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HomeMy WebLinkAboutC17-055 SGI MatrixAGREEMENT FOR SERVICES BETWEEN EAGLE COUN'T'Y, COLORADO AND SGI MATRIX, LLC THIS AGREEMENT ("Agreement") is effective as of 02/15/2017 by and between SCI Matrix, LLC, a Delaware limited liability corporation (hereinafter "Contractor" or "Consultant") and Eagle County, Colorado, a body corporate and politic (hereinafter "County"). RECITALS WHEREAS, the County desires to enter into an agreement with Contractor to provide phone, hardware and software support for the Eagle County Regional Airport (the "Project"). The location of the work to be performed is at the Eagle County Regional Airport (the "Property"); and WHEREAS, this Agreement shall govern the relationship between Contractor and County in connection with the Services. AGREEMENT NOW, THEREFORE, in consideration of the foregoing and the following promises Contractor and County agree as follows: Services or Work. Contractor agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the services or work described in Exhibit A ("Services" or "Work") which is attached hereto and incorporated herein by reference. The Services shall be performed in accordance with the provisions and conditions of this Agreement. a. Contractor agrees to furnish the Services in accordance with the schedule established in Exhibit A. If no completion date is specified in Exhibit A, then Contractor agrees to furnish the Services in a timely and expeditious manner consistent with the applicable standard of care. By signing below Contractor represents that it has the expertise and personnel necessary to properly and timely perform the Services. b. In the event of any conflict or inconsistency between the terms and conditions set forth in Exhibit A and the terms and conditions set forth in this Agreement, the terms and conditions set forth in this Agreement shall prevail. 2. County's Representative. The Eagle County Airport's designee shall be Contractor's contact with respect to this Agreement and performance of the Services. 3. Term of the Agreement. This Agreement shall commence upon the date first written above, and subject to the provisions of paragraph 1 1 hereof, shall continue in full force and effect through the 31" day of December, 2017. 4. Extension or Modification. This Agreement shall be automatically renewed for successive periods of 12 months (each a "Renewal Term"), unless either party notifies the other party that it does not desire to renew this Agreement in writing, at least sixty (60) days before the end of the initial term or any Renewal Term Any amendments or modifications shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services in accordance with County's internal C17-055 policies. Accordingly, no course of conduct or dealings between the parties, nor verbal change orders, express or implied acceptance of alterations or additions to the Services, and no claim that County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by County for such additional services is not timely executed and issued in strict accordance with this Agreement, Contractor's rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. S. Compensation. County shall compensate Contractor for the performance of the Services in a sum computed and payable as set forth in Exhibit A. The performance of the Services under this Agreement shall not exceed $5,193.10. In the event Contractor and County agree upon the need for additional services beyond those described in Exhibit A, those services shall be billed at the rates as set forth in Exhibit A. Prior to commencement of any additional Services at the Property, Contractor shall first provide County with a written estimate which shall include an estimate of the labor, materials and any additional costs necessary to perform the Services at the Property. Each estimate must be approved by County's Representative prior to commencement of the Services by Contractor and all rates shall be in accordance with the fee schedule set forth in Exhibit A. Total compensation under this Agreement shall not exceed twenty five thousand ($25,000.00) annually without a written amendment to this Agreement. Contractor shall not be entitled to bill at overtime and/or double time rates for work done outside of normal business hours unless specifically authorized in writing by County. a. Fees for any Renewal Term may be increased no more than three percent (3%) on an annualized basis. Contractor shall provide the County with notice of such increases in fees no later than sixty (60) days prior to the expiration of the then current Term or Renewal Term. b. Payment will be made for Services within thirty (30) days of receipt of a proper and accurate invoice from Contractor on a quarterly basis. C. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the Services for which payment was made were not performed as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. d. