HomeMy WebLinkAboutCC Resolution 10553 (Technology Services)RESOLUTION NO. 10553
A RESOLUTION AUTHORIZING EXECUTION OF A CONTRACT WITH
ACS ENTERPRISE SOLUTIONS, INC. ("ACS"), FORMERLY
BUSINESS RECORDS CORPORATION ("BRC"), FOR TECHNOLOGY
SERVICES
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The CITY MANAGER and CITY CLERK are authorized to execute, on behalf of
the City of San Rafael, an agreement with
ACS Enterprise Solutions, Inc. (ACS) for Technoloav Services for the 1999/2001 fiscal
vears a copy of which is hereby attached and by this reference made a part hereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meetinq
of the City Council of said City held on Mondav the 20th day of December, 1999, by the
following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
Council material\resolutions\1999\city\acs reso.doc
JE NE M. LEONCINI, City Clerk
W 6�NA[,
AGREEMENT
FOR: Services related to Technology Systems
This Agreement is made and entered into this 1st day of November, 1999, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and ACS ENTERPRISE
SOLUTIONS, INC. (hereinafter "CONTRACTOR").
1. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY
for all purposes under this Agreement. The Assistant City Manager, Ken Nordhoff 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. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Janet Hummel 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 Exhibits " A " and "B" attached and incorporated herein.
3. DUTIES OF CITY
CITY shall cooperate with CONTRACTOR in his performance under this
agreement and shall compensate CONTRACTOR as provided herein.
4. COMPENSATION
For the full performance of the services described herein by
CONTRACTOR, CITY shall pay CONTRACTOR an amount described in Exhibit "C"
attached and incorporated herein.
PROJECT MANAGER shall review and approve itemized invoices
submitted by CONTRACTOR and will make payment monthly upon receipt.
5. TERM OF AGREEMENT
The term of this Agreement shall commence November 1, 1999 and
shall end on June 30, 2000. Subsequent to June 30, 2000 the contract shall continue
in full for and effect on a month to month basis, subject to the option of terminating
contract within the Scope of Section 6 below.
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 ten (10) 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 notice, to the
reasonable satisfaction of the party giving such notice, within thirty (30) days of the
receipt of said notice.
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 described in paragraph 7 below, 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 directly related to
CONTRACTOR'S performance of its duties under this Agreement. CONTRACTOR
shall fully 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
2
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. INSURANCE
A. During the term of this Agreement, CONTRACTOR shall maintain, at
no expense to CITY, the following insurance policies:
1. A comprehensive general liability insurance policy in the
minimum amount of one million ($1,000,000) dollars per occurrence 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 ($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 $1,000,000) dollars to cover any claims arising
out of the CONTRACTOR's performance of services under this Agreement.
B. The insurance coverage required of the CONTRACTOR by
section 10. A., shall also meet the following requirements:
1. The insurance shall be primary with respect to any
insurance or coverage maintained by CITY and shall not call upon CITY's insurance or
coverage for any contribution;
2. Except for professional liability insurance, the insurance
policies shall be endorsed for contractual liability and personal injury;
3. Except for professional liability insurance, the insurance
policies shall be specifically endorsed to include the City, their officers, agents,
employees and volunteers as additionally named insureds under the policies;
4. CONTRACTOR shall provide to PROJECT MANAGER, (a)
Certificates of Insurance evidencing the insurance coverage required herein, and (b)
specific endorsements naming CITY, their officers, agents, employees and volunteers
as additional insureds under the policies;
5. The insurance policies shall provide that the insurance
carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon thirty (30) days written notice to CITY's PROJECT
MANAGER;
3
6. 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;
7. The insurance policies shall provide for a retroactive date
of placement coinciding with the effective date of this Agreement;
8. The insurance shall be approved as to form and sufficiency
by PROJECT MANAGER and the City Attorney.
C. If it employs any person, CONTRACTOR shall maintain worker's
compensation and employer's liability insurance, as required by the State Labor Code
and other applicable laws and regulations, and as necessary to protect both
CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers
and employees.
D. Any deductibles or self-insured retentions in CONTRACTOR's
insurance policies must be declared to and approved by the PROJECT MANAGER
and the City Attorney. 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.
