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HomeMy WebLinkAboutDynTek Services - Office 365 Implementation (2020)AGREEMENT FOR SERVICES (For contracts over $5,000 - CONSULTANT) This AGREEMENT made this 4th day of Februarv, 2020, between: CITY: City of Gilroy, having a principal place of business at 7351 Rosanna Street, Gilroy, California and CONSULTANT: DvnTek Services, Inc, having a principal place of business at 5241 California Avenue, #150, Irvine, CA 92617. ARTICLE 1. TERM OF AGREEMENT This Agreement will become effective on March 1, 2020 and will continue in effect through September 30, 2020 unless terminated in accordance with the provisions of Article 7 of this Agreement. Any lapse in insurance coverage as required by Article 5, Section D of this Agreement/ terminate this Agreement regardless of any other provision stated herein. G� ` Initial ARTICLE 2. INDEPENDENT CONTRACTOR STATUS It is the express intention of the parties that CONSULTANT is an independent contractor and not an employee, agent, joint venturer or partner of CITY. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between CITY and CONSULTANT or any employee or agent of CONSULTANT. Both parties acknowledge that CONSULTANT is not an employee for state or federal tax purposes. CONSULTANT shall not be entitled to any of the rights or benefits afforded to CITY'S employees, including, without limitation, disability or unemployment insurance, workers' compensation, medical insurance, sick leave, retirement benefits or any other employment benefits. CONSULTANT shall retain the right to perform services for others during the term of this Agreement. ARTICLE 3. SERVICES TO BE PERFORMED BY CONSULTANT A. Specific Services CONSULTANT agrees to: Perform the services as outlined in Exhibit "A" ("Specific Provisions") and Exhibit "B" ("Scope of Services"), within the time periods described in Exhibit "C" ("Milestone Schedule"). B. Method of Performing Services CONSULTANT shall determine the method, details and means of performing the above -described services. CITY shall have no right to, and shall not, control the manner or determine the method of accomplishing CONSULTANT'S services. 4835-2267-0361v1 _ 1 _ LAC104706083 C. Employment of Assistants CONSULTANT may, at the CONSULTANT'S own expense, employ such assistants as CONSULTANT deems necessary to perform the services required of CONSULTANT by this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 below. CITY may not control, direct, or supervise CONSULTANT'S assistants in the performance of those services. CONSULTANT assumes full and sole responsibility for the payment of all compensation and expenses of these assistants and for all state and federal income tax, unemployment insurance, Social Security, disability insurance and other applicable withholding. D. Place of Work CONSULTANT shall perform the services required by this Agreement at any place or location and at such times as CONSULTANT shall determine is necessary to properly and timely perform CONSULTANT'S services. ARTICLE 4. COMPENSATION A. Consideration In consideration for the services to be performed by CONSULTANT, CITY agrees to pay CONSULTANT the amounts set forth in Exhibit "D" ("Payment Schedule"). In no event however shall the total compensation paid to CONSULTANT exceed $15,080.00. B. Invoices CONSULTANT shall submit invoices for all services rendered. C. Payment Payment shall be due according to the payment schedule set forth in Exhibit "D". No payment will be made unless CONSULTANT has first provided City with a written receipt of invoice describing the work performed and any approved direct expenses (as provided for in Exhibit "A", Section IV) incurred during the preceding period. If CITY objects to all or any portion of any invoice, CITY shall notify CONSULTANT of the objection within thirty (30) days from receipt of the invoice, give reasons for the objection, and pay that portion of the invoice not in dispute. It shall not constitute a default or breach of this Agreement for CITY not to pay any invoiced amounts to which it has objected until the objection has been resolved by mutual agreement of the parties. D. Expenses CONSULTANT shall be responsible for all costs and expenses incident to the performance of services for CITY, including but not limited to, all costs of equipment used or provided by CONSULTANT, all fees, fines, licenses, bonds or taxes required of or imposed against CONSULTANT and all other of CONSULTANT'S costs of doing business. CITY shall not be responsible for any expenses incurred by CONSULTANT in performing services for CITY, except for those expenses constituting "direct expenses" referenced on Exhibit "A." 4835-2267-03610 _2_ LAC104706083 ARTICLE 5. OBLIGATIONS OF CONSULTANT A. Tools and Instrumentalities CONSULTANT shall supply all tools and instrumentalities required to perform the services under this Agreement at its sole cost and expense. CONSULTANT is not required to purchase or rent any tools, equipment or services from CITY. B. Workers' Compensation CONSULTANT agrees to provide workers' compensation insurance for CONSULTANT'S employees and agents and agrees to hold harmless, defend with counsel acceptable to CITY and indemnify CITY, its officers, representatives, agents and employees from and against any and all claims, suits, damages, costs, fees, demands, causes of action, losses, liabilities and expenses, including without limitation reasonable attorneys' fees, arising out of any injury, disability, or death of any of CONSULTANT'S employees. C. Indemnification of Liability, Duty to Defend 1. As to professional liability, to the fullest extent permitted by law, CONSULTANT shall defend, through counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys' fees, to the extent arising or resulting directly or indirectly from any willfiil or negligent acts, errors or omissions of CONSULTANT or CONSULTANT'S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. 