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HomeMy WebLinkAboutC-7691-1 - Statement of Work - Exchange 2016 Design and Pilot using Microsoft Deployment Planning Services (DPS) FundingSTATEMENT OF WORK Project Name: Exchange 2016 Design and Pilot using Seller Representative: Microsoft Deployment Planning Services Richard Adams (DPS) Funding 8055590563 richada@cdw.com Customer Name: Newport Beach Police Department CDW Affiliate: CDW Government, LLC. Date Requested: May 13, 2019 Solution Architect: Andrew Hunkins Seller Services JJ Joson Manager: Version: 3.0 This statement of work ("Statement of Work" or "SOW") is made and entered into on the date this SOW is signed by both parties (the "SOW Effective Date") by and between the undersigned, CDW Government, LLC. ("Provider", "Seller" and "we") and Newport Beach Police Department ("Customer" and "you"). PROJECT DESCRIPTION PROJECT SCOPE During the engagement Seller will utilize Seller's experience with Microsoft Exchange Server 2016 to make recommendations on how to best utilize the technology to meet Customer's objectives. In addition, Seller will leverage the knowledge gained through previous deployments to avoid potential issues. This engagement will: • Develop a clear vision of the high-level solution goals and constraints. • Unify the project team behind a common vision. • Identify business and technical requirements for the Exchange Server 2016 design. • Determine the appropriate end -state Exchange Server 2016 design. • Present the required DPS material required by Microsoft. • Define sequence of tasks required for successful implementation. • Implement and pilot the solution in the production environment. • Provide one or more detailed documents created specifically for Customer. APPROACH Seller will utilize a phased approach to achieving the goals outlined above. For the purpose of this SOW, the following phases will be utilized to achieve the objective stated above. Page 1 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila PROJECT KICK-OFF MEETING Prior to the kick-off, Seller will provide Customer with a Pre -Engagement Questionnaire. This document will be used to establish a working understanding of your current environment. Areas of focus include: • Directory Services Infrastructure • Network Topology • Overview of current environment • User population and distribution • Administrative practices and procedures (including change control) If this documentation currently exists and Customer are willing to provide it to Seller, this can be submitted instead of the questionnaire. Seller will begin with a project kick-off meeting with your core project team. The kick-off meeting will last approximately one hour and will include: • Introductions of Customer and Seller team members • Establishment of roles and the project schedule • Knowledge transfer and review of your company and vision • Review of this Statement of Work • Review of Pre -Engagement Questionnaire or equivalent and clarification of questions • Review of design session goals • Requirements definition PLANNING AND DESIGN SESSIONS Seller will work with the appropriate project team members and stakeholders from your company in a series of formal and informal session and discussions regarding the current and end -state design of your infrastructure. Active participation and presence from key members of your staff is imperative during this time to ensure requirements are clearly defined and validated and that the design is based upon those requirements. Seller will leverage industry leading practices and our extensive experience to develop a comprehensive, scalable, robust, and secure end state design. PLANNING SESSION The Planning Sessions are a series of interactive meetings with key members of your organization including business and technical stakeholders as well as the project team. These discussions will focus on identification of business and technical requirements and assumptions. Seller will also provide a mapping of how those requirements can be met with Exchange Server. Any requirements which cannot be met will also be called out. At the conclusion of this session the project team will have a clear understanding of how Exchange Server will be able to assist in meeting your business objectives. • Current Environment review o Active Directory o Messaging Environment o Network • Requirements gathering and validation o Business requirements o Technical requirements Page 2 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila • Map requirements to Exchange Server • Identify requirements not met by Exchange and recommend potential alternatives DESIGN SESSION In order to meet the requirements of the Microsoft Deployment Planning Services program, the following topics must be included in this engagement. • Exchange Overview Session — includes delivery of the Exchange Overview presentation and creation of the problem statement. • Envisioning Workshops — Technical sessions covering a range of topics. These sessions introduce Customers to the features and functionality of Exchange Server and attempt to show how those features could be deployed to help meet Customers' requirements. Details of these workshops are described in the design session description below. • Creation of a Solution Concept — This is a description of the high-level solution ideas that were derived from the various Envisioning Workshops. It should describe how product features could work together to solve the problem statement and meet the identified requirements. The solution