11. INDEMNIFICATION
CONTRACTOR shall indemnify, release, defend and hold harmless
CITY, their officers, agents, employees and volunteers, against any claim, demand,
suit, judgment, loss, liability or expense of any kind, including attorney's fees, arising
out of or resulting in any way, in whole or in part, from any acts or omissions,
intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and
employees in the performance of their duties and obligations under this Agreement.
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
4
regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY,
their 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: Mr. Kenneth A. Nordhoff
Assistant City Manager
(Project Manager)
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Ms. Janet Hummel
Account Manager
(Project Director)
ACS Enterprise Solutions, Inc.
1500 Warburton Avenue
Santa Clara, CA 95050
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.
5
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. 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.
19. 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.
20. 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.
6
CONTRACTOR shall pay any and all state and federal taxes and any other applicable
taxes. CONTRACTOR's taxpayer identification number is 'a-1'��i ti �^ and
CONTRACTOR certifies under penalty of perjury that said taxpayer identification
number is correct.
21. APPLICABLE LAW
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the
day, month and year first above written.
CITY OF SAN RAFAEL
City Manager
ATTEST:
Ci clerk
APPRVED' 0 FOAM:
r
City Attorney
ASC\Professional Contracts\1999\acs-brc services
CONTRACTOR
By:
Name: fiQ ( ve y V RfaSkldl
41
Title: Pf L S i Je of
City of San Rafael
EXHIBIT A
RESPONSIBILITY MATRIX
r inancial Alanagement Support
RESPONSIBILITY
INFORMATION TECHNOLOGY ENVIRONMENT/INFRASTRUCTURE
1. 60ERATIDNS ._....-
A. Coordination/Scheduling
Schedule personnel, input, output, systems backup and vendor preventive maintenance.
X X
Publish a monthly processing schedule.
X
Coordinate with department liaisons, Information Services Manager and Assistant City
X X
Manager to meet processing schedule.
Notify department liaisons and Information Services Manager of deviations to processing
X X
schedule.
Negotiate changes to processing schedule.
X X
Coordinate hardware & software vendor services, including preventive maintenance & repairs.
X
B. System Availability
Plan & implement upgrades of hardware and system software.
X
X
Maintain availability of computer operations.
X
Maintain operating logs.
X
C. Batch Production Processing
Execute scheduled batch production. I
X
I X
Monitor operational controls; perform corrective action as required.
X
D. Input Collection/Output Distribution
Notify Computer Services of input cutoff/availability.
X
Process input batches.
X
Print reports.
X X
Burst, decollate & prepare reports for pickup.
X X
Notify users of process completion & output availability.
X
E. Forms and Supplies Management
Maintain supplies of paper, forms, print ribbons, toner and other inventory for main computers.
I
X
X
Recommend vendors of data processing supplies, computer forms and peripheral devices.
X
F. Facilities
Satisfy facilities, personnel space, electrical and environmental requirements.
X
Provide for computer room housekeeping & cleanliness.
X X
Provide for Computer Services office housekeeping & cleanliness.
X X
Provide equipment, furniture and tools required.
X
Maintain current hardware and software inventory.
X
2. TECHNICAL SERVICES
A. Capacity Management
a. Performance Monitoring & Reporting
Monitor the performance of the hardware and software components. X I
Perform performance tuning for all servers & databases. X
Report performance issues to department liaisons and Director of Finance. X
Troubleshoot performance issues and provide problem resolution. X
Plan upgrades to resolve performance issues. X X
Acquire additional hardware & software as needed to maintain service levels. X
Provide input to City budget process. X X
ACS Enterprise Solutions, Inc. Exhibit A page 1 13/17/99
City of San Rafael
Responsibility Matrix (continued)
r inancial Management Support
RESPONSIBILITY I
2 _-i_NICAL SERV - - ;
- -3TECHICES
.
A. Capacity Management
a. Performance Monitoring & Reporting
Monitor the performance of the hardware and software components. X
Perform performance tuning for all servers & databases. X
Report performance issues to department liaisons and Director of Finance. X
Troubleshoot performance issues and provide problem resolution. X
Plan upgrades to resolve performance issues.
X
X
Acquire additional hardware & software as needed to maintain service levels.
Diagnose and coordinate system hardware & software vendor service/repairs.
X
Provide input to City budget process.
X
X
b. Product Analysis and Evaluation
Maintain documentation for vendor upgrades, enhancements and new releases.
X
Evaluate new hardware and software technology; identify new deployment opportunities.
I
X
Prepare acquisition business cases upon request.