2. As to other liability, to the fiillest extent permitted by law, CONSULTANT shall defend, through counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys' fees, arising or resulting directly or indirectly from any act or omission of CONSULTANT or CONSULTANT'S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. D. Insurance In addition to any other obligations under this Agreement, CONSULTANT shall, at no cost to CITY, obtain and maintain throughout the term of this Agreement: (a) Commercial Liability Insurance on a per occurrence basis, including coverage for owned and non -owned automobiles, with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof, and (b) Professional Liability Insurance (Errors & Omissions) with a minimum coverage of $1,000,000 per occurrence or claim, and $2,000,000 aggregate; provided however, Professional Liability Insurance written on a claims made basis must comply with the requirements 4835-2267-0361v1 LAC104706083 -3 - set forth below. Professional Liability Insurance written on a claims made basis (including without limitation the initial policy obtained and all subsequent policies purchased as renewals or replacements) must show the retroactive date, and the retroactive date must be before the earlier of the effective date of the contract or the beginning of the contract work. Claims made Professional Liability Insurance must be maintained, and written evidence of insurance must be provided, for at least five (5) years after the completion of the contract work. If claims made coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the earlier of the effective date of the contract or the beginning of the contract work, CONSULTANT must purchase so called "extended reporting" or "tail" coverage for a minimum of five (5) years after completion of work, which must also show a retroactive date that is before the earlier of the effective date of the contract or the beginning of the contract work. As a condition precedent to CITY'S obligations under this Agreement, CONSULTANT shall furnish written evidence of such coverage (naming CITY, its officers and employees as additional insureds on the Comprehensive Liability insurance policy referred to in (a) immediately above via a specific endorsement) and requiring thirty (30) days written notice of policy lapse or cancellation, or of a material change in policy terms. E. Assignment Notwithstanding any other provision of this Agreement, neither this Agreement nor any duties or obligations of CONSULTANT under this Agreement may be assigned or subcontracted by CONSULTANT without the prior written consent of CITY, which CITY may withhold in its sole and absolute discretion. F. State and Federal Taxes As CONSULTANT is not CITY' S employee, CONSULTANT shall be responsible for paying all required state and federal taxes. Without limiting the foregoing, CONSULTANT acknowledges and agrees that: • CITY will not withhold FICA (Social Security) from CONSULTANT'S payments; • CITY will not make state or federal unemployment insurance contributions on CONSULTANT'S behalf; • CITY will not withhold state or federal income tax from payment to CONSULTANT; • CITY will not make disability insurance contributions on behalf of CONSULTANT; • CITY will not obtain workers' compensation insurance on behalf of CONSULTANT. 4835-2267-0361v1 LAC104706083 -4- ARTICLE 6. OBLIGATIONS OF CITY A. Cooperation of City CITY agrees to respond to all reasonable requests of CONSULTANT and provide access, at reasonable times following receipt by CITY of reasonable notice, to all documents reasonably necessary to the performance of CONSULTANT'S duties under this Agreement. B. Assignment CITY may assign this Agreement or any duties or obligations thereunder to a successor governmental entity without the consent of CONSULTANT. Such assignment shall not release CONSULTANT from any of CONSULTANT'S duties or obligations under this Agreement. ARTICLE 7. TERMINATION OF AGREEMENT A. Sale of Consultant's Business/ Death of Consultant. CONSULTANT shall notify CITY of the proposed sale of CONSULTANT's business no later than thirty (30) days prior to any such sale. CITY shall have the option of terminating this Agreement within thirty (30) days after receiving such notice of sale. Any such CITY termination pursuant to this Article 7.A shall be in writing and sent to the address for notices to CONSULTANT set forth in Exhibit A, Subsection V.H., no later than thirty (30) days after CITY' receipt of such notice of sale. If CONSULTANT is an individual, this Agreement shall be deemed automatically terminated upon death of CONSULTANT. B. Termination by City for Default of Consultant Should CONSULTANT default in the performance of this Agreement or materially breach any of its provisions, CITY, at CITY' S option, may terminate this Agreement by giving written notification to CONSULTANT. For the purposes of this section, material breach of this Agreement shall include, but not be limited to the following: 1. CONSULTANT'S failure to professionally and/or timely perform any of the services contemplated by this Agreement. 