Support Services Department
SUBJECT: Consideration of a Resolution and a recommendation authorizing execution of a contract amendment with Prescient Solutions, of Schaumburg, IL for staffing in the total amount of $720,976.09.
AGENDA ITEM: 9. b. iii.
MEETING DATE: November 6, 2008
VILLAGE BOARD REPORT
TO: Village President and Board of Trustees
FROM: Amy Ahner, Director of Support Services, (847.904.4331) THROUGH: Todd Hileman, Village Manager
PURPOSE AND ACTION REQUESTED:
Staff requests that the Board approve a Resolution and recommendation to execute a contract amendment with Prescient Solutions (“Prescient”) for the purpose of a contract staff reduction, the reallocation of job functions and clarification of the contract payment schedule.
BACKGROUND:
The Village of Glenview entered into an Information Technology Services Agreement (“Agreement”) with Prescient for a three-year term commencing February 5, 2007 for
$1,883,725.00 with an option to extend the Agreement for an additional three-year term. The Agreement was amended in May of 2008 to add a full-time Application Support Engineer to directly support user administration, vendor contact and report creation for New World and the Village enterprise Municipal Information System (“MUNIS”). This additional resource
supported Dispatch during a leadership transition and allowed other Prescient resources to complete the network restructuring project on September 27, 2008 to address and fix the network traffic and system performance issues outlined in the 2007 Network Assessment.
DISCUSSION:
9 May 15, 2007 created a Support Services Department with a Director and Coordinator and consolidated technology services including GIS and document management; 9 The past 20 months of major project development and prioritization resulted in New
World and MUNIS projects at the go-live or in the operations phase;
9 A Technology Strategic Plan was implemented and is now in an update phase; 9 Routine system refreshment standards are integrated into a solid budget;
9 The proposed 2009 website redesign and Microsoft updates will require programming and security improvement services.
Staff determined more implementation and programming support on a daily basis and staff cross-training would best support the Village for Year 3 of the contract and so worked with Prescient to detail the staff model outlined below that reduces the current contract from five to four total resources.
Resource Type Number of Resources Job Functions
1. IT Manager 1 Full-time Replaces the IT Director position and
provides Senior Network services 2. Application Support Engineer 1 Full-time Application Support and Server Manager
3. Application Developer 1 Full-time No change
4. Administrator/HelpDesk 1 Full-time Help Desk and Server Support
BUDGET:
Table 1 compares the current contract with five resources with the proposed Amendment of four resources. A net savings of $156,479.21 is anticipated with the amendment by Prescient
completing the transition by December 5 (saving $11,666.67 in budgeted salary expenses for 2008) and calculating a 3.75 percent adjustment for 2009.
Total Amount 2010 Requested $55,614.33 Funding Source Organization Account-
C.I.P. No. Total Project Budget 2009 Fiscal Budget Amount Requested Within Proposed Budget? (Yes/No)
Support Services 10003105 520001 0 670,000.00 665,361.76 Yes
Total Amount 2009 Requested $665,361.76
Note: The Amendment total (an annual total) and the Year 3 contract total are different since the contract term is from February 2009 to February 2010.
RECOMMENDATION:
Staff recommends that the Board approve a Resolution and recommendation to execute a contract amendment with Prescient Solutions of Schaumburg, IL for staffing in the total budget amount of $720,976.09.
ATTACHMENTS:
1. Prescient Solutions Contract Amendment
ADDENDUM #2 TO THE
CONTRACT FOR THE PROVISION OF SERVICES TO THE VILLAGE OF GLENVIEW
BY
PRESCIENT DEVELOPMENT, INC. EFFECTIVE OCTOBER 10, 2008
THIS ADDENDUM, made and entered into as of the date of the last signature hereto, supplements and amends the Contract for the Provision of Services between The Village of Glenview (“Glenview”) and Prescient Development, Inc. (“Prescient”) dated February 5, 2007 (hereinafter the “Contract”).
This Addendum describes the new terms under which Glenview will pay Prescient. The terms of this Addendum and the terms of the Contract as amended by this Addendum will also govern the provision of the new payment amounts. In
connection with the original payment amounts described in the Contract, the Contract shall remain in full force and effect as stated in “Attachment “A”, section “Contract Dates & Payment Schedule”.
