft Corporation. Our long-term strategy is to lead the technologic
trends and to provide the highest possible quality of our delivery.
■ We are a reliable partner for all customers no matter its size.
■ The connection of the technological maturity and competencies are the most valuable
merits of KPCS in connection with the knowledge of the branch of activity of our customer.
■ The advantages of the global know-how and local leadership are combined in favor of our
customers.
■ Our services and Solutions are always tended to reach the strategic goals of our customers.
5.2 OUR SERVICES CAN HELP YOU
The offer of the IT and business services is concentrated into various base fields, in which are the most recurrent
solutions, with which we help our customers to increase the effectivity and to cut the costs:
• IT infrastructure management — starting from health check to solution layout, from implementation
to monitoring and support;
• Internal effectivity and cooperation — our solution of the intranet and business portals support mainly
the internal effectivity and cooperation;
• Communication — our solution support effective communication inside and outside the companies
• Reporting a data analysis — it is important to know in time the key data in such form, which enables
the fastest correct decision;
• Security — we help to our customers to protect their data, either against internal, or external misuse
out of the company environment.
6 KPCS - PROVEN AND REWARDED PARTNER
Not only a strategic partnership but - 85 % of our customers cooperate with us on the long-time & repeated
relation and together with the independent awards are a case in point of being proven and rewarded partner.
In 2017 KPCS received award "IT product 2017" in category "Security Solutions" from magazine
COMPUTERWORLD for our security solution ATOM (littiDs://www.atom.ms).
Microsoft announces finalists and winners of the most prestigious Microsoft Awards each year- competition
for the best implementation of IT solutions for customers in the Czech Republic. Awarded are the partners,
who have managed to build on new Microsoft technologies, and create best IT solutions to its customers. The
expert evaluation committee has chosen from hundreds of submitted solutions divided into several
competition categories. The awards are particular projects with a high degree of innovation with an emphasis
on quantification of specific cost savings, or to improve efficiency in business processes. These prestigious
awards are a confirmation of our high quality of IT solutions and services to implement the project.
KPCS CZ has won the Microsoft Awards, in the following years:
KPCS RECEIVED AWARDS:
2018 Winner of category "Security and protection of sensitive data" ATOM at ComAp
Finalist of category "Digital transformation management in a company" — solution "Company
social network Yammer and modern collaboration with Microsoft Teams helps Mall Group"
2017 Winner "Solution based on open source and Microsoft technologies"
2016 Winner Microsoft Partner of the Year Award 2016 Czech Republic
Winner of category "Company mobility solution" with project: " Modern IT Environment
operation of CPI Property Group"
CV Magazine - Best Microsoft System Integrator Czech Republic
2015 Winner of category "Implementation of Complex Server Infrastructure for Mobile Devices
Management" with project „Automatization of IT processes in AVE CZ"
Finalist of category "Communications, Telephony and Corporate Networks" with project
„Complex implementation of voice and videoconferencing services in CPI Group"
Finalist of category "Top Project Office 365" with project „Burda Praha freshly us'ng Office
365"
2014 Winner of category "Communications, Telephony and Corporate Networks"
Winner of category "Implementation of Complex Server Infrastructure for Mobile Devices
Management"
Winner of category "Office 365 cloud -based project that promotes growth and efficiency of
small and medium-sized organizations"
Finalist of category "Construction of a central enterprise information and document system
SharePoint"
Microsoft Awards 2017
;Winner
2016 Microsoft Partner of the Year
40 ..;Winner - Czech Republic
7 CERTIFICATIONS
KPCS has achieved highest level of the Microsoft partner program certification.
MICROSOFT Gvw COMPETENCIES
Datacenter
Gold Datacenter
Messaging
Gold Messaging
Data Platform
Microsoft Gold Data Platform
Project and Portfolio management
Gold Cloud Platform
Cloud Platform
Partner Gold Cloud Productivity
Cloud Productivity
*� Gold Application Development
Application Development
01Microsoft Gold Collaboration and Content
Gold Enterprise Mobility Management
Collaboration and Content
Enterprise Mobility Management
Communications
Microsoft
Silver Communications
Windows and Devices
Partner Silver Windows and Devices
Project and Portfolio management
Silver Project and Portfolio Management
Small and Midmarket Cloud Solutions
Silver Small and Midmarket Cloud Solutions
MEMO Microsoft
KPCS also holds the highest possible cloud services certifications:
• Cloud Accelerate Partner
• EM+S Elite Partner
• Microsoft Enterprise Deployment Services: Desktop, SQL, SharePoint, Datacenter
A strong partnership with Microsoft gives us the exclusive access to the technical support and tools, which are
corresponding to our exceptional market position. This partnership is the proof of the quality and reliability for
our customers.
Further information and confirmation of our competency can be found in the Catalogue of the certified
Microsoft partners in the Czech Republic http://www.katalogpartneru.Cz.
XA RAf,
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/Tr WITH P'
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Digital
Project Manager: Rebecca Woodbury Extension: 3076
Contractor Name: Jan Koran
Contractor's Contact: 562-336-7882 Contact's Email: koran@kpcs.cz
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
5/16/2019
5/16/2019
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
5/20/2019
® LG
and return to Project Manager
5/20/2019
® LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Department Director
Approval of final agreement form to send to
Click or tap
❑x RW
contractor
to enter a
Project Manager
Forward three (3) originals of final agreement to
date.
4
Click here to
lZ
contractor for their signature
enter a date
® N/A
5
Project Manager
When necessary, contractor -signed agreement
agendized for City Council approval *
*City Council approval required for Professional Services
IX
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
Review and approve hard copy of signed
Imo''
7
City Attorney
/
►(J`�--
agreement
Review and approve insurance in PINS, and bonds
8
City Attorney
/
(for Public Works Contracts)
712-11
9
City Manager/ Mayor
Agreement executed by City Council authorized
N/A—does not
official
exceed director
authority
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
I