concept is the initial step towards a solution design and is the starting point for future detailed design discussions. Based on the requirements identified in the Planning session, Seller will work with the project team to determine the end state Exchange design. During the design sessions, priority will be placed on quickly identifying the resources and system changes necessary for the production implementation. In some circumstances the items listed below may have been identified prior to the design session. Potential resources include: • Server (physical or virtual) acquisition, installation and configuration • Data storage • Network devices such as load balancers or reverse proxies • Additional required licenses • Certificates Potential changes include: • Storage configuration • Active Directory remediation • Active Directory schema changes • Implementation of firewall and web proxy rules • Software updates to current environment to support compatibility with the new version Seller will make every effort to identify these resources and changes as early in the design process as feasible. In some cases, Customer may need several days or weeks to meet with responsible stakeholders, acquire the identified resources, or implement the necessary changes. This may affect the timeline for the production implementation. Based on the requirements identified in the Planning session, Seller will work with the project team to determine the end state Exchange design. • Deployment Options o Administrative Model and Delegation • Core System Design o Directory Integration and Authentication Page 3 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila • Active Directory and Namespace Integration • Public Key Infrastructure o Client Access • Name space design • Service Discovery • Web Publishing for Remote Access • Load Balancing • Mobile Devices Support • Legacy client protocols • Mobile Device Management • Server Requirements o Transport • Name space design • Routing • Address Policies • TLS Encryption with external domains • Server Requirements • Hardware Requirements consolidation and review o Role colocation o Virtualization o Network, Ports, Addresses & Bandwidth • Licensing Requirements o Microsoft Licensing Requirements o Third -party Software Requirements PILOT AND DEPLOYMENT PLANNING During the design sessions, the hardware, software and services required to implement the solution will have been identified. During this phase, cost will be assigned to these resources and used to develop a Bill of Materials. Hardware and software quotes will be compiled. Tasks will be defined, resources will be assigned, and timelines will be created for the deployment of the solution. It will be the responsibility of Customer to provide quotes or pricing for any of the identified resources if those resources are to be provided by a party other than Seller. At the conclusion of this phase Customer will have a clear understanding of the costs that will be incurred to implement the solution as well as a timeline for the complete deployment. • Project Plan o Work Items o Milestones & timeline o Resource Allocation Effort and Duration Estimates o Dependencies BUILD & PILOT Seller will assist with the implementation and configuration of the Exchange Server 2016 infrastructure as specified in the sessions. Any testing requirements identified during the design or planning phases will be conducted at this time, prior to the production implementation. Page 4 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila The expected deployment will consist of • One Exchange 2016 Server running all server roles Coexistence with Exchange Online will not be configured as part of this project Exchange Unified Messaging will not be configured as part of this project Access from external networks will be provided using existing infrastructure (VPN, Web Publishing/reverse proxy and/or terminal services). Monitoring, backup and recovery services will be implemented using the same infrastructure that provides these services to the current environment. There are a multitude of factors which can impact the total number of servers that must be deployed. These factors will be discussed in detail during the Planning and Design sessions. If the outcome of the design stipulates a different number of servers than specified above will be required, then the hours associated with this component will need to be updated via a project change request. Seller will implement the Exchange configurations required for coexistence and interoperability for all devices and systems deployed during this phase based on the previously established design. Seller will provide guidance and recommendations for configuration changes to the existing environment to enable coexistence, but the implementation of these configuration changes will be the responsibility of Customer. Due to the changes in how public folders are stored, legacy Exchange mailboxes are unable to access the public folder hierarchy on Exchange 2016 servers. However, user mailboxes on Exchange 2016 servers can connect to legacy public folders. Due to this constraint public folders will not be moved to Exchange 2016 as part of the Pilot. Validation that Mailboxes on Exchange 2016 can access legacy Public Folders will be included within this pilot. A pilot group of 25 Mailboxes will be transitioned to the new environment. This pilot period will be used to refine and validate the transition process and gather feedback on the impact to end users. Applications which depend on the