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HomeMy WebLinkAboutC11-267 Statewide Internet Portal Authority SIPA Statement of Work . J - r EM PUSN( Tempus Nova, Inc. & Statewide Internet Portal Authority (SIPA) STATEMENT OF WORK Customer: Eagle County Project: Google Apps Pilot Deployment SOW Reference /Client Number: 07.26.2011.EAGLE -Pilot SOW Effective Date: TBD This Statement of Work (SOW) is governed by laws of the State of Colorado and shall be between the Statewide Internet Portal Authority (SIPA) and the Customer as listed above (Eagle County). This statement of work is permissible under the COPE Master Contract to Support SaaS Collaboration, Office Productivity, & Email between SIPA and Tempus Nova, Inc. (Tempus Nova or TN). Nothing contained herein shall obligate or bind Customer to the terms and conditions of the COPE Master Contract. SIPA's signature is required for work to be agreed to and performed under this agreement. All work provided under this SOW is listed as Services and is provided subject to the terms and conditions as described in this SOW. Any changes to the scope or terms of this SOW shall be submitted and approved in writing by all parties. Eagle County, CO is contracting through SIPA for the Services described herein. Purchase orders, amounts payable, and contractual correspondence related to this SOW shall be sent to: The Statewide Internet Portal Authority (SIPA) ATTN: Kathy Gappinger 633 17 Street, Suite 1610 1pa Denver, CO 80202 SIPA shall be responsible to ensure that Tempus Nova performs its obligations in accordance with this SOW. 1. Contact Information Each party agrees that the respective Project Managers listed below have full authority to direct and provide feedback relating to the project described in this SOW. Either party may change its Project Manager at any time, upon written notice to the other party to ensure effective, seamless communication or collaboration is maintained for the duration of this project. Customer Proiect Manager Tempus Nova Account Manager Scott Lingle Karisa Zappolo Phone: (970) 328 -3581 720- 961 -3829 W Scott.lingle @eaglecounty.us karisa @tempusnova.com Customer Facility Address Tempus Nova Technical Lead Eagle County Dean Wixsom 500 Broadway, PO Box 850 817 - 690 -6491 Eagle, Colorado 81631 dean @tempusnova.com SIPA Contact John D. Conley, Executive Director 633 17 Street, Suite 1610 Denver, CO 80202 303 - 866 -3992 johnPcosipa.gov Eagle County Google Apps Pilot Licenses with Classes 7 -26 -11 Page 1 of 7 CI (A/4— 1 2. Project So ope A. Services This Statement of Work (SOW) describes the project scope for the pilot deployment of Google Apps for Government for Eagle County. Eagle County is requesting a limited number of licenses and training associated with a pilot of the Google Apps for Government suite. Tempus Nova is being engaged to assist with training and technical support for an additional 15 licenses. The training will consist of a Google Mail, Google Calendar, and Google Document course. The support hours will include up to 10 hours oittechnical support which will be scheduled by the customer with at least 3 business days of advance notice. No support is intended for domain registration as the Customer already has the domain registered with Google. 1. Google Apps Training Classes (+ Setup & Preparation Time) Tempus Novel will provide Google Apps Training classes in Virtual Instructor -Led Training (VILT) webinar and live instructor formats. Tenlpus Nova strongly recommends that all users are required to attend 1 Gmail Complete and 1 Gcal Complete class prior to the pilot Go -Live. TN will use their GoTo Webinar service to deliver virtual training classes to Eagle County and will record all training classes. The level of effort in the Cost Table in Section 8 includes the creation of presentation slides for training, setup and deconstruction of the training environment and any preparation time the instructor will require to successfully conduct the class. The following section describes the training classes and approach Tempus Nova will deliver to Eagle County.) Date and time of all classes listed below to be determined at a later time between Tempus Nova and Eagle County. a. Gmail Complete, GCaI Complete & GDocs End User Training (3 Total Classes) Tempus Nova will conduct 1 Gmail Complete, 1 Gcal Complete and 1 Working with Google Documents classes in Virtual Instructor -Lett Training (VILT) format via webinar. Tempus Nova recommends that all users be required to attend the Gmail Complete and Gcal Complete class prior to the pilot Go -Live. Tempus Nova will conduct a total of 3 end user web based training classes and record them for later use by the Customer. The Gmail Complete class consists of an overview of the Gmail interface, navigation, composing messages, conversation threads, message organization with Stars, Labels and Filters, basic and advanced searches, Contacts, Chat and detailed review of the Settings menu including Labs and Offline Access. The Gcal Complete class consists of an overview of the Gcal interface, detailed review of the Settings menu including Labs, declined events and custom views, creating and populating events, scheduling meetings, repeating meetings, adding guests, checking resoirce availability (free /busy time), reserving conference rooms, all day events, zero duration events, creating calendars, overlaying calendars, adding public calendars and Tasks. The GDocs Course consists of an overview of documents, spreadsheets land presentations, how to upload existing artifacts to docs, 2 way conversion, shared folders, streamlined collaboration end permissions. 