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HomeMy WebLinkAbout2015-09-29-Meeting Mintues Public Safety Committee Meeting Commission Chamber - 9/29/2015 ATTENDANCE: Present: Hons. Lockett, Chairman; Frantom, Vice Chairman; Sias and Smith, members. Absent: Hon. Hardie Davis, Jr., Mayor. PUBLIC SAFETY 1. Motion to approve Grant-Based Service Agreement for an Accountability Court Case Manager. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 2. Motion to approve entering into an MOU with the State of Georgia Emergency Management Agency to support all-hazards emergency management missions and to authorize the Mayor to execute the appropriate documents. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Grady Smith Passes 3. Approve Logicalis to upgrade Augusta’s Unified Communications Application Upgrade from 8.5/6 to 10.6. Item Action: Approved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Grady Smith Passes Public Safety Committee Meeting 9/29/2015 1:05 PM Attendance 9/29/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA JUDICIAL CIRCUIT/BURKE COUNTY, COLUMBIA COUNTY, AND RICHMOND COUNTY GEORGIA Augusta Judicial Circuit Accountability Courts James H. Ruffin, Jr. Courthouse 735 James Brown Blvd., Suite 2200 Augusta, GA 30901 James G. Blanchard, Jr. SUPERIOR COURT JUDGE Elaina Ashley, Coordinator (706) 823-4424 AGREEMENT THIS AGREEMENT is effective as of the 1st day of October, 2015, by and between AUGUSTA- RICHMOND COUNTY, a political subdivision of the State of Georgia, acting by and through its governing authority, the Augusta-Richmond County Board of Com missioners (“County”) in conjunction with the Augusta Judicial Circuit Accountability Courts (Adult Felony Drug, M ental Health, and Veterans Treatment Courts) and Patricia Kelly (herein “Contractor”), collectively referred to as the “Parties.” This Agreement constitutes the entire understanding between Augusta Judicial Circuit Accountability Courts and Patricia Kelly for the services of Case M anagement and shall not be modified or altered in any way without the express written agreement of all parties. WITNESSETH THAT: WHEREAS, the County and the Augusta Judicial Circuit Accountability Courts desire to obtain a Contractor to provide services generally described as Case M anagement Services (the “W ork”); and WHEREAS, the County finds that specialized knowledge, skills, and training are necessary to perform the W ork contemplated under this Agreement; and WHEREAS, the Contractor has represented that s/he is qualified by training and experience to perform the W ork; and, WHEREAS, the Contractor has agreed to provide such services as outlined in this agreement; and, WHEREAS, the public interest will be served by this Agreem ent; and, NOW, THEREFORE, the Parties hereby do mutually agree as follows: I. SCOPE OF SERVICES AND TERMINATION DATE A. Project Description The project is described as Case M anagement Services. B. The Work The W ork to be completed under this Agreement (the “W ork”) consists of the following: The Contractor shall perform the following services for those adult offenders referred to the Augusta Judicial Circuit Accountability Courts (referred to herein as “Superior Court” or “Court”). a. Case Management Services. The Contractor shall provide the following services: M onitor participants placed in the Accountability Courts by Superior Court, and advises participants of program requirements/conditions; conducts visual observations for participants, confirms participant’s residences, employment or other situations. 1. Case management planning follows individuals from assessment and systematically addresses core risk factors associated with treatment as well as link participants with the appropriate level of treatment deemed necessary. 2. Contractor collects urine/saliva samples specific to drug testing, administers drug tests, and reports results to the Accountability Courts Coordinator. 3. Contractor will report violations or cases of compliance/non-compliance to the court, establish, update, manage (research and update records as needed) case files, and enter case information into computerized case management system. 4. Contractor must attend court sessions and other relevant hearings, testify at court hearings regarding violations, policies, procedures or other issues. 5. Contractor connects participants to ancillary services and assists with programmatic needs. 6. Contractor will submit summaries regarding participant progress to the Accountability Courts Coordinator by specified deadlines. b. Communication. The Contractor shall utilize the Accountability Court Coordinator as the Centralized Clearinghouse of Information/Communications. a. The Contractor shall deliver weekly written participant reports to the Coordinator. 1. Participant reports shall consist of general details as to the participants who received case management services for the week, their compliance and/or non-compliance with case management requests, and their program status. A reporting form will be provided by the Superior Court. a. The Contractor shall meet weekly (and/or at such dates/times deemed necessary by the Coordinator and/or Contractor) with the Coordinator so that there may be a "briefing" (or information gathering session) as to the participants who received (and/or are to receive) treatment services for that week. b. In the event that the Contractor determines that a participant needs case management/ancillary services, the Contractor shall provide case management referrals for ancillary services to the participant with notification given to the Coordinator. c. Trainings and Court Sessions. The Contractor will not charge the Court for attendance of its personnel at any count-sanctioned trainings, conferences, programs, or court sessions. Such attendance is covered by the overall scope of services of treatment. C. Schedule, Completion Date, and Term of Agreement Contractor warrants and represents that it will perform its services in a prompt and timely manner, which shall not impose delays on the progress of the W ork. This Agreement shall, after signature of both parties, begin on October 1, 2015 and end on June 30, 2016. This contract may be renewed by the parties for up to four (4) one year periods thereafter, upon written approval of both parties (Augusta-Richmond County Commission and Patricia Kelly). In the event of termination of this Agreement by Contractor or by the Circuit, the Contractor shall be entitled to receive payment only for work actually performed prior to termination. II. WORK CHANGES A. The Circuit reserves the right to order changes in the W ork to be performed under exhibit “A” by altering, adding to, or deducting from the W ork. All such changes shall be incorporated in written change orders executed by the Contractor and the Circuit. Such change orders shall specify the changes ordered and any necessary adjustment of com pensation and completion time. The parties will negotiate to reach an agreement. If an agreement cannot be reached, the original contract scope of work stands. B. Any W ork added to the scope of this Agreement by a change order shall be executed under all the applicable conditions of this Agreement. No claim for additional compensation or extension of time shall be recognized, unless contained in a written change order duly executed on behalf of the County and the Contractor. C. The Superior Court Judge assigned to the Accountability Courts, or his/her designee, has authority to execute without further action of the Augusta Judicial Circuit, any change orders to be agreed upon by the Contractor as stated above so long as their total effect does not materially alter the terms of this Agreement or materially increase the total amount to be paid under this Agreement, as set forth in Section III below. III. COMPENSATION AND METHOD OF PAYMENT A. Case Management Services The Contractor shall be compensated in the amount of $17.43 per hour, with maximum compensation not to exceed $1,307.25 bi-monthly