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HomeMy WebLinkAbout2014-313 IT - XenTegra LLC for OC IT desktop replacement $101,400 [Departmental Use Only] TITLE OCIT XenTegra FY 2014 NORTH CAROLINA SERVICES AGREEMENT OVER $90,000.00 ORANGE COUNTY 1.C1rjw /Y This Services Agreement (hereinafter "Agreement"), made and entered into this 9th day of June, 2014, ("Effective Date") by and between Orange County, North Carolina a body po 1 i tic and corporate of the State of North Carolina (hereinafter, the "County") and XenTegra (hereinafter,the 'Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Services Agreement ("Agreement") is for professional services to he rendered by Provider to County with respect to (insert type ofproject): Citrix X e n Desktop Deployment- See Attachment Xentegra SOW ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional, and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services. as described and designated in Section 3 hereof. Compensation to the Provider l or Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations wt forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the Revised 9/13 1 performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities,mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement. subcontract the performance of any work under this Agreement without prier written permission of the County. No permission for subcontracting shall create. between the County and the subcontractor, any contract or any other relationshi l-). iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behall' of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) Provider agrees that Provider, its employees, agents and its subcontractors, if a.ny, shall be required to comply with all federal, state and local antidiscrimination laws, regulations and policies that relate to the performance of Provider's service under this Agreement. vi) If activities related to the performance of this Agreement require specific licer ses. certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such. licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. 3. Basic Services a. Basic Services. The Provider shall perform as Basic Services the work and services described herein and as specified in Exhibit 1: XenDesktop Flexcast Project Statement ot' Work for Orange County,North Carolina dated 4/25/14. 4. Duration of Services a. Term. The term of this Agreement shall be from June 9, 2014 to December 31, 2014. b. Scheduling of Services i) The Provider shall schedule and perform its activities in a timely manner. ii) Should the County determine that the Provider is not acting in a timely manner. it may require the Provider to expedite and accelerate its efforts, includl i n g Revised 9/13 2 providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project term at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be June 2, 2014. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement. The maximum amount payable for Basic Services is One Hundred One Thousand, Four Hundred Dollars ($101,400). In the event the amount stated on an invoice is disputecl by the County, the County may withhold payment of all or a portion of the amount statecl on an invoice until the parties resolve the dispute. Payment for Basic Services shall became due and payable in direct proportion to satisfactory services performed and -,tiork accomplished. b. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated the (Chief Information Officer) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by Owner's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange. County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://oran eg countync.gov/purchasing/contracts.aSD). If Owner's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of N/A (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the Owner's Risk Manager. 8. Indemnity a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out oil or related to the Project and arising from bodily injury including death or property damagc Revised 9/13 3 to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or wi l l t u l misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving, a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days prior written notic,. to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees a n(i expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omission; of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure o I the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither i he County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. Revised 9/13 4 b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. c. Compliance with Laws. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all anti-discrimination laws. Pursuant to the terms of North Carolina General Statute 153A-449(b) no county may enter into a contract with a contractor unless the contractor and the contractor's subcontractors comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Where applicable, failure to maintain compliance with the requirements of Article 2 of Chapter 64 of the General Stattites constitutes Provider's breach of this Agreement. By executing this Agreement Provider affirms Provider is in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damagcs with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement, together with Exhibit 1, represents the entire agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. Should any conflict arise between the terms of this Agreement and the terms of Exhibit 1,the terms of this Agreement shall have priority. £ Severabiliity. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider's performance of this Agreement geneirate documents, items or things that are specific to this Project such documents, item; or things shall become the property of the County and may be used on any other prolco without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatical 1 expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent Revised 9/13 5 the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provii d er of such limitation or change in County's legal authority. i. Notices. Any notice required by this Agreement shall be in writing and delivered ti,. certified or registered mail,return receipt requested to the following: Orange County Provider's Name&Address Attention: Mike Wilcox XenTegra LLC P.O. Box 8181 PO Box 1954 Hillsborough,NC 27278 Huntersville,NC 28078 [SIGNATURE PAGE TO FOLLOW] Revised 9/13 6 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER: By: ``' ? By. �. Snnnt e 8. � sl ey .�� —1�// r4-s,�✓� / .jr ��r Orange County Man er Printed Name and Title Attest: Donna er, Clerk [SEAL] 17 ass 52 This instrument has been a fav ° chnical content. Jim Northrup, Department Director This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. _ lam. aA. A Office of the Chief Financial Officer This i>yst ent approved as to form and legal sufficiency. ice of the County Attorney Revised 9/13 7 XenDesktop FI exCast Pro ject Statement of For - XenTegra Prepared by Andy Whiteside 4/25/2014 Orange County, NC Statement of Work April 25, 2014 Executive Sponsor: Jim Northrup, CIO Project: Citrix XenDesktop Deployment Orange County NC (Orange County), located in Hillsborough, North Carolina, would like to deploy the appropriate Citrix XenDesktop FlexCast solution to obtain the benefits of a delivered computing environment. This implementation will deliver the benefits of a centrally delivered computing solution and leverage the latest Citrix technologies. These benefits include centralized management of the corporate resources and applications. Orange County currently deploys physical and virtual PCs using various management technologies. Orange County would like to provide their users with an updated, centrally delivered and managed OS and application computing solution primarily to improve business continuity for the. This solution should provide computing resources for Orange County users that are highly functioning at all times. The following items have been identified regarding the proposed solution: • User experience must be maintained or improved as a result of this project • Discussions prior to the project have led to the decision to identify 10 or more groups of users to include in this project during the assessment phase • The limited number of users in the groups identified for PC replacements with a virtual desktop during the assessment should be equal to or greater than 150 • Configuration and transition of the end-points are included in this scope of work • Replacement of 150 or more legacy physical PCs with a delivered or locally virtualized Windows Desktop and/or Applications is the focus of this project 1 • Virtual desktops and applications should be delivered using the appropriate industry technology that provides desired end-user experience at the lowest total cost of ownership • The latest imaging technology (Machine Creation Service) within XenDesktop should be evaluated to improve the management of the solution • Application virtualization may improve the flexibility of the solution and provide users with options when using non-typical desktop devices • User profile management needs to be fully analyzed and implemented • Orange County should obtain additional user management capabilities as a result of implementing a centrally delivered computing solution • The ability to leverage personal devices (BYOD) and thin client PCs should be considered when designing and implementing the solution. The following departments have been identified as the focus of this project and should be considered during the assessment phase as candidates for the proposed solution (Library, Health, DSS, IT Training Lab, Solid Waste, Aging, ROD, Child Support, Planning and Inspections, Economic Development) The focus of this project is to provide a Citrix solution that will deliver these applications and a Windows Desktop with the best possible user experience. In. addition to providing access to these applications, Orange County would like to implement a solution that can be leveraged for other future computing needs, including new virtualized applications or desktops. The scope of this project is to provide Orange County with a complete solution including assessment, design, implementation, and rollout phases. XenTegra considers this to be a full production-worthy project that should include all the appropriate Citrix and industry recommended practices. This document estimates the amount of time it will take to complete the scope of this project. Issues may arise during the project that will increase the time needed to complete the project. If the estimated time proposed in this statement of work exceeds the actual time needed, Orange County is not obligated to pay for hours worked beyond the 520 hours scoped in this document. It is the goal of XenTegra that each part of the project will provide the staff of Orange County with a large amount of knowledge transfer. It is the responsibility of the Orange County staff to be available and open to receive the value of the knowledge transfer. 