2. CONSULTANT'S breach of any of its representations, warranties or covenants contained in this Agreement. CONSULTANT shall be entitled to payment only for work completed in accordance with the terms of this Agreement through the date of the termination notice, as reasonably determined by CITY, provided that such payment shall not exceed the amounts set forth in this Agreement for the tasks described on Exhibit C" which have been fully, competently and timely rendered by CONSULTANT. Notwithstanding the foregoing, if CITY terminates this Agreement due to CONSULTANT'S default in the performance of this Agreement or material breach by CONSULTANT of any of its provisions, then in addition to any other rights and remedies CITY 4835-2267-03610 _5_ LAM04706083 may have, CONSULTANT shall reimburse CITY, within ten (10) days after demand, for any and all costs and expenses incurred by CITY in order to complete the tasks constituting the scope of work as described in this Agreement, to the extent such costs and expenses exceed the amounts CITY would have been obligated to pay CONSULTANT for the performance of that task pursuant to this Agreement. C. Termination for Failure to Make Agreed -Upon Payments Should CITY fail to pay CONSULTANT all or any part of the compensation set forth in Article 4 of this Agreement on the date due, then if and only if such nonpayment constitutes a default under this Agreement, CONSULTANT, at the CONSULTANT'S option, may terminate this Agreement if such default is not remedied by CITY within thirty (30) days after demand for such payment is given by CONSULTANT to CITY. D. Transition after Termination Upon termination, CONSULTANT shall immediately stop work, unless cessation could potentially cause any damage or harm to person or property, in which case CONSULTANT shall cease such work as soon as it is safe to do so. CONSULTANT shall incur no further expenses in connection with this Agreement. CONSULTANT shall promptly deliver to CITY all work done toward completion of the services required hereunder, and shall act in such a manner as to facilitate any the assumption of CONSULTANT's duties by any new consultant hired by the CITY to complete such services. ARTICLE 8. GENERAL PROVISIONS A. Amendment & Modification No amendments, modifications, alterations or changes to the terms of this Agreement shall be effective unless and until made in a writing signed by both parties hereto. B. Americans with Disabilities Act of 1990 Throughout the term of this Agreement, the CONSULTANT shall comply fully with all applicable provisions of the Americans with Disabilities Act of 1990 ("the Act") in its current form and as it may be amended from time to time. CONSULTANT shall also require such compliance of all subcontractors performing work under this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 above. The CONSULTANT shall defend with counsel acceptable to CITY, indemnify and hold harmless the CITY OF GILROY, its officers, employees, agents and representatives from and against all suits, claims, demands, damages, costs, causes of action, losses, liabilities, expenses and fees, including without limitation reasonable attorneys' fees, that may arise out of any violations of the Act by the CONSULTANT, its subcontractors, or the officers, employees, agents or representatives of either. C. Attorneys' Fees If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing parry will be entitled to reasonable 4835-2267-0361v1 _6_ LAM04706083 attorneys' fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. D. Captions The captions and headings of the various sections, paragraphs and subparagraphs of the Agreement are for convenience only and shall not be considered nor referred to for resolving questions of interpretation. E. Compliance with Laws The CONSULTANT shall keep itself informed of all State and National laws and all municipal ordinances and regulations of the CITY which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Without limiting the foregoing, CONSULTANT agrees to observe the provisions of the Municipal Code of the CITY OF GILROY, obligating every contractor or subcontractor under a contract or subcontract to the CITY OF GILROY for public works or for goods or services to refrain from discriminatory employment or subcontracting practices on the basis of the race, color, sex, religious creed, national origin, ancestry of any employee, applicant for employment, or any potential subcontractor. F. Conflict of Interest CONSULTANT certifies that to the best of its knowledge, no CITY employee or office of any public agency interested in this Agreement has any pecuniary interest in the business of CONSULTANT and