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Home My WebLink About20222772.tiffCorrJtia cf- I D142C5 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: 2022 Spillman hardware support DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose DATE: 8/25/2022 Brief description of the problem/issue: This is a Motorola addendum to the existing Spillman contract that will extend Solutions II's support of our Spillman servers. The terms are for up to 1 year with an agreement of only 6 months. This will provide Weld the option to cancel after CentralSquare goes live. This agreement has an expected cost of $7,700 and it was included in the budget. This agreement has been reviewed and approved by Karin McDougal. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Grant authorization for the Chair to sign the agreement and extend services Not sign the agreement and provide additional direction for revisions. Recommendation: Weld County IT recommends the board grant approval for the Chair to sign the agreement. Perry L. Buck Mike Freeman, Pro -Tern Scott K. James, Chair Steve Moreno Lori Saine Approve Schedule Recommendation Work Session Other/Comments: Consenfi 'A9endwo l p/03/Z2, out 01 Vat 071,16,1-0e- a'r) AOPA2A 2022-2772 t -T 6011 © MOTOROLA SOLUTIONS Quote and Purchase Addendum Quoted Date: July 28, 2022 Quote Number: Quote Expiration: August 15, 2022 Prepared By: Services Include 1378657 Tally Gochis • First -year Maintenance — For the specific module(s) listed in this document, all upgrades and live phone support services are included for the entire first year. • Project Management and Installation — Motorola Solutions will assign a Flex Project Manager as the agency's single point of contact. This individual will coordinate Motorola's expert staff as needed to ensure a smooth upgrade transition. Included in Quote Solutions II Managed Services —1 Year *See Payment Terms for details *Scope of Work attached to this document Payment Terms Package Quote $14,650 • Solutions II has agreed to bill 6 months worth of the Managed services contract upfront in the amount of $7,700 which will be due after signing the agreement. • Weld County SO, CO will have the option to cancel the remaining 2nd half 6 months of the contract in the amount of $6,950 — 6 months from the date of these Services being implemented according to this contract. Cancellation request will be required in writing or by email communication. • Customer agrees to pay all invoices within thirty (30) business days of invoice date © MOTOROLA SOLUTIONS The Customer's signature below constitutes its agreement to purchase the licenses, products and/or services according to the terms quoted by Motorola Solutions within this document. This document shall serve as an addendum to the Purchase Agreement previously entered into between the Customer and Spillman Technologies. The terms and conditions of the Purchase Agreement, as well as the related License Agreement and Support Agreement, shall apply to the items quoted herein. Customer affirms that a purchase order or notice to proceed is not required for contract performance or for subsequent years of service, if any, and that sufficient funds have been appropriated in accordance with applicable law. The Customer will pay all invoices as received from Motorola and any changes in scope will be subject to the change order process as described in this Agreement. At the time of execution of this Agreement, the Customer will provide all necessary reference information to include on invoices for payment in accordance with this Agreement. Weld County Customer Name OCT 0 3 2022 Date 1401 N 17th Avenue Greeley, CO 80631 Bill To Address Autrized Signature Scott K. James, Chair, Board of Weld County Commissioners Print Name and Title 1401 N 17th Avenue Greeley, CO 80631 Ship To Address oaoo2.- o17%z Performing Ahead of the Curve Solutions II Weld County CO Description of Monitoring Services (Schedule A) QMOTOROLA SOLUTIONS SPILLMAN FLEX Master Services Agreement Number: SPLM11.24.10 Document Identifier: WCCO-20220505-MS-V01.1 Title: Spillman Flex Application Monitoring and OS Updates July 28, 2022 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Corporate Headquarters (303) 796-8393 TEL 8822 South Ridgeline Blvd. Suite 117 (303) 796-8399 FAX Littleton, CO 80129 www.Solutions-ll.com Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 Executive Summary This Statement of Work ("SOW") is agreed by and between Motorola Solutions Inc. ("Motorola") on behalf of their client Weld County CO ("Agency") and Solutions -II, Inc. ("Solutions II"), and in accordance with the Master Services Agreement number SPLM11.24.10 ("MSA"). The purpose of this engagement is to provide a service to perform regular operating system updates on the Flex server, monitor the Flex application and provide support for other infrastructure components supporting the Flex server. At a high level, Solutions II will perform regular updates to the Flex server's operating system and provide enterprise level monitoring of the Flex application. When monitoring identifies a potential problem a Solutions II engineer reviews the alert to determine the severity. If action is required, the Solutions II engineer will provide the Agency with a description of the problem and recommend steps to fix it. This enables most issues to be addressed before they cause outages or performance problems. This service also includes a block of Solutions II support hours that can be used for help remediating problems and for other system administration tasks not specifically included in this service. The following appendixes are incorporated into and made part of this Statement of Work: Appendix A: Monitoring and Flex OS Patching Services Description Appendix B: Reporting This SOW is subject to the agreement terms set forth in the MSA. Any obligations by any party defined within this SOW are limited to this SOW and any subsequent Project Change Requests which further define this SOW. Unless executed, this SOW offer expires August 4, 2022. Definitions Any capitalized terms shall have the meanings ascribed to them in the MSA, this SOW and the appendixes hereto. For purposes of this SOW the following definitions shall apply: 1. "SOW Effective Date" means the date this SOW is fully executed by the Parties. 