2 The following key objectives should be the focus of the design document produced as a result of this project: Provide a consistently excellent desktop computing experience that meets the needs of Orange County staff Maintain or improve the quality of user experience. Increase centralized management capabilities of IT staff Enhance application availability for end-users both locally and remotely by providing a secure, reliable, stable, and efficient application deployment system, that is in compliance with applicable software licensing requirements Provide a solution capable of performing during all levels of usage, including the scenario where the anticipated peak level of users or devices request simultaneous access to the centrally delivered applications or desktops. The solution should also provide for additional user loads beyond the current requirements Provide reliable printing from any application to the appropriate local and remote devices Reduce administration, support and operational costs of supporting endpoint devices Take advantage of the implemented system wide Microsoft Active Directory infrastructure Enable Orange County to implement solutions that will lead to the use of thin client devices where appropriate 3 Project cope e Project Plan • Prepare and document detailed project plan Infrastructure • Prepare for assessment questions and inquiry Assessment • Schedule times and meetings with the Orange County personnel for questions and inquiries. • Document and present assessment • Review networking infrastructure • Review Microsoft Active Directory for project worthiness Proof of Concept • Define and document assumptions • Define tests and success criteria • Perform tests • Document results Analysis Phase • Prepare for and schedule meetings with the Orange County staff for Checkpoint a formal presentation of the Analysis Phase deliverable Server Design • Define and document the following sections: • Hardware Requirements • Software Requirements Citrix XenDesktop • Define XenDesktop FlexCast Architecture FlexCast Design Server Virtualization Design ■ XenDesktop FlexCast Farm Design ■ XenDesktop FlexCast Controller Design ■ XenDesktop FlexCast Data Store Design ■ XenDesktop FlexCast Load Management Design ■ Application Integration Design ■ XenDesktop FlexCast Printing Design • Application Delivery Architecture ■ Web Interface/CloudGateway Portal Design ■ Citrix Receiver Client Design • Remote Access Architecture ■ Citrix NetScaler Gateway Design Infrastructure Design 0 User Data Design • Profile Management(User Virtualization) Design • Infrastructure Design Design Phase Checkpoint • Prepare for and schedule meeting with Orange County for a formal presentation of the Design Phase deliverable _ a N- � a Develop Installation • Review and prepare the network environment Procedures &Build the • Review and prepare Microsoft Active Directory infrastructure Citrix XenDesktop • Review and configure hardware resources for the implementation FlexCast Environment • Configure server virtualization aspects of the project • Configure various data stores • Prepare Microsoft Windows 2008 R2 servers Install and configure Citrix licensing • Install and configure appropriate Citrix XenDesktop FlexCast components • Tune XenDesktop FlexCast implementation • Configure Citrix Administrators • Add XenDesktop imaging technologies if applicable • Install applications 4 • Configure server reboots • Configure XenDesktop policies • Configure printing design • Install and configure the appropriate internal portal • Install and configure NetScaler Gateway if appropriate • Install and configure remote administration • Install and configure Citrix Receiver • Install and configure Microsoft Remote Desktop Services Licensing • Install and configure Windows System Policies • Configure a ro riate level of monitoring Implementation Phase . Prepare for and schedule meeting with the staff of Orange County Checkpoint for formal presentation of the findings throughout the Implementation phase. m Test • Develop and document test procedures\c • Perform test on both scalability and functionality Production Pilot . Train pilot users • Conduct pilot • Conduct interviews with pilot users and documents responses • Document pilot results Rollout Additional Servers . Install any additional servers via the installation policies and rocedures documented in the above phases Change Management . Implement Change Management policies and procedures Readiness Phase . Prepare