ORDINANCE WHEREAS, the Celina Municipal Court uses database software provided by Creative Microsystems, Inc. (CMI); and

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1 ORDINANCE AN ORDINANCE AUTHORIZING THE CELINA MUNICIPAL COURT JUDGE TO ENTER INTO A CONTRACT WITH CREATIVE MICROSYSTEMS, INC. FOR FACILITIES MANAGEMENT SERVICES, AND DECLARING AN EMERGENCY. WHEREAS, the Celina Municipal Court operates and maintains a shared departmental networking system; and WHEREAS, the Celina Municipal Court uses database software provided by Creative Microsystems, Inc. (CMI); and WHEREAS, CMI has provided the Celina Municipal Court a proposal for Facilities Management Services which includes IT technical services support, disaster recovery services, remote backup and other valuable services; and WHEREAS, the Celina Municipal Court is desirous of entering into an agreement with CMI for said Facilities Management Services. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Celina, County of Mercer, State of Ohio. SECTION ONE THAT, the Celina Municipal Court Judge be and is hereby authorized to enter into a Contract with for Facilities Management Services, in a form substantially similar to the attached Exhibit "A" which is fully incorporated herein by reference. SECTION TWO THAT, the Auditor is hereby authorized and directed to draw warrants from the Court Computer Incidentals account ( ) an amount not to exceed Sixteen Thousand Three Hundred Twenty Five Dollars ($16,325.00) for payment of the aforementioned services. SECTION THREE THAT, this Ordinance shall be declared an emergency measure immediately necessary for the preservation of the public peace, safety, and welfare, such emergency arising out of the necessity to implement the IT support at the earliest date possible. NOW, therefore, this Ordinance shall take effect and be in force from and after its passage and approval by the Mayor at the earliest period allowed by law.

2 PASSED this _ \..._q_,vv1 day of _m---'--""~-- 1 urster, Clerk of Council

3 i' r l{. ''.)j. I, " CMI Exhibit "A" FACILITIES MANAGEMENT SERVICES CONTRACT Customer Information & Location Name : Address: 202 North Main Street Address: Celina, OH Contact: Barb Painter Phone #: Customer: # 1737 Period of Coverage: May 1, April 30, 2015 Product Description Serial# Original Purchase Annual Cost Type Code Hours Code Annual Facilities Management Services Total Cost $16,325 (1) FMS N,E $ 16,325 (1) This annual support fee provides for IT technical services, both remote and on-site, emergency after-hours support, as well as disaster recovery services, remote backup and other valuable services. See for a detailed description of these specialized services. TYPE CODES CMI =Repair/Exchange by CMI FMS =Facilities Management Services by CMI HOURS CODE N = Normal 8 a.m. to 5 p. m. Monday - Friday E =Extended (24 hours) Sunday - Saturday NOTE: Please sign this addendum, and return ONE copy to CMI. please remit prompt payment to CMI. Upon receipt of an invoice, (CM I) 52 Hillside Court Englewood, Ohio By: Vivian Pope, Contract Manager 202 North Main Street Celina, OH /'""'\ t \ By:\... --~ Title: ----"c:f"l:7.y..:"""77'e=- J J

4 a Civica Grou p company General Description of Services May 1, 2014-April 30, 2015 The CM! offering is designed to provide the client with an all inclusive IT resource. The FMS contract allows the Municipal Court to have its own "IT Manager" and "Network Administrator" (for the shared City server) without increasing headcount and paying salary and benefits. An FMS contract provides ease of budgeting over "per call" hourly support. The term of this contract is one year (twelve months) beginning May 1, This contract is also available as a multi-year contract if the customer is interested in locking in FMS costs for multiple years. If the clients request a specific IT Manager from CM l's staff, every effort will be made to accommodate the client's request. However, there will be times when another CMI staff person may be called upon to provide the services described here. The table below provides an "at a glance" list of CMI IT services that are included in this FMS contract: S stem Restore Su ort, lncludin After-Hours Authorit Server 24/7 for critical functions Disaster Recover Services 0 eratin S stem and Hardware Firmware U dates Installation of CM! Software U dates Consultin Services Discounted Labor Rates for services outside of FMS I Total Annual Contract $1s,32s I Page 2 of 6

