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Interlocal Agrmt - 03-28-2017 - Amendment 1 to Interlocal Agmt with City of Longview AMENDMENT NO . 1 to INTERLOCAL AGREEMENT BETWEEN THE CITY OF LONGVIEW AND COWLI COUNTY FOR DELIVERY OF TECHNOLOGY SERVICES 1 . This Amend ment No . 1 to the Interlocal Agreement is between Cowli tz County , Washington , (" COUNTY ") , and the City of Longview, (" CITY") and shall take effect and be in force on the below stated date of authorization as agreed to by COUNTY and CITY . 2 .. COUNTY AND CITY have entered into an Interlocal Agreement for information technology services , as more specifically described in the Agreement between the parties dated July 1 , 2014 and attached hereto as Attachment "A" . 3 -r COUNTY is now in need of continuing or modifying the scope of information technology services provided by the CITY to COUNTY as described in the original Agreement dated July 1 , 2014 . The additional services are set forth below in Section 4 . CITY is amendable to this amendment , under the same terms and conditions of the orig inal Agreement '. 4 :0 Both COUNTY and CITY ag ree to modify the original Agreement as in the parties ' best interests and in furtherance of the purposes and intent of this amendment , as set forth below: A-k a ,. CITY will provide services to COUNTY to implement the Spillman Jail Management System (JMS) which will replace COUNTY' S current JAMS system , as more particularly described in the Spillman Project Proposal dated August 18 , 2016 , updated October 5 , 2016 , and attached hereto as Attachment " B" . b . CITY will provide COUNTY on -going administrative , operational and maintenance support for the JMS , as more particularly described in the original Agreement between the parties dated July 1 , 2014 and in the Spillman Project Proposal dated August 18 , 2016 , updated October 5 , 2016 , and attached hereto as Attachment " B" . ... c . In the event of an inconsistency in this Amendment and the original Agreement, the inconsistency shall be resolved by giving precedence in the following order: is Applicable federal and state statutes and regulations I I It Amendment # 1 ... iiie Agreement dated July 1 , 2014 iv ., City' s Spillman Project Proposal 5 . Except as provided above in this Amendment No ,, 1 , all terms , conditions , duties , obligations and provisions of the original Agreement and any prior Amendment (s) shall remain in full force and effect. .....................................................................................................................................................................................I............ .............................................I.............................. ............I...... ....................I............. ............ .......-.................I........---...... .................. .......................................................................................................................................................................................................................................................................................... 11 P a g e Amendment # 1 A4 ar'c�, The parties hereto have executed this agreement on this F uary 1 2017, and each signatory to this Amendment No.1 warrants that it is duly authorized and executes this Amendment for and on behalf of the below-inscribed parties hereto. BOARD OF COUNTY COMMISSIONERS CITY OF LONGVIEW, WASHINGTON OF COWLITZ COUNTY, WASHINGTON David Campbell, CitV Manager �JGrdner, Chairman ATTEST: Dennis P. Weber, Commissioner �OpF COUAI�' KaylM Cody, Cq Clerk Arne Mortensen, Commissioner COUNTYLL O 1 8NINGTON `Cq ATTEST: >6 0 T'iffarly streim, Clerk of the Board Approved as to form: CONTRACT AMENDMENT FORM HAS BEEN APPROVED BY COWLITZ COUNTY " . , PROSECUTING ATTORNEY'S OFFICE eNamara, City Attorney 2 1 P a g e Amendment # 1 L City OI ng-View Watihinglon Spillman Project Proposal 8/18/2016 Update 10/5/2016 Server Infrastructure Flex - Records Management System (RMS) Flex - Jail Management System (JMS) spkan.' inc. JIM OKAWA—CITY OF LONGVIEW SYSTEM ANALYST TODD DODGIN—CITY OF LONGVIEW IT DIRECTOR L City of ng-View waSIingLon Table of Contents HighLevel Proposal:......................................................................................................................................3 HighLevel Budget Proposal: .........................................................................................................................3 Background: ..................................................................................................................................................4 Proposal -The proposal is defined in three phases......................................................................................4 FirstPhase:................................................................................................................................................4 SecondPhase: ...........................................................................................................................................5 ThirdPhase................................................................................................................................................5 JMSSupport Ongoing....................................................................................................................................5 Lqg)jew High Level Proposal: 1. Retire the current IBM server running AIX Unix operating system 1. Purchase Three Dell servers a. Each Dell server to use VMware for virtualization b. Each virtual server to use Linux operating system 2. Implement Disaster Recovery(DR) a. Two Dell servers to be located in local data center b. One Dell server to be located in Yakima data center 3. Implement High Availability (HA) a. Use the HA capabilities of VMware on local servers 4. Engage with Spillman in a Statement of Work for professional services in the migration from the current IBM Unix platform to the proposed Dell Linux platform 5. Provide System Administration and DBA support to the Jail Management System project High Level Budget Proposal: 