that no person associated with CONSULTANT has any interest that would constitute a conflict of interest in any manner or degree as to the execution or performance of this Agreement. G. Entire Agreement This Agreement supersedes any and all prior agreements, whether oral or written, between the parties hereto with respect to the rendering of services by CONSULTANT for CITY and contains all the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding. No other agreements or conversation with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Such other agreements or conversations shall be considered as unofficial information and in no way binding upon CITY. 4835-2267-0361v1 LAC104706083 -7- H. Governing Law and Venue This Agreement shall be governed by and construed in accordance with the laws of the State of California without regard to the, conflict of laws provisions of any jurisdiction. The exclusive jurisdiction and venue with respect to any and all disputes arising hereunder shall be in state and federal courts located in Santa Clara County, California. I. Notices Any notice to be given hereunder by either party to the other may be effected either by personal delivery in writing or by mail, registered or certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties at the addresses appearing in Exhibit "A", Section V.H. but each party may change the address by written notice in accordance with this paragraph. Notices delivered personally will be deemed delivered as of actual receipt; mailed notices will be deemed delivered as of three (3) days after mailing. J. Partial Invalidity If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way. K. Time of the Essence All dates and times referred to in this Agreement are of the essence. L. Waiver CONSULTANT agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Executed at Gilroy, California, on the date and year first above written. CONSULTANT: DynTek Services, Inc By: �Wn Name: Peter Walsh Title: Controller Social Security or Taxpayer Identification Number 13-4067484 CITY: CITY OF GILROY By: Name: %�1PCl �l • CtcVl - - Title: City Administrator 4835-2267-0361v1 LAC104706083 -g- Approved as to Form 4- City Attorney L—j —.— 4835-2267-0361v1 LAC104706083 -9- EXHIBIT "A" SPECIFIC PROVISIONS I. PROJECT MANAGER CONSULTANT shall provide the services indicated on the attached Exhibit "B", Scope of Services ("Services"). (All exhibits referenced are incorporated herein by reference.) To accomplish that end, CONSULTANT agrees to assign DvnTek Services PMO, who will act in the capacity of Project Manager, and who will personally direct such Services. Except as may be specified elsewhere in this Agreement, CONSULTANT shall fiirnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to complete the Services in accordance with the terms of this Agreement. II. NOTICE TO PROCEED/COMPLETION OF SERVICE A. NOTICE TO PROCEED CONSULTANT shall commence the Services upon delivery to CONSULTANT of a written "Notice to Proceed", which Notice to Proceed shall be in the form of a written communication from designated City contact person(s). Notice to Proceed may be in the form of e-mail, fax or letter authorizing commencement of the Services. For purposes of this Agreement, Scott Golden shall be the designated City contact person(s). Notice to Proceed shall be deemed to have been delivered upon actual receipt by CONSULTANT or if otherwise delivered as provided in the Section V.H. ("Notices") of this Exhibit "A". B. COMPLETION OF SERVICES When CITY determines that CONSULTANT has completed all of the Services in accordance with the terms of this Agreement, CITY shall give CONSULTANT written Notice of Final Acceptance, and CONSULTANT shall not incur any further costs hereunder. CONSULTANT may request this determination of completion when, in its opinion, it has completed all of the Services as required by the terms of this Agreement and, if so requested, CITY shall make this determination within two (2) weeks of such request, or if CITY determines that CONSULTANT has not completed all of such Services as required by this Agreement, CITY shall so inform CONSULTANT within this two (2) week period. III. PROGRESS SCHEDULE The schedule for performance and completion of the Services will be as set forth in the attached Exhibit "C". IV. PAYMENT OF FEES AND DIRECT EXPENSES Payments shall be made to CONSULTANT as provided for in Article 4 of this Agreement. 4835-2267-0361v1 LAM04706083 Direct expenses are charges and fees not included in Exhibit "B". CITY shall be obligated to pay only for those direct expenses which have been previously approved in writing by CITY. CONSULTANT shall obtain written approval from CITY prior to incurring or billing of direct expenses. Copies of pertinent financial records, including invoices, will be included with the submission of billing(s) for all direct expenses. V. OTHER PROVISIONS A. STANDARD OF WORKMANSHIP CONSULTANT represents and warrants that it has the qualifications, skills and licenses necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and CITY expressly relies upon CONSULTANT'S representations and warranties regarding its skills, qualifications and licenses. CONSULTANT shall perform such Services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Any