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Home My WebLink About07-01-2015 CIO Solutions, LP - Agreementr- 0 CIO Solutions, LP Information Technology Engagement Agreement C10 SOLUTIONS This Information Technology Engagement Agreement and the Standard Terms and Conditions attached hereto (collectively, the "Agreement ") is made and executed by CIO Solutions, LP, a California corporation ( "CIO Solutions "), and the "Customer" listed below. 1. Services. Inconsideration of Customer's agreement to pay the Service Charges (as described below), CIO Solutions agrees to provide the following services (collectively, "Services'). The Services shall include the following: • Block of 40 engineering hours (Standard, Advanced or Enterprise) • Block of hours are available for projects, reactive /proactive incidents and after -hours (1.5x will be applied) • Additional hours may be purchased at the day rate of $1,052.16 (includes travel) • Day rate uses the discounted rate of $131.52/hr (standard engineering rate is $175/hr — see CIO Rate Sheet) • Additional hours must be purchased at a day rate in order to get the discounted rate • Monthly onsite visit by CIO Senior Engineer (to be scheduled by SLO) (8 hours per month) • Monthly conference call between SLO IT management and CIO management (during onsite visit) 2. Services Charges. In consideration of CIO Solutions delivering the Services described above, Customer shall pay Service Charges to CIO Solutions as follows: • $17,886.96/year 3. Acceptance by Customer. Customer hereby engages CIO Solutions on the terms and conditions set forth above. 4. Effective Date. This Agreement is effective as of July 1 , 2015_ (the "Effective Date ") and will terminate in one year, June 30, 2016. In Witness Whereof, the parties hereto have executed this Agreement, effective as of the "Effective Date" set forth above. 1.1 CIO Solutions, LP, a California corporation Print Name: Eric Egolf Signature: Title: President Date Address, Facsimile No. & Email for Notices: CIO Solutions, LP 150 Castilian Drive, Suite 100 Goleta, California 93117 Telephone No.: (805) 692 -6700 Facsimile No.: (805) 692 -6701 Email: eegolf((r ciosolutions.com City of San Luis Obispo Print Name. Sig Title: Date Address, Facsimile No. & Email for Notices: Telephone No. Facsimile No.: Email: CIO CONFIDENTIAL AND PROPRIETARY MATERIAL THIS DOCUMENT MAY NOT BE DISTRIBUTED WITHOUT THE PRIOR WRITTEN CONSENT OF CIO SOLUTIONS AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this _I day of July by and between the CH Y OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and CIO SOLUTIONS, LP hereinafter referred to as Consultant. WITNESSETH: WHEREAS, on the City wants CIO Solutions to provide a block of 40 engineering hours and monthly onsite visits (8 hours per month) to assist Network Services staff with Enterprise IT projects. WHEREAS, Consultant is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until contract expiration. 2. CITY'S OBLIGATIONS. For providing services as specified in this agreement, City will pay, and Consultant shall receive, compensation in a total sum not to exceed $17,867. 4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City provide all specified services as described in Exhibit A_(Consultant's Proposal) attached hereto and incorporated into this Agreement by reference. Consultant further agrees to the contract and performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement by reference. 5. AMENDMENTS. Any amendment, modification or variation from the terns of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: Page 2 City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Consultant CIO Solutions, LP Attn: Eric Egolf 150 Castilian Drive #100 Goleta, CA 93117 AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO: By: 1r..� ' Jan Haw f arx, Mayor CONSULTANT: By: CIO Solutions, LP IN r� tits C►. City Manager Report Final City Manager Approval Approver Name Date Approved City Administration Michael Codron August 27, 2015 Reviewer Routing List j Reviewer Name Date Reviewed City Attorney Jma 8/14/15 August 3. 