X
X
Develop and recommend a Technology Replacement and Maintenance Plan.
X X
X
Adhere to City Automation Procurement and Computer Access Policies.
X
X
c. Installation and Implementation
Maintain system hardware & software upgrade plan.
X
X
Negotiate installation schedule.
X
X
Schedule system hardware & software upgrade tasks.
X
X
Coordinate vendor and staff activities.
X
Prepare fallback & contingency plan.
X
Install or arrange for vendor installation of all hardware & system software.
X
B. Operations Support
Provide documentation for new & revised system hardware and processes.
B.
I X
Provide operations staff training on system hardware & software as required.
X
Diagnose and coordinate system hardware & software vendor service/repairs.
X
Identify and implement system process improvements.
X X
C. Applications Support
Maintain documentation for vendor upgrades, enhancements and new releases.
X
Assist in deployment of new & revised application processes.
X
Provide applications staff support system in setup of hardware & software as required.
X
Assist in recovery of applications after system hardware & software vendor failure.
X
Provide advice on application efficiency improvement opportunities.
X X
ERVICES
3. DATA MANAGEMENT SERVICES'-
B. Database Administration
Introduce new/revised data entities & attributes into City database.
Maintain data dictionary & user documentation.
Maintain database schema & appropriate access views.
Maintain database security.
Optimize physical database design.
Optimize physical database organization.
Provide physical database access.
Consult with users & applications support personnel as appropriate.
X X
X X
X
X
X
X
X
X
ACS Enterprise Solutions, Inc. Exhibit A —page 2 12/17/99
City of San Rafael
Responsibility Matrix (continued)
4:`4�13ATA COMMUNICATION SERVICES
A. Data Communications Capacity Planning
Financial Management Support
Determine communications needs; appropriate communications hardware, software &
X
services.
Provide communications services & installation of communication lines & related equipment.
X
B. Data Communications Troubleshooting
Investigate & resolve communications problems (Public Safety Only).
X X
Receive, log, handle and route to person able to resolve requests for service.
X
Coordinate with other City departments and vendors for problem resolution.
X
C. Connectivity Analysis, Design and Planning
Develop: submit test data and documentation of expected results to enable testing any aspect
X
of service.
Document expected results.
X
D. Communication Equipment Maintenance and Repair
Schedule personnel, input, output, and systems backup and vendor preventive maintenance.
X
Maintain data communications equipment inventory.
X
Adhere to City's Technology Replacement Plan.
X
Act on City's behalf regarding 3rd party vendors as requested.
X
Recommend alternative vendors for similar or enhanced services at reduced cost.
X
Coordinate with other City departments in the resolution of problems.
X
Maintain contracts for repair services.
X
Fund contracts for repair services.
X
E. Wiring Management
Coordinate with other City departments and vendors.
X
Assist with problem identification and resolution.
X
Provide communications wiring services as required.
X
Maintain City standards for communications wiring.
X
6. MAINTENANCE
A. Application and System Components
Maintain integrity of data.
X X
Expand resources as appropriate or limit further increases to resource usage.
X X
specifications for capacity reports.
X X
'Provide
Prioritize and fund system component upgrades.
X X 1
Outline risks of failure in system components; act or notify City to act, as appropriate.
X
Maintain of all system components at the most current acceptable revision level.
X
Monitor, identify and correct problems to maintain system functions.
X
Supply capacity reports as specified.
X
B. System Availability (Mean Time Before Failure)
Develop a service priority plan that defines normal & critical systems. I
X
Comply with the service priority plan criteria for normal & critical systems.
X
B Response Time
Respond and repair systems consistent with the service priority plan criteria.
X 1�
I
Provide written service requests per established procedure.
X
1
Provide responses to service requests consistent with the service priority plan.
I X
Provide on-line response time consistent with service priority plan.
X
ACS Enterprise Solutions, Inc. Exhibit A - page 3
12/17/99
City of San Rafael
Process batch processes consistent with service priority plan.
mancial Management Support
ACS Enterprise Solutions, Inc. Exhibit A —page 4 12/17/99
City of San Rafael
Responsibility Matrix (continued)
Financial Management Support
RESPONSIBILITY CITY ACS
CUSTOMER SERVICE
1. Quality Assurance
Assure Computer Services compliance with all City standards & practices.
X X
Establish acceptance -testing criteria.
X X
Develop test cases; develop test case documentation.