plans, designs, specifications, estimates, calculations, reports and other documents furnished under this Agreement shall be of a quality acceptable to CITY. The minimum criteria for acceptance shall be a product of neat appearance, well -organized, technically and grammatically correct, checked and having the maker and checker identified. The minimum standard of appearance, organization and content of the drawings shall be that used by CITY for similar purposes. B. RESPONSIBILITY OF CONSULTANT CONSULTANT shall be responsible for the professional quality, technical accuracy, and the coordination of the Services ftirnished by it under this Agreement. CONSULTANT shall not be responsible for the accuracy of any project or technical information provided by the CITY. The CITY' S review, acceptance or payment for any of the Services shall not be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement, and CONSULTANT shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONSULTANT'S negligent performance of any of the services furnished under this Agreement. C. RIGHT OF CITY TO INSPECT RECORDS OF CONSULTANT CITY, through its authorized employees, representatives or agents, shall have the right, at any and all reasonable times, to audit the books and records (including, but not limited to, invoices, vouchers, canceled checks, time cards, etc.) of CONSULTANT for the purpose of verifying any and all charges made by CONSULTANT in connection with this Agreement. CONSULTANT shall maintain for a minimum period of three (3) years (from the date of final payment to CONSULTANT), or for any longer period required by law, sufficient books and records in accordance with standard California accounting practices to establish the correctness of all charges submitted to CITY by CONSULTANT, all of which shall be made available to CITY at the CITY's offices within five (5) business days after CITY's request. 4835-2267-03610 LAM04706083 -2- D. CONFIDENTIALITY OF MATERIAL All ideas, memoranda, specifications, plans, manufacturing procedures, data (including, but not limited to, computer data and source code), drawings, descriptions, documents, discussions or other information developed or received by or for CONSULTANT and all other written and oral information developed or received by or for CONSULTANT and all other written and oral information submitted to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT and shall not, without the prior written consent of CITY, be used for any purposes other than the performance of the Services, nor be disclosed to an entity not connected with the performance of the such Services. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is or becomes generally known to the related industry (other than that which becomes generally known as the result of CONSULTANT'S disclosure thereof) shall be deemed confidential. CONSULTANT shall not use CITY' S name or insignia, or distribute publicity pertaining to the services rendered under this Agreement in any magazine, trade paper, newspaper or other medium without the express written consent of CITY. E. NO PLEDGING OF CITY' S CREDIT. Under no circumstances shall CONSULTANT have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY. F. OWNERSHIP OF MATERIAL. All material including, but not limited to, computer information, data and source code, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared (or caused to be prepared) under this Agreement shall be the property of CITY, but CONSULTANT may retain and use copies thereof subject to Section V.D of this Exhibit "A". CITY shall not be limited in any way in its use of said material at any time for any work, whether or not associated with the City project for which the Services are performed. However, CONSULTANT shall not be responsible for, and City shall indemnify CONSULTANT from, damages resulting from the use of said material for work other than PROJECT, including, but not limited to, the release of this material to third parties for work other than on PROJECT. G. NO THIRD PARTY BENEFICIARY. This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties, and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever. 4835-2267-03610 _3 LAM04706083 H. NOTICES. Notices are to be sent as follows: CITY: Scott Golden City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 CONSULTANT: Jason Gordon DvnTek Services, Inc 5241 California Avenue, #150 Irvine, CA 92617 I. FEDERAL FUNDING REQUIREMENTS. ❑ If the box to the left of this sentence is checked, this Agreement involves federal funding and the requirements of this Section V.I. apply. ® If the box to the left of this sentence is checked, this Agreement does not involve federal fiinding and the requirements of this Section V.I. do not apply. DBE Program CONSULTANT shall comply with the requirements of Title 49, Part 26, Code of Federal Regulations (49 CFR 26) and the City -adopted Disadvantaged Business Enterprise programs. 2. Cost Principles Federal Acquisition Regulations in Title 48, CFR 31, shall be used to determine the allowable cost for individual items. 