HomeMy WebLinkAboutResolutions - 2013.06.13 - 20855MISCELLANEOUS RESOLUTION.. #13151 June 13, 2013 BY: FINANCE COMMITTEE, TOM MIDDLETON, CHAIRPERSON
IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY —2012 NACo APPLICATION LIBRARY GRANT
ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the National Association of Counties (NACo) has awarded the Department of Information
Technology (IT) grant funding in the amount of $ 28,325 for the development of an Application Library system
that will allow NACo members to document and search applications used within county governments; and
WHEREAS the grant funding period is from September 18, 2012 through September 30, 2015; and
WHEREAS the NACo agreement awarded and paid $14,162.50 to the County towards the cost of developing
the application library, and will pay the remaining $14,162.50 upon completion of the project; and
WHEREAS the total cost of the project is $82,205 in which IT will fund $53,880; and
WHEREAS the grant agreement has been processed through the County Executive Contract Review Process.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts grant
funding from NACo in the amount of $ 28,325 for the period of September 18, 2012— September 30, 2015.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute
the grant agreement and to approve any grant extensions or changes, within fifteen percent (15%) of the
original award, which are consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment and continuation of the special revenue positions in the grant are contingent upon continued
future levels of grant funding.
BE IT FURTHER RESOLVED that the FY 2013 budget be amended as follows:
FUN D#63600 FY2013
Revenue
1080101-152000-635017 Ext- Agencies Revenue
Total Revenue
Expenditures
1080101-152000-731458 Professional Services
Total Expenditures
$14,162
$14,162
$14,162
$14,162
Chairperson, on behalf of the Committee, I move the adoption of the foregoing resolution.
FINANCE COMMITTEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Gala Piir
From:
Sent:
To:
Subject:
Attachments:
West, Catherine <westca@oakgov.com >
Monday, May 20, 2013 5:06 PM
'Phil Bertolini'; 'Jerry Cadreau'; 'Taylor, Jim'; tinsleym@oakgov.com
GRANT REVIEW SIGN OFF: Information Technology - 2012 NACo Application
Library - Grant Acceptance
Grant Accept Sign Off.pdf
GRANT REVIEW SIGN OFF — Information Technology
GRANT NAME: 2012 NACo Application Library Grant
FUNDING AGENCY: NACo
DEPARTMENT CONTACT PERSON: Jerry Cadreau 248 858-7830
STATUS: Grant Acceptance
DATE: May 20, 2013
Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal grant
review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of Commissioners Liaison
Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this Sign Off email containing
grant review comments) may be requested to be place on the appropriate Board of Commissioners' committee(s) for
grant acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pelt (5/20/2013)
Department of Human Resources:
Approved. — Karen Jones (5/20/2013)
Risk Management and Safety:
Approved by Risk Management. — Robert Erlenbeck (5/20/2013)
Corporation Counsel:
There are no outstanding legal issues concerning this grant. —Joellen Shortley (5/20/2013)
GRANT AGREEMENT BETWEEN
THE NATIONAL ASSOCIATION OF COUNTIES
AND OAKLAND COUNTY MICHIGAN
FOR AN APPLICATION LIBRARY
This Agreement is made and entered into this /rPclay of September,2012, between the
National Association of Counties, a Delaware Corporation located at 25 Massachusetts Avenue SW, Suite
500, Washington, D.C. ("NACo") and Oakland County, a Michigan constitutional corporation located at
1200 N. Telegraph, Pontiac, MI 48341 ("County"). The Purpose of this Agreement is to define the rights
and obligations of the Parties for the development and use of a cloud computing based application
catalogue for use by the public body members of NACo. This catalogue will allow public bodies to view
a library of applications ("Application Library") used by other public bodies to find potential cost and/or
time saving technologies. Both Parties are participating in this Agreement to share information among
governmental entities that may improve efficiency, operations and lower costs. County will benefit by
obtaining information on technology applications which may lower the cost of technology ownership.
In consideration of the mutual promises, obligations and assurances in this Agreement, the
Parties agree to the following:
1. Term: This Agreement shall end on September 30, 2015, unless earlier terminated as
provided below, without further act of either Party required.
2. Termination: Either Party may terminate this Agreement, for any reason, upon ninety (90)
days written notice to the other Party, without incurring a penalty of any kind. NACO's sole
obligation in the event of termination is for payment of actual services rendered by County
before the effective termination date.