for and schedule meeting with Orange County for formal Checkpoint presentation of the findin s throughout the Readiness hase I .. End-point Deployment • Secure existing end-user data prior to end-point reconfiguration Implement necessary changes to the production end-points to inte rate them into the solution End-User Training . Create End-User training documentation • Gather users for formal training Administrator Training . Create administration documentation • Meet users that will be empowered with Citrix XenApp administrator privileges and provide formal admin training Go Live • Obtain sign off for live rollout • Distribute end user documentation • Configure rollout users • Go Live Rollout Phase Checkpoint . Prepare for and schedule meeting with Orange County for formal resentation of the findings throughout the rollout phase. Out of Scope (Tasks to be performed by Orange County staff if applicable) Router Configuration . Network Address Translation • Firewall Changes TCP 1494/2598 VPN Configuration (If . Client installs Applicable) . VPN Hardware changes Infrastructure . Physical server hardware deployment Implementation . Physical server management 5 Proposed Applications Applications used by the identified groups will be considered for virtualization as part �f this project. *During the assessment phase of the project the applications to be reviewed as candidates for virtualization include the following: Common Applications Additional Common Department Applications Applications MS Office Adobe Shockwave HostAccess 7.20m Adobe Reader Microsoft Silverlight Centurion SmartShield Adobe Flash Kronos ALPS(or SAMS) agent Java Adobe AIR Bibliotheca IE8 Microsoft Visual C++ Sierra CutePDF 2005,2008,2010 Contribute TrendMicro AV Adobe Acrobat Pro EnvisionWare PCR BMC Track-It! 11.0 Agent Google Earth Management Service (where appropriate) Permits Plus Patagonia Firefox(req.for Patagonia) EagleSoft AMCAD-AiLIS ESRI MapObjects ESRI ArcGis ESRI ArcPad 10 Inspect Plus LBAI NCFast/Plugins PaperVision Attachmate EXTRA! Altova Authentic browser plugin QuickBooks Pro 2012 Volunteer Reporter RecTrac 6 Assessment Phase estimated at 120 hours Design Phase estimated at 40 hours Implementation estimated at 160 hours Readiness estimated at 80 hours Rollout estimated at 120 hours Project completion: 520 hours Project labor cost at $185 per hour: $96,200 Professional Fees Based on the level of effort indicated above and the staffing mix for the project, we estimate the total fees to be $96,200. This amount is based 520 hours of work at a rate of$185.00 per hour. As part of the project management function that XenTegra will perform, any changes in requirements for work effort, staffing or schedule will be discussed and confirmed with Orange County prior to the implementation of such changes. All invoices will be based on hourly work completed and billed at an hourly rate of$140.00 with the balance of the contract to be paid upon completion. XenTegra will invoice every two weeks with payment due NET 30 after receipt of invoice. The amount of professional fees for each invoice will correspond to the actual work effort for the project applied to the corresponding hourly rates. Expenses Travel expenses will be submitted to the client for reimbursement using standard IRS guidelines for all expenses, including mileage. XenTegra will endeavor to select reasonably priced airlines, hotels, meals, and other expenses. It is expected that Orange County will provide travel expenses during the project for those XenTegra team members traveling out of their domiciled area, between sites or over long sequences.These expenses include the following: DAirfare necessary to location(s) ❑deals EParking, ground transportation, tolls, and Lodging XenTegra will cap expenses for this project at $5,200. Orange County will not be responsible for expenses occurred once the set amount is reached. 7 Accepted by: Accepted by: Xe Te ra ---- -~ ~- h Orange County, NC Authors Signature Signature itle Title 5-12ZzLzo/, Date Date Managers Signature Street Address Phone number for Key Contact 8 655098 XENTEGRA,LLC Certificate of Insurance (page 1 of 1) 05/06/2014 04:26'29 PM �`' CERTIFICATE OF LIABILITY INSURANCE DATIEIMM/DD/YYYY) ri16-2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). _ PRODUCER CONTACT NAME: 000 Techinsurance P"CN o . 800-668-7020 a/c No:(87 `t26-9067 rra� 1301 Central Expy.South,Suite 115 EMAIL {O•Techinsurance ADDRESS: - Allen,TX 75013 PRODUCER CUSTOMER ID INSURERS AFFORDING COVERAGE _ NAIC# INSURED INSURER A: The Hartford 30104 XENTEGRA,LLC INSURER 8: Philadelphia Indemnity Insurance Company 18058 PO Box 1954 INSURERC: Huntersville,NC 28078- INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE ° i_C`r' PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT PC, WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL IHE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LTR POLICY NUMBER MM/DD/YYYY I IMMIDDIYYYYI LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 2 JdG ovi ✓ AMAG COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence $ 1 �-C' i01 _ CLAIMS-MADE ❑OCCUR MED EXP(Any one person) $ -u(. 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