or $34,000.00 annually. The contractor shall work no more than 37.5 hours per week. The contractor must meet all job description requirements listed in this document. Compensation is specifically for case management services provided for the Accountability Courts Programs. B. Prompt Payment Act The terms of this agreement supersede any and all provisions of the Georgia Prompt Payment Act. IV. COVENANT OF CONTRACTOR A. Expertise of Contractor Contractor accepts the relationship of trust and confidence established between it and the county, recognizing that the Circuit’s intention and purpose in entering into this Agreement is to engage an entity with the requisite capacity, experience, and skill and judgment to provide the services in pursuit of the timely and competent completion of the W ork undertaken by Contractor under this Agreement. B. Circuit's Reliance on the Work The Contractor acknowledges and agrees that the Circuit does not undertake to approve or pass upon matters of expertise of the Contractor and, therefore, the Circuit bears no responsibility for Contractor’s services performed under this Agreement. C. Assignment of Agreement The Contractor agrees not to assign or transfer any interest in, nor delegate any duties of this Agreement, without prior express, written consent of the Circuit. As to any approved subcontractors, the Contractor shall be solely responsible for reimbursing them and the Circuit shall have no obligation to them. D. Responsibility of Contractor and Indemnification of Circuit The Contractor covenants and agrees to take and assume all responsibility for the services rendered in connection with this Agreement. The Contractor shall bear all losses and damages directly or indirectly resulting to it on account of the performance or character of the services rendered pursuant to this Agreement. Contractor shall defend, indemnify and hold harmless the Circuit, its officers, boards, commissions, elected officials, employees and agents from and against any and all claims, suits, actions, liability, judgments, damages, losses, and expenses, including but not limited to, attorney's fees, which may be the result of willful, negligent or tortious conduct arising out of the W ork, performance of contracted services, or operations by the Contractor, any subcontractor, anyone directly or indirectly employed by the Contractor or subcontractor or anyone for whose acts the Contractor or subcontractor may be liable, regardless of whether or not the negligent act is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this provision. In any and all claims against the Circuit or any of its agents or employees, by any employee of the Contractor, any subcontractor, anyone directly or indirectly employed by the Contractor or subcontractor or anyone for whose acts the Contractor or subcontractor may be liable, the indemnification obligation set forth in this provision shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under workers' or workmen's compensation acts, disability benefit acts or other employee benefit acts. This obligation to indemnify and defend the Circuit, its members, officers, agents, employees and volunteers shall survive termination of this Agreement. F. Independent Contractor Contractor hereby covenants and declares that it is engaged in an independent business and agrees to perform the services as an independent contractor and not as the agent or employee of the Circuit or the County. The Contractor agrees to be solely responsible for its own matters relating to the time and place the services are performed; the instrumentalities, tools, supplies and/or materials necessary to complete the services; hiring of Contractors, agents or employees to complete the services; and the payment of employees, including compliance with Social Security, withholding and all other regulations governing such matters. The Contractor agrees to be solely responsible for its own acts and those of its subordinates, employees, and subcontractors during the life of this Agreement Any provisions of this Agreement that may appear to give the Circuit the right to direct Contractor as to the details of the services to be performed by Contractor or to exercise a measure of control over such services will be deemed to mean that Contractor shall follow the directions of the Circuit with regard to the results of such services only. G. Records and Reports (1) Records: (a.) Records shall be established and maintained by the Contractor in accordance with requirements prescribed by the Circuit with respect to all matters covered by this Agreement. Except as otherwise authorized, such records shall be maintained for a period of three years from 'the date that final payment is made under this Agreement. Furthermore, records that are the subject of audit findings shall be retained for three years or until such audit findings have been resolved, whichever is later. (b.) All costs shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers, or other official documentation evidencing in proper detail the nature and propriety of the charges. All checks, payrolls, invoices, contracts, vouchers, orders or other accounting documents pertaining in whole or in part to this Agreement shall be clearly identified and readily accessible. (2) Reports and Information: Upon request, the Contractor shall furnish to the Circuit any and all statements, records, reports, data and information related to matters covered by this Agreement in the form requested by the Circuit. H. Conflicts of Interest Contractor agrees that it shall not engage in any activity or conduct that would result in a violation of the Richmond County Code of Ethics. I. Confidentiality Contractor acknowledges that it may receive confidential information of the Circuit and that it will protect the confidentiality of any such confidential information and will require any of its subcontractors, consultants, and/or staff to likewise protect such confidential information. The Contractor agrees that confidential information it receives or such reports, information, opinions or conclusions that Contractor creates under this Agreement shall not be made available to, or discussed with, any individual or organization, including the news media, without prior written approval of the Circuit. The Contractor shall exercise reasonable precautions to prevent the unauthorized disclosure and use of Circuit information whether specifically deemed confidential or not. (1) The Contractor shall not disclose to anyone or any entity other than the designated Court Staff or other court-approved individuals, any description or information concerning the work produced as a result of this AGREEM ENT without written permission of the Superior Court. (2) The Contractor acknowledges that in receiving, storing, processing, sharing, or otherwise using or dealing with any treatment information, the Contractor is bound by all Federal and State laws and regulations that govern and guarantee the treatment rights of individuals receiving substance abuse treatment services. (3) The Contractor shall comply with all confidentiality laws and shall be familiar with the following monograph: Federal Confidentiality Laws and how they affect M ental Health/Drug Court Practitioners, National M ental Health/Drug Court Institute (1999). (4) The Contractor shall comply with all HIPAA and related laws and regulations dealing with releasing and sharing and medical and health care information. The Contactor shall ensure that it and its employees and agents use and disclose "Protected Health Information" of patients (as defined in the Health Insurance Portability and Accountability Act ("HIPAA") privacy roles at 45 C.F.R. § 164.501, et seq.) that The Contractor receives pursuant to this Agreement only to the extent necessary: (i) to perform its specific obligations under this Agreement; and (ii) for its own management and administration and to carry out its legal responsibilities in compliance with 45 C.P.R.