ORDER NO 29048 AWARD CONTRACT FOR COMPUTER SERVICES On this the 28th day of February 2005, upon motion made by Commissioner Nicholson, seconded by Commissioner Williams. the Court unanimously approved by vote of 4-0-0, to award contract services to Gazelle PC. /~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: John D. Trolinger MEETING DATE: February 28, 2005 OFFICE: Information Technology TIME PREFERRED: SUBJECT: Report and discuss IT staffing. Consider the bids opened on Feb 14, 2005 and award contract for services. Consider budget ammendment. EXECUTIVE SESSION RF,QUF,STED: (PLEASF, STATF, RF,ASON) NAME OF PERSON ADDRESSING THE COURT: John D. Trolinger ESTIMATED LENGTH OF PRESENTATION: 8 Minutes IF PERSONNEL MATTER -NAME OF EMPLOYEE: -- Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: @ All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Information Technology Evaluation and Recommendation for StafFng Executive Summary February 28, 2005 Kerr County is heavily automated. There are nine servers, over two hundred desktop computers, hundreds of peripheral devices, and several miles of wiring that serve three hundred employees and forty five thousand plus taxpayers. Support and maintenance of this automation system today requires two full time and one part time county employees. In the past several unmanaged contractors and a huge volunteer effort by the department heads filled the gap; but at great expense. A parallel could be drawn to the maintenance department. County maintenance is handled by full and part time employees that have a manager. Specialized work is contracted. The IT department should be converted to this structure. In the interim the county should choose a single contractor that can fill in as the second full time employee. The contractor that I am recommending, Gazelle PC, fits this short term need while meeting the 2005 budgeted expense of a part time employee. Please review and consider the Gazelle PC contract for approval. Sinter y, John D. Trolinger Information Technology Manager Enclosed: Bid Packages Gazelle PC Contract IT Budget IT monthly report Budget amendments to be presented by the auditor. COURT ORDER # (02128/05) BUDGET AMENDMENT REQUEST FORM DEPARTMENT NAME: INFORMATION TECHNOLOGY CURRENT CURRENT EXPENSE CODE LINE ITEM DESCRIPTION BUDGET EXPENSE UNEXPENDED BUDGET BALANCE REQUESTED AMENDMENT INCREASEIQDECREASE 10-408-110 Information S stem S cialist $34,650.00 $23,333.33 $21,802.54 + $1,530.79 10-408-203 Retirement $2,738.00 $1,908.67 $1,798.70 + $109.97 10-408-553 Contract Services $0.00 $0.00 + $7,688.53 1008-108 Part-time Sala $8,320.00 $0.00 $8,320.00 $8,320.00 10-408-201 FICA Ex nse $3,287.00 $2,304.12 $519.17 10-408-202 Grou Insurance $5,956.00 $4,530.12 $490.12 ~~ ELECTED OFFICIAUDEPafZTMENT HEAD 51GNATUR 02/23/05 DATE COURT ORDER # BUDGET AMENDMENT REQUEST FORM DEPARTMENT NAME: INFORMATION TECHNOLOGY NON DEPARTMENTAL 3 (02128/05} CURRENT CURR T EXPENSE CODE LINE ITEM DESCRIPTION BUDGET EXP SE UNEXPENDED BUDGET BALANCE REQUESTED AMENDMENT INCREASE/ DECREASE 10-408-561 Com uter Hardware $0.00 $0.00 $0.00 + $15,693.00 10-409-562 Com uter Software $18,193.0 $18,193.00 $15,693.00 *-To purchase DataNA: (') -New line item. capabilities D. OFFI 02/24/05 DATE RE Information Technology Monthly Report for February 2005 • Replaced five depreciated computers at JP1 and 216' DA with newly purchased computers. • Replaced two failed computers with temporary units. • Configured eight previously installed computers. • Responded to an average of three 'work stoppage' calls per day. • Locked down Internet access to the courthouse due to security issues with no impact to the users. • Found and removed network devices that posed a security threat. • Took administrative control over the TSG server (ex. mainframe ) • Took administrative control over email accounts, kerrcounty.org • Took administrative control over www.kerrcounty.org and updated. • Took administrative control over three systems previously handled by contractors. • Took administrative control and installed admin tools on 25 percent of the desktop computers. Completion estimated in June. This will allow me to address urgent day-to-day needs of the users from my desk. • Started the consolidation of applications and improved collaboration for the Justice of the Peace. • Updated the TSG Server (ex. mainframe) to allow tape backups. • Updated TSG applications on the server. • Cleaned and organized the computer room and office. • Established off-site data backup with the Law Enforcement Center. • Evaluated and documented each department' systems, hardware and software. A full report and plan is pending. • Met with the department heads and elected officials. • Evaluated staffing needs for IT and interviewed the contractors currently doing business with the county. Report and recommendation is pending in the February 28"' commissioners court. • Backlog of non 'work stoppage' issues is at two weeks. • Hours worked this month 320. Contracted hours used this month 4. 4(ERR COUNTY TREASURER BUDGETARY ACCOUNTING S Y 5 T E M 16:44:12 31 DEC 2@04 Stateeent of Expenditures -Budget vs Actual vs Last Year GENERAL The SoftNare Group, Inc. Fnr the Month of Dece~ber and the 3 Months Ending Qeceeher 31, 20~'y page 6 10 -GENERAL -INFORMATION TECNNOL(1CY Account ...................... Qrig Budget 488-108 FART TIME SALARY 8,'28 488-118 INFORMATION SYSTEM SP 34,65@ ' 488-201 FICA EJipEN~ • 3, 287 4@8-2(dt GROUP INSURF~iCE 5, 9S6 -283 RETIREMENT ?.,738 4418-309 POSTAGE 58 488-318 fJFFICE 5UPPLIES 1,1@8 408-420 TELEPF~INE 6~ 488-456 MACHINE REPRIRS 3t~D 488-485 CONFEREt~E DYES & SUB 508 488-499 MISCELLANEOUS 18@ 488-569 OPERATING Ei~.IIPMENT 8 488-578 CAPITAL Ql1TLAY 16,00@ TOTAL iNFORt~TION TECHNOLOGY 73,611 ~ -S z~ • ~o Curr Budget ...Monthly Exp ..YTD Expenses .Fast Year YTD .YTD Exp + Enc ,UnEnc Balance ~RrM, 8,328 @. ~ @. @@ @. 00 @, 0@ ' 8,320.80 1 ~b _ 34,650 2, 857.6 8,572.92 8,1~'.R.28 B,57c.92 26,@77.08 75 3,287 218.62 655.86 521.18 655.86 '2,63t,I4 8® 5, 956 5@5. ~ i, 425.88 1, ; 71.06 1,425.88 4, 53@. 12 7E 2,738 235.18 705.54 543.14 785.54 2,832.46 74 60 0. @8 8, ~ 37.00 0. ~ 68. a@ 180 1,1~ 225.45 536.36 262.42 536.36 563.64 51 688 75.86 173.32 93.18 173.32 426.68 71 0.8@ @.00 119.'x& 0.~ 3@@.0@ 100 5@0 @. ~ @. 00 8.0@ @. ~ 5@8. ~ 1~ 1 @@ e, ~ @. @@ @. @@ @. ~e 108. @@ 180 8 0.00 @. 00 0. ~ @. ~ @. 08 *~ 16, 000 0. ~ @. ~ 0.0@ 0.08 16, Q~O.O@ 1 ~ 73,611 4,117.75 12,059.88 11,268.74 12,069.88 61,541.12 84 Go ~ ~ivc.~o ~`' Otl1 v,r~ ~ S`~d V Gt C ~ud ~ ~ ~ g ~° ~~ Y~ n a ~~ hn _ ~to ~8 ~C ~~~ ~ z Pg 1 of _ Gazelle CLIENT Service Agreement for Computer Hardware, Network, and Peripheral Repair and Maintenance This Service Agreement is made and entered into this 151 day of March 2005 ending on September 301h 2005 by and between Gazelle PC Corporation dba Gazelle Computers and County of Kerr, Information Technology Department, 700 Main Street, Kerrville, Texas 78028. 5COPE OF MAINTENANCE: COSTS • Gazelle PC Corporation will service equipment, software & hardware. MAINTAINS GOOD WORKING CONDITION: GAZELLE PC CORPORATION will render service to keep equipment in, or restore equipment to good working order. • PROBLEM IDENTIFICATION: GAZELLE PC CORPORATION will exert its best efforts to perform all fault isolation and problem determination including hardware, software and network problems. ON-SITE MAINTENANCE: Maintenance will be performed where the equipment normally resides. If equipment cannot be repaired or replaced on-site, it may be removed by GAZELLE PC CORPORATION and returned to the site for re-installation by