legacy systems will not be migrated during the pilot. At the conclusion of the pilot, the legacy system will remain in place to allow Customer to transition the remaining mailboxes independent of Seller after project closure. If public folder migration or legacy server decommissioning is desired after Customer has transitioned all mailboxes, Customer plans to engage Seller under a separate and additional project. CLOSURE A closure meeting will be held with Seller at the conclusion of the project to verify that all of your business and technical requirements have been satisfied. Formal transfer of documentation under Item(s) Provided to Customer will also occur at this meeting. PROJECT MANAGEMENT Seller will assign a project management resource to perform the following activities during the project: Kickoff Meeting. Review SOW including project objectives and schedule, logistics, identify and confirm project participants and discuss project prerequisites. Page 5 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila • Project Schedule or Plan. A project schedule that details the schedule and resources assigned to the project. • Weekly Status Meetings and Reports. Status meetings will be conducted on a weekly basis. During these meetings, Seller and you will discuss action items, tasks completed, tasks outstanding, issues and conduct a budget review. • Change Management. When a change to a project occurs, Seller's project change control process will be utilized. • Project Closure Meeting. The project team will meet to recap the project activities, provide required documentation, discuss any next steps, and formally close the project. PROJECT ASSUMPTIONS 1. The internal/corporate network utilizes a single, continuous, fully routable private address space. Internal Customers have direct access to internal servers. Internal systems are not directly accessible from public networks. External Customers must establish connections to secure intermediary device which will proxy or route connections to internal resources on the Customers' behalf (VPN, Terminal Server, reverse proxy, etc.). 2. The configuration and management of all systems which will be involved in the deployment are under the control of your organization, either directly or through a third party. Seller may request configuration changes to these devices and Customer will implement these changes pending established change control procedures. 3. All hardware and software that will be implemented as part of this project or that will be configured during the course of this project is covered under a vendor approved support SOW. 4. The Exchange Organization is in Native Mode. 5. There are no Exchange Servers version 2007 or earlier. 6. All Exchange 2010 Servers are running Service Pack 3 RU 11 or later. 7. No on-site work; all remote. 8. Customer acknowledges that Seller may earn a Microsoft incentive payment if Customer purchases Microsoft products from Seller. Furthermore, Customer hereby consents to Seller receiving any such payment from Microsoft and has no objections in relation thereto. 9. Customer will create eleven (11) Microsoft Skype & Exchange Deployment Planning Service (S&EDPS) vouchers and provide the voucher to Seller prior to the start of this engagement. 10. Each DPS Voucher has a funding value of $1,000. t 1. Services will not be delivered until Seller receives valid Deployment Planning Services (DPS) vouchers from Customer. 12. DPS vouchers expire 180 days after Customer creates DPS vouchers. If services are not completed prior to voucher expiration, Customer will be responsible for total services fees due. 13. Microsoft requires a Planning services items provided per each DPS funded engagement. Planning services document(s) must be approved by Microsoft in order to receive funding. In the event the document(s) are not approved by Microsoft, Customer will be responsible for total services fees due. CUSTOMER RESPONSIBILITIES 1. Communicate all material project matters to Seller's contact person. 2. Third -party application compatibility and support. 3. Provide at least one qualified technical person with system administration responsibilities. 4. Provide qualified personnel at your location (or any other location designated by you where services are to be provided) to support your existing equipment. Page 6 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila 5. Provide other full-time, qualified, knowledgeable personnel who will perform your obligations under this SOW; make timely decisions necessary to move performance of the services forward; participate in this project to the extent reasonably requested by Seller; and reasonably assist Seller with its performance of the services. 6. Provide Seller's personnel with appropriate levels of access and privilege to systems and information necessary for Seller's performance of the services. 7. There are at least two Active Directory Global Catalog servers, located in the site where the system will be installed, running Windows Server 2008 R2 or later. These servers currently average less than 50% processor utilization during peak times. The domain and forest functional levels are at least Windows Server 2008 R2 native. 8. All servers (physical or virtual) and network devices to be utilized in the deployment will be procured, assembled, installed and configured with the base operating system and network configuration prior to Seller consultants beginning work on those systems. 9. All software media and corresponding licenses and/or product keys will be provided prior to Seller consultants configuring these products. 