§ 164.504(e)(2)(i)(A), (e)(4), and all other current or future applicable laws or regulations. Nothing in this Agreement shall be deemed to authorize The Contractor to use or disclose Protected Health Information in violation of any applicable law or regulation, including but n t limited to HIPAA privacy rules at 45 C.F.R § 164.501, et seq. (5) The Contractor shall obtain appropriate releases/waivers before releasing a participant's treatment information. (6) The Contractor shall make every effort to ensure that confidentiality of participant's identity and information is maintained, inclusive of but not limited to ensuring that the treatment location is secure (and not within the hearing range of outsiders), as well as educating participants about the confidentiality of group/individual treatment sessions. (7) The Contractor shall maintain confidentiality of the Accountability Courts participants separate from information on participants in any of its other programs at all times, regardless of relationship or family involvement among these participants. All confidentiality laws related to obtaining appropriate releases/waivers shall be followed by all concerned parties should information need to be disclosed for treatment purposes. V. TERMINATION A. The Circuit shall have the right to terminate this Agreement for any reason whatsoever by providing written notice thereof at least thirty (30) calendar days in advance of the termination date. The Contractor shall have the same right to terminate this Agreement. B. The Circuit shall also have the right to terminate this Agreement or any services noted herein for cause or other performance defect with thirty (30) days written notice to the Contractor. The Circuit shall also have the right to terminate this Agreement or any services noted herein without cause should budgeted and/or grant funds not be available. C. Upon termination, Circuit shall provide for payment to the Contractor for services rendered and expenses incurred prior to the termination date. D. Upon termination, the Contractor shall promptly discontinue all services affected, unless the notice directs otherwise. E. The rights and remedies of the Circuit and the Contractor provided in this Section are in addition to any other rights and remedies provided under this Agreement or at law or in equity. VI. NO PERSONAL LIABILITY No member, official or employee of the County shall be personally liable to the Contractor or any successor in interest in the event of any default or breach by the County or for any amount which may become due to the Contractor or successor or on any obligation under the terms of this Agreement. Likewise) Contractor's performance of services under this Agreement shall not subject Contractor's individual employees, officers or directors to any personal liability. The Parties agree that their sole and exclusive remedy, claim, demand or suit shall be directed and/or asserted only against Contractor or the County, respectively, and not against any employee, officer, director, or elected or appointed official. VII. ENTIRE AGREEMENT This Agreement constitutes the complete agreement between the Parties and supersedes any and all other agreements, either oral or in writing, between the Parties with respect to the subject matter of this Agreement. No other agreement, statement or promise relating to the subject matter of this Agreement not contained in this Agreement shall be valid or binding. This Agreement may be modified or amended only by a written document signed by representatives of both Parties with appropriate authorization. VIII. WAIVER OF AGREEMENT The County's failure to enforce any provision of this Agreement or the waiver in a particular instance shall not be construed as a general waiver of any future breach or default. IX. SOVEREIGN IMMUNITY Nothing contained in this Agreement shall be construed to be a waiver of the County's sovereign immunity or any individual's qualified good faith or official immunities. [THIS SPACE INTENTIONAL LEFT BLANK] IN WITNESS WHEREOF the County and the Contractor have executed this Agreement effective as of the dare the Chairman executes this Agreement on behalf of the County. CONTRACTOR By: Its: [CORPORATE SEAL] SIGNED, SEALED, AND DELIVERED In the presence of: W itness Notary Public [NOTARY SEAL] M y Commission Expires: RICHMOND COUNTY By: Its: [COUNTY SEAL] SIGNED, SEALED, AND DELIVERED In the presence of: W itness Notary Public [NOTARY SEAL] M y Commission Expires: Public Safety Committee Meeting 9/29/2015 1:05 PM Motion to Approve Grant-Based Service Agreement for an Accountability Court Case Manager Department:Superior Court Caption:Motion to approve Grant-Based Service Agreement for an Accountability Court Case Manager. Background:Our Accountability Court lost its contract case manager early this year, due to changes in personnel. Since then, our Coordinator and one of our Judicial Case Managers have been forced to take on the additional workload. Now that we have a new grant in place, effective July 1st, 2015, we are looking to add that contracted position back to relieve our government employees from some of the workload, as well as streamline processes for more effective functioning of the Court. The new case management agreement will run annually and concurrently with this and future grants. The position will allow for a central point of data entry and information gathering for our Drug Court program for the entire Augusta Judicial Circuit. Analysis: Financial Impact:Contractor would be paid mostly from state grand funds (90%), with the remaining 10% match coming from Drug Court Participant fees and the salary the we pay our Accountabily Courts Coordinator. Alternatives: Recommendation:Approve Funds are Available in the Following Accounts: State Adult Felony Drug Court Grant (Grant # J168004); Org Key 220022621 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission MEMORANDUM OF UNDERSTANDlNG/AGREEMENT BETWEEN STATE OF GEORGIA GEORGIA EMERGENCY MANAGEMENT AGENCY (GEMA), And AUGUSTA-RICHMOND COUNTY, GEORGIA 1. PARTIES. The parties to this Agreement are GEMA and Augusta-Richmond County located within the State of Georgia. 2. PURPOSE. The purpose of this Agreement is to set forth terms by which GEMA shall provide Emergency Evacuation Shelter equipment and other items as listed on Exhibit A to Augusta-Richmond County located within the State of Georgia to support all-hazards emergency management missions. 3. RESPONSIBILITIES. A. Obligations of Augusta-Richmond County I. Commitment to participate in annual reviews by GEMA of designated and local shelter coordination planning sessions prior to the advent of the Hurricane Season, June 1. II. Commitment to cooperate with the Georgia Emergency Management Agency (GEMA) and the American Red Cross (ARC) if the State requests that the community open an Emergency Evacuation Shelter and to notify GEMA and ARC if the local community believes that a local Emergency Evacuation Shelter should be opened. III. Commitment to participate with the American Red Cross in the hosting of annual shelter training for local volunteers and state agency staff participating in operation of Emergency Evacuation Shelters. IV. Commitment to accept Emergency Evacuation Shelter equipment and supplies provided by the Georgia Emergency Management Agency, to inventory all items at least annually, and maintain in a ready-to-use state the equipment and supplies provided. V. Commitment to notify GEMA Field Coordinator and to replace any Emergency Evacuation Shelter Initiative (EESI) Program equipment and supplies damaged or consumed in the provision of other sheltering activities in the community other than for the purposes of operating an Emergency Evacuation Shelter. VI. Commitment to work with other local public agencies, nonprofit organizations, faith-based institutions and civic volunteers in the community to provide decent, safe and sanitary shelter to those seeking safe refuge from a hurricane threatening to impact the State of Georgia. VII. Commitment to execute an annual Emergency Evacuation Shelter Memorandum of Agreement with the Georgia Emergency Management Agency or to return to GEMA equipment or supplies provided to Augusta-Richmond County for this purpose. B. Obligations of the Georgia Emergency Management Agency I. Commitment to prepare and maintain a State of Georgia Sheltering Plan which provides guidelines for the operation and administration of Emergency Evacuation Shelters. II. Commitment to conduct an annual statewide review of the Emergency Evacuation Shelter Initiative (EESI) Program and host an annual planning session with participating counties and state agencies. III. Commitment to replace any Emergency Evacuation Shelter Initiative (EESI) Program equipment and supplies damaged or consumed in the provision of hurricane sheltering actions. IV. Commitment to execute an annual Emergency Evacuation Shelter Memorandum of Agreement with Augusta- Richmond County. 