GAZELLE PC CORPORATION after repair. • QUALITY: Parts may or may not be manufactured by the original equipment manufacturer. Parts may be altered by GAZELLE PC CORPORATION to enhance maintainability and may be new or reconditioned to perform as new. It is the responsibility of County of Kerr, Information Technology Department to inform GAZELLE Pc CORPORATION of any problems users are encountering with their equipment, hardware, software etc. • GAZELLE PC CORPORATION cannot be held accountable for hardware and software limitations. • GAZELLE PC CORPORATION cannot be held liable for loss of data or damage to parts, software or equipment due to user error, viruses or mishandling. • GAZELLE PC CORPORATION cannot be held liable for damages or loss of data caused by Force Majeure. COST SCHEDULE: COUrlty Of Kerr, IflfOrmatiOn TeChnOlOgy Department shall pay GAZELLE PC CORPORATION a retainer fee of 7 0 per month in exchange for 10 hours of labor. (Exact service time wil! be calculated as minute by minute limited to Kerrville city limits.) if more than one technician is required for the service, additional minutes will be added per technicians. Any service required over the agreed 10 hours will be charged at a rate of $75 per hour. Overtime is charged at a rate of $125 per hour. • Client will not purchase PartsJEquipment until prior approval. • OVERTIME: Normal charges apply Monday through Friday, 8:00 a.m. - 6:00 p. m. Overtime will be charged for work done after 6:00 p.m. Saturday, Sunday and the following holidays: ]anuary 1 New Year's Day July 4`" Independence Day Fourth Thursday in November Thanksgiving December 25 Christmas • This agreement renews automatically every year and 30 days notice must be given in the event that either party wishes to terminate this contract prior to the above ending date. GAZELLE PC CORPORATION CLIENT Name Mevlut Turker Otcu "Turk" Name Title President Title Signature Signature Date: Date Kerr County I.T. Maintenance Services Proposal ON SITE SERVICES Peroonal Computero End User Support: In Person End User Support: Email, Plane New System InstaN PC Hardware Maintenance / PC Hardware Upgrades i PC Operating System InstaNatbn 8 Configuration (Windows/MaC OS) PC Operating System InstaNation & Configuration (any other inducting Linux) PC Off-the-Shell AppNcatlon Software Instatlation and Configuration Personal Computer AppNcatfon Software Tr-aiNrp Departmental Servero (UnizlLlnuxflMndows NT/2000f21109 ServedDatabase Servers) Opsratktg System InstaNation, Configuration and Maintenance Hardwaro Maintenance ~ Hardware Upgrades i Network Inirastruduro Design Constrkatlon Services Cabling (Cat 5 + WaN Plate + Jack) Network AppNances -Hubs, Routers, Switches, Repeaters, Bridges instaMatlon and Conftgtuatlon Troubleslaofirp and Mainlenartce Wireless Networking -Hubs, Routers. Switches. Repeaters, Bridges InstaNatlort and Confgutation Trgrbkshootirg and Maintenance Network SearrUy VutterbWty Testing PaneUatlon Testing IrutaNatlon, Configuration & Testlrg d Hardware based Security InstaNe6on, Configtxation 8 Testing of Host-based Security InstaNetiar, CoNlguration f: Testing d tnstrusion Detection Systems Maintenance o/ Hardware/Flost-based Security & Intrusion Detection Systems WWW Consulting Website Content Layout Design (custom artwork/bgosJetc not Inducted) Website Contera MafMenance Webaite AppNcafion Devebpment Website AppNcation Maintenance Wabsita AdrtWdstrotion Peripheral SNalnbnance Olrfdata and HP Printers OOler Laser Printers Other Dot-Matrix/impact Printers Mouse, Keyboard, Speakers, Serial or ParaNel Devices USBIFirewke Davfoes Compubr Foronsk Services NONCONTRACT Pro tad COn1r8Ct SBNICB R8t8S BASE RATE hour Next Day (l)ass refs) tour Same pay Hour 575 550 585 s76 i16 ia6 i7s i3o 565 slop 573 i65 5100 i73 Na 5100 575 Na 