2. Project Management In order to redluce implementation costs, Tempus Nova will not provide Project Management assistance for this project. Any level of support on Tempus Nova's behalf will be tracked and managed as part of Support hours. 3. Pre & Post Deployment Support (Delivered by TN & Eagle County) Tempus Noval will provide Support for up to ten hours of time which must be scheduled with at least 3 business days notification. ,■II Support will be delivered during normal business hours, Monday through Friday 9:00 AM — 5:00 PM MST. Eagle County ersonnel will assume Level 1 Help Desk support for end users for the duration of the project and select a single point of cont ct to coordinate support issues with TN. Support includes answering questions, information gathering and responding to emails as well as mentoring Eagle County personnel for duration of the 10 designated support hours. Support will include a sisting Help Desk resources to resolve critical issues, reviewing system configuration, troubleshooting, and providing gen ral Eagle County Google Apps Pilot Licenses with Classes 7 -26 -11 Page 2 of 7 3. Project Milestones A. Estimated Timeline A timeline for this project is not provided as the work of assigning licenses, deploying those licenses to users is the responsibility of Eagle County. Training Classes can be scheduled by contacting Tempus Nova's Account Manager. 4. Scheduled Start Within 10 days of the Effective Date of this SOW, Tempus Nova will designate to Customer in writing the scheduled Start Date for Services. Until Tempus Nova provides Customer with such written notice, any projections regarding the Services Start and Completion dates are estimates only and subject to change. Once Tempus Nova has provided Customer with the scheduled Services delivery and timeframe, if the Start Date is postponed as an accommodation or otherwise due to Customer's requirements, Customer shall be responsible for all charges that Tempus Nova incurs as a result of changing or canceling reservations (e.g., transportation, accommodations, etc.) and all due dates for Tempus Nova deliverables shall be extended to the extent that Tempus Nova experiences any delays in connection with such postponement. 5. Scope Change A. Services In the event that either Tempus Nova or Customer identifies a task or objective that is beyond the scope of Services set forth in this SOW, the parties agree to take the following steps: i. The party proposing the scope change shall present the proposed scope change in writing to the other party using Tempus Nova's change management process or such other form as shall be mutually agreed upon by the parties. ii. Project Managers from Tempus Nova and Customer will review all change requests and determine the estimated cost and impact to Services and overall project scope. iii. If both the cost and Services impact is acceptable and agreed upon in writing by Tempus Nova, SIPA and Customer, work effort associated with the change will commence. B. Description The description of each change in scope should clearly identify the change as it pertains to existing objectives, dependencies or associated tasks and the reasons for the proposed change. The scope change request should include, at minimum, Impact and Cost information as described below. C. Impact The estimated project impact of the scope change must be identified. This impact includes, but is not limited to, impacts to timelines, resources, work effort and deliverables. D. Cost If any cost is to be associated with the change in scope, it will be clearly identified and agreed upon in writing by both pa rties in advance to the commencement of associated work. E. Agreement Tempus Nova, SIPA and Customer must both agree and sign the scope change document to change the existing project scope. Eagle County, Colorado Google Apps Pilot Deployment SOW 07 -26 -11 Page 3 of 7 6. Project Assumptions The following assumptions have been identified and are used to define the full scope of the project as well as parameters considered to be in -scope and out -of- scope. A. Items not specified in Section 2A of the SOW are excluded. B. The r umber of total users shall not exceed 15 C. The source systems identified for this project is Exchange D. TN will only be responsible for provisioning the licenses from Google. E. TN will not be responsible for any data migration. F. Only browsers supported by Google Apps will be used. Unsupported browsers can cause a poor user experience and are considered out -of -scope for this project. G. Custgmer must communicate regularly with Tempus Nova and provide Tempus Nova with timely feedback. H. Any explicit work effort that is not defined as either a Tempus Nova responsibility or Customer responsibility will be considered a Customer responsibility by default. I. Tempus Nova will conduct this project remotely at various TN locations as needed, based on a mutually agreeable schedule determined during the project. J. The hours estimate is not contiguous and will be completed at the appropriately timed intervals. K. Support hours will not exceed 10 hours and will be scheduled with at least 3 business days advance notice. L. Unused support hours will not be billed. 