4. OTHER PROVISIONS. Nothing in this Agreement is intended to conflict with current laws or regulations of the State of Georgia or Augusta-Richmond County. If a term of this agreement is inconsistent with such authority, then that term shall be invalid, but the remaining terms and conditions of this agreement shall remain in full force and effect. 5.EFFECTIVE DATE. The terms of this agreement will become effective on the 1st day of September, 2015. 6. MODIFICATION. This agreement may be modified upon the mutual written consent of the parties. 7.TERMINATION. The terms of this agreement, as modified with the consent of both parties, will remain in effect until August 31, 2016, unless earlier terminated by either party. Either party may terminate this agreement upon sixty (60) days’ written notice to the other party. 8. SIGNATURES. By signing this agreement, the signatories represent that they are authorized to sign this agreement on behalf of their jurisdiction and to bind the jurisdiction to all terms of this agreement. APPROVED BY: Honorable Hardie Davis, Mayor Jim Butterworth, Director Augusta-Richmond County Georgia Emergency Management Agency- Office of Homeland Security EXHIBIT A Radios 4 WX Radio 1 Flashlights 4 Staff Vest 8 Emergency Shelter Signs 6 Directional Arrows 6 Cots w/ blankets & pillows 6 Nursing Kits 2 Manager Kits 4 Cargo Trailer 1 48 Gallon Storage Container 2 PA Unit Hand 1 Radios 4 WX Radio 1 Flashlights 4 Staff Vest 8 Emergency Shelter Signs 6 Directional Arrows 6 Cots w/ blankets & pillows 8 Nursing Kits 2 Manager Kits 5 48 Gallon Storage Container 2 PA Unit Hand 1 Augusta/Richmond County Point of Contact - Chief Wayne Taylor 706-821-2909 Site #1 Population 420 Site #2 Population 549 Bernie Ward Center Augusta, GA Warren Road Community Center Augusta, GA EXHIBIT A Radios 4 WX Radio 1 Flashlights 4 Staff Vest 8 Emergency Shelter Signs 6 Directional Arrows 6 Cots w/ blankets & pillows 6 Nursing Kits 3 Manager Kits 5 48 gal storage container 2 PA Unit Hand 1 Site #3 Population 495 Henry Brigham Community Center Augusta, GA County ARC Training 100 Total population for Augusta/Richmond 1,464 Public Safety Committee Meeting 9/29/2015 1:05 PM MOU w/ the State of GA Emergency Management Agency Department:Fire Caption:Motion to approve entering into an MOU with the State of Georgia Emergency Management Agency to support all-hazards emergency management missions and to authorize the Mayor to execute the appropriate documents. Background:Motion to approve entering into an MOU with the State of Georgia Emergency Management Agency to support all-hazards emergency management missions and to authorize the Mayor to execute the appropriate documents. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Statement of Work for Cisco Unified Communication Application Software Upgrade from 8.5/6 to 10.6 Prepared by Logicalis for City of Augusta To the attention of: Lisa Blackwelder 530 Greene St Augusta, Georgia 30911-4406 706 821-2542 Blackwelder@augustaga.gov September 10, 2015 City of Augusta Page 2 Logicalis, Inc. CITY7064048J September 10, 2015 Contents Section 1. Professional Services ........................................................... 3 Section 2. Solution Summary ............................................................... 3 Section 3. Scope of Work ..................................................................... 4 3.1. Tasks and Activities, Deliverables ......................................................................... 4 3.2. Project Management Services .............................................................................. 8 3.3. Out of Scope ......................................................................................................... 9 Section 4. Time and Materials Price Information ................................ 10 4.1. Estimated Hours and Pricing............................................................................... 10 4.2. Travel Expenses ................................................................................................. 10 4.3. Invoicing .............................................................................................................. 10 4.4. Limitation ............................................................................................................. 10 Section 5. Resource Scheduling .......................................................... 11 Section 6. Completion Criteria ........................................................... 11 Section 7. Customer Responsibilities .................................................. 11 Section 8. General Project Assumptions ............................................. 13 Section 9. Project Change Management Process................................. 14 Section 10. Terms & Conditions........................................................... 14 Section 11. Statement of Work Acceptance .......................................... 15 Section 12. Appendices ........................................................................ 16 Appendix A. General Information City of Augusta Page 3 Logicalis, Inc. CITY7064048J September 10, 2015 Section 1. Professional Services Logicalis will provide professional services on a time and materials basis to City of Augusta (“Customer”) under the terms and conditions set forth in this Statement of Work (“SOW”). Section 2. Solution Summary City of Augusta is currently running Cisco CUCM 8.6, Presence 8.6, Unity Connection 8.6, and UCCX 8.5 with Compliance Recording across four (4) Cisco UCSC-C220-M3S hardware servers in the City of Augusta IT data center, and (1) HP hardware server at the Airport facility (as the backup subscriber for the Airport). City of Augusta is using VistaPoint Attendant Console which integrates with CUCM. City of Augusta, with the assistance of Logicalis, plans to upgrade the CUCM, Presence, Unity Connection and UCCX with Compliance Recording from 8.x to 10.6 on the existing Cisco UCSC-C220-M3S hardware servers, and on a new Cisco remanufactured UCUCSEZ-C220M3S hardware server at the Airport (to replace the aging HP server). Additionally, the City of Augusta, with the assistance of Logicalis, plans to create a “Training” team in UCCX to familiarize agents with Cisco Finesse, and to develop dashboard/wallboard for Tax Commissioners Office using the integrated Cisco Unified Intelligence Center (CUIC) dashboard designer with stock Live Data report to show agent statistics, call information and notes. City of Augusta IT will physically install the new Cisco remanufactured UCUCSEZ- C220M3S hardware server at the Airport, upgrade the VistaPoint Attendant Console and work with Logicalis consultant to integrate it with the new CUCM 10.6. The new equipment to be installed during this project follows: Qty Part Number Description UC Hardware (only) - Airport: Cisco remanufactured UCUCSEZ- C220M3S with Cisco UC Virt. Foundation 5.x, and 1-year 24x7x4 SmartNet. 