3. Covenant against Contingent Fees The CONSULTANT warrants that he/she has not employed or retained any company or person, other than a bona fide employee working for the CONSULTANT, to solicit or secure this Agreement, and that he/she has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or formation of this Agreement. For breach or violation of this warranty, the Local Agency shall have the right to annul this Agreement without liability or, at its discretion, to deduct from the agreement price or consideration, or otherwise recover, the Rill amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. 4835-2267-03610 LAC104706083 -4- EXHIBIT "B" SCOPE OF SERVICES PLANNING AND PROJECT MANAGEMENT OVERVIEW A Project Manager is assigned to all of DynTek's service engagements. The PM is responsible for the on -time and on -budget delivery of services to conform to the project scope. The PM has the following responsibilities: • , Oversee the delivery team to ensure people are in the right place at the right time and performing the services requested. • Manage project risks before they become issues that could affect the successful outcome of your services engagement. • Communicate project status to key stakeholders. This is done by maintaining an accessible log of project issues and action items, providing written status reports, and conducting regularly scheduled project status meetings. PHASE 1: ANALYZE OVERVIEW DynTek starts all of its engagements with analysis. The team assigned to your project will perform analysis, both of the current environment and your requirements, as appropriate to the needs of the solution. ACTIVITIES The following activities will be performed during this phase of the project: Client Environment Discovery It is important at the outset of the deployment project to gather and capture information about the existing IT environment. Discovery activities provide a comprehensive and up-to-date record of the technology solutions implemented by our organization. This process involves gathering information in the following areas: o Review of business drivers o Review hardware and software 4835-2267-03610 LAC104706083 -1- o Review of existing supporting structure (network and applications) o Review of overlapping or dependent projects. o Review of User profile and user experience requirements for the migrations o Discovery of current Active Directory environment as it pertains to the Exchange environment PHASE 2: DESIGN OVERVIEW Based on the desired solution and understanding of the current state, the project team will develop a design and implementation plan. This is intended to be an interactive phase and will result in comprehensive design documentation, and a plan to efficiently implement the design. ACTIVITIES Client Environment Design It is important at the outset of the deployment project to gather and capture information about the existing IT environment. Discovery activities provide a comprehensive and up-to-date record of the technology solutions implemented by our organization. This session defines the customer objectives and introduces the new features of the solution. There are two main components to the session- an overview of the business problem and the definition of customer objectives. The purpose is to translate the business problem and solution statements into a high-level solution and summarize how the solution could integrate with the customer's environment. The Design sessions introduce customers to the features and functionality of the solution and demonstrate how those features are deployed to help meet the customers' requirements. Topics typically include defining Vision and Scope, building an Infrastructure Overview and the creation of a Solution Concept. The following activities will be performed during this phase of the project: Exchange Architecture Session Objective o This session should introduce you to the changes in Exchange 2013 architecture specifically focusing on the Client Access and Mailbox server roles. You should begin discussing current / future architecture. Key takeaways 4835-2267-0361v1 _2_ LAM04706083 o Where, conceptually, do CAS / MBX servers need to be placed? o Where are the Internet mail ingress / egress points? o Are you currently using split brain DNS? o Do you plan on using Outlook 2013? In Outlook 2013 there is a slider that controls OST size. • Develop Migration Plan and Roadmap • Develop Migration Strategy • Develop Designs for ADFS, AD Connect and Hybrid Exchange • Design for Mail Flow, Coexistence and Messaging Requirements PHASE 3: IMPLEMENT OVERVIEW During this phase, the project team will build the solution based upon the agreed upon design. DynTek will perform the build allowing for proper testing, staging, and production change management. At the end of this phase, DynTek will provide as -built documentation specifying the components and configuration of the solution. ACTIVITIES The following activities will be performed during this phase of the project: EXCHANGE 2013 PRODUCTION BUILD During this phase, the project team will build the Exchange 2013 portion of the solution based upon the agreed upon design. DynTek will perform the build outside of the production environment, allowing for proper testing, staging, and production change management. At the end of this phase, DynTek will provide as -built documentation specifying the components and