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HomeMy WebLinkAboutDS Network Support Services____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-799 Council Meeting: 02/04/2019 Disposition: Resolution 14631 Agenda Item No: 4.b Meeting Date: February 4, 2019 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: DIGITAL SERVICE AND OPEN GOVERNMENT Prepared by: Rebecca Woodbury, Director City Manager Approval: ______________ TOPIC: NETWORK SUPPORT SERVICES SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH MARINIT, INC., FOR NETWORK SUPPORT SERVICES, IN AN AMOUNT NOT TO EXCEED $169,000 RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute an agreement with MarinIT, Inc. for network support services in an amount not to exceed $169,000. BACKGROUND: MarinIT, Inc. (MarinIT) provides a wide array of services to customers throughout the San Francisco Bay Area, including in Marin County. For example, MarinIT provides technical support to the County of Marin to assist with maintaining the Marin Information and Data Access System (MIDAS) network. This communication link provides the City's primary connection to the public Internet as well as secure connectivity to the Marin County network and those of other local governments. More recently, MarinIT participated in the installation of a computer network to manage traffic control systems that support the Sonoma-Marin Area Rail Transit (SMART). MarinIT, providing network support services under a professional services agreement that was approved by the City Council on July 6, 2015, has been a crucial partner in assisting the City with Information Technology-related projects. Some of these projects have included the upgrade of communication links for all City fire stations, as well as the design of new Wi-Fi access points for all major City facilities. In previous years, MarinIT supported the City’s efforts to upgrade networks for the Police Department and the downtown library, upgrade computers to replace Windows XP operating systems and to implement virtual server technology, and to complete various upgrades to security and mobility systems. ANALYSIS: The newly launched Department of Digital Service and Open Government (the successor of the City’s Information Technology Division) is responsible for providing oversight of the City’s network infrastructure. As such, there is a continued need to procure network support services. These services include, but are not limited to, the following: •Provide computer technical support for City staff •Troubleshoot, maintain, and manage the network SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 •Troubleshoot and maintain hardware and peripherals •Maintain upgrades for software and operating system •Assist with the acquisition of hardware and software as needed •Assist or manage the installation of such hardware and software as needed •Provide service and repair as necessary with timely response •Monitor network performance. Taking into consideration the performance of MarinIT to provide network support services to the City, staff recommends entering into a new agreement (Attachment 2) with MarinIT for network support services for the remainder of Fiscal Year 2018-19, through June 30, 2019. In evaluating MarinIT's proposed rate schedule, staff compared their rates to those from other service providers in the San Francisco Bay Area. The rates for workstation support technicians tend to be in the range of $50-100 per hour while the rates for server/network support technicians tend to be in the $100- 150 range. MarinIT's rates are, therefore, in the expected range. Additional weight was given to MarinIT for being a local company as well as for their existing experience supporting the MIDAS network and providing similar services to other agencies in the North Bay (including Marin County, City of Fairfax, Central Marin Police Authority, Golden Gate Transit District, and City of Petaluma). FISCAL IMPACT: The not-to-exceed amount of the proposed agreement is $169,000, Funds are budgeted and available in the FY 2018-19 Management Services – Information Technology Division operating budget as follows: Technology Fund ($159,000) and Telecommunications Fund ($10,000). RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute an agreement with MarinIT, Inc. for network support services in an amount not to exceed $169,000. ATTACHMENTS: 1.Resolution 2.Exhibit 1 to Resolution: Professional Services Agreement with attached Exhibit A RESOLUTION NO. 14631 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH MARINIT, INC. FOR NETWORK SUPPORT SERVICES IN AN AMOUNT NOT TO EXCEED $169,000 WHEREAS, CITY requires network support services to maintain inter-building and inter- agency communication links, to provide day-to-day help desk assistance, and to complete various technology projects (“network support services”); and WHEREAS, CONTRACTOR is experienced in providing network support services; and WHEREAS, on July 24, 2015, CITY and CONTRACTOR entered into an Agreement for network support services (the "original Agreement"), with the initial term ending on July 19, 2016; and WHEREAS, on September 22, 2016 CITY and CONTRACTOR amended the original Agreement to extend the term of the original Agreement to a term ending July 19, 2017; and WHEREAS, CONTRACTOR has satisfactorily provided network support services to CITY; and WHEREAS, CONTRACTOR has the training and experience to provide, and is willing to provide, network support services to CITY; and WHEREAS, CITY desires to enter into an Agreement with CONTRACTOR to provide network support services to CITY for a five-month term, beginning February 1, 2019 and ending June 30, 2019; and WHEREAS, CITY funds in the amount of $169,000 are budgeted and available for expenditure in the FY 2018-19 Management Services – Information Technology Division operating budget as follows: Technology Fund ($159,000), and Telecommunications Fund ($10,000). NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to execute a professional services agreement with MarinIT, Inc. for network support services in an amount not to exceed $169,000, in the form attached as Exhibit 1 and incorporated herein by reference, subject to final approval as to form by the City Attorney. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on Monday, the 4th day of February, 2019, by the following vote: AYES: NOES: ABSENT: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips COUNCILMEMBERS: None COUNCILMEMBERS: None ______________________________ LINDSAY LARA, City Clerk AGREEMENT FOR NETWORK SUPPORT SERVICES This Agreement is made and entered into this � day of February, 2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MARINIT, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY requires network support services to maintain inter -building and inter- agency communication links, to provide day-to-day help desk assistance, and to complete various technology projects ("network support services"); and WHEREAS, CONTRACTOR is experienced in providing network support services; and WHEREAS, on July 24, 2015, CITY and CONTRACTOR entered into an Agreement for network support services (the "original Agreement"), with the initial term ending on July 19, 2016; and WHEREAS, on September 22, 2016 CITY and CONTRACTOR amended the original Agreement to extend the term of the original Agreement to a term ending July 19, 2017; and WHEREAS, CONTRACTOR has satisfactorily provided network support services to CITY; and WHEREAS, CONTRACTOR has the training and experience to provide, and is willing to provide, network support services to CITY; and WHEREAS, CITY desires to enter into an Agreement with CONTRACTOR to provide network support services to CITY for a five-month term, beginning February 1, 2019 and ending June 30, 2019. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. 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 ciNAL q "3-jq 1 Agreement for CONTRACTOR. Jude Radeski 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 as described in "Exhibit A" attached and incorporated herin. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4 and perform the duties as described in "Exhibit A" attached and incorporated herein. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis as specified in "Exhibit A", provided that the total amount paid to CONTRACTOR for its services and expenses will not exceed $169,000.00 during the term of this Agreement. Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. TERM OF AGREEMENT. The term of this Agreement shall be for five (5) months, beginning on February 1, 2019 and ending on June 30, 2019. Upon mutual agreement of the parties, and subject to the availability of appropriated funds, the City Manager may elect to extend the term of this Agreement for up to six (6) months, for a total period not to exceed eleven (11) 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 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 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. 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/two million dollars ($2,000,000) 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 insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 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 full 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 willful 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. 5 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 willful 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 6 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: TO CONTRACTOR's Project Director: 16. INDEPENDENT CONTRACTOR. Rebecca Woodbury City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Jude Radeski Marin IT, Inc. 366 Bel Marin Keys Boulevard, Suite D Novato, CA 94949 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 Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terns of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled, 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 COti I FUCTOR JIM SC", , City 7 ManL) C'c_5(.. R. ATTEST: [If Contractor is a corporation, add signature of second . corporate officer] LINDSAY LARA, City Clerk By:_ . AS TO FORM: Name: Title: T F. EASTEIN, City Attorney "EXHIBIT A" to Agreement with MarinIT, Inc. for Network Support Services SCHEDULES AND RATES For billing purposes, normal service hours are 8:00 a.m. to 6:00 p.m. Monday through Friday except holidays. CONTRACTOR's normal service response time will be 4 hours or better. For service calls requested before 12:00 p.m. on a weekday, CONTRACTOR will make every effort to respond on the same business day. For service requested after 12:00 p.m., service may occur on the next business day. CONTRACTOR will do everything possible to perform emergency service which is deemed necessary and cannot wait until the next day. In the event that emergency service is required which is not part of the selected service level, CONTRACTOR's technician time will be billable from portal to portal. A premium rate of 1.5 times the standard hourly rate will apply if service is provided outside of the 8:00 a.m. to 6:00 p.m. window at the request of CITY. Work performed on Saturdays and Sundays at the request of CITY will also be billed at the premium rate. Work requested by CITY to be performed on Holidays will be billed at a special holiday rate of 2 times the standard hourly rate. For the term of this agreement, CITY shall pay CONTRACTOR at the following agreed upon standard hourly rates: Project Manager - $125 per hour Network Engineer - $125 per hour Senior Network Administrator - $110 per hour Network Administrator - $85 per hour