HomeMy WebLinkAbout2004 Ordinance No. 019•
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ORD INANCE NO . _Ii__
SE RIES OF 2004
BY AUT HORITY
CONTRACT NO. UJ-.u, ~ 'f
COUNC IL BILL NO . 16
INTRODUCED BY OUNC IL
MEMBER BRADSHAW
AN ORDINAN CE AUTHORJZI JG A ' INTERGOV ERNMENTAL AGREE MENT
PERTAI NING TO I FORMAT ION TEC HN~i.OG Y PRO CUREMEN T AN D
SU PP ORT SERVICES BETWEE CHERRY HILL S VILLA GE AND TH E CITY OF
ENG LEWOO D
WHEREAS , 1he Cit y Coun cil of the Cit y of Eng lewood approved an !GA wi th
Che rry Hill s Village au th ori zi ng th e Englewoo d In fo rmati on Tec hn ology Depa rtm ent
10 perform a co mp ensa ted anal ys is of network tec hn ology need s of Cherry Hill s Vill age
by th e pa ss age of Ordinance No. 54, Serie s of 2003 ; and
WHERE AS , th e Englewood In for matio n Technolog y Departm ent rece ntl y
co mpl eted th e analys is fo r Cherry Hill s Vi ll age outlinin g reco mmendati ons for
ex pand ing and impro vin g their co mput er netw ork ; and
WHEREAS, Cherry Hill s Village wi shes to cont inu e the relation ship wi th the
Englew oo d IT Dcp anm cnt by se eki ng assis tanc e with pro curement s for infonnati on
techn ology sy stems and services, as well as pro vi din g time and materi al s suppon for the
new Cherry Hill s Vill age co mputer network ; and
WHER EAS , th e small nature of the Che rry Hill s Vi ll age computer opera ti on and use
of new , stab le and state-o f-th e art techn ologie s recommended by Eng lewood IT
Department , will not detriment all y impact oth er Eng lewood IT Depart ment al support ;
and
\VH EREAS , the passage of thi s Ordinance auth ori zes entering int o an
intc rgovc mm cnt al agree ment with Cherry Hill s Villag e for th e Informa tio n
Technology Proc urement and Support St ·,ic es
NO W, THEREFORE , BE IT ORDA INED BY TH E CITY COUN CIL OF TI-I E r ·JT Y
OF ENGLEWOOD , COLORADO , AS FOLLOWS :
~I . The lmcr govc mment al Agrccmcn 1 pert aini ng to Info rmati on
Tec hn ology Proc uremen t and Support Ser : .. cs be tween Cherry Hil b Village .md 1h c
Cit y of Englewood, alla ched hereto as "Ex hib it A," is hereb y ac ce pted and appro ve d by
1hc Englewood Cit y Co un cil.
~. The Mayo r is auth ori zed 10 exec ute and the City Clerk to a11cs1 and sea l
1hc int ergove rnm ent al agreem ent fo r :ind on behal f of 1h e Ci ty of Englewood ,
Co lorado .
Introdu ced, read in full, and pas sed on fir st readi ng on th e 15th da y of Ma rch, 2004 .
10 b ii
Publi shed as a Bill for an Ordin ance on the 19th day of March, 2004 .
Read by title and pa ss ed on fina l read in g on the 5th da y of Apri l, 2004 .
Publi shed by titl e as Ordi nance No/j_, Se rie s of 2004 , 0 11 th e 9th day of Apri l,
20 04 .
I, Loucri shia A. Ellis, City Clerk of the City of Eng lewood, Colorado , hereb y
ce nify that tho above and fo regoin g is a true COP/aof th o Ordinan asscd on final
reading and published by title as Ordinance No . .Ll-• Seri of 2 4
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INTERGOVERNMENTAL AGREi:MENT (IGA)-FOR INFORMATION TECHNOLOGY
PROCUREMENT AND SUPPORT SERVICES
THIS AGREEMENT . enlered into this 2 i10_ day of md..rU1 2004 by and between lhe
City of Englewood, whose address i•J 1000 Englewood Parkway , !:nglewoo d, Colorado Bu , 10 , and lhe
:ity of Cherry Hills Village , whose aodress is 2450 E. Qu incy Avenue . Cherry Hills Village , CO 30113 .