10. All required certificates will be procured prior to deployment and will be provided to Seller consultant(s) or will be installed by your staff under the supervision of Seller consultant(s). 11. If the deployment of the solution drives configuration changes and/or upgrades other systems in environment, including but not limited to backup software, anti-spam/antivirus, security/firewall, and/or other gateway products, these changes and the associated costs are not the responsibility of Seller. 12. Mail data associated with a mailbox but stored outside of the exchange system must be restored to the mailbox prior to migration. For example, if a third -party archiving solution is currently employed, in the source environment, but will not be employed or will be replaced in the target environment. 13. Seller consultants will provide guidance on Customer configuration but will not be responsible for the installation of software or configuration of Customer devices. 14. Deployment beyond the pilot group. 15. Customer will create eleven (11) Microsoft Skype & Exchange Deployment Planning Service (S&EDPS) vouchers and provide the voucher to Seller prior to the start of this engagement. OUT OF SCOPE Specific tasks outside this SOW include, but are not limited to: 1. Formal Training 2. Process and/or Build Documentation 3. Migration of applications from the legacy system 4. Network assessment or design 5. Active Directory remediation 6. Active Directory Federation Services 7. Compliance and Archiving Workshop 8. Unified Messaging 9. High Availability 10. Disaster Recovery 11. Office 365 12. Exchange 2019 13. Third -party apps 14. pst file migration Page 7 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila 15. Public Folder migration 16. Legacy server decommissioning 17. Multi -factor authentication 18. Cross -forest migration 19. Deployment beyond the pilot group 20. Travel / on-site presence by Seller personnel Services not specified in this SOW are considered out of scope and will be addressed with a separate SOW or Change Order. ITEM(S) PROVIDED TO CUSTOMER The following will be provided to Customer by the completion of this project. Table 1 — Item(s) Provided to Customer Item Description Format Engagement Findings Document that defines the business and technical PDF with architecture and Recommendations - requirements and how the new solution will meet these diagram Exchange 2016 requirements. It is required documentation for engagements leveraging Microsoft Deployment Planning Service Vouchers. Exchange Server 2016 Document that defines the business and technical PDF with architecture Planning and Design requirements and how the new solution will meet these diagram requirements. It will also provide a detailed list of the resources that will be required to implement the new solution. Implementation Plan Project plan detailing tasks, milestones, and timelines for Microsoft Project implementation of and migration to the new solution. Document SOW SOW for the subsequent phase(s) of the project (public PDF folder migration and legacy server decommissioning), if requested. PROJECT SCHEDULING Customer and Seller, who will jointly manage this project, will together develop timelines for an anticipated schedule ("Anticipated Schedule") based on Seller's project management methodology. Any dates, deadlines, timelines or schedules contained in the Anticipated Schedule, in this SOW or otherwise, are estimates only, and the Parties will not rely on them for purposes other than initial planning. TOTAL FEES The total fees due and payable under this SOW ("Total Fees") include both fees for Seller's performance of work ("Services Fees") and any other related costs and fees specified in the Expenses section ("Expenses"). Unless otherwise specified, taxes will be invoiced but are not included in any numbers or calculations provided herein. Page 8 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila Microsoft will provide funding in the amount of $11,000.00 ("Funding"), provided that Microsoft Corporation ("Microsoft") approves funding prior to the date of invoice hereunder. Consultant scheduling is dependent on assignment of the eleven (11) S&EDPS vouchers by Customer to Seller. Customer acknowledges and agrees that Microsoft reserves the right to audit all services provided to confirm program requirements are satisfied prior to release of said funding. Funding must be used prior to the expiration date defined by Microsoft. If Customer breaches any part of the agreement with Microsoft in conjunction with the funding or overarching program, Customer will be responsible for payment for all Services performed under this SOW. The Funding will be applied to the Services Fees. Once the Funding has been exhausted, Seller's invoice(s) will reflect the balance of any fees due. SERVICES FEES Services Fees hereunder are FIXED FEES, meaning that the amount invoiced for the Services will be $17,532.00. The invoiced amount of Services Fees will equal the amount of fees applicable to each completed project milestone, as specified in Table 2. Table 2 — Services Fees Project Milestones Percentage Fees SOW Signature 100% $17,532.00 Subtotal $17,532.00 Microsoft DPS (-$11,000.00) Total $6,532.00 EXPENSES All services under this SOW will be performed remotely; therefore, neither travel time nor direct expenses will be billed for this project. The parties agree that there will be no travel required for this project. CUSTOMER -DESIGNATED LOCATIONS Seller will provide Services benefiting the locations specified on the attached Exhibit ("Customer -Designated Locations"). Page 9 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila PROJECT -SPECIFIC TERMS 1. Customer is responsible for providing all physical and communications access, privileges, environmental conditions, properly functioning hardware and software, qualified personnel, project details, material information, decisions/directions, and personnel and stakeholder interviews that are reasonably necessary to assist and accommodate Seller's performance of the Services ("Customer Components"). 