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. e. Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefor by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 6. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the performance of any of the Services or additional services without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all 2 personnel assigned to the subject Project during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Project. Contractor shall require each subcontractor, as approved by County and to the extent of the Services to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 7. Insurance. Contractor agrees to provide and maintain at Contractor's sole cost and expense, the following insurance coverage with limits of liability not less than those stated below: a. Types of Insurance. Workers' Compensation insurance as required by law. ii. Auto coverage with limits of liability not less than $1,000,000 each accident combined bodily injury and property damage liability insurance, including coverage for owned, hired, and non -owned vehicles. iii. Commercial General Liability coverage to include premises and operations, persona I/ad vert i s ing injury, products/completed operations, broad form property damage with limits of liability not less than $1,000,000 per occurrence and $1,000,000 aggregate limits. iv. Professional Liability (Errors and Omissions) including Cyber Liability with prior acts coverage for all deliverables, Services and additional services required hereunder, in a form and with insurer or insurers satisfactory to County, with limits of liability of not less than $2,000,000 per claim and $2,000,000 in the aggregate. The insurance shall provide coverage for (i) liability arising from theft, dissemination and/or use of confidential information stored or transmitted in electronic form; (ii) Network Security Liability arising from unauthorized access to, use of or tampering with computer systems including hacker attacks, inability of an authorized third party to gain access to your Software or Services including denial of access or Services unless caused by a mechanical or electrical failure; (iii) liability arising from the introduction of a computer virus into, or otherwise causing damage to, County or a third person's computer, computer system, network or similar computer related property and the data, software and programs thereon. b. Other Requirements. i. The automobile and commercial general liability coverage shall be endorsed to include Eagle County, its associated or affiliated entities, its successors and assigns, elected officials, employees, agents and volunteers as additional insureds. A certificate of insurance consistent with the foregoing requirements is attached hereto as Exhibit B. ii. Contractor's certificates of insurance shall include subcontractors, if any as additional insureds under its policies or Contractor shall furnish to County separate certificates and endorsements for each subcontractor. iii. The insurance provisions of this Agreement shall survive expiration or termination hereof. iv. The parties hereto understand and agree that the County is relying on, and does not waive or intend to waive by any provision of this Agreement, the monetary limitations or rights, immunities and protections provided by the Colorado Governmental Immunity Act, as from time to time amended, or otherwise available to County, its affiliated entities, successors or assigns, its elected officials, employees, agents and volunteers. V. Contractor is not entitled to workers' compensation benefits except as provided by the Contractor, nor to unemployment insurance benefits unless unemployment compensation coverage is provided by Contractor or some other entity. The Contractor is obligated to pay all federal and state income tax on any moneys paid pursuant to this Agreement. 8. Indemnification. The Contractor shall indemnify and hold harmless County, and any of its officers, agents and employees against any losses, claims, damages or liabilities for which County may become subject to insofar as any such losses, claims, damages or liabilities arise out of, directly or indirectly, this Agreement, or are based upon any performance or nonperformance by Contractor or any of its subcontractors hereunder; and Contractor shall reimburse County for reasonable attorney fees and costs, legal and other expenses incurred by County in connection with investigating or defending any such loss, claim, damage, liability or action. This indemnification shall not apply to claims by third parties against the County to the extent that County is liable to such third party for such claims without regard to the involvement of the Contractor. This paragraph shall survive expiration or termination hereof. 