TERMS OF AGREEMENT
NOW TH EREF ORE , IT IS AGREED by and between lhe City of Englewood and lhe City of Cherry Hills
Villoge that:
1. The City of Englewo~d shall prov id e lhe following services :
a, System Procurement As sistan ce . inc luding b ,t not limited to the following serv ices :
Determ ining system funct ional requirements
Developing baseline lechn ical specifications
• Consulting with Cherry Hills Village on development of RFP's
Coordinaling the bid process , including evaluating and scoring bids
Assisting with contract negotiations wilh lhe successful bidder
b) Ongoing Technical Support, including but not limited lo the follow ing services :
Hardware maintenance and repair
Providing end -u ser technical support
The following additional attac hments are made a part of this Agreement: Exhib it A -"Fee
Schedu le"; Exhibit B -"Statement of Work ."
2. The City of Englewood will proceed with the performance of the services called for herein on lhe
date of Agreemenl execu ti on and shall term inate on December 31, 2005 . The City manager or
his/her des ignee may negotiate lhree add 'tional one (1) year periods at updated pricing .
3. )"he City of Eng lewood shall repair systems identified in lhis Agreement in a good, workmanlike
manner.
4. The City of Eng lewood and th e City of Cherry Hills Village agree not to : refuse lo hira . discharge,
promote . demote or discrim inate in any manner of compensation; performance , services or
olherw ise . aga inst any person otherwis e qua li fied solely because of race . creed , sex , color,
nationa l orig in or ancestry .
5. The Agreement may not be modified . amended or otherwis e allered unless mutually agreed upon
in writing by ooth part ies .
6. The City of Englewood by and thro uyh ils amployees and agents shall be considered for all
purpose s of the Ag reement to be independent contractors and not employees of lhe City of
Cherry Hills Village .
7. The , • of Cher ry Hi ll s Village by and throI Jn ,ts employees and agents shall be cons idered for
the purposes of this Agreement to be indep endent co ntracto rs and not employees of the City of
Englewood .
8. The City of Englewoo d sha ll not assi gn or transfer ,ts interest in this Agreement without the
wntten consent of the City of Cherry Hill s Vi ll age . wh Ir,n consent may be withhe ld or denied for
any ~• no reason . Any unau thorized assi·nment or transfer shall render the Agreement null , void
and no effect as to the City of Cherry Hills Vill age .
9. Th e City of Cherry Hills vi llage shall not assign or transfer its interest in the Agreement without
the written consent of th e City of Englewood , wh ich consent may be withheld or den ied for Jny or
no reason . Any unauthorized ass ignment or transfer shall re nder the Agreemen t null, void and of
no effect as to the City of Engle wood .
10. The City of Englewood sha ll be respons ible for the p1ofess 1onal quality , techn ica l accur3cy , time ly
completion and the coordinat ion of the services to be provided under this Agreement The City of
Englewood shall , withou t add itional compensat ion , correc! or n.:vise any errors , omi ss ions , or
other defic ienc ies in its services related to the Agreement.
\ 1. Either party of the Agreement may term inate the Agreeme nt by gi vi ng to the other party 30 days
not ice in wnling with or without good cause shown . Upon delivery of such not ice by the City of
Cherry Hills Village or the City of Englewood and upon exp iration of the 30-day period , the City of
Englewood shall subm it a statement. showing in deta il the serv ices performed unde r the
Agreement to the date of termination . The City of Cherry Hill s Village shall then pay the City of
Engl ewood promptly that proport ion of the prescribed charges which the services actually
perfonmed under the Agreement bear to the total service s called fo r under the Ag ree ment , less
such payments on account of the charges as have been previously made .
12 . All notices and communications under the Agreement lo be ma;ied or d•~livered to the City of
En glewo od shall be to the following address :
IT Operations Manager
City of Engl ew ood
1000 Englewood Parkwa y
Eng lewood . Co lorad o 80 110
All not ices and commun ications pertaining to the Agreement ,~ali be mailed or delivered to the
City of Cherry Hills Village at the fo ll ow ing address :
City Clerk
City of Ch erry Hills Village
2450 E. Quine / Av enue
Cherry Hills Village , CO 80113
13. The terms and conditi ons of the Agreement shall be binding u~on each City , its successors and
ass igns .