2. Seller is not responsible for delays in performance directly caused by the unavailability of the Customer Components and will have the right, with prior written notice and after a reasonable opportunity for Customer to correct the failure, to reassign Seller personnel to work unrelated to this SOW and the services hereunder or to invoice Customer for time Seller personnel are thereby idled if reassignment is not feasible. 3. Both parties will treat all employee personally identifiable information as confidential per the Agreement. 4. Customer will provide in advance and in writing, and Seller will follow, all applicable Customer safety and security rules and procedures. 5. Customer is responsible for security at all Customer -Designated Locations; Seller is not responsible for lost or stolen equipment. 6. This SOW can be terminated by either party without cause upon at least fourteen (14) days' advance written notice. Page 10 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila SOW TERMS AND CONDITIONS CONTACT PERSON(S) Each Party will appoint a person to act as that Party's point of contact ("Contact Person") as the time for performance nears and will communicate that person's name and information to the other Party's Contact Person. The Customer Contact Person is authorized to approve materials and Services provided by Seller, and Seller may rely on the decisions and approvals made by the Customer Contact Person (except that Seller understands that Customer may require a different person to sign any Change Orders amending this SOW). The Customer Contact Person will manage all communications with Seller, and when Services are performed at a Customer -Designated Location, the Customer Contact Person will be present or available. The Parties' Contact Persons shall be authorized to approve changes in personnel and associated rates for Services under this SOW. PAYMENT TERMS Customer will pay invoices containing amounts authorized by this SOW within thirty (30) days of Customer's receipt of the invoice. Any objections to an invoice must be communicated to the Seller Contact Person within fifteen (15) days after receipt of the invoice. EXPIRATION AND TERMINATION This SOW expires and will be of no force or effect unless it is signed by Customer and Seller within thirty (30) days from the SOW Created Date, except as otherwise agreed by Seller. CHANGE ORDERS This SOW may be modified or amended only in a writing signed by both Customer and Seller, generally in the form provided by Seller ("Change Order"). In the event of a conflict between the terms and conditions set forth in a fully executed Change Order and those set forth in this SOW or a prior fully executed Change Order, the terms and conditions of the most recent fully executed Change Order shall prevail. MISCELLANEOUS This SOW shall be governed by Seller's "Terms and Conditions of Sales and Service Projects", accessed via the "Terms & Conditions" link at www.cdwg.com (the "Agreement"). If there is a conflict between this SOW and the Agreement, then the Agreement will control, except as expressly amended in this SOW by specific reference to the Agreement. References in the Agreement to a SOW or a Work Order apply to this SOW. This SOW and any Change Order may be signed in separate counterparts, each of which shall be deemed an original and all of which together will be deemed to be one original. Electronic signatures on this SOW or on any Change Order (or copies of signatures sent via electronic means) are the equivalent of handwritten signatures. Page 1 l CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila SIGNATURES In acknowledgement that the parties below have read and understood this Statement of Work and agree to be bound by it, each party has caused this Statement of Work to be signed and transferred by its respective authorized representative. CDW Government, LLC. NEWPORT BEACH POLICE EPARTMENT By: By: signature Signat Name: oof"f{.-0 Date:1�� Mailing Address: 230 N. Milwaukee Avenue, Vernon Hills, IL. 60061 ❑ The following PSM has given approval: JJ Joson Attest: J Leilani 1. Brown, M , City Clerk Date: Page 12 Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila 0 Name: J0 h % Uw<J Date: c.S -'u - f Q Mailing Address: 1 I n Street: f 7&I City/ST/ZIP- rt, -14 f4"O, CA 92666 Billing Contact: Street: City/ST/ZIP: �A purchase order for payment hereunder is attached. ❑ A purchase order is not required for payment hereunder. ,i'►'FiOVE® AS TO FOW: CITY ATTORNEY'S OFFICE Date: ?Eb By: (, vb,rAaron C. Harp, City Attorney CDW Government, LLC. EXHIBIT A. CUSTOMER -DESIGNATED LOCATIONS Seller will provide Services benefiting the following locations ("Customer -Designated Locations") Table 1 — Customer -Designated Locations Locati0*0 Services) N13PD ❑ Assessment Q✓ Implementation ❑ Support 870 Santa Barbara Dr. ❑✓ Configuration ❑✓ Project Management ❑ Training Newport Beach, CA ❑✓ Design ❑ Staff Augmentation ❑ Custom Work Page 13 CDW Government, LLC. Version: 3.0 Contract Number: 39528 Drafted by: Paul Davila P0 CITY OF NEWPORT BEACH 100 CIVIC CENTER DRIVE n NEWPORT BEACH, CA 92660 u -------- s PURCHASING: 949-644-3087 cq��"oaNP ACCTS. PAYABLE: 949-644-3117 100 CIVIC CTR DR PO BOX 1768 NEWPORT BEACH CA 92660-3267 AP@NEWPORTBEACHCA.GOV Purchase Order Fiscal Year py2019opRRAA Page 1 of 3 Purchase # e 21900948-00 Buyer: Brouwer, Kurt CDW GOVERNMENT INC POLICE DEPARTMENT CDW COMPUTER CENTERS INC 870 SANTA BARBARA DR 230 NORTH MILWAUKEE AVENUE }; NEWPORT BEACH CA 92660 t VERNON HILLS IL 60061' PURCHASING@NEWPORTBEACHCA.GOV 4 ��. t� z. Nia . 