3. Scope of Services: County shall perform all services identified in the attached and
incorporated Exhibit I titled "Scope of Services".
1
4. Payment: in no event shall NACo's total obligation to County exceed $28,325. The Parties
acknowledge that NACo has paid County the sum of $14,162.50 to be applied to the costs of
developing the Application Library. NACo shall pay County a second and final payment of
$14.162.50 upon the successful completion of the application deliverables identified in
Exhibit I.
5. Liability: Each Party will remain responsible for any claims arising out of that Party's
performance of this Agreement as provided by this Agreement or by law. This Agreement is
not intended to increase or decrease County's liability for or immunity from tort claims. The
users of the Application Library shall be required to agree to Terms of Use which shall limit
any right of recourse against the Parties for use of the Application Library.
6. Force Majeure: Neither Party shall be liable to the other for any failure of performance if
such failure is due to any cause beyond the reasonable control of that Party and that Party
cannot reasonably mitigate the effects of such cause. Reasonable notice shall be given to
the other Party of any such event.
7. Agreement Amendments: Any amendments to this Agreement must be in writing and
agreed to by both Parties. Amendments must be signed by the same person who signed this
Agreement on behalf of the County or other agent authorized by the Oakland County Board
of Commissioners and by a person expressly authorized to sign on behalf of NAC.:0.
8. Notices: Notices under this Agreement shall be in writing and sent by mail to the addresses
listed on the first page of the Agreement to the persons listed below. Notice will be deemed
received either the next business day if sent by express delivery or personal service or three
days after mailing first class or certified U. S. mail. Notice to NACo shall be sent to
Edward E. Ferguson
National Association of Counties
25 Massachusetts Avenue, NW
Washington, DC 20001
2
Witness: DATE:
9. Notice to County shall be addressed to the Contract Administrator stated on the signature
page of this Agreement.
10. Governing Laws/Jurisdiction and Venue: This Agreement shall be governed and interpreted
by the laws of the State of Michigan. Any claim arising under this Agreement shall be
brought in the United States District Court for the Eastern District of Michigan, Southern
Division, except as otherwise required by law or court rule.
11. Entire Agreement: This Agreement represents the entire understanding between the
Parties and supersedes all prior oral or written understandings between the Parties.
The undersigned executes this Agreement on behalf of NACo and County, and legally obligates
both Parties to the terms and conditions of the Agreement. Both Parties acknowledge they have taken
all necessary actions and secured all necessary approvals and have the requisite authority to bind their
respective organizations to the terms and conditions of this Agreement.
FOR NACo:
BY: DATE:
Edward E. Ferguson
Deputy Executive Director
FOR COUNTY:
BY: DATE:
Michael J. Gingeli, Chairperson
Oakland County Board of Commissioners
Witness: DATE:
FOR NOTICE PURPOSES COUNTY AGREEMENT ADMINISTRATOR:
BY: DATE:
EXHIBIT I
SCOPE OF SERVICES
Project Goal
County shall develop an Application Library to allow NACo members to document and
search applications used within county governments so that opportunities to improve
collaboration and workflows among participants will be provided.
Business Objective
County shall provide strategic and project management activities to ensure the project
execution is timely and meets appropriate governance, quality and cost controls.
Major Deliverables. County shall provide NACo with the following documents:
Detailed Project Plan
The detailed project plan will contain the Work Breakdown Structure (WBS) of
the intended tasks to complete the project, in addition to completion dates
• Communication Plan
The Communications Plan documents the protocol for communication and
project reporting.
Issue Log
The Issue Log will document or list of issues or situations requiring resolution
during the project.
Approach. County shall:
Solicit feedback from NACo and its members to determine project estimates
and resource availability.
Create a detailed Project Plan and Work Breakdown Schedule
Develop protocol for communications and project reporting (Communication
Plan)
Create Issue Logs to identify and track issues for resolution.
Business Oblective
County shall provide NACO with a secure, cloud-hosted application that will allow NACo
members the ability to catalog their applications and search among other NACo
member's applications.
Major Deliverables. County shall provide the following:
• Architecture Design Document
This document will describe the hardware and software architecture that will
be used for the application.
• Security Design Document
The Security Design Document will illustrate the security roles within the
application and detail the level of access for each role.
• On-Line Help documentation
The On-Line Help documentation will detail the functionality of the application
and the various roles within.
