2.05 2.5
AGREEMENTS\Stored Tech Computer Services—2 Year—9-8-14
RESOLUTION AUTHORIZING AGREEMENT WITH STORED
TECHNOLOGY SOLUTIONS, LLC FOR PROFESSIONAL
INFORMATION TECHNOLOGY SERVICES
RESOLUTION NO.: ,2014
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, by Resolution No.: 259,2014, the Queensbury Town Board authorized an
Amendment — 60 Day Extension Agreement between the Town of Queensbury and Stored
Technology Solutions, Inc., (Stored Tech) dated July 15, 2014 for the provision of professional
information technology services, and
WHEREAS, the Town and Stored Tech have negotiated terms for a 24 month Agreement
for the continued provision of such information technology services, which Agreement shall
include a mutual 30 day cancellation clause providing in part that in the event the Town was to
discontinue its Agreement with Stored Tech, Stored Tech will cooperate with the Town of
Queensbury's new information technology services provider, and
WHEREAS, the Town Board wishes to waive the Town Purchasing Policy's two (2) quotes,
self-imposed bidding requirement in this instance for information technology equipment purchases
through Stored Tech so that the Town may take advantage of third party reseller prices from
Stored Tech and State Contract, thereby saving taxpayer money and standardizing equipment, and
WHEREAS, the Town will adhere to all New York State Law bidding requirements, and
WHEREAS, a proposed Agreement dated September 3, 2014 is presented at this meeting,
NOW, THEREFORE, BE IT
RESOLVED, that for the reason outlined above, in these circumstances the Queensbury Town
Board hereby waives its requirement under the Town of Queensbury's Purchasing Policy for two (2)
written quotes and authorizes information technology equipment services through Stored Technology
Solutions, Inc., (Stored Tech) such purchases to be paid for from the appropriate accounts as will be
determined by the Town Budget Officer, and
BE IT FURTHER,
RESOLVED, that the Town Board hereby authorizes the Agreement between the Town of
Queensbury and Stored Tech dated September 3, 2014 substantially in the form presented at this
meeting and authorizes and directs the Town Supervisor to execute such Agreement, and
BE IT FURTHER
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, Town
Counsel, and/or Town Budget Officer to take such other and further actions as may be necessary to
effectuate the terms of this Resolution.
Duly adopted this 8h day of September, 2014, by the following vote:
AYES
NOES
AB SENT :
2
ST EDTECH
YOUR TECHNOLOGY I OUR PASSION
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Proposal for IT Professional
Services
For: Town of Queensbury
Alan VanTassel-Sr. Vice President of Operations
Teri McNall-Vice President of Engineering
Mark Shaw-President
Stored Technology Solutions Inc.
543 Queensbury Avenue
Queensbury,NY 12804
September 3,2014
THIS IS PRELIMINARY DOCUMENTATION.
The information contained in this document is confidential and/or
proprietary information intended only for the use of the individual or
entity named in this document. Copying,or distribution of this
document to a third party,other than those third parties that work
directly for StoredTech must be approved by StoredTech.
The information contained in this document represents the current
view of StoredTech on the issues discussed as of the date of
publication.Because STOREDTECH must respond to changing
market conditions,it should not be interpreted to be a commitment on
the part of STOREDTECH, and STOREOTECH cannot guarantee the
accuracy of any information presented after the date of publication.
STOREDTECH MAKES NO WARRANTIES, EXPRESS OR IMPLIED,
IN THIS DOCUMENT.
Stored Technology Solutions Inc. Confidential Page 2 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
Table of Contents
1) Cover Letter.......................................................................................................................................4
2) Situation Summary............................................................................................................................5
3) Proposal Overview............................................................................................................................6
ImmediateSupport....................................................................................................................6
4) Managed Services-Ongoing Support...............................................................................................7
Active Managed Care— Ongoing Support................................................................................7
5) Principles of Engagement..................................................................................................................9
EngagementExpectations..........................................................................................................9
StandardAssumptions.............................................................................................................10
6) Proposal Acceptance.......................................................................................................................11
PaymentTerms........................................................................................................................11
SignatureBlock.........................................................................................................................11
Attachment A:Project Completion Acceptance............................................................................................12
Attachment B:Change Request Form...........................................................................................................13
Attachment C:Delivery Methodology...........................................................................................................14
ProjectManagement...............................................................................................................14
Engagement and Knowledge Transfer Methodology...............................................................16
Stored Technology Solutions Inc. Confidenfial — Page 3 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
i
l
1 ) Cover Letter
September 3,2014
John Strough—Town Supervisor
Barb Tierney—Budget Officer
Dear John&Barb,
During the past—90 days,Stored Technology Solutions Inc.(StoredTech)has been providing Professional
Services support to the Town of Queensbury.We believe we have done an exceptional job of fulfilling
our commitments and have proven our ability to meet or exceed the needs of the Town.
In response to the Towns request to submit a proposal to provide continuous support for a two year
period, please find the following proposal that describes how we can provide Professional Services
support to the Town of Queensbury.
Our proposed model blends together a proactive support offering,often referred to as"Managed
Services",which is delivered consistently throughout the engagement,with a deeply discounted Time&
Material bill rate for services rendered.The Managed Services is billed monthly and the T&M services
are billed bi-weekly for services rendered,against a schedule provided by the Town.