All of the capitalized terms not otherwise defined in this Addendum have the same meaning as contained in the Contract. The following sections or paragraphs replace or are in addition to the respective sections or paragraphs contained in the Contract. Wherever discrepancies, modifications or revocations appear, the terms contained in this Addendum shall prevail, any language in the Contract to the contract
ATTACHMENT “A” SECTION “Prescient Resources” page 1 Prescient Resources
Prescient will provide the following resources over the term of this Services Agreement.
• Core Resources
Resource Type Number of Resources
IT Manager-Senior Network/Server 1
Administrator/Helpdesk 1
Application Developer 1
Application Support Engineer 1
• Additional Resources
Remote Resource Type Number of Resources
CIO Services Incl.
Senior Server, WAN, Security Engineer Incl.
Senior Server Incl.
• Unless otherwise agreed upon by Prescient and Glenview, all day to day support is to be accomplished on site Monday through Friday. Outsourcing on a fixed bid basis includes 24 x 7 emergency network support by the core resource defined above at no extra charge. All additional projects outside the scope of this contract and the contract specifications will continue to be bid to Glenview on a per project basis.
ATTACHMENT “A” SECTION “Contract Rates & Payment Schedules” page 2
Contract Dates and Payment Schedule
contract. Over the course of the project monthly payments will be made to Prescient
Development, Inc. at the beginning of each month for services to be provided during the month.
The contract start date is February 5, 2007 and the contract end date is February 4, 2010. Payments for the remainder of contract year two (2) will be paid as follows:
Total October 5, 2008 $ 65,270.84 November 5, 2008 $ 65,270.84 December 5, 2008 $ 53,604.17 January 5, 2009 $ 53,604.17 Remainder of 2nd Year - $ 237,750.02
Annual cost of services defined below is $667,371.96 for year three (3) of the contract. Payments for year three (3) will be paid as follows:
February 5, 2009 $ 55,614.33 March 5, 2009 $ 55,614.33 April 5, 2009 $ 55,614.33 May 5, 2009 $ 55,614.33 June 5, 2009 $ 55,614.33 July 5, 2009 $ 55,614.33 August 5, 2009 $ 55,614.33 September 5, 2009 $ 55,614.33 October 5, 2009 $ 55,614.33 November 5, 2009 $ 55,614.33 December 5, 2009 $ 55,614.33 January 5, 2010 $ 55,614.33
Contract Year 3 Total $ 667,371.96
Metropolitan area. Additionally, the Time and Material rates for years four (4) through six (6) will also be increased annually based on the same mutually agreed upon COLA. However by agreement of the parties the annual amount may be increased or decreased at the semi-annual and annual reviews based on a reassessment of resources, changing market conditions or addition of projects.
ATTACHMENT “A” SECTION “Scope of Work – B. Day to Day Services” page 9
Scope of Work (Changes to Scope of Work will be mutually agreed upon) B. Day to Day Services
I. Infrastructure
a. Manage Switches and Internet Routers
i. Monitor Routers and Switch for Performance 1. Daily Monitor Processor Utilizations 2. Daily Monitor Memory Utilizations
3. Daily Monitor Service Provider Circuit Utilizations 4. Daily Monitor IP Routing Tables
5. Daily Monitor BGP Routing Tables
6. Daily Monitor VLAN Switch Configuration ii. Maintain IOS and Configurations
1. Backup and Maintain Configuration Files 2. Backup and Maintain IOS Versions 3. Update IOS quarterly
4. Update Router Configurations
5. Update Cisco Switch VLAN configuration a. Maintain VLAN configuration b. Add additional VLAN’s
b. Manage DMZ Configuration
i. Install all local servers requiring public address into DMZ ii. Daily Monitor DMZ Port Access from Internet
1. Review Port Assignments
2. Add, Move and Change Servers and Port Assignments as Business Units modify their local networks
c. Manage Firewall and Security
i. Use “What’s Up Gold” for monitoring of all network utilizations and system uptime. Monitor SNMP Traps
system reports
d. Update Firewall IOS Quarterly
e. Configuration, installation and support of additional Routers and Switches will be provided as part of the day to day support services as long as it can be completed within the time frame requested by the existing onsite contracted technicians.
Note: Any additional resources required to meet increased time frames will be completed on a Time and Material Basis over and above the “Daily Support Contract”.
Configuration, installation and support of additional Local Loops, Frame Relay, IP Backbone, and other Network connections beyond the existing T-1 connection may be completed on a Time and Material Basis over and above the “Daily Support Contract”.