9. Notice. Any notice required by this Agreement shall be deemed properly delivered when (i) personally delivered, or (ii) when mailed in the United States mail, first class postage prepaid, or (iii) when delivered by FedEx or other comparable courier service, charges prepaid, to the parties at their respective addresses listed below, or (iv) when sent via facsimile so long as the sending party can provide facsimile machine or other confirmation showing the date, time and receiving facsimile number for the transmission, or (v) when transmitted via e-mail with confirmation of receipt. Either party may change its address for purposes of this paragraph by giving five (5) days prior written notice of such change to the other party. Well] L40Ira Eagle County Regional Airport Attention: Aviation Director 500 Broadway Post Office Box 850 Eagle, CO 81631 Telephone: 970-328-2680 Facsimile: 970-328-8699 E -Mail: erin.duffy@eaglecounty.us With a copy to: Eagle County Attorney 500 Broadway Post Office Box 850 Eagle, Co 81631 Telephone: 970-328-8685 Facsimile: 970-328-8699 E -Mail: atty@eaglecounty.us CONTRACTOR: 4 SCI Matrix, LLC t04t Byers Road Miamisburg, OH 45342 800-562-3343 10. Termination. County may terminate this Agreement, in whole or in part, at any time and for any reason, with or without cause, and without penalty therefor with seven (7) calendar days' prior written notice to the Contractor. County shall pay Contractor for Services satisfactorily performed to the date of termination. 11. Venue, Jurisdiction and Applicable Law. Any and all claims, disputes or controversies related to this Agreement, or breach thereof, shall be litigated in the District Court for Eagle County, Colorado, which shall be the sole and exclusive forum for such litigation. This Agreement shall be construed and interpreted under and shall be governed by the laws of the State of Colorado. 12. Execution by Counterparts; Electronic Signatures. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. The parties approve the use of electronic signatures for execution of this Agreement. Only the following two forms of electronic signatures shall be permitted to bind the parties to this Agreement. (i) Electronic or facsimile delivery of a fully executed copy of the signature page; (ii) the image of the signature of an authorized signer inserted onto PDF format documents. All documents must be properly notarized, if applicable. All use of electronic signatures shall be governed by the Uniform Electronic Transactions Act, C.R_S. 24-71.3-tO1 to 1.21. 13. Other Contract Requirements and Contractor Representations. a. Contractor has familiarized itself with the nature and extent of the Services to be provided hereunder and the Property, and with all local conditions, federal, state and local laws, ordinances, rules and regulations that in any manner affect cost, progress, or performance of the Services. b. Contractor will make, or cause to be made, examinations, investigations, and tests as he deems necessary for the performance of the Services. C. To the extent possible, Contractor has correlated the results of such observations, examinations, investigations, tests, reports, and data with the terms and conditions of this Agreement. d. To the extent possible, Contractor has given County written notice of all conflicts, errors, or discrepancies. e. Contractor shall be responsible for the completeness and accuracy of the Services and shall correct, at its sole expense, all significant errors and omissions in performance of the Services. The fact that the County has accepted or approved the Services shall not relieve Contractor of any of its responsibilities. Contractor shall perform the Services in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to contractors performing similar services. Contractor represents and warrants that it has the expertise and personnel necessary to properly perform the Services and shall comply with the highest standards of customer service to the public. Contractor shall provide appropriate supervision to its employees to ensure the Services are performed in accordance with this Agreement. This paragraph shall survive termination of this Agreement. f. Contractor agrees to work in an expeditious manner, within the sound exercise of its judgment and professional standards, in the performance of this Agreement. Time is of the essence with respect to this Agreement. g. This Agreement constitutes an agreement for performance of the Services by Contractor as an independent contractor and not as an employee of County. Nothing contained in this Agreement shall be deemed to create a relationship of employer-employee, master -servant, partnership, joint venture or any other relationship between County and Contractor except that of independent contractor. Contractor shall have no authority to bind County. h. Contractor represents and warrants that at all times in the