X
Perform acceptance testing.
X
Maintain acceptance -testing log.
X
Approve changes prior to implementation.
X
Obtain authorization for change implementation.
X
Establish implementation fallback plan.
X
Install application software in production library.
X
Schedule Implementation; notify impacted users.
X X
Confirm successful implementation.
X X
Acknowledge project completion.
X
Log input, output and pick-up of data.
X
Maintain system balancing.
X
Maintain data integrity checking.
X X
2. Problem Management
Provide liaison services to users and departments requesting assistance.
X
Provide Problem Incident recording, tracking & reporting services.
X
Identify and resolve service problems.
X
3. Change Management
Provide liaison services to users and departments requesting assistance.
X
Provide Service Request recording, tracking & reporting services.
X
Develop, schedule and implement authorized service changes.
X
4. User Training
Coordinate and manage supported Finance application training.
X X
Identify specific training needs.
X X
Develop training objectives.
X X
Develop training curriculum.
X
Assist in development of curriculum.
X
Develop training documentation. (system user guides)
X
Conduct training and provide documentation.
X
Develop, conduct and review course evaluation survevs.
X X
Report on attendees, no shows and cancellations.
X
Provide individual follow-up training as appropriate.
X X
ACS Enterprise Solutions, Inc. Exhibit A —page 5 12/17/99
City of San Rafael
Responsibility Matrix (continued)
Financial Management Support
11 RESPONSIBILITY CITY ACS
APPLICATION SUPPORT
I. Application Maintenance
Evaluate maintenance requests; establish functional specification. X X
Negotiate implementation release plan. X X
Identify and acquire needed additional installation capacity. X
Maintain in-house software libraries. X
Install & test in test library. I X
Conduct operations training. I X
2. Automation Opportunity Assessments
Provide consulting services that include, but are not limited to, Finance Department
X I
X
re-engineering, work flow & process automation & organization development.
Commit resources and negotiate changes in scope.
X
X
Define user requirements and program savings/benefits (qualitative/quantitative).
X
X
Identify alternatives, compatibility & implementation issues, short & long term costs.
X
X
Develop & document recommendations for projects beyond basic service agreement.
X
X
3. Documentation
j Maintain documentation for vendor upgrades, enhancements and new releases.
X
Maintain documentation of system maintenance & enhancements.
X
Maintain application functional documentation.
X
Maintain application technical documentation.
X
Maintain user documentation.
X
Maintain operational documentation.
X
4. Project Management
Establish project time and cost estimates.
X
X
Establish project staffing & organization.
X
X
Negotiate project schedule.
X
X
Publish & maintain project plan.
X
Coordinate project implementation.
X
X
Monitor project implementation progress.
X
X
Report of the project implementation progress.
X
Conduct project post -implementation evaluation.
X
X
ACS Enterprise Solutions, Inc. Exhibit A --- page 6 12/17/99
City of San Rafael
Resnonsibility Matrix (continued)
Financial Management Support
11 RESPONSIBILITY CITY ACS
ADMINISTRATION
1. AccouniabilitieslStatus Reporting n -
Provide monthly status reports.
X
X
Provide annual management recap report.
X
X
Conduct quarterly review. (Director of Finance & BRC rep).
X
X
Maintain monthly production schedule.
X
X
Provide timely feedback to issues identified in status reports.
X
Provide project specific reports as negotiated.
X
X
Comply with all federal, state and City laws applicable to the system & its operation.
X
X
2. Stewardship
A. Continuous Improvement
Provide City with on-going re-evaluation of services provided.
X
B. Technology Oversight Committees
Participate in City technology committees as requested. I
X
X
Recommend information services, hardware and software.
X
X
Assist City in compliance with all federal, state and City laws applicable to the system & its I
X
X
operation.
C. Backup/Retention
Manage file retention and storage activities.
X
Maintain system backup and off-site storage facility.
X
Perform backups.
X
Maintain backups at an off-site storage location.
X
Provide management back-up support (24 -hours on-call).
X
D. Operational Controls
Establish, document & maintain operational controls to assure successful system operation.
X
X
Review and update operational controls by January 1 each year.
X
X
Recap changes in operational controls in writing, by January 1 each year.