configuration of the solution. ACTIVITIES The following activities will be performed during this phase of the project: • Installation and configuration of new Microsoft Exchange server 2013 servers — limited to 2 servers per design • Preliminary discussions indicate these systems will be base Exchange 2013 to allow for hybrid configuration and high -availability CAS roles (needing 2 CAS in NLB fail -over 4835-2267-0361v1 LAC104706083 -3 - configuration) for Office 365 migration process. Database roles and mailboxes can remain on 2007 database systems and be transferred through the 2013 systems during migration activities. • Configure SMTP relay settings on Exchange 2013 system to match Exchange relay configuration. • Verify client connectivity from Outlook, including cached mode and GAL lookups • Certificate creation and implementation (3rd parry will be needed) • Configure and plan for cutover all external services from Exchange to Exchange 2013, including Outlook Web App, Outlook Anywhere and Exchange Active Sync. • Provide high availability and disaster recovery of the messaging environment by leveraging native Microsoft Exchange capabilities and DAG configurations. Perform all required configuration to the IIS, IMAP, POP3, SMTP, Active Sync, DIRECTORY SYNCHRONIZATION / USER ACCOUNTS This approach uses the free utility, AD Connect from Microsoft to Synchronize Active Directory Accounts with Office 365 — all User accounts, Contacts and Security Groups are synchronized during this process. Adds/Deletes and updates to Office 365 are managed (mastered), directly through Active Directory as well. PREREQUISITES • Forest Functional 2003 or higher Active Directory • Server 2012 R2 / 2016 build • All patches and updates complete • Cloud Service Account • Enterprise Administrator Credentials ACTIVITIES • Production Build -Out o Addition of servers to the existing Active Directory o Configuration of Windows Server 2012 R2 / 2016 per the design o Installation and configuration of Directory Synchronization Services 4835-2267-0361v1 LAM04706083 -4- o Configuration and test of AD synchronization with Office 365 o Synchronize User Accounts in Active Directory with Windows Azure Active Directory Services IDENTITY MANAGEMENT (ADFS) PREREQUISITES • Server 2012 R2 / 2016 build (x4 for full NLB Configuration) • All patches and updates complete • Proxy Services or TMG/ISA front-end if Proxy is required • Network resource for DNS entries and Firewall configuration • Certificates (adfs.xxx.xxx) from External CA ACTIVITIES • Production Build -Out o Addition of servers to the existing Active Directory o Configuration of Windows Server 2012 R2 / 2016 per the design o Installation and configuration of ADFS (Active Directory Federation Services) v3.0 o Configuration of Interior and Proxy Servers and Services for ADFS HYBRID EXCHANGE 2013 CONFIGURATION This process phase will include the complete setup of the Exchange Server 2013 Hybrid environment. This environment will be implemented to reflect all aspects of the design. Hybrid is the best practice infrastructure for Office 365 migration, offering complete on -premises to cloud transparency in migration, as well as seamless management of Office 365 Mailbox accounts through the on -premises Hybrid 2013 Exchange Interface. PREREQUISITES • In -place RPC/HTTPS connectivity into Exchange s Environment • Functional Outlook Anywhere and Outlook Web Access 4835-2267-03610 _5_ LAC104706083 • User Accounts created in Office 365 via AD Connect ACTIVITIES • Production Build -Out o Any required Forest and Domain Schema preparation to Active Directory o Updates and patches as recommended by the manufacturer o Validation of configuration of Exchange Server 2013 "Outlook Anywhere" (RPC/HTTPS) per the design deliverable o Configuration of Interface between on -premises Exchange and Office 365 o Exchange 2013 SPl Hybrid Configuration o Configure Public Folder Coexistence according to the following steps: o https:Hdocs.microsoft.com/en-us/exchange/collaboration/public-folders/configure-legacy- public-folders-for-hybrid?view=exchserver-2019 PHASE 4: TEST & STAGE OVERVIEW During this phase, the project team works with the client's team to develop test cases and test scripts/plans to fully vet the solution in a production environment. The result of this phase is a fully tested solution that meets the objectives of the project and is ready to be moved into a production environment. ACTIVITIES The following activities will be performed during this phase of the project: MIGRATION PILOT PREREQUISITES • In -place RPC/HTTPS connectivity into Exchange 2013 Environment • Functional Outlook Anywhere and Outlook Web Access • User Accounts created and licensed in Office 365 via AD Connect • Exchange 2010 SP3 or 2013 SP1 installed 4835-2267-0361u1 LAC104706083 -6- • Exchange Hybrid Installed and Tested MIGRATION ACTIVITIES • Migration Planning • Migration of 25 Pilot users from the production messaging environment (Exchange on - premises to Exchange Server in Office 365 Environment) • Development (if required) of PowerShell scripting and materials to support production migration • Validation of Coexistence Environment • Knowledge Transfer PHASE 5: CISCO UNITY INTEGRATION WITH OFFICE 365 FOR VOICE MAIL OVERVIEW During this phase, DynTek will also conduct knowledge transfer. This is accomplished both informally by working side -by -side with our client's personnel, as well as formally through a series of review sessions where the as -built solution is reviewed. ACTIVITIES The following activities will be performed during this phase of the project: PREREQUISITES • Unity connection 8.6.2 or later. • DNS configuration on Unity connection to resolve to Hosted MS Exchange Server Hostnames. Functional Outlook Anywhere and Outlook Web Access ACTIVITIES • Microsoft Office 365 configuration: • Create a New Unified Messaging Service in the Cisco Unity Connection Administration. • Assign the service to the Unity users that are on Office 365. 