7. Customell Responsibilities The following section describes the Customer's responsibilities needed for the successful completion of the project. A. Custgmer will provide the appropriate Administrative access to systems and /or access to the appropriate servers in a timely manner in order to meet the deliverable dates described herein. Access to servers is required to properly setup the Google and Postini environments and to run interoperability or migration tools. B. Custgmer will provide a single Contact for support requests, escalation and resolution of issues (functional, technical, or resource related) throughout the project engagement. The Customer resource will also perform cross project coordination as needed for other efforts that may overlap with the activities outlined in this SOW. C. Duridg the course of the project, Customer will make available stakeholders, functional owners, technical /systems and business subject matter experts, other preexisting 3rd party design specifications, application code and documentation that will enable Tempus Nova to conduct and conclude this engagement in a timely manner, congfuent with the time line of this SOW. D. For aMiy work that may be performed at Customer's facility, Customer will provide access to the necessary systems [both production and development], workspace, Internet access and a telephone for Tempus Nova consultants. E. Custgmer will execute the following items prior to the start of this engagement o Identify all users and notify them of their responsibilities as part of this effort. o bnsure all network configurations and required system settings are in place to support the project. F. Custgmer will execute all assigned tasks promptly as needed throughout the engagement. G. Eagle County will be responsible for assigning the licenses to their end - users. Eagle County, Cblorado Google Apps Pilot Deployment SOW 07 -26 -11 Page 4 of 7 8. Cost Estimate & Billing Intervals All work will be completed on a time and materials basis and all work will be billed at $210.00 per hour less a Professional Services discount of 20% at a new rate of $168.00 per hour as a result of the discount provided to SIPA. This rate will apply for any Tempus Nova resource working in any capacity for the duration of this project. Tempus is proud to offer a Professional Services rate discount to Eagle County. A. Professional Services Cost Implementation Description Rate Hours Total 1. Google Apps Training Classes (+ Setup & Preparation) -- -- -- a. Gmail Complete, GCaI Complete & GDocs End User Training (3 Total Classes) $168 6 $1,008 2. Project Management $168 -- 3. Pre & Post Deployment Support (Delivered by TN & Eagle County) $168 10 $1,680 TOTAL IMPLEMENTATION COSTS $168 16 $2,688 SIPA will invoice Eagle County directly for these costs with a payment term of net 30 days from invoice date. B. License Costs License Type Quantity Per User Cost Term Total Cost Google Apps for Government (GAG) 15 $22.00 6 Months $330 Remaining in Term TOTAL LICENSE COST $330 Note: Licenses are auto renewed every 12 months unless specified in writing by customer in advance. *Eagle County agrees to pay invoices within 30 days of invoice date from SIPA. Eagle County agrees to pay the costs within 30 days of invoicing from the Statewide Internet Portal Authority (SIPA) or its designee. This Statement of Work will have a total cost of $3,018 with VILT training. Notwithstanding anything to the contrary contained in this Agreement, no charges shall be made to the Customer nor shall any payment be made to SIPA in excess of the amount for any work done without the written approval of the Customer. 9. Invoicing & Payment Terms Eagle County will be invoiced in accordance with the Milestones outlined below: • Project Initiation: All license costs together invoiced at time of SOW signing and acceptance. • Project Completion: Actual hours consumed at project completion. SIPA will invoice Eagle County directly for these costs with a payment term of net 30 days from invoice date. 10. General A. Support Inapplicable Technical support for any Deliverables provided under this SOW is available on a time and materials basis at the rate for Services set forth in this SOW. Eagle County, Colorado Google Apps Pilot Deployment SOW 07 -26 -11 Page 5 of 7 1 B. Waivers & odifications No waiver, al eration or modification of the provisions of this SOW will be valid unless made in a writing which refers explicitly to t is SOW and is signed by an authorized representative of all parties. Any pre - printed forms, purchase orders or acknowledge ents issued by Customer are for convenience only, and any terms and conditions stated therein shall have no force or effec C. The Parti s agree that the terms of the Eligible Governmental Entity Agreement between the Colorado Statewide Internet Porta Authority and Eagle County regarding the transmission of Electronic Information dated October 12, 2010 shall apply includin but not limited to the paragraphs regarding termination and employment of illegal aliens 1 Eagle County, Cblorado Google Apps Pilot Deployment SOW 07 -26 -11 Page 6 of 7 • 11. Acceptance & Approval By signing and dating below, the authorized parties approve and agree to the terms and conditions as specified in all pages of this SOW. SIPA TEMPUS NOVA INC. �A f� Signature: ! Signature: Print Name: John D. Conley Print Name: Kyle J. Quinn Print Title: Executive Director Print Title: Managing Partner Address: SIPA Address: Tempus Nova Inc. 633 17 Street, Suite 1610 1550 Larimer Street, Suite 217 Denver, CO 80202 Denver, CO 80202 Attention: Executive Director Attention: Karisa Zappolo Date Signed: 7/26/2011 Date Signed: 7/26/11 CUSTOMER (EGE) Signature: Print Name: AZZ ` L Print Title: WkWJvl 4 PotAcklA X Address: 7n VzO 1(41 Date: O. 1 •1 Eagle County, Colorado Google Apps Pilot Deployment SOW 07 -26 -11 Page 7 of 7 i I i I I