X
ACS Enterprise Solutions, Inc. Exhibit A —page 7 12/17/99
City of San Rafael
EXHIBIT B
LEVEL OF SERVICE
SECTION 1. SCOPE OF SERVICE
1.1 Weekly Support
Financial Management Support
Weekly on-site support to be scheduled jointly with the Client for
consecutive days
1.2 Emergency Support — PUBLIC SAFETY
Emergency support will be provided 24 hours per day, 7 days per week
including weekends and holidays. Said support will provided only for the
period from November 1, 1999 through January 1, 2000.
1.3 Applications Supported (18 in total)
Financial Management System
Budgeting, Cash Collection, Accounts Receivable
Personnel, Accounts Payable, General Ledger,
Journal Entry, Payroll, Time Tracking, Business
License, Parking Citations, Batch Monitor
Parks and Recreation Cashiering
Police CAD
Police RMS
Fire RMS, Inspection, Inventory
1.4 Hardware Supported
(a) Data General Equipment
QTY DESCRIPTION
1 Data General AVIION
1 Data General XXX Line Printer
1 Data General DAT Cartridge Tape
Drive
1 Data General CD-ROM Drive
Data General XXX MB Hard Drive
Data General X.X GB Hard Drives
ACS Enterprise Solutions, Inc. Exhibit B —page 1 12:17 9912,116,199 '�9
City of San Rafael
Financial Management Support
SECTION 2. MAINTENANCE SUPPORT AGREEMENT
2.1
2.2
2.3
2.4
2.5
2.6
WA
San Rafael will pay a monthly rate as defined in Exhibit C, Section 1.3 for
the use of the existing ACS application systems. Said payment for these
services can include a prorated reduction (one eighteenth per module) for
specific applications as they are replaced or no longer required by the
City.
San Rafael may modify the ACS systems or have them modified by its
agents, but will do so strictly at its own risk.
ACS warrants that all of its systems are Year 2000 compliant and free
from millennium change problems. Any identified Year 2000 problems will
be corrected free of charge within five business days of notification.
ACS will maintain its systems to conform to Federal and State statue, as
well as is required due to changes in the DG/UX and/or the PI -OPEN
environment. ACS will provide this support at no additional cost to the
City. San Rafael must notify ACS a minimum of thirty days in advance
when a specific maintenance requirement is needed.
Maintenance releases will be supplied and fully supported by ACS so long
as San Rafael staff or its agents do not modify programs.
For any/all support not provided directly on site by ACS employees or
agents, call the ACS Helpdesk at 408-241-5724 (voice) or 408-246-6874
(FAX). Helpdesk phone and FAX numbers are operational 24 hours per
day, seven days per week. If an automated attendant answers, leave a
message in the mailbox. For priority service, mark the call urgent per the
instructions provided. (The ACS Helpdesk coordinator is automatically
paged). Otherwise, the call will be returned the next business day.
2.6.1 Standard support hours are Monday through Friday, from 8:00 a.m.
to 5:00 p.m. Pacific Standards time, excluding holidays. Standard
support response time is within eight hours. On site personnel will
respond within the day; offsite personnel within one business day.
2.6.2 Charges for service will be calculated to the quarter hour. Invoicing
for all services to be completed by ACS monthly.
ACS will retain its existing dial in account to gain access to the San Rafael
system. If the account is not accessible, or any other circumstances
dictate travel to San Rafael, ACS charges beyond the hourly services
provided on site will be billed at the rate identified in Exhibit "C", Section 1,
inclusive of travel and commute expenses.
ACS Enterprise Solutions, /nc. E.rhib it B page 2 -12/171-'9912,116199
City of San Rafael
Finah�tal Management Support
EXHIBIT C
BASELINE SERVICES COST
Section 1: BASELINE SERVICES COST
1.1 Weekly Support
$100/hour including travel
Work to be billed on a per hour basis and would be scheduled in advance.
Standard work schedule may include three days per week totaling 20
hours of support.
1.2 Emergency Support — PUBLIC SAFETY
$3,400 per month
1.3 Application Support
$4,200 per month, beginning in Julv of 2000
1.4 Annual Adjustment of Monthly Fees:
Each July 1st, the Fees for Services set forth in Exhibit C shall be
adjusted by a percentage not greater than the percentage increase during
the twelve month period ending the previous December 31st of the
Consumer Price index for Urban Wage Earner for the San
Francisco/Oakland area published by the Bureau of Labor Statistics.
A CS Enterprise Solutions, Inc. Exhibit C—page 1 12/27/99