1 UCUCSEZ-C220M3S- RF UCSC220M3 SFFdual4core/3.3 64GBRAM 8x300GB15K REMANUFACTURED 1 CAB-9K12A-NA Power Cord 125VAC 13A NEMA 5-15 Plug North America 1 CON-SNTP- UC220M3S SMARTNET 24X7X4 UCS C220 M3 Server 1 R-VMW-UC-FND5-K9 Cisco UC Virt. Foundation 5.x (2-Socket) 1 CON-ECMU-UCFND5 SWSS UPGRADES Cisco UC Virt. Foundation 5.0 (2-Socket 1 VMW-UC-FND5-SNS Cisco UC Virt. Foundation 5.x SnS City of Augusta Page 4 Logicalis, Inc. CITY7064048J September 10, 2015 Section 3. Scope of Work 3.1. Tasks and Activities, Deliverables Based on the information provided, Logicalis will work on the following Tasks and Activities, to provide the Deliverables (if any) as part of the Cisco Unified Communication Applications Upgrade from 8.5/6 to 10.6 project. Design Validation and Implementation Planning Tasks and Activities: Implementation Planning Logicalis will develop a written Design Validation and Implementation Plan (“DVIP”) for the project consisting of the following: · Conduct Discovery and Design Validation Sessions · Validation of the Bill of Materials against the Design Requirements · High Level Timeline · Special Considerations · Pre-Implementation Tasks · Implementation Details · Detailed Configuration Settings/Diagrams · Cutover Strategy · Test Plan · Fallback Plan A Customer representative will be required to participate during the DVIP phase to answer any project related questions and assist with the decisions that need to be made regarding the implementation. The findings of the DVIP will affect the project and may result in changes to the Bill of Material or the Scope of Work and the associated implementation time estimates and costs will increase or decrease accordingly, which will be reflected in a Project Change Request. Cisco UCM (Unified Communications Manager) Upgrades 1. Staging 1.1. Work with customer to develop an upgrade plan for Communication Manager. 1.2. Verify the necessary software is available for upgrade 1.3. Verify the needed licensing has been received 1.4. Verify current backups of the configurations exist 1.5. Verify the Voice Gateways are on a current supported release of IOS for Communication Manager Upgrade. City of Augusta Page 5 Logicalis, Inc. CITY7064048J September 10, 2015 2. Upgrade 2.1. Obtain updated license files from Cisco Licensing. 2.2. Backup existing CallManager configurations. 2.3. Install new CallManager software on the B partition of the existing hardware. 2.4. Restore previous CallManager configuration. 2.5. Perform the additional upgrades once migrated. 2.6. Verify/troubleshoot issues encountered post upgrade. 2.7. Proceed to CallManager Subscriber upon successful Publisher upgrade. 2.8. Test the CallManager Pub/Sub functionality post upgrade. 2.9. Troubleshoot the issues encountered during upgrade. 2.10. Revert back to previous version if issue resolution cannot be completed. Cisco Unified Presence Upgrades 1. Staging 1.1. Work with customer to develop an upgrade plan for Unified Presence. 1.2. Verify the necessary software is available for upgrade 1.3. Verify the needed licensing has been received 1.4. Verify current backups of the configurations exist 1.5. Verify the integrated applications, servers and workstations are on a current supported release of software for Unified Presence upgrade. 2. Upgrade 2.1. Obtain updated license files from Cisco Licensing 2.2. Backup existing Unified Communications Manager configurations. 2.3. Backup existing Unified Presence configurations. 2.4. Install new Presence software on the B partition of the existing hardware. 2.5. Restore previous Presence configuration. 2.6. Perform the additional upgrades once migrated. 2.7. Verify/troubleshoot the issues encountered post upgrade. 2.8. Proceed to Presence Subscriber upon successful Publisher upgrade 2.9. Test the Presence functionality post upgrade. 2.10. Troubleshoot the issues encountered during upgrade. 2.11. Revert back to previous version if issue resolution cannot be completed. 2.12. Verify Presence High Availability connectivity VistaPoint Attendant Console Integration City of Augusta IT will upgrade the VistaPoint Attendant Console and work with Logicalis consultant to integrate with the new CUCM 10.6. City of Augusta Page 6 Logicalis, Inc. CITY7064048J September 10, 2015 Cisco Unity Connection Upgrades 1. Staging 1.1. Work with customer to develop an upgrade plan for Unity Connection. 1.2. Verify necessary software is available for upgrade. 1.3. Verify needed licensing has been received. 1.4. Verify current backups of the configurations exist. 1.5. Verify CUCM versions Compatibility. 2. Upgrade 2.1. Obtain updated license files from Cisco Licensing. 2.2. Backup existing Unity Connection configurations. 2.3. Install new Unity Connection on the B partition of the existing hardware. 2.4. Restore previous Unity Connection configuration. 2.5. Perform additional upgrades once migrated. 2.6. Verify/troubleshoot issues encountered post upgrade. 2.7. Proceed to Unity Connection Subscriber or HA server upon successful Publisher upgrade. 2.8. Test Unity Connection Pub/Sub or HA functionality post upgrade. 2.9. Troubleshoot issues encountered during upgrade. 2.10. Revert back to previous version if issue resolution cannot be completed. Cisco Unified Contact Center Express (UCCX) Upgrades 1. Staging 1.1. Work with customer to develop an upgrade plan for UCCX Server(s). 1.2. Verify necessary software is available for upgrade 1.3. Verify needed licensing has been received 1.4. Verify current backups of the configurations exist 2. Upgrade 2.1. Install the Cisco UCCX backup utility as needed. 2.2. Execute a current backup of system. 2.3. Manually backup the scripts on the server. 2.4. Backup configurations with the Cisco Agent Desktop. 2.5. Perform pre-work to convert configurations/scripts to work under the new operating system. 2.6. Upgrade the UCCX Application on the B partition of the existing hardware. 2.7. Import configurations during installation as applicable. 2.8. Work through the installation prompts / restarts until UCCX upgrade has completed. 2.9. Upgrade the Cisco Desktop Agent on two (2) workstations for testing. Other CAD upgrades will be performed by the customer. 2.10. Enable Cisco Finesse 2.10.1. Activate finesse service 2.10.2. Develop a "Training" team, and make the members Finesse agents City of Augusta Page 7 Logicalis, Inc. CITY7064048J September 10, 2015 2.10.3. Update Finesse (Reason Codes, Wrap-up codes, etc.) via the Administrator to match what is on CAD currently 2.10.4. Modify Finesse layout as desired 2.11. Develop dashboard/wallboard using the integrated Cisco Unified Intelligence Center dashboard designer with stock Live Data report to show agent statistics, call information and notes. 2.12. Test UCCX functionality post upgrade. 2.13. Troubleshoot issues encountered during upgrade. Cisco Unified Workforce Optimization/Call Recording Upgrades Tasks and Activities 1. Staging 1.1. Work with customer to develop and upgrade plan for Workforce Optimization. 1.2. Verify the necessary software is available for upgrade 1.3. Verify the needed licensing has been received 1.4. Verify current backups of the configurations exist 1.5. Verify CUCM and UCCX are on a current supported release for compatibility with Workforce Optimization upgrade. 2. Upgrade 2.1. Obtain updated license files from Cisco Licensing. 2.2. Backup existing Workforce Optimization/Call Recording database and configurations. 2.3. Install new Workforce Optimization/Call Recording software on B partition of the existing hardware. 2.4. Restore previous Workforce Optimization/Call Recording database and configurations. 2.5. Perform the additional upgrades or Patches once migrated. 2.6. Upload the new license file. 2.7. Verify/troubleshoot the issues encountered post upgrade. 2.8. Test the Workforce Optimization/Call Recording functionality post upgrade. 2.9. Troubleshoot the issues encountered during upgrade. 2.10. Revert back to previous version if issue resolution cannot be completed. 3. Day 1 Support 3.1. Document the new equipment configurations as well as the equipment modified during the installation. 