5 May 1, 2014-April 30, 2015 Management, Reporting, and Review: CM I will be responsible for management and coordination of all IT related activities of the Municipal Court and the shared City server, excluding City PC's and other miscellaneous equipment. CM I will provide the Court with a quarterly report of services delivered to-date, network status and recommendations for improvement. For each scheduled on-site visit CMI will provide an ed task list prior to the visit and a post-visit of tasks performed and the status of outstanding issues Should Disaster Recovery services be required, CMI will provide a post-disaster report to the Court. An annual technical review will be scheduled. An annual review and assessment of the Disaster Recovery plan is included. Unlimited Remote Support: 8:00am to 5:00pm weekdays except CMI holidays or emergency closure. General questions, troubleshooting. miscellaneous activities that can be handled by telephone. Emergency After-Hours Support: Customer will be given a special telephone number to contact CMI for emergency, mission-critical after-hours support. On-site Support - Prescheduled: Four (4) man days annually during normal business hours for hardware technical services. System Restore Support, Including After Hours: System Restore Support (SRS) annual support coverage provides for the following on-site or remote services by CMI during its normal business hours (Monday through Friday, B:OOAM to 5:00PM): A) Re-install;;itions and re-configuration services prompted by hardware failures. B) Reloads of operating systems and data prompted by hardware failures of server components. This coverage does not replace hardware maintenance services for the server. System restore support is available only on operating servers, and the Operating System media must be on-site. Page 3 of 6

6 May 1, 2014-April 30, 2015 The After-Hours System Restore Support (SRS-A) annual support coverage provides for System Restore Support during those hours not considered CMl's normal business hours (i.e., evenings, weekends and CMI holidays). Authority Server 24/7: Authority Server provides for help desk support for the host machine, including problem analysis, preliminary diagnostic support and troubleshooting, as well as help desk support for the network infrastructure that supports the hardware system used to run the CMI software and LAN (Local Area Network) configuration and troubleshooting. In addition, the pro-active, comprehensive support includes: o CMI services needed because of viruses, spyware or malware o Installation of virus/spyware/malware protection software should the customer not already have protection software installed o Assistance with installation of new devices/software/components o Systems and network monitoring o Daily backup monitoring o Backup and restore management of files o Low disk space alerts, as well as a variety of other alerts o Patch Management o Defrag and temp file cleanup o Periodic status reports regarding the "health" of the network With Authority Server 24/7, the customer will receive after-hours mission critical support, in addition to all of the services listed above. Page 4 of 6

7 May 1, April 30, 2015 Disaster Recovery Services: o CMI guarantees next business day Disaster Recovery response for the CMI Finance and Court application servers. These services do not extend to any other servers that might be located within the City. CM l's Disaster Recovery Services includes: o COOP Plan Review o Risk Assessment o Alternate Hot Site setup at reduced rates o Rental Services o Access to CM I facilities within 24 hours of request at reduced rates o In the event that the Disaster Recovery plan is enacted, CMI will be onsite next business day o In case of suspected virus or malware, CMI will put customer on an isolated network so that they may continue mission-critical business functions o The following rates will apply, should Disaster Recovery services be required: CMI Daily Labor Rate per Technician $ CMI Daily Server Rental $83.50 CM I Daily Workstation Rental $1 l.oo CMI Daily Printer Rental $17.00 CMI En~lewood Facility Daily Rental $ Remote Online Backup Will be provided for the City and Court server. The filesave files and cmishare will be included in the remote backup. Should system reload of data be required, this fee provides for the availability of a CMI technician to remotely restore the data (if possible). If onsite technical services are required, additional charges may apply. This service will allow for a script to compress the files to be backed up on the system and then allow for an automatic transfer once a week via a secure internet connection on a pre-determined time schedule. A high speed Internet connection to the client's host machine is required. The customer will still be required to run the daily, local backup process. The purpose of this remote backup is to have data available to restore the system in case of a catastrophic event, not to restore individual files as they may be required. CMI will keep two (2) cycles of backups. Page 5 of 6

8 May 1, April 30, 2015 Hardware Inventory Management CMI will do a complete on-site review of all hardware equipment during the first month of the FMS contract and document the find ings on an inventory list that will be kept current and up-to-date, providing updated copies to the City as changes are made. Operating System and Hardware Firmware Updates CMI will assume responsibility for and management of Windows Updates (patches) and hardware firmware updates as they are needed. Installation of CMI Software Updates CMI will assume responsibility for the uploading of all CMI software updates as they become available. Consultation Services CMI will be available to provide individualized consultation services in many IT related areas, including planning for future growth, upcoming special projects, consolidation of services, etc. Discounted Labor Rates for Services Outside of FMS While the FMS contract is in place, additional services quoted by CMI will be provided at a reduced labor rate. The percentage of savings will be 10% off CM l's standard fees. The services may include (but are not limited to): 1. Software implementation 2. On-site training 3. Hardware Technical Services 4. Special Projects 5. Emergency Services Page 6 of 6