14 . Noth ing herein shall be cons ::ued as creaung an y persona l liability on the part of any office, or
agen t of an y public body that may be party here to , nor shall it be constru ed as giv ing any rights or
bene fi ts hereunder to an yone other than the City of Cherry Hill5 ''illage and the City of
Eng lewoo o.
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IN WITNESS WHEREOF , the parties hereto have executed th is Agreemenc the day and year wrttten
above .
CITY OF CHERRY HILLS VILLAGE, COLORADO
ATTEST: APPROVED AS TO FORM :
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Ro bert Widner, City Attorney
CITY OF ENGLEWOOD, COLORADO
Douglas Garrett, Mayor
ATTEST:
City Clerk or Deputy City Clerk
Exhibit A -Fee Schedule
As further specified in this Agre ,ment and Exh ibit B attached hereto , the City of Englewood shall perform
the serv ices called for at the pro fess ional serv ic es rates outlined below , based on the actual staff services
provided .
Staff Asstaned Haurtv Rate
PC Suooort Soeciallst $41 .28
Network Adm inistrator $65.89
IT Ooerations Manaaer $73.21
IT Direr.tor $83 .85
In addition , where it r.,ay be mutually determined that the City of Eng lewood shall provide any parts or
outs ide vendor servic.,s , the City of Englewood's costs plus a twenty percent (20 %) handling fee shall
app :y.
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EXHIBIT B -STATEMENT OF WOR K
1. GENERAL
Thi s document represents the general Statement of Work (SOW) for pertorming the serv ices
generally out lined in the "Intergovernmental Agreement -lnlormauon Tec hnology Procurement and
Support Serv ices " between the City of Englewood , Co lorado ("Englewood") and the City of Cherry Hills
VIii age , Co lorado ("Cherry Hills Village") dated ~..2:_, 2004 .
2. PURPOSE FOR STATEMENT OF WORK
The purpose of the go ver ni ng Intergovernmental Agreeme nt (IG A) is to authorize staff from the
Ci~/ of Englewood to pro ·,ioe information technology profe ss ion al services to th e City of Cherry Hills
Village in th e general areas of System Procurement Ass istance and Ongoing Technical Support.
The referenced IGA and the Exh ibits attached th ereto establish the general ter ms , conditions and
guide li nes to be appli ed in the execu uon an d act ual provis ion of said services. as further described below :
·system Procurement Ass istance" From time to time , the Cherry Hills Vi llage may engage
Englewood to ass ist with technolog y-related information system procureme nts and implemen tation s as
further outlined in Paragraph 1 of the IGA . Before each engagement , a formal "Letter of Eng agemen t"
shall be developed and sign ed by authorized officials of both parties outlining th e engagement's purpose.
tasks to be perto rmed , deliverables. ti me lines , and the estimated hours and assoc iated costs required to
complete the engagement in accordance with the rates included in Exhib it A of the IGA.
·ongo ing Techn ic al Support': Pursuant to the te rms and conditions of the gove rn ing IGA,
Engl ew ood will supply Cherry Hills Vi llage wi th hardware maintenance and repair assistance and end-
user techn ical support for network infrastructure, PC clients , networked per iph erals (e .g. printers.
scanners. etc .) and associated operating systems. Cherry Hills Village shall be solely respons ible for the
execution and maintenance of system backups and management of related backup media , as well as the
acqu isition and ma intenance of outs ide support agreements with providers of proprieta ry computer
systems used by Cherry Hills V ill age As necessary to assist with troub leshoot ing reque sts , Cherry Hills
Village agrees to make outside support prov ide rs ava ilable to Eng lewood staff as necessary to
success fully remed iate the issues 1n qu est ion
In the event that system repair s or system enhancements authorized by Cherry Hills Village
requ ire the purchase of hardware . software or out side professional serv ices . said purchases shall
generally be made directly by Chere, Hills Vill ag e with ad vice and assistance from Englewood staff.