800-808-4239 847-419-6200 11901241 BRIAN ALONZO 949-644-3760 03/14/2019 17957 05/01/2019 NB - NET 30 DAYS POLICE DEPARTMENT IT SERVICE: EXCHANGE MIGRATION 1 EXCHANGE 2016 DESIGN AND PILOT USING 1.0 LOT $6,532.000 $6,532.00 MICROSOFT DEPLOYMENT PLANNING SERVICES (DPS) FUNDING PRICING IS CONTINGENT UPON USING (11) MICROSOFT DPS VOUCHERS PRIOR TO THEIR EXPIRATION DATE PROJECT SCOPE DURING THE ENGAGEMENT CDW-G WILL UTILIZE THEIR EXPERIENCE WITH MICROSOFT EXCHANGE SERVER 2016 TO MAKE RECOMMENDATIONS ON HOW TO BEST USE THE TECHNOLOGY TO MEET NBPD'S OBJECTIVES IN ADDITION, CDW-G WILL LEVERAGE THE KNOWLEDGE GAINED THROUGH PREVIOUS DEPLOYMENTS TO AVOID POTENTIAL ISSUES THIS ENGAGEMENT WILL: - DEVELOP A CLEAR VISION OF THE HIGH-LEVEL SOLUTION GOALS AND CONSTRAINTS - UNIFY THE PROJECT TEAM BEHIND A COMMON VISION - IDENTIFY BUSINESS AND TECHNICAL REQUIREMENTS FOR THE EXCHANGE SERVER 2016 DESIGN - DETERMINE THE APPROPRIATE END -STATE EXCHANGE SERVER 2016 DESIGN - PRESENT THE REQUIRED DPS MATERIAL REQUIRED BY MICROSOFT - DEFINE SEQUENCE OF TASKS REQUIRED mportant: Terms and Conditions on the reverse side are incorporated herein. $6,532.00 To $0.00 $0.00 3y .' - ` $0.00 $0.00 Finance Director City of Newport Beach VENDOR/ORIGINAL COPY?,,, $6,532.00 Qa�WPO CITY OF NEWPORT BEACH o e� 100 CIVIC CENTER DRIVE NEWPORT BEACH, CA 92660 PURCHASING: 949-644-3087 a" ACCTS. PAYABLE: 949-644-31 cg4FoaN`P 100 CIVIC CTR DR PO BOX 1768 NEWPORT BEACH CA 92660-3267 AP@NEWPORTBEACHCA.GOV Purchase Order Fiscal Year 2019 Page 2 of 3 17 R®RNImmalzO1S1� f�a f�-= 1- Ordr # Purchase 21900948-00 CDW GOVERNMENT INC POLICE DEPARTMENT CDW COMPUTER CENTERS INC 870 SANTA BARBARA DR Nz 230 NORTH MILWAUKEE AVENUE NEWPORT BEACH CA 92660 VERNON HILLS IL 60061 PURCHASING@NEWPORTBEACHCA.GOV u5, Ilius! R.. a 800-808-4239 847-419-6200 11901241 BRIAN ALONZO 949-644-3760 03/14/2019 ifNOW 17957 05/01/2019 NB - NET 30 DAYS POLICE DEPARTMENT IT Iffl,Y MEN � :.. { V cWM FOR SUCCESSFUL IMPLEMENTATION - IMPLEMENT AND PILOT THE SOLUTION IN THE PRODUCTION ENVIRONMENT - PROVIDE ONE OR MORE DETAILED DOCUMENTS CREATED SPECIFICALLY FOR NBPD EXPENSES ALL SERVICES UNDER THIS SCOPE OF WORK WILL BE PERFORMED REMOTELY; THEREFORE, NEITHER TRAVEL TIME NOR DIRECT EXPENSES WILL BE BILLED FOR THIS PROJECT SERVICE FEES PROJECT MILESTONE: SOW SIGNATURE PERCENTAGE: 100% FEES: $17,532.00 SUBTOTAL FEES: $17,532.00 MICROSOFT DPS FEES: (-$11.000.00) TOTAL FEES: $6,532.00 SERVICE PURCHASE ORDER ATTENTION: RICH ADAMS REFERENCE QUOTE NO. KLQB535 QUOTE DATED 28 -FEB -2019 Important: Terms and Conditions on the reverse side are incorporated herein.?- }' hj= - $6,532.00 $0.00 $0.00 3y $0.00 Finance Director <:;r City of Newport Beach VENDOR/ORIGINAL COPY $0.00 $6,532.00 P0 CITY OF NEWPORT BEACH o @ 100 CIVIC CENTER DRIVE >-NEWPORT BEACH, CA 92660 u ---- --- z PURCHASING: 949-644-3087 44, NSP ACCTS. PAYABLE: 949-644-3117 FOR 100 CIVIC CTR DR PO BOX 1768 NEWPORT BEACH CA 92660-3267 AP@NEWPORTBEACHCA.GOV CDW GOVERNMENT INC CDW COMPUTER CENTERS INC 230 NORTH MILWAUKEE AVENUE VERNON HILLS IL 60061 800-808-4239 1 847-419-6200 03/14/2019 17957 1 05/01/2019 BE Pt Q REFERENCE STATEMENT OF WORK (SOW) DATED 27 -FEB -2019 11901241 CONTRACTOR SHALL PERFORM MICROSOFT EXCHANGE 2016 MIGRATION DESIGN AND PILOT USING MICROSOFT DEPLOYMENT PLANNING SERVICES (DPS) FUNDING ******** GLSUMMARY ******** 0103522 - 831001 NB - NET 30 DAYS 6,532.00 Important: Terms and Conditions on the reverse side are incorporated herein. By Finance Director City of Newport Beach VENDOR/ORIGINAL COPY Purchase Order Fiscal Year 2019 Page 3 of 3 Puras Order #i e 21900941!8-00 POLICE DEPARTMENT 870 SANTA BARBARA DR NEWPORT BEACH CA 92660 PURCHASING@NEWPORTBEACHCA.GOV BRIAN ALONZO 949-644-3760 POLICE DEPARTMENT IT $6,532.00 $0.00 $0.00 $0.00 $0.00 $6.532.00 CONDITIONS: The following standard conditions are always applicable, and the following work order conditions are also applicable when this order provides for performance of any work. STANDARD CONDITIONS 1. Price: The price for the goods covered by this order shall, as applicable, cover the net weight of the products, and no extra charge of any kind, including charges for boxing, packaging or crating, shall be allowed unless specifically agreed to in advance in writing by CITY. The price for services covered by this order shall cover all activities required to perform the services as contemplated in this order. 