3.2. Perform a knowledge transfer of the upgrade to customer. 3.3. Sixteen (16) hours of post upgrade support is included with the upgrade. Additional support can be purchased, as required, and would be in addition to the services contained in this statement of work. 4. Documentation Review and Final Presentation 4.1. Test & Acceptance criteria sign-off by Logicalis and Customer City of Augusta Page 8 Logicalis, Inc. CITY7064048J September 10, 2015 4.2. Project completion sign-off by Logicalis and Customer. Deliverables · Design Validation and Implementation Plan · As-built documentation Customer Roles / Responsibilities · Customer will be required to provide a method for backing up the Unified Communication applications prior to beginning the upgrade process. · Customer will be required to have all media, license files, and PAK codes available and onsite prior to the upgrade. · Customer will be required to maintain current/active/valid related Cisco network and Unified Communications (CUCM, Presence, Unity Connection, and UCCX with Call Recording) applications hardware SMARTnet contracts, and related UC software support contracts. · Customer will be responsible to provide the required VMware software for UC server virtualization. · Logicalis will demonstrate loading of client plug-ins and desktop software (i.e. UCCX Agent/Supervisor Desktop, Attendant Console, Jabber desktop/iPad/iPhone client software, etc.) required on two (2) PC’s where applies. Customer will be required to uninstall and re-install the remainder of plug-ins or desktop software on client machines. Assumptions · Upgrade services contained in this statement of work do not include changing existing configurations and/or remediation of existing Communication Manager issues. Those services, if required, would be in addition to the services quoted. 3.2. Project Management Services The assigned Logicalis Project Manager will be responsible for providing the following services: Project Management (Medium Rigor) Planning · Project kick-off call agenda & notes · Project kick-off call facilitation · Identify project team and define roles & responsibilities · Resource Scheduling · Project Work Breakdown Structure (WBS) & Gantt creation · Supplemental project information management City of Augusta Page 9 Logicalis, Inc. CITY7064048J September 10, 2015 Execution · Product tracking, if applicable · Project status call agenda & notes · Weekly project status call facilitation · Weekly project status report, consisting of: 1. Overall Health Status 2. Schedule, Risk & Budget Key Performance Indicator (KPI) Reporting 3. Percentage Complete 4. Project Phase 5. High Level Accomplishments 6. Current Activities / Upcoming Activities 7. Past Due Activities 8. Project Issues 9. Financial & Hours Summary, applicable to T&M projects · Resource management & allocation · Project WBS & milestone management · Project escalations Monitoring & Controlling · Project Deliverable review and delivery, as applicable · Scope management · Document Project Change Requests (PCRs), if applicable · Timeline & budget monitoring · Project performance measurement · Risk monitoring Closing · Project closure call · Project Closure and Acceptance processing. 3.3. Out of Scope All items not specifically included in the Scope of Work section of this document are out of scope. City of Augusta Page 10 Logicalis, Inc. CITY7064048J September 10, 2015 Section 4. Time and Materials Price Information 4.1. Estimated Hours and Pricing The Professional Services listed in the Scope of Work Section will be provided on a time-and-materials basis. Logicalis estimates that it will take the estimated hours of Professional Services listed in the table below to complete the Tasks and Activities and provide the Deliverables covered by this SOW. These services will be billed at the rate(s) listed below. The pricing in this SOW does not include taxes, if any, which will be Customer's responsibility. Tasks Hours Hourly Rate Amount Cisco UC Consulting Service 174 $187.50 $32,625.00 Cisco UC Consulting Service - After Hours 12 $281.25 $3,375.00 Project Management 38 $170.00 $6,460.00 Total 224 $42,460.00 A minimum charge of 1 hour for off-site services and 4 hours for on-site services will apply. Should any work be scheduled outside of normal business hours (8:00 AM – 5:00 PM, Monday through Friday), or on a holiday, a 50% uplift to the hourly rate will apply. If the Tasks and Activities and Deliverables are not completed within the hours estimated, additional hours of Professional Services will be provided as specified in an executed Project Change Request. Please see the Project Change Management Process section below for details. 4.2. Travel Expenses Travel expenses will be tracked separately and billed directly to Customer. Travel expenses will include cost incurred from travel (airfare, rental car, mileage, tolls, and lodging). Meals, if any, will be billed at the per diem rate of $45. 4.3. Invoicing Logicalis will invoice Customer for Professional Services delivered in the Scope of Work Section on the basis of actual hours worked and subject to the minimums defined in this SOW. Invoicing will occur once per month at month end. 4.4. Limitation Should the hours of Professional Services required to complete the Tasks and Activities or to provide the Deliverables exceed the estimate in Estimated Hours Section by more than 10%, Logicalis will not perform nor invoice for Professional Services in excess of the 10% limitation until and unless such additional services are agreed to in a Project Change Request approved in writing by the parties. City of Augusta Page 11 Logicalis, Inc. CITY7064048J September 10, 2015 Section 5. Resource Scheduling Within 10 business days of receipt of the signed SOW, Logicalis will discuss scheduling the delivery of these services. Section 6. Completion Criteria This project will be considered complete when either of the following criteria is met: 1. The Tasks and Activities specified and Deliverables specified in the Scope of Work are complete, or; When the total number of hours of Professional Services delivered under this SOW reaches the number of hours of Professional Services permitted under the Time and Materials Price Information Section. Section 7. Customer Responsibilities Customer is responsible for providing and/or performing the following (as applicable to this project): 1. Provide timely access to people and information including, but not limited to, the following areas: a. Operations personnel knowledgeable of system and network administration and problem resolution flow. b. Applications knowledgeable personnel for the applications that will be running on the systems. c. Management personnel who are knowledgeable of the architecture of the project to resolve issues that occur during the project. These people shall be designated in advance and be readily available to the Logicalis consultants. To the extent possible, meetings will be scheduled in advance. However, access on an ad hoc basis may be necessary as work proceeds. 2. Ensured all sites are ready for equipment delivery. Customer is responsible for providing adequate and secure on-site storage for all product, equipment deliveries, staging and installation. 3. Ensure that any and all conditioned power (appropriate power rails and circuit breakers have been tested in the racks and cabinets where required), rack space, cable management, grounding points, air conditioning, carrier circuit installation, or other preparation work required to complete this SOW, has been completed prior to the implementation team’s arrival. 4. Provide the specified/required floor/rack space, power and network connectivity for a single timely installation of the new hardware configuration. 5. If not included as part of this project, Customer has implemented a back-up power and backup data strategy that insures the availability of mission critical data and voice equipment, and applications. 