Eng lew ood will advise Cherry Hills Villag e on potential intergovernmental purchas ing agreements or other
procJrement alternatives availab le to ,t for hardware an d software , and shall ass ist in the development of
spec ifications and req uirements for other thiro -party deliverables requ ired to address th e targe ted needs.
Cherry Hills Village shall be respo nsible for ensuring that all internal approval requirements are
addressed before authorizing Engl ewo od staff 10 assis t 1n the execut ion of third-party purchases . Both
part ies may from time to time determi ne the need for Chere, Hi ll s Village to purch ase and stock spare
hardware at the ir fac ility 1n order to ens L:r e more timely reso lutio n of poss1ble system interrupti ons .
Bot h pa rt ies agree to the usa of a remote access and troub les hoo ting prod uc: li cense d to the City
of Englewood called "Remote ly Anywhere" Where warranted , this method may resu lt in more effective
anc time ly co rrec:ron of system issues and av oidance of unnecessary 1ravel costs and on•site
trouo leshooting time . The product will a1low Englewood staff to gain remote access to Cherry Hills Village
PC clien ts and /or servers via a secure Int ernet con nection to both sites . Applicat ion of this product dunng
troubles hooting events will on ly take place via remote granting of sess ion access by Cherry Hills Vill age
staff per :he security features of th e soft.va re . Cherry Hills Vi llage is not required to pu rchase additional
software o r services from the City of Englewooa or the software de veloper to utili ze this option .
The following Cherri Hills Village po s1t1ons are authorized 10 place re quests fo r service with the •
City or Eng lewoo d: Cily Clerk, Records Cl erk. Director or Finance and Adm inistratio n, City Manager.
Ser11ce reques ts shou ld be pl ace d 10 th e ass ign ed Englewood PC Supp ort Tec hnician at 72 0.989.664 3
(c ell ) or 303 .783 .6839 ; or, !he Eng lewood IT Operauon s Mana ge r at 303 .762 .2387 (desk) or
303 .725.1762 (cell ), during the suppcrt ho urs of 7'30 A.M. to 4:00 PM .. Monday through Fri day ,
exc ludi ng the ho lid ays obser,ed by eac h City
Englewood shall use ,ts best effo rts lo reso lv e em ergency and ur,ent requests for serv ice upon
receip t or such a reques t. In all other non -emerge ncy situations. Englewood guarantees a res pon se lo a
request for serv ices within fo ur (4 ) business ho urs (as noted ab ov e) of its rece ipt of the request. This
guaranteed re sponse ti me is no t a representation that !he requested servic es will be fully performed and
com pleted in the fo ur (4) bus in ess hours.
Normal sup po r1 act ivities by Eng lewood sta ff shall fi rs t take place vi a the serv ice s of an ass igned
Eng lew oo d PC Support Tec hnici an. If, based on tria ge ac1iv1lies , th e Englewoo d IT Operations Manager
determi nes that addi tio na l staff expertise is req uired to effic 1enU y and effectively address a service
request. prior authonza tion will be soug ht from the Ch erry Hills Village . Likew ise, sol ici tat io n of outside
se rvi ces by Engle•.v oo d staff to as sist with serv ice requests shall require the pr ior authorizat io n of the
Cherry Hills Vill age .
3. EQUIPMENT AND PROGRAMMING TO BE PROVIDED BY ENGLEWOOD
Wilh !h e exception of the "Re molely An ywhere" ac cess loo ! oullined in Section 2 abo ve, or such
inc idental software util ities or 1es1ing equ ipme nt :he City may apply in the co urse of addressing a serv ice
request. the City or Englewood shall not be resp on sible fo r inde penden tly supp lyi ng other equ ipment,
parts or softwa re to perform main tenance and sup port seiv ices .
Based on th e general lis t of sup porte d system s in cluded in Section 2 above , it is mutually •
acknowl edged that programming and configurauo n work to be performed by Englewood staff shall remain
within the genera l realm or quoted staff expertise, in clud ing : CI SC or lniel-based servers , cl ient PCs and
re lated periphera ls; Wind ow s-ba sed cli ent and ne~vor k op erating systems : and industry standard data
communicauon devices an d operating sys tems. includin g such spec ific systems as Englewood may
recommend and supp ort as a res ul t of an offic ial System Prccuremen t Assist ance engagemen t.