2. "Monitoring Services" means the daily operations activities conducted by Solutions II. 3. "Term of Agreement" or "Term" means the term of this Managed Service as specified in the Term and Extension section of this Schedule. 4. "Onboarding" means activities conducted to enable Solutions II to manage the Agency's environment and to deliver ongoing Managed Services as set forth in this SOW. 5. "Launch" or "Launch Date" is the date Solutions II will begin Monitoring Services on the Agency's environment. The Launch Date is the first day of the Term of this Monitoring Service as set in the Term and Extension section of this Schedule, or if no start date is specified in the Term and Extension section it is a date agreed on by SII and Motorola or the Agency. 6. "Authorized Contact" is the Agency's representative with the authority to approve key business and/or technical decisions on behalf of the Agency. Page /2of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions II (.... Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 Scope of Work Solutions II will perform the following, at the times specified, during the Term of the Agreement. The project duration will begin upon execution of this contract, or at such later time as the parties agree to herein. Due to the nature of the project being conducted by Solutions II, any delay in the completion of the project not directly under the control of Solutions II (i.e. not caused by the negligence of Solutions II) will not be held to be the responsibility of Solutions II. Solutions II staff will monitor and provide update services for the components listed below as detailed in Appendix A of this Statement of Work. 1. One (1) virtual machine or physical server running the Spillman Flex application a. Operating System updates b. Solutions II Flex Application Monitoring I. Database Monitoring II. Web Interface Monitoring III. Tomcat Service Monitoring c. Operating System performance monitoring I. CPU II. Memory III. File System $1125 of Solutions II support is available to be consumed at an hourly rate of $225 per hour for normal business hours (Monday — Friday, 8am — 5pm) and to be consumed at 125% of normal hourly rate for After Hours and Holidays. Support is intended for critical support services on the infrastructure supporting the Spillman Flex application. This support is not a suitable replacement for regular system administration and does not cover OS, Software, or hardware firmware, updates on the following infrastructure. 1. Support may be used for critical support services on the following infrastructure supporting Spillman Flex application. a. HPE, Dell, Cisco and Lenovo servers. b. VMware vSphere and vSAN software. c. OS administration on virtual machines supporting the Spillman Flex application. 2. Support will be scheduled in advance for a mutually agreed upon date and time. If urgent help is needed and cannot be scheduled in advance, Solutions II will engage on a "best effort" basis and After Hour rates may apply. 3. Remote access will be achieved via WebEx or similar mechanism under oversight of the Agency's designated representative. 4. Unused Support will expire at the termination date of the contract. Out of Scope The following are not included in the scope of this SOW: Page /3of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions II Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 1. Remediation of the Agency's environment needed to meet the minimum requirements to support the Managed Services in scope. 2. Application -level administration of the Spillman Flex software. Administration and remediation tasks once support hours have been used or have expired. Solutions II Responsibilities Environment Readiness Assessment Monitoring Services begins with an assessment of the environment the Flex infrastructure will reside. While care has been taken during the Monitoring Services presales process to determine the readiness of the Agency's environment for Solutions II Monitoring Services, Solutions II assessment may reveal changes needed to the environment or the supporting infrastructure to fully support Solutions Il's Monitoring Services. Implicit to this SOW is that the Agency's environment is in readiness for the installation of the Monitoring Services. If the assessment reveals remediation is needed to the environment or the supporting infrastructure associated with the Monitoring Services, Solutions II will communicate its findings with Agency at the time of the discovery and document the same in writing. No steps will be taken until Agency agrees, and the changes to scope documented via a Project Change Request. Solutions II will work closely with the Agency to mitigate the impact any changes may have on the Onboarding Schedule. If a change does impact the schedule, Solutions II will provide Agency with options and work towards a mutually agreeable resolution. Once environment readiness for Monitoring Services is established, the team will proceed with the physical and logical setup of the environment to perform the necessary monitoring. Onboarding The Monitoring Services implementation process begins with the Onboarding of the Agency's environment. Solutions II will perform the following tasks during Onboarding to ensure a successful onboarding process: 1. Introduce the Solutions II team to the Agency. 