Network Programmer - $85 per hour Senior Workstation Technician - $85 per hour Workstation Technician - $65 per hour Technical Writer - $65 per hour Upon mutual agreement of the CITY and CONTRACTOR, the standard hourly rates may be renegotiated at the start of each optional extension period of the Agreement. CONTRACTOR RESPONSIBILITIES CONTRACTOR will provide a minimum of 16 hours per month of network support services to Z maintain the CITY's inter -agency and inter -building communication links. This will include the following regular tasks: - Monitor the CITY'S Wide Area Network (WAN) equipment performance and logs on a regular basis to maintain system effectiveness, and make and recommend changes as necessary to maintain proper operation. - Consult with the CITY's Department of Digital Service and Open Government (DSOG) staff at least 48 hours prior to any planned outages of or major changes to the WAN. - Advise DSOG staff within 24 hours of any configuration changes made to the WAN in response to unscheduled outages or other system problems. - Meet with DSOG staff for 2 hours every 3 months for the term of the Agreement to review network events, monitoring activities, upcoming projects, and any other system issues. - Provide network troubleshooting assistance as needed, when identified through monitoring efforts or when requested by DSOG staff. - Adhere to the CITY's network security and configuration control guidelines as required. CONTRACTOR will provide regularly scheduled technicians to assist DSOG staff with handling day-to-day help desk service requests. This will include the following tasks: - Respond to DSOG requests for help desk support hours by scheduling the appropriate technicians on a regular basis to work on site at CITY facilities. - Advise DSOG whenever a regularly scheduled technician will be unavailable for their appointed hours, and work with DSOG to reschedule or provide replacement as needed. - Maintain a record of hours worked per technician and per day, including enough detail to correlate work performed on tasks assigned by DSOG. - Provide CITY with detailed timesheets each month on the hours worked and work performed by technicians during the course of providing help desk support. - Ensure technicians document work performed in the DSOG help desk management software system, with enough detail to allow customers and other technicians to understand status of each request. CONTRACTOR will assist DSOG staff as needed with technology projects on a mutually agreed upon schedule for each project, as documented on project task order requests. This will include the following tasks: - Respond to DSOG project task order requests by providing an estimate of the number of hours, type of skill levels, and expected timeline for each project. 2 - Meet with DSOG staff and assigned project managers on a regular basis to discuss the status of project tasks, issues, and resource requirements. - Maintain a record of hours worked per technician and per project, including enough detail to correlate work performed to project tasks. - Provide CITY with detailed timesheets each month on the hours worked and work performed by technicians during the course of working on assigned projects. - Advise DSOG staff and assigned project managers of any issues that come up which may impact CONTRACTOR's ability to complete project goals according to the agreed upon timelines. CITY RESPONSIBILITIES Provide CONTRACTOR with current network configuration information, as available. Provide all hardware, mobile devices, software, software licenses, required subscriptions, etc., for the operation and maintenance of CITY networks and communication links. Advise CONTRACTOR within 24 hours of any network modifications accomplished by DSOG staff on inter -agency and inter -building communication devices. Provide CONTRACTOR technicians with remote access to CITY network for monitoring and troubleshooting when not working onsite. Provide CONTRACTOR technicians with suitable workspace and direct network access when working onsite. Advise CONTRACTOR on a monthly basis of the required number of help desk support hours needed and the desired skill sets involved. Assign help desk work requests to CONTRACTOR, establish procedures for self -assigning requests from help desk software system queues, and advise on priorities for accomplishing work. Issue task orders for CONTRACTOR to work on specific technology projects, and their related goals and timelines. Participate in meetings with CONTRACTOR as needed to manage support services and/or projects. Review CONTRACTOR timesheets for help desk support and project work hours in preparation for processing invoices for payment. 3 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 Service and Open Government Project Manager: Daniel A. Soto Extension: (415) 485-3064 Contractor Name: MarinlT, Inc. Contractor's Contact: Jude Radeski Contact's Email: jude@marinit.com ❑ 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 12/19/2018 ❑x 12/19/2018 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org N 2 City Attorney a. Review, revise, and comment on draft agreement 12/26/2018 and return to Project Manager 12/26/2018 NLMM b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor NLMM 3 Department Director Approval of final agreement form to send to 1/28/2019 NDS contractor 4 Project Manager Forward three (3) originals of final agreement to 1/28/2019 N contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 2/4/2019 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed (�:� agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) % �6 9 City Manager/ Mayor Agreement executed by City Council authorized L City Clerk official js 10 Attest signatures, retains original agreement and forwards copies to Project Manager (,e �-3 --�qq