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Home My WebLink AboutAgreements/Contracts - Central Services.L GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Centrad Services REQUEST SUBMITTED BY:Tom Gaines CONTACT PERSON ATTENDING ROUNDTABLE: Tom Gaines CONFIDENTIAL INFORMATION: DYES ®NO DATE: 1 /17/2024 PHONE: 3276 M Me. Z 0 E �, EME� � MW 0- Em WE. ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ABPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders []Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution * Recommendation ❑ Professional Sery/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB Municipal Services Agreement for use in sharing IT resources with Grant County Municipalities (Specifically Soap Lake) Agreement has been reviewed by PAO and Shane Heston DATE OF ACTION:1, d�'✓^� `7 APPROVE: DENIED ABSTAIN D1: D2: D3: 1 DEFERRED OR CONTINUED TO: To: Board of County Commissioners Re: Municipal Services Agreement Board of County Commissioners, Grant County Central Services P O Box 37 Ephrata WA 98823 (509) 754-2011 Ext -3276 January 17, 2024 Technology services have provided limited services to outside agencies within our community for several years. We have had interest from other entities, such as the City of Soap Lake and the City of Ephrata, to provide these services to them. This addition would help our bottom line as they must pay. the same rates as Public Works or Renew for these services. Adding to the whole, it reduces the cost for all. We first recognize the need for customer service and attentiveness to our internal needs. Joe Carter has assured me that this will not impact our ability to serve our internal customers or lead to the need to request more manpower. As Joe and I conversed over several months regarding Soap Lakes' desire to do this (Ephrata has just brought this up in the last few weeks), I thought we should probably have a formalized agreement. The Warden Police Department is a minimal customer, and the fire districts are county entities (to an extent). An incorporated city within our County is different. I researched how counties do this and discovered it is relatively common and performed through a Municipal Services Agreement. I have written a Municipal Services agreement that would be put in place between the County and any entity showing interest in having these services. The PAO (K. McCrae) has reviewed it and is okay with it, and Shane Heston of Trask Insurance helped craft the insurance requirements. With the Board's permission, we will begin utilizing this agreement with the City of Soap Lake and forward it to other entities we already service. Respectfully, Coln &aines Tom Gaines Director, Grant County, WA Central Services Department Tom Gaines Director of Central Services tgaines@grantcountywa.gov "To meet current and future needs, serving together with public and private entities, while fostering a respectful and successful work environment." K24-009 GRANT COUNTY SHARED SERVICES AGREEMENT FOR SHARING GRANT COUNTY TECHNOLOGY SERVICES, EQUIPMENT, AND TECHNICAL PERSONNEL BETWEEN GRANT COUNTY AND MUNICIPALITIES IN GRANT COUNTY WA. AGREEMENT made this day of 2024 by and between the County of Grant, 35 C street NW, Ephrata WA, 98 823 (hereinafter referred to as the "County") and any municipality in Grant County WA that adopts a similar Grant County Technology Services (hereinafter referred to as IT) Services Agreement Resolution, hereinafter referred to as the "Designated Municipalities." WITNESSETH: WHEREAS, Grant County is capable of and willing to provide County IT services and personnel (on a limited basis) with the municipalities under the terms of this Agreement and WHEREAS, the requesting Municipality is desirous of receiving hardware, software, network, and IT services through Grant County NOW, THEREFORE, BE IT AGREED AS FOLLOWS: 1. Scope of Services Grant County Technology Services agrees to provide the following services. General Helpdesk Support via Spiceworks. Users will submit requests for service to Spiceworks via email. Service requests can be emailed to helpdesk(&,grantcountywa.gov. Those submissions (tickets) will be selected by or assigned to the staff member/s best suited to resolve the issue. Some issues may involve multiple staff members to resolve. It is not uncommon for a ticket to be escalated or passed between technicians, specialists, or administrators. All requests must be submitted to Spiceworks. If a matter is urgent, a request may be initiated by phone but must be followed up with a written request submitted to Spiceworks. Network Administration and Monitoring. Technology Services will manage the client network and monitor those