2015 FROM: Wayne Padilla, Director of Finance & Information Technology MWP PR!?PARED BY: Steve Schmidt, Information Technology Manager Miguel Guardado, Network Services Supervisor SUBJECT: TECHNICAL CONSULTANT SERVICES - CIO SOLUTIONS RECOMMENDATION Approve a purchase order in the amount of $17,887 to CIO Solutions for early technical consultant services. DISCUSSION The City data network requires periodic technical maintenance for it to continue to operate at a reliable and consistently high level of performance. The network equipment consists of very complex routers, switching equipment and servers linked by miles of fiber optic cable. Routine maintenance on the network is performed by the City Network Administrators, but the high -level performance analysis and fine- tuning of the network requires extremely skilled technical engineers. The City has relied in the past on CIO Solutions engineers to perform these types of services. SOLE SOURCE JUSTIFICATION Since 1997, IT Staff has worked very closely with CIO Solutions on the City data network. CIO Solutions engineers are extremely familiar with the network and played a key role in the original design, engineering and installation of the network. IT staff have negotiated a contract with CIO Solutions to provide the needed technical services at a reduced rate for the current year. CIO Solutions has agreed to lower their hourly rates to retain and continue servicing the City, As a result, IT staff recommends sole sourcing the technical maintenance of the City network to CIO Solutions again for this fiscal year. The attached proposal for $17,887 will provide the following services to the City: • Block of 40 engineering hours (Standard, Advanced or Enterprise) Comment []Dl]: Same question on this one — have we considered a multiyear contract for cost savings? Comment [PW2]: How does this compare to the rates for last year? '. Comment [GM31: The difference is 4% increase. TECHNICAL CONSULTANT SERVICES - CIO Solutions Page 2 • Block of hours are available for projects, reactive /proactive incidents and after -hours (1.5x rate will be applied) • Monthly onsite visit by CIO Senior Engineer (to be scheduled by Network Services Supervisor) • Monthly conference call between City IT management and CIO management (during onsite visit) • Initial 3 -day onsite visit for training and hand -off • Additional labor may be purchased at the day rate of $1052 (includes approximately 8 hours of labor). CIO Solutions is located in Goleta, California. CIO Solutions recently opened an office in San Luis Obispo and if the technician or engineer were to be dispatched from the Goleta office we would not be charged for travel. FISCAL IMPACT Funding for this contract is available in the IT contract services budget. The line item is 100- 25300 -7227 as shown in the table below: as shown in the table below: ALTERNATIVES Do not approve this request — Not performing the highly technical maintenance required to keep the City data network performing at its peak will result in system degradation and adversely affect user efficiency. ATTACHMENT Form of Agreement - CIO Solutions, LP.doc Exhibit .4 - [T Engagement ;Agreement - SLO 2015- 2016.1)df Exhibit B - General Terms and Conditions.adf T: \City Manager ReportsTinance & IT\Information Technology\2015 \Technical Consulting Services- CIO Solutions \CM - CIO Solutions Consulting Services docx f Comment [IA41: Nfeed to use cur standard comutlant seicb ngrecmcnf Comment []D51: Picasie include new ss Crnatrl 1,4orc CM signs off Comment [GM6]: We will use our standard consultant services contract Network Services _ Proposed CIO Solutions Purchase Contract Support Invoice Balance 2015 -16 Budget CIO Solutions Support $236,821 $17,887 $218,934 Contract ALTERNATIVES Do not approve this request — Not performing the highly technical maintenance required to keep the City data network performing at its peak will result in system degradation and adversely affect user efficiency. ATTACHMENT Form of Agreement - CIO Solutions, LP.doc Exhibit .4 - [T Engagement ;Agreement - SLO 2015- 2016.1)df Exhibit B - General Terms and Conditions.adf T: \City Manager ReportsTinance & IT\Information Technology\2015 \Technical Consulting Services- CIO Solutions \CM - CIO Solutions Consulting Services docx f Comment [IA41: Nfeed to use cur standard comutlant seicb ngrecmcnf Comment []D51: Picasie include new ss Crnatrl 1,4orc CM signs off Comment [GM6]: We will use our standard consultant services contract