performance of the Services, Contractor shall comply with any and all applicable laws, codes, rules and regulations. i. This Agreement contains the entire agreement between the parties with respect to the subject matter hereof and supersedes all other agreements or understanding between the parties with respect thereto. j. Contractor shall not assign any portion of this. Agreement without the prior written consent of the County. Any attempt to assign this Agreement without such consent shall be void. k. This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective permitted assigns and successors in interest. Enforcement of this Agreement and all rights and obligations hereunder are reserved solely for the parties, and not to any third party. 1. No failure or delay by either party in the exercise of any right hereunder shall constitute a waiver thereof. No waiver of any breach shall be deemed a waiver of any preceding or succeeding breach. M. The invalidity, illegality or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision hereof. n. The signatories to this Agreement aver to their knowledge no employee of the County has any personal or beneficial interest whatsoever in the Services or Property described in this Agreement. The Contractor has no beneficial interest, direct or indirect, that would conflict in any manner or degree with the performance of the Services and Contractor shall not employ any person having such known interests. o. The Contractor, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (i) is a citinn or otherwise lawfully present in the United States pursuant to federal law, (ii) to the extent applicable shall comply with C.R.S. 24-76.5-103 prior to the effective date of this Agreement. p. The Contractor shall comply with the County's Third Party Remote Access Policy attached hereto as Exhibit C and incorporated herein by reference. The County shall provide the Contractor with the most up to date policy. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first set forth above. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its COUNTY MANAGER L7-- s � s " Bryan R. Treu, Interim County Manager CONTRACTOR: SGI rrr Y Print Name: Angie Griffin Title: Service Agreement SCOPE OF SERVICES, SCHEDULE, FEES [lt A 4 F Q 3 CL w Mh7 N N LO CQ [D [U FP' o m r- �, m (D m 1� � m>o r^ ~ C 3 40 M. m 1cnU r%3 °}+ 03 ui 0 1 n as ya y ro r F y�� 70 ._�. Lli Mh7 N M g CQ [D [U FP' o m � co m C m N 40 M. LA r%3 cn 03 ui CD n as ro ro I fa w N Q [U FP' o m � a m C m v L' EO G7 n F- 0 A7C1� n "fl n T1 v+ j' "'`D'' a :3 � "Rim�� °Tom '� ❑ x. o m N m a v ❑ r". 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N O � U1 CLa a _ �� Y3 p N3 1113' ID 6 f, g ' C M 'f '�U �'P , GY N BT N O N L7 N CL n � rn a fn O r" �(Ncp t G) A m x x EX-IIBIT B INSURANCE CERTIFICATE ,a CCW"® CERTIFICATE OF LIABILITY INSURANCE HATE {Ml�u DDrrvvvl CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, 1 2/15/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rig hts to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Marsh & McLennan Agency LLC PHONE 937.228.4135 FA'r 937.228-9148 409 E. Monument Avenue E-MAIL ADDRESS, Suite 400 INSURER AFFORDNG COVERAGE MAIC 0 Dayton OH 45402 NSURERA-Federal Insurance Company 24281 MED EXP (Anyone ) $10,000 INSURER a:Mt. Hawley Insurance Co. 37974 INSURED SGIMATRIX SO Matrix, LLC dba Matrix Systems; IN$URERc.-Hartford Casualty Ins. Co. 29424 SOI Matrix, LLC dba Xentry Systems Integration INSURER D:IIIirlois National Insurance C 23817 1041 Byers Road PERSONAL&ADV INJURY $1,000,000 Miamisburg OH 45342 INSURER E: INSURER F COVFRAAFS f_FRTIFIrATF NIIMRFR- 14B5842623 RFVISIC]N NIIMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. NSR AUDE TYPE OF SUB POLICY EFF Y EXP LTR N D WVD POLICY NUMBER MWD QTS A X COMMERCIAL GENERALLIABILn91 36044012 9/27/2015 9/27=17 EACH OCCURRENCE $1,000,000 FX OCCUR DAMACLAIMS-MADE PR MI ETO RENTED $1,050,000 MED EXP (Anyone ) $10,000 PERSONAL&ADV INJURY $1,000,000 GENERAL AGGREGATE $2,050,000 GE N'L AGG R EGATE LIMIT APPLIES PER POLICY X JEx LDC PRODUCTS - COMPIOP AGG $2,000,000 $ OTHER.. A AUTOMOBILE LIABILITY 73595558 9/27/2016 9/27/2017 EaacBINED IN LE LIMIT $1,050,000 X1HIRANY AUTO ®CDILY INJURY [Per person] $ OWNED SCHEDULED AUTOS ONLY AUTOS 00DILY INJURY [Per acrident] $ ED NON-OWNEDPer AUTOS ONLY AUTOS ONLY PROPERTY DAMA E $ acddent B UMBRELLA LIAR NX OCCUR MXL0421514 9/27/2016 9/27/2017 EACH OCCURRENCE $5,000,000 AGGREGATE $5,000,000 X EXCES$ LIAR CLAIMS -MADE DED RETENTION $ C WORKERS COMPENSATION AND EMPLOYERS LIAB ILMY R ANYPROPIETORIPARTNERIEXECUTIVE Y� 33WELB6977 9/27/2016 9/27/2017 X PTA TE OERTH- E.L. EACH ACCIDENT $500,000 OFFICERIMEMHER EXCLUDED? NIA E.L. DISEASE - EA EMPLOYE $500,050 (Mandatary In NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT 1 $500,000 D A Professional Liability Installation Floater 022176382 9/27/2016 36044012 9/27/2016 9/27/2017 