6. Customer has identified and has access to the main communications area in the occupied building. Customer ensures that all carrier circuits that are intended to connect to Logicalis provided or re-programmed equipment has been fully tested, City of Augusta Page 12 Logicalis, Inc. CITY7064048J September 10, 2015 extended, identified/labeled, and subsequently proven to be suitable to carry voice and data network traffic. 7. If not included as part of this project, Customer has procured additional required software, hardware, network wiring, patch cords, uplink cables and/or additional network equipment in a timeframe that allows work to be completed and to meet project milestones. 8. The customer has assigned implementation technicians who are deemed capable and competent to follow the implementation plan with due care and skill, and authorized to signoff and approve the required parts of the implementation. 9. Unless specifically addressed in the SOW, the customer is expected to have all copper and fiber runs identified (clearly labeled with an accompanying structured cabling map/diagram). Improperly labeled (or no labels) on runs may require a Tone/Test and Tag Project Change Request and a Project Delay Fee. 10. Schedule and facilitate ‘down-time’ for systems and applications during certain periods during the project. 11. Provide appropriate work areas for Logicalis consultants when they are on-site. This includes a quiet work area, telephone access, printer access, Internet access, and fax access. 12. Provide all necessary security access to the locations where the work is to be delivered, as well as the passwords, equipment, etc. required to successfully complete this project. 13. Customer ensures that the work environment is free of hazardous materials and free from asbestos. Customer is responsible for supplying Logicalis with any information concerning safety issues and/or hazardous material for disclosure to all Logicalis and third-party employees working on the project. 14. Provide all the necessary support agreements for the software that is needed for the environment. 15. To have any and all licensing issues related to the movement of applications understood and resolved. New license key codes, if required, are obtained. 16. To have all application sources readily available in the event of having to reload applications from scratch. 17. If not included as part of this project, Customer shall have performed all required backups and/or data migrations of existing data prior to work being performed by Logicalis technical specialist(s), unless otherwise agreed to via a Project Change Request. 18. If remote access is required then Customer will allow VPN connectivity. If VPN connectivity is not permitted then a Project Change Request may be required. 19. Customer acknowledges that during the performance of services, Customer may be asked to download software as part of such services. In downloading such software, Customer affirms that it has received the software from Logicalis for use in its internal systems only and will use the software internally according to the instructions set forth by Logicalis. 20. Customer is responsible for obtaining all permits, licenses, and right of ways necessary for the completion of this project, including but not limited to building and city requirements. 21. Customer has finalized all contract negotiations with third-party suppliers for hardware, software, physical plant requirements, and/or additional network equipment. Customer will provide Logicalis with an updated list of all third-party City of Augusta Page 13 Logicalis, Inc. CITY7064048J September 10, 2015 contacts, as well as Customer’s assigned project coordinator and all contacts necessary to facilitate this SOW. 22. Any Customer and third-party vendor actions that either accelerate or postpone Logicalis project responsibilities may result in a change to the SOW and a subsequent Project Change Request. 23. Customer will communicate any issues or changes to both the original project plan or this SOW to Logicalis immediately upon discovery. 24. Customer acknowledges that it has five (5) business days after receipt of Project Closure and Acceptance (PCA) form to review the deliverables for the project and deliver to Logicalis the signed PCA, or alternatively, a written notification clearly describing a specific project element's failure to meet identified specifications. If Customer does not return the PCA or a written notice of nonconformity within such time period, the Project will be deemed accepted on the 6th business day after receipt of the PCA. Section 8. General Project Assumptions Several general project assumptions are included in this SOW. General project assumptions include but are not limited to: 1. Logicalis assumes Customer will procure and have readily available appropriate hardware, licenses for software products, and features that are applicable to this project. 2. If applicable, travel that is included in Logicalis projects is quoted assuming three (3) weeks advance notice. All travel expenses that are incurred with less than three (3) weeks' advance notice will be subject to price adjustments. 3. One or more Logicalis Representatives may perform work on-site during implementation. Customer agrees that a designated and responsible Customer representative will be present at all times when a Logicalis Representative is on-site. 4. All hardware, software, and licensing related to this project is readily available and in full working order (not necessarily configured) and has a copy of the correct OS image loaded, where applicable. 5. The project will involve some ‘knowledge transfer.’ The purpose of transfer of technology knowledge is to explain functionality provided by Logicalis’ Professional Services delivered for the Project and to provide a high level overview of how that functionality may be utilized by Customer. Knowledge transfer is not intended to replace the manufacturers’ formal instruction/classes. 6. Adequate staffing and project management is included in this SOW. If the Customer accelerates their timeline, additional staffing or overtime to meet the new deadlines may be required. Changes to the Customer's schedule must be communicated to the Logicalis Project Manager in writing within 24 hours of the change. 7. All communication that affects the technical aspects of the project will be directed through the Project Manager or other appointed personnel. 8. Review meetings will be held at milestone points in the project. These meetings are intended to facilitate discussion regarding project timelines. The availability of Customer’s management and support personnel is critical to this project and Customer representation at these meetings is essential. 9. Following project completion, a non-emergency incident intake contact line is available at (248)232-5780 or (888)311-7822. Emergency calls should be directed to City of Augusta Page 14 Logicalis, Inc. CITY7064048J September 10, 2015 your Account Executive or if you have a Managed Service support contract (248)341-2500 or (877)963-8279. Should any of the above assumptions prove to be incorrect or incomplete, Logicalis may modify the price, scope of work, or if applicable, project milestones. Any such modifications shall be managed by the Project Change Management Process set forth in this SOW. Section 9. Project Change Management Process Changes to the project scope will be negotiated separately through a mutually-approved Project Change Management process. In the event either party desires to change this project, the following procedures shall apply: 1. Either party shall notify the other party of any requested changes. Logicalis will deliver a Project Change Request to Customer for review and execution. The Project Change Request will describe the nature of the change, the reason for the change, and the effect the change will have on the scope of work, which may include changes to the Tasks and Activities, Deliverables, Project Price and/or the schedule. 