Fort Walton Beach Council agenda — 11-13-2007 regular agenda — reading text

1st 2nd Vote: 4 Agenda Item Number: C  CITY OF FORT WALTON BEACH, FLORIDA c MEMORANDUM DATE: November 8, 2007 TO: Joyce Shanahan, Gty Manager FROM: David Jenzen, IT Director SUBJECT: Renewal of IBM is Hardware/ Software Maintenance and Support Contract BACKGROUND The Gty of Fort Walton Beach installed the IBM AS/ 400 computer system in August of 1994. Included in the installation was an agreement with IBM for hardware maintenance and support services. The original agreement was updated in October 1998 when we upgraded the AS/ 400 for the installation of the Public Safety System. In October of 2001 the contract was renewed again for a three year tenn. In December of 2003 the IBM AS/ 400 computer system was replaced with an IBM is system 520 computer. At that time a three year hardware and maintenance contract was i purchased for the system. The IBM maintenance contract is due to expire on December 16, 2007. The IBM is computer system is vital to the operations of the Gty. It is the computer system that hosts most of the Gtis computer software. All of the SunGard HIE applications including financial, utility billing, business receipts, building pennits, code enforcement, fleet maintenance, work orders and public safety. It is used on a daily basis by up to 250 users at time. The IBM maintenance contract provides for hardware repair, operating software upgrades and software support. DISCUSSION The IBM is system maintenance contract has been budgeted in the 2007 - 2008 budget and approved by Council. Although $33, 990 was the projected cost of a three year maintenance contract, the actual cost will be $ 30, 180. A savings of $3, 810 was obtained by dropping support on the IBM impact printer and the removal of the HM:c,hardware management console, from the contract. RECOMMENDATION That the Gty Council authorize the Gty Manager to sign the IBM maintenance agreement provide through HIE VAR,LLC. The agreement will be for the period of December 17, 2007 to December 16, 2010 in the amount of $30, 180. If approved,funds are budgeted for Contracts). c this putpose in account number 001- 1400- 513- 4610 (Maintenance C: Documents \ and Settings \ cjones. FWB- L.AN\ Local Settings \ Tempor.uy Internet Files \ OLK20E \ IBM is maintenance memo. doc c Attachments: 1. ffiM three year maintenance contract quote~provide by HTE VAR LLC 2. IBM Statement of Work ~ eement. Concur / Do Not Concur Joyce Shanahan City Manager c c 20f2 U: \MIS \ Contracts \ IBM is\ IBM is maintenance memo. doc  co co co CO CO s:: s:: s:: s:: s:: q I: en t) J en s; o W ro 0' t) s: c: irft 3 i~ Q) I OJ g w w c:n s:: en o 1~ Q) t) i" 3. t) Q c t) 3:: CD en w J I Q) J I CJ1 J t) CD 4' n. Q' f c:n c.. o @ in en E J a 3 en t) J: I t) m t) m 3: C' t) I: D I>> I'.) t en Q. I) C5 0000& 00 I>> t< ." oooo&~ t 0 n. s. I) I :: o~ E p Q. I>> CD CD CD CD C cn= I) o o I'.) o o 0 en en 00 en 0000& 5: 1 o 0000&= 1 OJ I>> D ( a t D I>> 3 0 CJ1 CJ1 z CJ1 0'" I'.) I'.) o I'.) oooo&~ T 3:::: o o o o~ I>> J: I m D I I r~ w w fd w I>> I cc CO CO CO o CO CO o CO D C r- CD m m Z m r::: en o I) I'.) en en en j; 3 i' 3 j; 3 j; 3 o o o o o 00 o 00 en 0 c:. 0 o CJ1 w o o o o o b b b b o o o o CD X CJ1 I'.) CD X CJ1 Z X CO J o o N e f\) o o I c~ s:  Statement of Work for ServiceElite C Both of us agree to add the following Services as part of our Service Elite contract. iSeries Software Services Alert provides automatic weekly notification of the following for selected IBM Products: 1) High Impact and Pervasive Authorized Program Analysis Reports ( called " HIPER APARS") and 2) any Program Temporary Fixes IBM discovers to be defective (called " PE PTFs"). IBM provides notification via your choice of available delivery methods. IBM Responsibilities IBM will provide you Alert notifications regarding each of your specified iSeries systems based on the parameters you choose when setting up this Service. If you implement IBM Service Agent, IBM will tailor the maintenance information that it provides to you for your specific environment. Your Responsibilities If you do not currently have an IBM Registration 10, you agree to obtain one at httDs:/Iwww. ibm. com/ accounUDrofile/ us? Daae= rea. The IBM Registration 10 must be used to 1) access the Alert Web site, 2) set up your preferences for Alert notifications, and 3) indicate which type of notifications you choose to receive. pSeries Software Services Machine Control Program Remote Support This remote support Service is provided only for Machine Control Programs. The term " Machine Control Program" (" MCP") means code delivered with an IBM Machine that executes below the external user interface ( Le., is implemented in a part of storage that is not addressable by user programs). ' IBM will provide you remote assistance ( via telephone from IBM' s support center or via electronic access) in response to your routine installation, configuration, and usage ( how- to) questions pertaining to MCPs on your covered IBM Machines. This assistance is provided during normal business hours ( 8 a. m. to 5 p. m. in the local time zone where you receive the Service, Monday through Friday, excluding national holidays). For an additional charge,* you may upgrade your Service hours of coverage to 24 x 7. Remote Support does not include assistance for 1) the design and development of code, 2) your use of a MCP in other than its specified operating environment, 3) use on other than the specified machine, or 4) failures caused by products for which IBM is not responsible under this Service. This Service does not include on- site assistance at your location. This 1) Statement of Work, 2) its applicable Transaction Documents ( e. g., Attachments, Schedules, and Change Authorizations), and 3) the IBM Customer Agreement ( or an equivalent agreement in effect between us) identified below comprise the complete agreement regarding the Services described in this Statement of Work and its applicable Transaction Documents and replace any prior oral or written communications between Customer and IBM. In entering into this Statement of Work, neither party is relying on any representation that is not specified in the Statement of Work or the