2. Review the scope of the Application Monitoring Service with the Agency and adjust automated report schedules within that scope to meet the business objectives, and expectations of the Agency. 3. Review support escalation procedures and methods for receiving incident notifications with the Agency. 4. Two to four weeks before the Launch Date, Solutions II will complete the Onboarding process by configuring the following items in the Agency's environment. a. Configuration of monitoring systems. b. Configuration of monitoring alerts. Account Management Solutions II will provide an account manager to guide the implementation and help maintain the steady state of Monitoring Services. This usually includes the following: 1. Develop a Monitoring Services implementation plan in conjunction with the Client Project Manager. 2. Working with Client Project Manager, create a schedule of communications for implementation progress and any constraints or escalations. Pag° /4of9 CONFIDe/V TIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions Q cS Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 3. Identify and create shared support procedures (e.g. Problem & Incident Management, Change Management, Contact List, etc.) 4. Implement all changes consistent with executed change orders. 5. Address the resolution of Project/contract issues. 6. Ensure that contractual and compliance standards are met. 7. Single point of contact for Client throughout the contract. Support Ticketing System Solutions II maintains a ticketing system for the convenience of our clients. Client will be provided with email and phone numbers for opening tickets. Page /5of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions II Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 Motorola's Responsibilities Solutions li's performance is dependent upon Motorola and the Agency for fulfillment of their responsibilities, at no charge to Solutions II. Any delay in performance of these responsibilities may result in additional charges and/or delay of the completion of the services. Such additional charges and/or delay will be handled in accordance with the change order procedure. Motorola will ensure the Agency is aware of and complies with the following responsibilities: 1. The Agency will provide the network infrastructure and access required for Solutions II to deliver the Monitoring Services in scope. 2. The Agency will provide a Windows Server virtual machine with adequate resources to deploy a monitoring collector. The Windows Server VM will require at least 2 vCPU, 2GB of free memory and 75GB of free storage 3. The Agency will ensure all systems to be monitored by Solutions II are operational and stable prior to Launch. 4. The Agency will ensure that all systems to be monitored by Solutions II are covered by a valid support contract with the appropriate vendor, and such coverage will be maintained throughout the term of this SOW with Solutions II. 5. The Agency is responsible for obtaining and maintaining all necessary licensing for the environment. 6. Tasks will be performed through a combination of coordination via telephone, email, or other remote means as appropriate and as mutually agreed. 7. The Agency will provide the following technical and management resources to participate in the implementation and ongoing support of Solutions Il's Services. a. An authorized contact who will be responsible for approving business or technical changes (for example, approving access or maintenance activities). b. Authorized contacts with physical access to hardware being managed by Solutions II that can assist with simple tasks that must be performed onsite (for example, checking status lights on hardware or plugging in network connections). 8. The Agency will notify Solutions II when conducting work that may have an impact on the monitored environment. 9. The Agency will perform environment remediation as recommended by Solutions II during the Agency environment readiness assessment and throughout the term of the contract. 10. The Agency is responsible for maintaining any infrastructure outside of the environment which affects the delivery of Monitoring Services. 11. Infrastructure components (hardware and software) must meet the vendor's minimum requirements for any upgrade or patch to be installed. If the vendor's minimum requirements are not met, Solutions II and the Agency may mutually agree to move forward with the change, based on additional information available at the time. 12. The Agency or Motorola is responsible for requesting a Launch Date for this Managed Service from the Solutions II account manager if dates are not specified in the Term and Extension section of this Schedule. The request must be made in an email at least 30 days in advance of the desired Launch Date. Once Onboarding is complete the Launch Date cannot be changed. Page /6of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions II Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 Term and Extension 1. Term 2. SOW Extension The term of this service is 1 Year from the Launch Date. The Launch Date for this service will be August 1, 2022. Six (6) months before the end of the Term date, Solutions II will provide a renewal notice. This may include any changes to this initial SOW, including any executed change orders up to that date, changes to contract scope or pricing. If Services are not renewed by the end of the Term, the services provided in this SOW will be discontinued when the Term expires. Once services are discontinued onboarding fees may apply to restart services. 