4 . LO CA TION OF WORK FACILITIES
Su bstantial ly all of !he work will be conducted by Englewood either al Cherri Hills City Hall located at
2450 E. Quincy Avenue, Cherry Hills Village , Colorado . or at the Englewood Civi c Center located at 1000
Englewood Parkway , Eng lewood . Colorado.
Cherry Hills Village will pro vide the Cherri Hills Villa,e office space and support as it agrees may be
approp riat e. at ,ts City Hall fac ility
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COUNCIL COMMUN ICA TION
Dal e: Agenda Ite m: Subjecl :
Int erg ove rnmental Agreement (IGA) w ith
March 15. "004 10 a i Ci ty of Cherry Hi ll s Vill age for IT
Pr oc ur ement and Suooort Se rvice s
Initial ed By:
ln fo r1 11a tion Tec hn ology De partm ent
I Slaff So urce:
Do n lnRle. Direc tor of In fo rm ati on Tec hn ology
COUNCI L GOAL AND PREV IOUS COUNC IL ACTION
On Augus t 8, 2003, Coun ci l app roved an Intergovern men tal Ag ree ment (IGA) w ith th e Ci ty o i C h er ry Hills
Vill ag e auth o rizing l niormali on Tec hn ology staff to perfo rm a co mpen sa ted analysis of network t ec hn o logy
needs .
RECOMMENDED ACTION
Approval o i an Ordinance to enter into an agreemen t w ith th e City or Cherry Hills Village to prov ide
o ngoi ng Information Te chn ology Procureme nt and Su pport Servi ces as a supplemen t 10 the previousl y
app roved Intergove rnm ental Ag ree ment.
BACKGROUND, ANALYS IS, AND ALTERNATIVES IDENTIFIED
En glewood Information Tec hn ology Departm ent staff rece ntly completed a projec t to deve lop
reco mmenda ti ons for th e City or Ch erry Hills Villa ge o utlinin g recommendations for ex panding a nd
impr oving th eir co mpu ter netwo rk .
As a res ult of this suc cessful engageme nt, Cherry Hill s Village wishes l o co ntinu e th e rel ati on ship with th e
Engl ewood IT D epa rtm ent by seeki ng assistanc e wi th procu rements for inform ati on tec hn o logy sys tems
and se rvices. as well as prov idin g lime and materials support fo r th e new Cherry Hills Vi ll age co mputer
network .
Per th e terms of th e prop osed ag ree ment, an y pro curement ass istance engage ment must be acc ompani ed
by a "leller o i engagemen t" approved by both parties lis tin g th e task s, es ti ma ted hours anJ compens ation
to th e Ci ty o i En glewood ba se d on hourl y rates included in the IGA. The suppo rt services eleme nt of th e
IGA ca ll s fo r Eng lewood IT staff to provide ad hoc supp o rt fo r the new Cherry Hills Vill age co mp..iter
network and ass oc iated use rs . Gi ve n th e sma ll natur e of th e Cherry Hill s Vill age computer ope rat ion
(approxim ately 18 PCs) and the use of new , stab le and state-o f-th e art tech nologies re commend ed by
Engle wood staff, it is fe lt that providing th ese ad ho c services will not detr imentally impact other IT suppo rt
serv ices whi le pr ov id ing a new so urce of reve nu e.
FINANC IAL IMPACT
H oud y rat es for IT services are outl ined in the proposed IGA. These rates w ere developed usi ng the sa me
gene ra l me th o dology appli ed by th e Public Works Departm en t in prov idin g fleet maintenanc e services fo r
Ch erry Hill s (staff ho urly wages, plu s bene fits and ge nera l ove rh ead , plus a "0°/o margin ). Beca use th e us e
of Englewood IT services unde r the IGA ar e accrued on an "as needed" bas is , income fr om th e IG A w ill
depend on th e actua l co nsumpti on of se rvices by Cherrv Hills Vil lage . No additi onal equip ment, softwa re
or over head .ue requ ired by the Ci t\ in ord er prov id e th e outlin ed support se rvi ce s.
LIST OF ATTACHMENTS
Proposed O rdinan ce