network devices and other client nodes on the network. Network management includes Internet access, VLAN management, route management, port provisioning, Wi-Fi management, and limited cable management. Technology Services will use Ubiquiti UniFi to perform most logical network management tasks and as a first line of network monitoring. Subsequent monitoring will be performed with Progress WhatsUp Gold. Systems and Application Administration. Technology Services will manage user access to the network's various applications the client entity uses. These include Office 365, SharePoint access, data backup via Rubrik, and email filtering and backup via Barracuda Networks. In this agreement, specific software is delineated, and those platforms may change over time due to the needs of the County. Both software and hardware are subject to licensing fees and, in some cases, contracts between the County and the Vendor. The signing municipality understands and agrees that these platforms, network infrastructure, or hardware may change over time without notice. Access to storage within and use of Grant County Technology Services is subject to County policies or the State of Washington regarding retention, user access, filtering, and any other use of our network. Municipalities are solely responsible for understanding their retention requirements and taking the necessary steps to ensure their data is stored per their policies and procedures. Grant County will be held harmless for any data loss by signing this agreement. Voice over IP Desk Phones. Technology Services will manage client access to the County's Cisco Call Manager VoIP system. 2. Term This Agreement shall continue until either party provides 60 days written notice of the discontinuation of service. 3. Compensation The County will be paid for services outlined in exhibit "A." These costs may be updated annually or as service levels change or vendors' prices increase. General Help Desk is a percentage of the total cost of the GCTS members listed in the billing estimate under the General Help Desk and Asset Management section of attachment "A." The percentage is based on the client users / total user count. The network is referenced as a percentage of the total cost of the GCTS staff members listed in the billing estimate under the Network & Security Services section of attachment "A." The percentage is based on the client's number of network devices / total network devices in the system. Systems and Application Administration is calculated in two ways. First, as a percentage of the total cost of GOTS staff members listed in the billing estimate under the System Administrative Services section of attachment "A.". The percentage is based on the client's number of servers / total number of servers in the entire system. Second, as a percentage of the total cost of procured services that support the server environment. The percentage is based on the client's number of servers / total number of servers in the entire system. Voice-over IP services are based on the cost of each line of service. This cost can be referenced in the billing estimate under the Phone Services section of attachment "A." This cost is a direct passthrough with zero markup. Software as a Service is based on unit counts of each service the client uses. This cost can be referenced in the billing estimate under the Software as a Service section of attachment "A." This cost is a direct passthrough with zero markup. 4. Contact Person The Municipality agrees to appoint a person to act as a liaison to serve as the Contact Person with the County to support and facilitate the orderly and efficient distribution of equipment requests and related information to the County's contact listed below. 5. Effective Date This Agreement shall become effective as of authorizing resolution by the Municipality. 6. Level of Service upon passage of any The County agrees to provide all services in a professional and workmanlike manner. 7. Power and Authority of County In performing the services under this contract, the County shall have full power and authority to undertake any ancillary operation reasonably necessary or convenient to carry out its duties, responsibilities, and obligations. 8. Other Agreements e The County reserves the right to enter into any other contracts with other public or private entities for the performance of any services which may be included within the scope of services provided in this Agreement. 