9/27/2017 Limit$1,DDD,DDD $5,000 Retention Limit$50D,DD0 $5,000 Deductible Ohio Stop Gap Liab Limit $1,000,000 DESCRIPTION OF OPERATIONS 1 LOCATIDNIS I VEHICLES {ACORD 101, Additional Rema rks5chad ule, may beatlached II more space is required} Eagle County Regional Airport is included as additional insured for General Liability when required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Eagle County Regional Airport THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN P.O. Box 850 ACCORDANCE WITH THE POLICY PROVISIONS. Eagle CO 81631 AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016,'03) The ACORD name and logo are registered marks of ACORD EX]->IBIT C EAGLE COUNTY THIRD PARTY REMOTE ACCESS POLICY 10 EAGLE COUNTY INNOVATION AND TECHNOLOGY DEPARTMENT EAGLE COUNTY 3RD Party Remote Access Policy Purpose The purpose of this policy is to define standards, expectations, and restrictions for 3rd parties connecting from external hosts to Eagle County's internal network (ECG Network) via remote access technology. Eagle County's resources (i.e. corporate data, computer systems, networks, databases, etc.) must be protected from unauthorized use and 1 or malicious attack that could result in loss of information, damage to critical applications, loss of productivity, and damage to our public image. Therefore, all V party remote access to ECG Network resources must adhere to this policy. Scope This policy applies to account administration and remote access of all 31d parties, including vendors, contractors, and other agents who require remote access to Eagle County's data and networks in order to provide their services. Supported Technology Back end remote access technology is centrally managed by Eagle County's IT Department. In order to access underlying ECG network resources remotely, 3rd parties must be capable of implementing Eagle County's currently supported remote technology standards. Individual departments are responsible for managing how access to individual front end PC's using web based tools is handled. Third Party Authorization All 3rd party organizations and their representatives requiring remote access to Eagle County computing resources require authorization by the relevant Eagle County Line of Business (LOB) application owner. Policy and Appropriate Use It is the responsibility of all 3rd parties with remote access to Eagle County computing resources to ensure that due care is exercised with the management of their devices used to connect to Eagle County's network. It is imperative that any remote access connection used to support Eagle County business systems be utilized appropriately, responsibly, and ethically. Therefore, the following rules surrounding the utilization of 3rd Part Remote Access tools must be observed: Third Party Responsibilities a. All remote computer equipment and devices used by 3rd parties for accessing Eagle County systems will institute reasonable security measures. At a minimum, 3rd party source devices used to access Eagle County systems should be properly secured with: i. Unique strong passwords. ii. Have current antivirus software. iii. Ensure operating systems are patched and up to date. Page 1 EAGLE COUNTY INNOVATION AND TECHNOLOGY DEPARTMENT EAGLE COUNTY 3RD Party Remote Access Policy b. In no instance should any Eagle County 31d party provide their individual login credentials to anyone, including their co-workers or Eagle County staff. c. Third parties are responsible for immediately advising Eagle County's IT Department to revoke remote access privileges upon the termination of any third party staff member with Eagle County login credentials. d. Third parties are prohibited from introducing changes to Eagle County systems availability, application data, software configuration, hardware configuration, network configuration, security permissions and accounts, or underlying data without the explicit approval of the relevant Eagle County LOB application system owner and the Eagle County IT Department. e. At no time should any Eagle County 3rd party download, share, or distribute Eagle County data without the explicit authorization of the relevant Eagle County LOB application system owner. f. Any software support tools installed by a 3rd Party on the ECG Network should be documented and communicated to the Eagle County IT Department. This includes remote access software, backdoors, and any tools used for administering Eagle County system resources. All 3rd party software installed on Eagle County systems should be legally obtained and have proper licensing g. Standard proactive business application software maintenance upgrade requirements should be coordinated and scheduled well in advance with the Eagle County IT Department. All configuration changes made to Eagle County environment should be documented and tracked. Line of Business Owner Responsibilities For their