5125 5100 Na 550 i60 Na 5150 1125 Na 5100 i7a 500 5100 575 i1o6 5100 575 5100 1175 1123 Ns SlOlrun + i0.75tft i3ofrun + iO.SOfit Na 1150 1100 Na 51lf0 i75 i125 i150 ;100 Na 1150 S75 1125 1500 SIOO Na 5500 5100 Na 1175 1150 Na 5175 5150 Na 1175 5150 Na 1175 i125 1175 1160 i125 Na 5150 575 5106 1150 5126 Na 1160 575 1105 5150 i75 5106 575 560 573 Si5 575 5100 i65 575 f100 575 S60 575 576 560 576 1600 5375 5175 s - These servkn inducts: troubleshoaUng, replacement anWror repair d devices, cards anNOr systems that have intermlaent or canPkM taNures N -These services Nrckrdes software driver updates. disk defragrnentation, disk dearwp and hardware upgradN 1 Hour, Sartre Day, Next Day, Night and Weekend appNes >n response to a caN fa service and is not a guarantee d rxxnpleUOn Nme. Cortplelion Nrne wYl vary based an cortpNxity d proWern and avaNabiWy d parts and suppUes. CopyrlOM O 2005 MIS~QS, t.LC. U.SA Kerr Courtty I.T. Maintenance Services Proposal Response Time Surcharge (one timelincident) Personal CompNers End User Support; In Person End User Support: Email, Phone New System Install PC Hardware Maintenance N PC Hardware Upgrades S PC Operating System Instagation 8 Configuration (WlndowyMac OS) PC Operating System Installation d Configuraton (arty other indudirg Limoc) PC off-tfreShelf Application Software Installation and Configuraton Personal Computer Application Software Training Departmental Servers (UnixlLlnuxlWindgva NTI2000I2003 gervedoatabase Servers) Operating System Irratallation, Configuration and Maintenance Hardware Maintenance ~ Hardware Upgrades ~ Network Infrastructure Design Consultation Services Cabling (Cat 5+ Wall Plate+ Jack) Network Appliances -Hubs, Routers, Switches, Repeaters, Bridges InstaBatbn and Confguration Troubleshooting and Maintenance Wireless Networking • Hubs, Routers, Switches, Repeaters, Bridges Installaton end Configuration Troubleshooting and Maintenance Network Securty Vulnerbility Testing Penetiatbn Testing Installation, Configuration & Testing of Hardware based Secudy Installation, Configuration 8 Testing of Host-based Security Inshalgtron, Conifiguraton 8 Testing of Instruston Detection Systems Maintenance of Hardwars/HOSI-eased Security & Inbusion petecUon Systems VVWW Consulting Website Content Layout Desgn (custom anworkAogosletc not Included) Website Content Maintenance Webaite Application Devebpment Website Applicaton Maintenance Websfie Administratbn Peripheral Maintenance Okidata and HP Printer; Other Laser Printers OtherDot-Matrix/lmpaq Printers Keyboard, Speakers, Serial or Parallel Devices USBIFirewtre Devices computer forensic Services a • ltteee servbes iridude: tiarbbslaoanp. regaoemem anNor repak d devkxa, cards andlor systems that have Ndenniltent or corpypa [a~8 S • These servkes kw~udea sabre drh~r , ~ deirapmerdation, di81c cleanup and hardvare upgrades 1 Has, Same Day, Nett Day, Night and Weekend aPWies to response to a car fa serWce and h not a guarenlae or completion tirtre. Conrpletbn tkne writ vary based on comPlexdY d problem and availabWry of parts and arppYes. CoDYdght ®2005 MIS-0S, LLC. U.SA Dear Mr. Thomason, In response to your query, I have outlined a more detailed description of Gazelle PC's policies and procedures. Hourly Rates for the following response times: Standard Rates: If the customer chooses not to subscribe to the "Minute-by Minute" Contract they will be bound to the standard rate. Please see the attached proposal for more details regarding the standard rate. One Hour Response: Standard: $125.00 per hour Minute by Minute: No change in price as per contract however double minutes will be charged (i.e. if the job took 15 minutes - 30 minutes will be deducted from the contract time. Same & Next Business Day: $75.00 Early Morning (before business hours), Nights & Weekends: $125.00 (or double minute charge for minute by minute contract) (Gazelle PC is open from 8 a.m. to 6 p.m. everyday and from 1 to 5 p.m. on Saturdays for in-shop services and computer pickups.) Gazelle PC Corporation has been in business since 2002. This company originally started as a small home office organization. Through dedication, expertise in the computer field, and an incredible work ethic, the company has continued to grow and we are now in our third location, a 3000 sq. ft. store, located at 733 Hill Country Drive. Gazelle PC's technicians are chosen from highly trained and experienced candidates. Our technicians install networks, troubleshoot, work with various software on a daily basis. Our customer base consists of a wide range from those with a personal computer at home to large organizations with multiple computers networked to a server. Gazelle PC believes it is important to maintain good relations with all companies and individuals involved in the same field. This allows us to liaise, on the rare occasion that it is necessary, with other IT companies or resources in order to expedite service. Gazelle PC understands the urgency needed in getting computers up and running so as not to affect the productivity of an organization. 31 January 2005 Tommy Thomason Kerrville Court House, Kerrville, TX Re: Computer Servicing Proposal "Minute-by-Minute" Contract Dear Mr. Thomason, We at Gazelle PC Corporation know we can be a great asset to the Kerrville Court House and would like to present the details of our "Minute by Minute Contract" to you. It is our sincere belief that we can significantly reduce your computer maintenance costs while providing a superior level of security, confidentiality, quality and efficiency. Gazelle PC Corporation service contracts encompass all computer needs (i.e., hardware, network, security, peripheral repair and maintenance). We are greatly interested in increasing your efficiency and avoiding potential computer breakdowns with our "Minute-by-Minute" service plan. Our "Minute-by-Minute" contract fits well within most budgets. We have customized a plan to fit the needs of the Kerrville Court House. Here are same of the advantages: "Minute-by-Minute" can save you money. Considering salary, social security, unemployment insurance, retirement and health care benefits, an in-house IT professional can easily cost upwards of $40,000 per year. Compare that cost to our annual proposal of $18,000, and we can save you over $22,000 per year. In addition to savings, we offer the experience of not just one individual but a staff of highly trained professionals who are well rounded, each specializing in vital areas of computer maintenance. How does the plan work? With multiple computers comes the possibility of multiple problems. Often times, especially within a network, you will face a unique problem on each machine. Why pay multiple fees, multiple times, to have each computer serviced? These unique service plans will save money and time by reducing the headaches associated with this problem. With this plan your monthly rate includes aone-year contract of $1,500 per month. "Minute-by- Minute" means our technicians will clock in and out so as to assure that you pay only for the actual minutes worked. If the problem was solved in fifteen minutes, the 15 minutes is deducted from dour allotted monthly time of 25 hours. Clock-in and clock-out times will be written on our spreadsheet with the client's signature (see attached example). In addition, should you exceed your plan time, you are still only chazged by the minute instead of the flat hourly service call fee of $75. Should you exceed the 25 hours, we will add the additional minutes to your monthly statement. As the chart below shows, the value of our plan is clear.