1. $25,000—(3) Dell servers-5 yr a. Will need to purchase these servers regardless of the JMS b. 2 Servers located in County Data Center c. 1 Server located in Yakima backup Data Center 2. $10,000—Disk storage-5 yr a. Will need to purchase this storage regardless of the JMS b. The 2 servers located here do not have disk storage.This storage will be used for the virtual server environment c. This may be the one area of cost that may have an impact with JMS based on the number of booking photos stored. Additional storage can be purchased as needed to support the added growth of photos. If you want you could show half the cost of this storage could be attributed to JMS. 3. $7,500-VMware vSphere Essentials Plus Kit licensing-3 yr a. Will need to purchase this software regardless of the JMS b. Software used for the virtual server environment on the 3 servers 4. $4,400- Red Hat Enterprise Linux Server-3 yr Subscription & License a. Will need to purchase these OS licenses regardless of the JMS b. Will use Linux instead of the current Unix 5. $2,500-VEEAM Backup/Replication a. Will need to purchase this software regardless of the JMS b. Will be used to back and replicate the virtual servers 6. $2,000—Windows Server licenses a. Will need to purchase this software regardless of the JMS b. Used by the virtual server environment for management L City of ng V iel Washington 7. $19,200—400 hours JMS project time from Jim a. Only for the JMS project b. Estimated hours Jim would provide in support of the JMS project 8. $22,000—Spillman PS migration Unix to Linux a. Will need to purchase this service regardless of the JMS b. The RMS system is all that is residing on the IBM Unix server 9. $5,000—Contingency a. Possible cost changes at time of purchase Total: $97,600 (cost does not include the Spillman JMS SOW) Background: Currently the Spillman Records Management System (RMS) is hosted on an IBM server running the AIX Unix operating system.The server was designed for the Spillman RMS module and approximately 80 concurrent users from all the participating agencies.Spillman has indicated they are shifting their support model away from IBM AIX Unix operating system to Linux as the preferred operating system. The lifecycle of the IBM server is approaching the 5 year period with a planned replacement in the next year.The server is housed in the County Communications department in the basement of the Hall of Justice, next to the 911 CAD servers.The "server" room space is not the most ideal location for a server due to physical access controls and environmental controls. The County Jail department is seeking to replace the existing home grown JAMS system for jail management with the Spillman JMS module.The additional module and added concurrent user connections will further necessitate the need to replace the existing IBM server. The single server model used today for Spillman RMS does not provide for High Availability and Disaster Recovery functions for a system that provides services to many public safety agencies.The recovery point from a system failure is back to the previous backup, which would result in loss of data. Proposal - The proposal is defined in three phases First Phase: Replace the existing single IBM server hardware with a three server configuration. Utilizing three servers will provide for High Availability(HA) and Disaster Recovery(DR) capabilities.The HA and DR capabilities will be achieved through the use of server virtualization and by using software to backup and replicate server resources to an offsite location. For the purposes of DR we are recommending the offsite server be located in the Yakima County data center. Currently the Yakima data center is being used to store an offsite copy of the nightly server backups. By locating a server in Yakima,the site would be a ready to use system in the event there was a system failure locally. We are recommending the local servers be housed in the County IT data center to achieve improved access control and improved environmental controls. The estimated timeline for this phase is approximately 4 weeks. L City of ng-V iew Was hinglon Second Phase: The second phase activities would include the migration of the current Spillman RMS system to the new servers. Testing the new Spillman RMS environment and developing the cutover activities.Testing the HA and DR functions and developing the processes to failover to the DR site. The estimated timeline for moving the production Spillman RMS environment to the new servers is approximately 6 weeks. Third Phase The third phase will be the Spillman Jail Management System (JMS) project. The activities in this phase will be outlined in the Statement of Work provided by Spillman.With the use of the virtual server platform,the project will use Development and Test instances of the Spillman system.The JMS module can be installed and tested in a non-production environment. Once the testing and data migration from JAMS is complete the JMS module can be installed in the production instance of Spillman. The estimated JMS project support from Longview is approximately 400 hours. JMS Support Ongoing From Jim's perspective it is unknown if the Spillman JMS module would require additional hours of support dedicated to activities specific to JMS. The Spillman system and data base environment are the same which should not require additional administrative support.The additional level of support would most likely come from other staff members in the Longview IT department in support of the VMware and Windows server administration efforts.These activates would most likely be maintenance support of the VMware vSphere environment as it relates to monitoring and installing updates or patches. I would estimate no more than 10 hours per quarter.Actual hours would be invoiced on the quarterly billing statement. Longview IT would need to evaluate over the year if the JMS module created additional support requirements that were not known at the time.The expectation is that the Jail Management System will have County subject matter experts (SMEs)that will provide the client facing support for the use and reporting needs by Jail staff members.