2. Taxes: The amount of taxes imposed will be separately stated on the Order Form and any related invoice and all amounts shown will include all federal, state and local sales, use, excise and similar taxes applicable to the goods or services sold or provided under this order or the materials used in connection therewith; and SELLER shall pay any and all such taxes, except taxes required by Law to be paid or borne by CITY. 3. Most Favored Customer Status: CITY shall have the status of a "most -favored customer" with respect to matters of pricing, availability, and other terms. SELLER represents and warrants that the prices and other terms provided to CITY under this order are not less favorable than those extended to any of its other customers for similar goods and services under reasonably similar circumstances and, in the event that SELLER provides any of its other customers with more favorable prices or other terms, SELLER shall immediately provide that more favorable price or other term to CITY. 4. Law: This contract is governed by the laws of the state of California. In any legal action to enforce or interpret this contract, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California. The provisions of the Uniform Commercial Code shall apply except otherwise set forth in this contract. SELLER shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities. 5. Integrated Contract: This order when accepted by SELLER either in writing or by the shipment of any goods or articles or other commencement of performance hereunder, constitutes the entire contract between SELLER and CITY; no exceptions, alternates, substitute or revisions are valid or binding on CITY unless authorized by CITY in writing. In the event there are any conflicts or inconsistencies between this order and any attachment hereto, the terms of this order shall govern. This agreement, memorialized by this order, may only be modified or amended by a written document executed by both SELLER and CITY. 6. Delivery: Time is of the essence in the delivery and performance under this contract. CITY reserves the right to refuse any goods or services and to cancel all or any part of the goods or services not conforming to the applicable specifications, scope, drawings, samples or descriptions. Acceptance of any part of the order for goods or services shall not bind CITY to accept future deliveries, nor deprive CITY of the right to return goods or services already accepted, at SELLERS expense. Overshi ments and under shipments shall be only as agreed to by CITY. Whenever any actual or potential labor dispute delays or threatens to delay the timely performance of this order, SELLER shall immediately give written notice thereof to CITY. 7. Risk of Loss: Delivery shall not be deemed complete until goods or services have actually been received and accepted by CITY. Payment shall be made within thirty (30R days after invoice and acceptance of deliveries by CITY. 8. Warranty: SET R expressly warrants that the goods and services covered by this order are: 1) free of liens or encumbrances, 2) of merchantable quality and good for the ordinary purposes for which they are used, 3) fit for the particular purpose for which they are intended and 4 satisfactory and safe for consumer use. Acceptance of this order shall constitute an agreement upon SELLER'S part to indemnify, defend and hold CITY harmless from liability, loss, damage and expense, including reasonable attorney's fees, incurred or sustained by CITY by reason of the failure of the goods to conform to such warranties, faulty work performance, negligent or unlawful acts and non-compliance with any applicable local State or Federal codes, ordinances, orders or statutes including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act. Such remedies shall be in addition to any other remedies provided by law. 9. Infringement: SELLER shall be solely responsible for clearing the right to use any patented or copyrighted materials in the performance of this contract. SELLER warrants that any software as modified through services provided hereunder will not infringe upon or violate any patent, proprietar right, or trade secret right of any third party. SELLER shall indemnify, defend and hold CITY harmless, at SELLER'S expense against all claims, demands, suits, liability and expense on account of alleged infringement of any patent, copyright or trademark, resulting from or arising in connection with the manufacture, sale, normal use or other normal disposition of any good or article of material or service furnished hereunder. 10. Assignment: Neither this order nor any claim against CITY arising out of or in connection with this order shall be assignable by SELLER or by operation of law, nor shall SELLER subcontract any obligations hereunder, without CITY'S prior written consent. All terms, covenants, and conditions contained herein shall apply to and bind the successors and assigns of the parties. 11. Force Majeure. Either Party shall be excused from performing its obligations under this contract during the time and to the extent that it is prevented from performing by an unforeseeable cause beyond its control, including but not limited to; any incidence of fire, flood; acts of God; commandeering of material, products, plants or facilities by the federal, state or local government; national fuel shortage; or a material act or omission by the other Party; when satisfactory evidence of such cause is presented to the other Party, and provided further that such nonperformance is unforeseeable, beyond the control and is not due to the fault or negligence of the Party not performing. 12. Severability. If any term or portion of this contract is held to be invalid illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. In such event, the parties shall in good faith attempt to replace any unenforceable provision of this order with a provision that is enforceable and that comes as close as possible to expressing the intention of the original provision. 