respective Line of Business software applications. LOB owners are responsible for the following: a. Approval of all 3rd party remote support accounts allowing access to the ECG Network. b. Approval of all 3rd party support instances to allow remote access to the ECG Network. c. Approval of all 3rd party recommended LOB software application configuration or data changes, including authorization concerning specific times 1 dates that changes can be applied (including potential system down time). Additional authorization is required by Eagle County IT Department prior to change implementation. d. Approval authorizing software maintenance upgrades to be applied, including authorization concerning specific times 1 dates that changes can be implemented (including potential system down time). Additional authorization is required by Eagle County IT Department prior to change implementation. e. LOB owners are exclusively responsible for account provisioning and scope of access privileges granted within their specific software applications. This includes both internal users as well as 3rd party access. LOB owners are responsible for any software application data changes a 3rd party may introduce during a remote connection of any form. Eagle County IT Department Administrative Responsibilities Page 2 EAGLE COUNTY INNOVATION AND TECHNOLOGY DEPARTMENT EAGLE COUNTY 3RD Party Remote Access Policy a. Third party remote access authorization will be enforced through the establishment of: i. Separate individual login accounts and passwords for each individual 3rd party representative accessing Eagle County systems. Referenced passwords will periodically be required to be changed consistent with policy regarding internal Eagle County network accounts. ii. A multi -factor authentication mechanism will be established that all 3rd parties will be required to use in order to authenticate. iii. Temporary enablement of 3rd party remote access login account and compulsory account disablement upon conclusion of relevant support instance. iv. The use of generic accounts for accessing, troubleshooting, or implementing changes to Eagle County business systems is strictly prohibited. This includes local account access to operating systems and databases. b. Each support instance requiring 3rd party remote access will require approval of the relevant Eagle County LOB application owner. c. Appropriate controls shall be instituted to ensure that 3r1 party access is limited within the ECG network to only those resources that the 3rd party is responsible for supporting. d. Third party remote access is primarily for troubleshooting purposes, with default access permissions being limited to read only privileges. Standard third party accounts should be configured in such a manner prohibiting changes to Eagle County systems availability, application data, software configuration, hardware configuration, network configuration, security permissions and accounts, or underlying data. e. Separate 3rd party login credentials shall be established for situations requiring elevated permissions. All changes require the explicit prior approval of the relevant Eagle County LOB application system owner and the Eagle County IT Department. f. Any 3rd party changes that are introduced to Eagle County's business applications, underlying operating platform, or network must be documented following guidelines agreed upon by the Eagle County IT Department and the 3rd party. g. Database backups are required prior to executing any direct insert, update, or delete SOL statements against a production database. h. Third party remote user access and/or connection to Eagle County's networks will be logged and monitored to record dates, times, and duration of access. i. All remote access connections must include a system time-out feature. Remote access sessions will time out and terminate after a pre -defined period of inactivity. Enforcement Failure to comply with the Remote Access Policy and Agreement may result in the suspension of remote access privileges and possible termination of 3rd party support agreement. Exceptions Page 3 d14EAGLE COUNTY INNOVATION AND TECHNOLOGY DEPARTMENT EAGLE COUNTY 3RD Party Remote Access Policy Exception to this policy will be considered on a Case by case basis. All exceptions to this policy must be approved by the IT Director and maintained on file electronically for future reference. Each Exception Request should include: • Description regarding nature of the non-compliance. • Anticipated length of non-compliance (1 -year maximum). • Proposed plan for managing the risk associated with non-compliance (alternative mitigating control). • Proposed future review date to evaluate progress toward compliance. • Signature of the IT Director. Revision History Version Date of Change Responsible Party Summary of Change 1.0 09/03/2015 Scott Lingle Initial Policy Page 4