User Acceptance Test Plan
The User Acceptance Test Plan documents the strategy that will be used to
verify and ensure the application meets its design specifications and other
rawli lira% m earvis
• Disaster Recovery Toolkit (DR Toolkit)
The Disaster Recover Toolkit will contain detailed instructions that will be
used to restore application service.
Approach. County shall:
Document business requirements_
• Design System Architecture.
• Design Security Model.
• Design Database.
• Develop Library Application.
• Perform QA Testing and Resolve Issues
• Host Walk-through with NACo
Obtain written approval from NACo prior to Application Library launch
live date.
Release Application Library into production
$0
$0
$0
$0
$0
$0
$878
$1,464
$296
$73
$34
$878
$374
$0
$1,558
$279
$247
$247
$741
$247
$247
$62
$62
$233
$122
$624
$195
$39
$61
$42
$312
$312
$624
$0
$0
$0
$0
$0
$0
$279
$741
$56
$4,148
$208
$116
$124
$2,050
$3,416
$692
$171
$78
$2,050
$874
$122
$3,635
$651
$247
$247
$741
$247
$247
$62
$62
$543
$122
$624
$195
$39
$61
$42
$312
$312
$624
$122
$122
$56
$62
$78
$1,248
$651
$156
$244
$224
$0
$312
$1,248
$624
$624
$624
$312
$312
$312
$624
$1,248
$624
$624
$624
$312
$312
$312
$112
$1,240
$1,560
$1561
$244
$224
$418
$312
$1,248
$624
$624
$624
$312
$312
$312
$624
$1,248
$624
$624
$624
$312
$312
$312
$112
$1,240
$1,560
NACo Application Catalog
Resource Hours Rate Total
Split
NACo OC
PROJECT MANAGEMENT PHASE
Initial Planning
Tracking & Control/Replanning
Issues Management
Status Meetings
Update ROI & Scope and Approach
Scope Change Management
Project Management Phase Contingency
DEFINE BUSINESS REQUIREMENTS
Define Sitemap layout & Page Transitions
Define Application Roles and Responsibilities
Define Screen Mockups
Create Use Cases
Prepare ASD Documentation
Review ASD Documentation with project team
Review ASD Documentation with customer
Define Business Requirements Phase Contingency
DESIGN SYSTEM ARCHITECTURE
Define Data Base Requirements
Design Security Model
Define Software Dependencies
Design Architecture
Create SDD
Conduct IT Technical Review
Create Awareness and Education Plan
Design System Architecture Phase Contingency
DEVELOP APPLICATION
Setup Development & QA environments
Create Web Application Environment
Import Sharepoint List
Develop Landing Page
Develop Report - Ad Hoc Report
Develop - Admin - Add item
Develop - Admin - Edit All Items
Develop - Admin - Add/Edit User page with Contact Info
Develop - User Login Page
Develop - User Forgot Password Page
Develop - User Reset Password Page
BLL/DAL General Landing Page
BLL/DAL - Report - Ad Hoc Report
BLL/DAL - Admin - Add Item
BLL/DAL - Admin - edit all items
BLL/DAL - Admin Add/Edit User page with Contact Info
ELL/DAL - User Login Page
BLL/DAL - User Forgot Password Page
BLL/DAL - Develop - User Reset Password Page
Request Application Move to QA
Complete Testing in QA & Update Test Plan
Complete Revisions Based on GA Testing
Scott Eason 9.5 $78 $741
Rob Carroll 1 $56 $56
Jerry Cadreau 34 $122 $4,148
Scott Opel 2 $104 $208
Jim Taylor 1.5 $77 $116
Rachel Kain 2 $62 $124
Jerry Cadreau 24 $122 $2,928
Jerry Cadreau 40 $122 $4,880
Rachel Kain 16 $62 $988
Gary Whitlock 2 $122 $244
Rob Carroll 2 $56 $112
Jerry Cadreau 24 $122 $2,928
Scott Eason 16 $78 $1,248
Jerry Cadreau 1 $122 $122
Scope 67 $78 $5,193
CNT 12 S78 $930
Rachel Kain 8 $62 $494
Rachel Kain 8 $62 $494
Rachel Kain 24 $62 $1,482
Rachel Kain 8 $62 $494
Rachel Kain 8 $62 $494
Rachel Kain 2 $62 $124