13. Default: If SELLER or any approved subcontractor breaches any provision herein, or becomes insolvent, enters bankruptcy, receivership or other like proceedings (voluntarily or involuntarily) or makes assignment for the benefit of creditors, CITY shall have the right, in addition to any other rights it may have hereunder or by law to terminate this order by giving SELLER written notice, whereupon: (a) CITY shall be relieved of all further obligation hereunder, except to pay the reasonable value of SELLER'Spnor performance, but not more than the contracted price, and (b) CITY may procure the articles or services from other sources and may deduct from unpaid balance due the SELLER or may collect against the bond or surety, or may invoice the SELLER for excess cost so paid. The price paidby CITY shall be considered prevailing market price at the time such purchase is made. 14. Non -Discrimination: SELLER represents that it is an equal opportunity employer and neither it, nor any contractor it employs, shall discriminate against any subcontractor, employee or applicant for employment because of any class protected either under state or federal law. 15. Termination: CITY reserves the right to terminate this order without penalty with cause immediately or without cause after seven (7) days written notice, unless otherwise specified. Cause shall be defined as any breach of this contract, or any misrepresentation or fraud on the part of SELLER. Exercise by CITY of its right to terminate shall relieve CITY of all further obligations. CITY reserves the right to cancel this contract without cause by providing written notice to SELLER at any time before the goods, services or other articles are shipped to CITY. WORK ORDER CONDITIONS 16. Performance: SELLER shall perform all work diligently, carefully, and in a good and workmanlike manner, shall furnish all labor, supervision, machinery, equipment, materials and supplies necessary therefore, shall obtain and maintain all building and other permits and or licenses required by Public authorities in connection with performance of the contractors, SELLER shall conduct all operations in SELLER'S own name and as an independent contractor, and not in the name of or as an agent for CITY. 17. Indemnification: SELLER agrees to indemnify, defend and hold harmless CITY, its elected and appointed officials, officers, employees and agents ( CITY INDEMNITEES") from any claims, demands or liability of any kind or nature, including but not limited to personal injury or property damage, arising from or related to the services, products or other performance provided by SELLER pursuant to this contract, unless such injuryy is caused by the sole negligence or willful misconduct of CITY or CITY INDEMNITEES. If SELLER'S negligence combines with CITY'S active negligence to cause injury, SELLER and CITY agree that liability will be apportioned as determined by a court of competent jurisdiction. 18. Insurance: SELLER shall maintain in full force during the term of this contract the following insurances and limits not less than those specified: (a) Workers' Compensation complying with any statutory requirements and Employers' Liability with a limit of no less than $1,000,000 per accident for bodily injury or disease; (b) Commercial General Liability on an occurrence form includingg products and completed operations, property damage, bodily injury and the& advertising injury with limits no less than $1,000,000 per occurrence, $2,000,000 general aggregate; (c) Comprehensive Auto Liability (including the owned, non -owned and hired automobile hazards) with $1,000,000 corn6ed single limit each occurrence. If CITY so desires, these limits maybe increased or decreased. Bills and Liens: SELLER shall pay promptly all indebtedness for labor, materials and equipment used in performance of the work. SELLER shall not permit any lien or charge to attach to the goods the work or the premises, but if any does so attach, SELLER shall promptly procure its release, and in accordance with Paragraph 17 above, indemnify, defend and hold CITY harmless against all damages and expense incident thereto. 19. Bonds: If CITY so desires, SELLER shall provide payment and performance bonds as required. 20. Changes: SELLER shall make no change in the work or perform any additional work without CITY'S specific written approval. MISCELLANEOUS TERMS AND CONDITIONS 21. All plants and materials must be free of pests and disease. If any are found the material will be rejected and refused. SELLER shall pick up at no cost to CITY. 22. SELLER is required to provide a completed MSDS (Material Safety Data Sheet) for hazardous substances as required by labor code Sections 6390, General Industrial Safety Order, Section 5194 and Title 6, California Admins. Code — MSDS sheet for each specified item shall be sent to place of shipment. 23. Claims and Attorney Fees: SELLER shall be required to file any claim the SELLER may have against the CITY in strict conformance with the Tort Claims Act (Government Code sections 900 et seq.). In any action or proceeding to enforce or interpret any provision of this Contract, each party shall bear its own attorney's fees, costs and expenses. 24. Terms and Conditions: SELLER acknowledges that it has read and agrees to all the terms and conditions included in this Contract. 25. Definitions: Whenever used herein "CITY" shall mean CITY of Newport Beach, a political subdivision of the State of California. Whenever used herein, "SELLER" shall mean one who sells goods or articles or provides services under this contract.