9. Dispute of Payment In the event of any dispute as to the amount to be paid under the terms of this Agreement, the total amount to be paid under paragraph 3 shall be paid. 10. Indemnification The Municipality shall indemnify and hold the County harmless against all losses, claims, or liabilities of any kind (including reasonable attorney's fees and costs) for personal injury or property damages arising from the actions taken by either party according to this Agreement, except for sole negligence by the County. 11. Insurance The Municipality shall take reasonable action to ensure its insurance covers all cyber or IT -related insurance risks. Grant County is. not responsible for any cyber -related attack that harms or destroys data. The county's cyber insurance does not extend to the municipality through this agreement. 12. Miscellaneous This Agreement may only be modified in writing, duly authorized, signed, and forwarded to the Mayor of the Municipality. All notices, statements, or other documents required by this Agreement shall be hand -delivered or mailed to the following addresses: FOR THE MUNICIPALITY: City of Soap Lake, WA: 2392 d Avenue SE. Soap Lake WA 98851 City of Warden, WA: 121 S. Main Street, Warden, WA 98857 City of Ephrata, WA: 121 Alder Street SW. Ephrata, WA 98823 FOR THE COUNTY: Grant County Central Service Attn: Technology Services 3 5 C Street NW Ephrata, WA 98823 13. GoverninR Law This Agreement shall be governed by and construed under the laws of the State of Washington. 14. Entire Agreement This Agreement sets forth the parties' understanding of the transactions contemplated herein. No change or modification of this Agreement shall be valid unless the same shall be in writing and approved by the Grant County Board of County Commissioners or the Administrative Director of Central Services. 15. Severability Suppose any clause, sentence, paragraph, section, or part of this Agreement shall be adjudged to be invalid by any Court of competent jurisdiction. In that case, such judgment shall not affect, impair, or invalidate the remainder. Still, it shall be confined to the clause, sentence, paragraph, section, or part thereof directly involved in the controversy in which such judgment shall have been rendered. EXHIBIT "A" PROPOSED COST ALLOCATION ,v • 701 OA .0 6 mom ,01111M III\, IN To Monthlyr John Martin T 2080,00 85.93 $178,, 212,48 .4734.40, :21549.71 ............. ...... wo� ��L sm ,01111M III\, IN 3k,"N"A e 10 912 0 MCI E,, n J,s,,,V I P, N, d :.�,$22,0 t c 0 :,,S,,,, i s,, Ph �0$ 32 q 4 M 5, z u 3 3 W -IN !"ll , "."'P � ,,, , , x Ti -, e we r N a mvi e' ea 6 e`a'r 3Y :3.00 912 0 :Proess-Vk tsU Network :& In entohy p& onitbrin. 28,856.08 1.00g -I85 9,24 Ednetici's/SMARTnet,Maiht0n�nce,,,, 3b,810.36 .00 �Jo �10 8 `6.96: -10.58, Edneti c-�,On6 34175121 1.00 :$ -753 34' 21" .$, 278.03 23.17 VN are -18487.73 100 8,437.73,-� .147. 0 12.29 N eta pp Sto ra-ge H a rd w'a re' 8e rvic e 1.00 -:39 79.01 313:43 : 26.12 rkubrik Backup (RansorriWare Proof) 300 $ 172 198.42' 377 :114.79.79 ............ i,:,l MORE I .......... XedrY Total Monthly Total ---------- .......... .. ------ ----------- ..... ..... -- ---- ----------- .... ... <:RP MunicipalServicees.A�rreement. Kevin -fit McCrae Ta —ZornGain Ot You rEpltadto.imEsagn; on 1,17J202411,53 ANI. I aria pit Ewith W& Kevifn McGiae Grant Goon PfozeGutI.qgAttorney, VIBA #43037 Grant County Pfoser-slams Office Bqx�7 WA 98823 55 0 7 5 i -40_i 3956 F&� i54-3449 WT—ricr-ra.c-oa,gr.-anic.ounly�va- gov 'ReplyAff 'Forwa rd 'Wed I /'I 7v'2024 ill -03, AM The contents of tbi5e-mail rre5!5age, including any attachrnej.A5, are intended 5olefy forthe use cf the per5on, or entity to whom the a- ate was, adds sed. Itcontain5 inform . arion thatmay be protected by attomey-clieWt. privile-ge., work:-predu ur other privilege5, and ma 'be restricted From disclu'aure by apolkable state and federal fawIfNau are nottbe intended retipient 'of this Me5a a. be -advised that any di55emInatIDrj, distribution, or u -se y 9 yd of the contents of this rnessagge is strjf_�Ify proh,,b4ted if you received this rnessagein error, please contact tae � sender by reply e-mail Please also permanenfly delete A -s of cop the orginal e-mail andanattache documentation. Pse die trdvised that any reply to this era0maybe considered a Pubficrecordand he sublect ti diklasureupun request. Thank yr) u. From: Tom Gaines <tgajnes;@grantcoun,4nva.gqj> Sent: Tuesday, )a nuary 16,20212:40 P NI k To: Kevin I Wc-Crae < Subject: j:- .�:2 'S�erVtCer.'Agreeynent guia ity au -a clava -(Para the�ind.�rnn d se. ndthe-insurancee gra I have a ddre5sed'your comrnent:5 (Thank.Y60 the infiurance que5tions werere,06wedl and Tan ge�chanaed bothIni OS IQ Jl I I r _ - e* u are.OK %,Athfhis, I-'Il:get it.,tD con5entnvie 9€, Tom Gaires Director, Grant Coimtty, VV_A, Centmd SeMces Depalmffl-, 5W-75-54-2OU at 327f, Sem dw JAINIC -of EATIPLIWI. DWI*