II. Server Support
a. Maintenance of Servers
i. Monitor System Resources on each server ii. Processor Utilization
iii. Memory Utilization iv. Disk Space
v. Network Connectivity vi. Network Utilization
vii. Monitor Email and Web Sites Response Time viii. Monitor Server Up-Time
ix. Monitor Server Security Access
x. Monitor Daily Backup Operations on each server 1. Check Backup Logs
2. Correct and Backup Errors
3. Maintain Tape Library of Backup Tapes 4. Clean Backup Drive
xi. Monitor and Correct Operating System Errors on each server 1. Application Log Errors
2. Service Log Errors
xii. Review, Download and Install Microsoft Service Packs as necessary for each server
xiii. Review, Download and Install Microsoft Security Updates as necessary for each server
server
b. User Administration
i. Add, Change and Delete Users to Corporate Servers
ii. Maintain Security and Authentication standards for Server Users iii. Add, Change and Delete File and Share Permissions for Server
Users
iv. Monitor Security Log for user violations c. Manage SQL Databases
i. Oversee Database Maintenance Jobs ii. Move/Adjust SQL Tables
iii. Monitor Queries
iv. Monitor Database Response Time
d. Additional Server support (including installation of new servers, migration of other servers, re-installation and/or upgrading of existing servers) to be provided as part of the day to day support services as long as it can be completed within the time frame requested by the existing contracted onsite technicians. Any additional resources required to meet increased time frames will be billed on a Time and Material Basis over and above the “Daily Support Contract” or added as an addendum to the “Daily Support Contract”.
III. Helpdesk Management
a. Provide Helpdesk Support
i. PC, Workstations, Laptops, Peripherals 1. PC OS Maintenance and Support
a. MS Windows (All Versions)
b. MS Office Suite Support (All Versions) 2. Hardware Installation, Upgrades and Maintenance 3. Software Installation, Upgrades and Maintenance ii. Security
1. Monitor, Install and Upgrade Antivirus/Spyware Removal applications
2. Create, Monitor and Maintain Security Profiles by department
iii. Imaging
1. Develop and Maintain Standard Workstation Builds by department
b. Maintain and Support “TrackIT” Helpdesk Management Database i. Create Helpdesk Ticket for all tasks to be completed
iii. Maintain Helpdesk Ticket Survey of performance
IV. Enterprise Application Support Management
a. 1st level support of all enterprise applications and single point of contact
for vendor support
i. User / Group administration ii. Security Template administration
iii. Primary point of contact for trouble and change request
iv. Condense and forward communication of issues, changes and enhancements from vendor
v. Configuration of CAD codes vi. Configuration of Box Cards vii. Maintain and create reports viii. Maintain and Administer paging
b. Management and changes of Forms and Reports c. Provide training, as necessary, on client software.
d. Track and monitor progress of all trouble and change request submitted to vendor.
e. Evaluate needs and requirements of all vendor releases and implement as approved by the Village.
f. Manage mobile clients
g. Coordinate transfer of GIS information with GIS Staff i. Import of updates and other information into system ii. Exports of data
IN WITNESS WHEREOF, the parties have caused this Contract to be executed by
their duly authorized representatives.
THE VILLAGE OF GLENVIEW, PRESCIENT DEVELOPMENT, INC.
an Illinois home rule municipality an Illinois corporation
By:___________________________ By:_____________________________
Authorized Signature Authorized Signature
RESOLUTION NO. ______
WHEREAS, the Village of Glenview, “Village”, is a home rule municipality located in Cook County, Illinois;
WHEREAS, the corporate authorities have determined it is in the best interests of the Village to routinely assess contract resources and encourage staff cross training;
WHEREAS, the corporate authorities have reviewed the Contract Amendment, Attachment A and incorporated herein by reference, between the service provider Prescient Solutions and the Village of Glenview authorizing the Village to expend funds for information technology staff services; and
WHEREAS, the corporate authorities have determined that it is in the public interest to execute the contract amendment.
NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows:
That the President and Village Clerk are authorized to execute the Contract Amendment with Prescient Solutions of Schaumburg, IL in the total budget amount of $720,976.09.
PASSED this ________ day of ________________, 2008 AYES: ________________________________________ NAYS: ________________________________________ ABSENT: ______________________________________
APPROVED by me this ______ day of _____________, 2008
_________________________________ Kerry D. Cummings, President
Village of Glenview, Cook County, Illinois ATTEST:
_________________________ Todd Hileman, Village Clerk