Rachel Kain 2 $62 $124
CNT 10 $78 $775
Gary Whitlock 2 $122 $244
Scott Eason 16 $78 $1,248
Scott Eason 5 $78 $390
Jim Taylor 1 $77 $77
Jerry Cad reau 1 $122 $122
Rob Carroll 1.5 $56 $84
Scott Eason 8 $78 $624
Scott Eason 8 $78 $624
Scott Eason 16 $78 $1,248
Gary Whitlock I $122 $122
Jerry Cadreau 1 $122 $122
Rob Carroll 1 $56 $56
Rachel Kain 1 $62 $62
Scott Eason 1 $78 $78
Kelly Dykstra 24 $52 $1,248
CNT 12 $78 $930
Scott Eason 4 $78 $312
Gary Whitlock 4 $122 $488
Rob Carroll 8 $56 $448
Kurt Opel 4 $105 $418
Scott Eason 8 $78 $624
Scott Eason 32 $78 $2,496
Scott Eason 16 $78 $1,248
Scott Eason 16 $78 $1,248
Scott Eason 16 $78 $1,248
Scott Eason 8 $78 $624
Scott Eason 8 $78 $624
Scott Eason 8 $78 $624
Scott Eason 16 $78 $1,248
Scott Eason 32 $78 $2,496
Scott Eason 16 $78 $1,248
Scott Eason 16 $78 $1,248
Scott Eason 16 $78 $1,248
Scott Eason 8 $78 $624
Scott Eason 8 $78 $624
Scott Eason 8 $78 $624
Rob Carroll 4 $56 $224
Rachel Kain 40 $62 $2,480
Scott Eason 40 $78 $3,120
$124
S624
$124
$122
$244
$744
$624
5124
$62
$78
$56
$62
S442
$124
$624
$124
$122
$244
$744
$624
$124
$62
$78
$56
$62
$5,525
$0
$61
$39
$0
$0
$0
SO
$244
$39
$156
$124
$465
$496
$61
$39
$2,080
5496
$156
S156
$244
$39
$156
$124
$1,085
POST IMPLEMENTATION SUPPORT
Provide Post Implemetation Support
Internal IT Project Wrap-Up Meeting
Post Implementation Phase Contingency
Scott Eason 8 $78 $624
Rachel Kain 8 $62 $496
Scott Eason 1 $78 $78
Jerry Cadreau 1 $122 $122
Rachel Kain 1 $62 $62
CNT 4 $78 $310
$312 5312
$248 $248
$0 $78
$0 $122
$0 $62
$93 $217
Complete Revision Testing in QA & Update Test Plan
Create End User Documentation
Demo Application to Customer to Kick-off UAT Phase
Faciliate UAT
Host Walk-through Sessions with NACo
Created User Acceptance Test Plan
Complete Revisions Based on Customer Testing
Complete Customer Revision Testing in QA & Update Test Plan
Conduct Stress Test
Faciliate Final UAT
Develop Application Phase Contingency
IMPLMENTATION PHASE
Create Service Level Agreement
Buy Domain Name
Buy SSL Certificate
Develop/Review/Revise Service Center Knowledge Documents
Create Disaster Recovery Toolkit
Complete Backup Procedure Form
Complete Server Monitoring Request Form
Request data in Production from QA
Negotiate Production Deployment
Move to Production
Verify in Production
Implementation Phase Contingency
Rachel Ka in 4 $62 S248
Kelly Dykstra 24 $52 $1,248
Rachel Kain 4 $62 S248
Jerry Cadreau 2 $122 $244
Jerry Cadreau 4 $122 $488
Rachel Kain 24 $62 $1,488
Scott Eason 16 $78 $1,248
Rachel Kain 4 $62 $248
Rachel Kain 2 $62 $124
Scott Eason 2 $78 $156
Rob Carroll 2 $56 $112
Rachel Kain 2 $62 $124
CNT 77 $78 $5,968
Rachel Kain 8 $62 $496
Jerry Cadreau 1 $122 $122
Scott Eason 1 $78 $78
Kelly Dykstra 40 $52 $2,080
Rachel Kain 8 $62 $496
Scott Eason 2 $78 $156
Scott Eason 2 $78 $156
Ronnie Cao 4 $122 $488
Scott Eason 1 $78 $78
Scott Eason 4 $78 $312
Rachel Kain 4 $62 $248
CNT 20 $78 $1,550
Totals 1,045 $82,205 $28,325 $53,880
Resolution #13151 June 13, 2013
Moved by Taub supported by McGillivray the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Hatchett, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles,
Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Crawford. (18)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
T)HintirAF4S%E-TI-T158 RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on June 13, 2013,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 13th day of June, 2013.
Lisa Brown, Oakland County