2. If both parties agree to implement the Project Change Request, the appropriate authorized representatives of the parties will sign the Project Change Request, indicating the acceptance of the changes by the parties. 3. Each executed Project Change Request will be incorporated into, and made a part of, this Statement of Work. 4. No party is under any obligation to proceed with the Project Change Request until such time as the Project Change Request has been agreed upon by both parties. In the event of a conflict between a Project Change Request’s Scope of Work and that set forth in the original Statement of Work, or previous fully executed Project Change Request, the most recent fully executed Project Change Request shall prevail. Section 10. Terms & Conditions 1. This SOW is for services only and the pricing shall remain valid for 90 days from date of issuance of this SOW to Customer. 2. The pricing and services identified in this SOW are only valid for one year following the signed date of acceptance of this SOW. 3. The delivery of services will be performed at a Logicalis facility and/or Customer’s location specified in the Statement of Work Acceptance section or provided to us prior to the commencement of services under this SOW. 4. The terms of the Master Solutions Agreement between Augusta, GA and Logicalis, dated 2/2/2015, are incorporated herein by reference. City of Augusta Page 15 Logicalis, Inc. CITY7064048J September 10, 2015 5. Only activities identified in this SOW will be performed. If other work is desired or additional activities are identified, a Project Change Request or new SOW will be required prior to completion of that work or those activities. Section 11. Statement of Work Acceptance Cisco Unified Communication Application Software Upgrade from 8.5/6 to 10.6 Consulting from Logicalis for City of Augusta Time and Materials Services: Estimate: $42, 460.00. (224.00 hours @ the hourly rate(s) noted above in subsection Estimated Hours and Pricing. Travel expenses not included). Acceptance: To confirm our retention and authorize work to begin on your engagement, please return two (2) signed copies of this document along with a copy of the Purchase Order, if required. Alternatively, you may FAX a copy to (248) 232-5412. Upon acceptance by Logicalis, a counter-signed copy will be returned to your attention. Any reference to a customer Purchase Order or P.O. number does not indicate Logicalis acceptance of terms and conditions referenced on/attached to any such P.O. Accepted By: City of Augusta Accepted By: Logicalis, Inc. Signature Signature Printed Name Printed Name Title Title Date Date City of Augusta P.O. Number (if provided) Logicalis Engagement Number (when available) Billing Contact: Billing Contact Correction: Lisa Blackwelder City of Augusta 530 Greene St Augusta, Georgia 30911-4406 706 821-2542 Cc: John Stone, Bill Penrod, Charles Lan City of Augusta Page 16 Logicalis, Inc. CITY7064048J September 10, 2015 Section 12. Appendices Appendix A. General Information City of Augusta Page 17 Logicalis, Inc. CITY7064048J September 10, 2015 Appendix A. General Information Contacts Local Contact John Stone, Account Executive 3440 Preston Ridge Rd. Suite 200, Alpharetta, GA, 30005 Tel: (770) 325-2112 John.Stone@us.logicalis.com Legal Notices Logicalis, Inc. ATTN: Legal Services 34505 W Twelve Mile Rd, Suite 210 Farmington Hills, MI 48331 Document Information File Name CITY7064048 Creation Date July 15, 2015 Print Date September 10, 2015 Copyright Information © 2014 Logicalis, Inc. All trademarks are acknowledged. All rights reserved. Freedom of Information Many of Logicalis’ customers are in the public sector and Logicalis is well aware of the obligations imposed on its public sector customers by the United States Freedom of Information Act (‘FOIA’). Logicalis’ policy is to co-operate with its public sector customers to assist them in meeting their obligations under the FOIA. Logicalis considers that the following sections of this Response are confidential or commercially sensitive and that disclosure of all or part of the information contained in these sections may harm Logicalis’ commercial interests: Costs Section: Disclosure of Logicalis’ costs to competitors is likely to give those competitors an unfair advantage in competing against Logicalis in future bids and may reduce the competitiveness of future tenders. City of Augusta Page 18 Logicalis, Inc. CITY7064048J September 10, 2015 Customer References: Information relating to customers is frequently protected by confidentiality obligations where disclosure is permitted only for specified purposes, such as providing details to potential new customers. Disclosure of this information to others may be in breach of these confidentiality obligations and disclosure of this information to competitors may harm Logicalis’ commercial interests by assisting competitors to compete for business from those customers. Solution Design: The solution has been derived from the intellectual effort, knowhow and expertise of Logicalis staff and consultants and may contain proposals that are original or innovative. The disclosure of this information to Logicalis’ competitors may give them an unfair advantage in competing with Logicalis in future similar projects. Public Safety Committee Meeting 9/29/2015 1:05 PM Unified Communications Upgrade Department:Information Technology Department Caption:Approve Logicalis to upgrade Augusta’s Unified Communications Application Upgrade from 8.5/6 to 10.6. Background:The City of Augusta is currently using software for managing our Voice-Over-Internet-Protocol (VOIP) phones that is at its end-of- life. Augusta is also using related software packages that are integral to operations in multiple departments, including 311, Tax Commissioner’s Office, and the Utilities Call Centers. It is necessary to upgrade the Call Manager software, the Unified Communications Center Express software, and the Compliance Recording software in order to maintain the operational and support status of Augusta’s telephony solution. Analysis:Augusta’s VOIP software is Cisco Unified Call Manager 8.6. The city also uses other software and licenses in order to support day- to-day operations across the enterprise (all departments) as well as specialized tools in the call centers managed by 311, the Tax Commissioner’s Office, and Utilities. Version 8.6 is approaching end-of-life, meaning that it will no longer be supported by Cisco starting next year. The proposed upgrade will move Augusta to version 10.6. An important addition to the capability of the software in version 10.6 is that it will be able to provide a “dashboard” for the call centers so that they can distribute call volume more efficiently and assess the quality of the customer experience. Additionally, the new Cisco Agent Desktop software used by the clients (end users) will be browser-based, eliminating the need for Information Technology to perform hands-on installations at each customer PC. Finally, the 10.6 version of the software has enhanced stability over the previous versions, which should reduce the necessity to perform routine maintenance tasks on a frequent basis. Logicalis is the vendor of choice for this solution because they have performed all the Cisco installations and upgrades for Augusta. They have performed configuration tasks on equipment, developed call flows, created custom programs, and provided technical support for our solution. See attached Scope of Work (SOW). Financial Impact:Funds are available in Information Technology’s approved 2015 budget. ($25,000 101015410-5223110) ($17,460 272015410- 5424220) Project Total ($42,460) Alternatives:Continue using current version without manufacturer support. Recommendation:Approve Logicalis to upgrade Augusta’s Unified Communications Application Upgrade from 8.5/6 to 10.6. Funds are Available in the Following Accounts: $25,000 101015410-5223110) ($17,460 272015410-5424220) Project Total ($42,460) REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Law. Administrator. Clerk of Commission