4835-2267-0361v1 _� LAM04706083 EXHIBIT "C" MILESTONE SCHEDULE PLANNING AND PROJECT MANAGEMENT DELIVERABLES & EXPECTATIONS • Project Workbook containing a communication plan that details the project stakeholders, schedule and format of project status updates, a risk register, an issues log, and project schedule with work breakdown schedule. • Internal project inception meeting • Customer inception meeting • Customer communications plan • Customer status reporting • Risk management and mitigation • Project closure meeting • Coordination of all required DynTek and customer project resources • Handling of all required project escalations • Handling of all required project change orders • Ensure all project deliverables are completed, signed off on and handed over • Tracking and approval of all project resource hours PHASE 1: ANALYZE DELIVERABLES Current State documentation that provides an overview of the environment before the implementation of our solution. This document typically contains textual and graphical depictions of logical and physical network topology, rack elevations, configuration backups, IP address 4835-2267-03610 LAC104706083 -1- schemes, Vlan structure, current environment issues list, current and roadmap applications, as well as other pertinent information. PHASE 2: DESIGN DELIVERABLES At the conclusion of this phase, DynTek will provide design documentation that specifies the components and configurations expected for the solution. This will include a high-level design utilizing details gathered from the analyze phase. This will be the foundation on which the solution will be built and used as a reference to the proposed outcome of the implementation. PHASE 3: IMPLEMENT EXCHANGE 2013 PRODUCTION BUILD DELIVERABLES • The implementation of the new Exchange 2013 environment • Configuration of all routing and communication between the internal and external environments • Testing of the implementation • As -built documentation DIRECTORY SYNCHRONIZATION / USER ACCOUNTS DELIVERABLES • Directory Synchronization Services • User accounts, security groups and contacts created in Office 365 • Password Sync Configured (If Desired) IDENTITY MANAGEMENT (ADFS) DELIVERABLES • Active Directory Federation Services / Single Sign -on installation per the design • 2x ADFS Farm Servers configured in the Interior network and 2x ADFS Proxy Servers configured in the DMZ 4835-2267-0361v1 -2- LAM04706083 HYBRID EXCHANGE 2013 CONFIGURATION DELIVERABLES • Configuration of on -premises Exchange 2013 Hybrid Server (CAS/HUB/MB) • Configuration of EOP routing connectors (Send and Receive) • Public folder coexistence • Updated Design Documentation • As -Built documentation • At the conclusion of this phase, DynTek will provide as -built documentation specifying the components and configuration of the solution PHASE 4: TEST & STAGE DELIVERABLES • Any required scripts and/or materials to support production migration • Migration of 25 users to the production messaging environment (Exchange to Exchange) Knowledge Transfer • At the conclusion of this phase DynTek will provide all artifacts that were created during testing, along with a final statement indicating that the solution is ready for deployment and requesting client approval for deployment. PHASE 5: CISCO UNITY INTEGRATION WITH OFFICE 365 FOR VOICE MAIL DELIVERABLES • Any required scripts and/or materials to support production migration • Configuration of Voicemail delivery from CU/CM to Office 365 Mailboxes • Knowledge Transfer • Updated as -built documentation showing the complete configuration of the solution in a production environment 4835-2267-0361v1 LAC104706083 -3 - PHASE 6: ONGOING SUPPORT DELIVERABLES • Offering of support hours to be used at client discretion throughout the migration. Support tickets can be initiated, and a consultant will engage on a case -by -case basis. 4835-2267-0361v1 _4_ LAC104706083 EXHIBIT "D" PAYMENT SCHEDULE Time and Materials (T&M) Project to include: Planning and Ongoing Project Management Phase 1: Analyze Phase 2: Design Phase 3: Implement Phase 4: Test and Stage (Pilot) Phase 5: Unity Configuration for Voicemail Phase 6: Post Implementation Support T&M Project Costs: not to exceed $15,080.00 and minimum of 21 Microsoft Planning Vouchers The City of Gilroy will allocate 21 Microsoft Planning Vouchers to Dyntek Services before project kickoff. Dyntek will send monthly invoices for professional services rendered. Payment terms are Net 30. 4835-2267-03610 LAC104706083