3. Termination Policy Termination of the SOW will be based on the policy stated in the MSA dated 11/24/2010. If no policy is stated in Solutions II MSA, ninety (90) days' notice will be required. If less than ninety (90) days' notice is given, offboarding fees may apply. Pricing and Payment Fees for Managed Services rendered pursuant to this SOW shall be paid by Motorola as follows: 1. A total fee of $14,650 will be paid for the Managed Service over the 1 -Year contract period. a. $7,700.00 will be due upon execution of this SOW. b. $6,950.00 will be invoiced on January 1, 2023. Travel: While travel is not anticipated to be necessary for this engagement, should travel become necessary and by agreement, travel expenses will be billed to Motorola at Solutions Il's actual cost. Page /7of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions 61 Weld County CO - Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 Appendix A: Monitoring and Flex OS Patching Services Description This Appendix lists the services provided by Solutions II. Solutions II shall be responsible for performing all tasks necessary to provide the services listed in this schedule. The frequency that tasks are performed depends on the type of task and how critical the task is to maintain system availability. Tasks will generally fall under the following categories and are performed at the listed frequencies. Monitoring: Monitoring is a non -disruptive automated task that runs continuously and is maintained as needed to ensure issues are detected and resolved as quickly as possible. Operating System Patches and Updates to the Flex Server OS: Scheduled and performed quarterly unless a critical update is identified. Services will be performed according to industry best practices to address security issues, add needed functionality or to improve the ability of Solutions II to support the environment. Patches, Updates, Upgrades and System Administration for all other hardware and software is not included in this statement of work. Infrastructure Monitoring 1. Application Monitoring of the Spillman Flex application. a. Database service and logs b. Tomcat and Interfaces server service and logs c. Web Interface d. OS performance and resource usage System Administration Services 1. Flex Server Operating System Updates a. Quarterly scheduled upgrades and patches of the operating system running the Spillman Flex application, with the assumption the Agency's environment is licensed for and can support the desired OS version. b. Emergency patching of the Operating System running the Spillman Flex application to address vulnerabilities with a CVSS 3.0 severity of "Critical" and that have been identified by Motorola or Solutions II to affect the environment. Any out of scope or additional work associated with the customers environment will require a separate professional services engagement from Solutions II. Page /8of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -11, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions II Weld County CO -Spillman Flex Application Monitoring and OS Updates Document Identifier: WCCO-20220505-MS-V01.1 Appendix B: Reporting This Appendix sets forth the Reports Solutions II shall provide to Client. Solutions II shall be responsible for performing all tasks necessary to create and deliver the Reports. The lists and frequency of reports will be finalized during Onboarding. This list is for example purposes only. Table 1: Reports and Freauenc Reports Report Name Description Frequency Flex Monitoring Application Report • • • Application Tomcat Web Interfaces Application Database Server Quarterly Flex Health Server Report OS p • • CPU File and system memory capacity p resource y and utilization usage g Quarterly Page /9of9 CONFIDENTIAL AND PROPRIETARY INFORMATION OF SOLUTIONS -II, INC. NOT TO BE USED, EMPLOYED, ALTERED, DUPLICATED, OR COPIED WITHOUT EXPRESS WRITTEN PERMISSION. Solutions sz:6 Contract Form New Contract Request Entity Information Entity Name" MOTOROLA SOLUTIONS INC Contract Name" 2022 SPILLMAN HARDWARE SUPPORT Contract Status CTB REVIEW Entity ID* O,O0030021 ❑ New Entity? Contract ID 6295 Contract Lead" JTHIMGAN Contract Lead Email jthimgan co.weId.co.IS Parent Contract ID Requires Board Approval YES Department Project # Contract Description" THIS IS A MOTOROLA ADDENDUM TO THE EXISTING SPILLMAN CONTRACT THAT WILL EXTEND SOLUTIONS II'S SUPPORT OF OUR SPILLMAN SERVERS. THE TERMS ARE FOR UP TO 1 YEAR WITH AN AGREEMENT OF ONLY 6 MONTHS. THIS WILL PROVIDE WELD THE OPTION TO CANCEL AFTER Contract Description 2 CENTRALSQUARE GOES LIVE. THIS AGREEMENT HAS AN EXPECTED COST OF $7,700 AND IT WAS INCLUDED IN THE BUDGET. Contract Type" MAINTENANCE Amount" $7,700.00 Renewable NO Automatic Renewal Grant IGA Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGIS. weldgov.com Department Head Email CM- I01O1 mationTechnologyGlS- DeptHeadAweldgay.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTORNEY.OWELDG OV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Date * 09:07:2022 Due Date 0903 2022 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are On Ease Contract Dates Effective Date Termination Notice Period Contact Information Contact Info Contact Name Purchasing Review Date. 12/31/2022 Committed Delivery Date Renewal Date Expiration Date. 12, 31/2022 Contact Type Contact Email Contact Phone I Contact Phone 2 Purchasing Approver Purchasing Approved Date CONSENT 09 29.'2022 Approval Process Department Head RYAN ROSE DH Approved Date 09 29:7022 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 10;'03;2022 Originator JTHIMGAN Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 09;29.°2022 09j29;2022 Tyler Ref # AG 100322 Hello