Thank you,
Alan VanTassel Teri McNall Mark Shaw
'Aw 1714474ddd 7eTe WCW U444 s
Sr.VP of Operations VP of Engineering President
_Stored'Technology Solutions Inc.Confidential Page 4 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
2) Situation Summary
The Town of Queensbury,located at the foothills of the Adirondack Mountains in Warren County on the
shores of Lake George,Queensbury NY is one of the most vibrant and beautiful towns in New York State.
Support of the Towns technology services represents the Town computerization as well as
telecommunications,local and wide area networks,software and systems development,web site and
services development and technology related capital projects such as Geographic Information Systems,
and web enabled services.The Towns Director of Information Systems,Ryan Lashway,has resigned his
position and his final date of employment by the Town was June 20,2014.StoredTech was engaged at
around that same date to begin providing Professional Services support to the Town of Queensbury.We
believe we have done an exceptional job of fulfilling our commitments and have proven our ability to
meet or exceed the needs of the Town during this trial period.
There are multiple significant projects that are in motion or scheduled to start in the very near future
and StoredTech has taken an active role in managing these projects and vendors on behalf of the Town.
The computerization and telecommunication networks that the Town supports is fairly centralized at
their main facility.There are two remote locations,Courts&Water Dept that are remote locations that
are part of the network.There are approximately 85 PCs,22 virtual servers and a mixture of centralized
data storage.The phone system is under current contract and supported by Carousel Industries with
Mobile devices supported internally. End-user support is provided internally with application support
provided by the vendors of a few key applications.
Stored Technology Solutions Inc. Confidential Page 5 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
3) Proposal Overview
Immediate Support
Proposal Overview
Our recommendation is that the Town of Queensbury engages StoredTech as a vendor that will provide
ongoing support services for the computerization and telecommunication networks that the Town
depends on.
The services to be provided but not limited to would include;
➢ Managed Services
o A proactive approach to delivering preventive maintenance and support services
➢ Project Management
o There are several current and pending projects that require management and
governance
➢ Vendor Management
o Most all of the current and pending projects involve multiple third party vendors and
the Town needs a trusted and capable vendor to help oversee these activities
➢ Ongoing support—Technology Infrastructure
o The overall network infrastructure needs continued work to stabilize and secure for
optimum performance and proper sizing
➢ Ongoing support—End-users
➢ Consulting Services—Ongoing strategy planning with the Town
o StoredTech has the breadth and depth of resources to make them an excellent vendor
to be the"Trusted Advisor"for the Town on all things related to technology and can
complement existing knowledge available within the board and all departments
involved in planning technology strategy.
Stored Technology Solutions Inc. Confidential Page 6 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
4) Managed Services - Ongoing Support
Active Managed Care— Ongoing
Support
Managed Services
Our focus is to keep your IT systems operational,available and secure so that you can focus on the
everyday demands of expanding your business,managing costs and increasing revenues.We're here to
help you realize the productivity gains and ROI you have been expecting from your computer systems all
along.
It's not just about monitoring,that just lets you know something is wrong.
And it's not just about remote access to your systems to troubleshoot issues.
It's about a proactive preventative approach to IT systems management.
This is possible through the use of a series of"Best Practices"that we have developed over years of
collective experience. Best practices that are embodied in an automated state-of-the-art infrastructure
that gives you immediate response time,access to resources and proactive solutions.
Our technology expertise becomes your competitive advantage.
StoredTech provides you with a single source of professional expertise and resources you need to
streamline system management and support functions at an affordable price.StoredTech uses advanced
processes,tools and methodologies,to deliver superior services that match your needs.We will help
you turn your data networks into an effective,efficient component of your growing business.
Our goal is to serve as your technology partner with a focus on providing solutions. By using a
consultative approach to evaluate your business and technology needs,we can advise on the best
solutions for your current and future needs.
Key features of our Plan include Key Benefits our Plan offers
➢ Basic Performance Monitoring ➢ Proactive maintenance and management of the
• Servers environment
• Workstations ➢ Remote environment and desk-side support
• Networking devices becomes available
➢ Hard drive and Storage Monitoring ➢ Remote support allows for%hr billing and no trip
➢ Event Log Management charges
➢ Backup Management ➢ Environments become much more secure and
➢ Patch Management stable
o All Microsoft ➢ Environments become much easier to manage and
0 27 other 3rd party applications service impacting issues are minimized
➢ Managed Antivirus ➢ Company assets and data becomes much more
➢ Ongoing End-user Support secure.
➢ Consulting Management—"Outsourced CIO" ➢ "Technology stuff'becomes"simple"I
Stored Technology Solutions Inc. Confidential Page 7 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
Our Managed Service offering is based on a cost per device that we proactively manage.A majority
of the proactive services are delivered remotely through our customized software application and
managed by our team in our Network Operation Center(NOC). Professional Services that we
provide to our clients can be billed at a standard`Time&Material'rate but many of our clients
prefer to purchase a discounted"Pre-paid Time-bank"in order to realize substantial savings.
Product4ffering Quantity.of Extended°Price
Devices nc
Managed Service-Servers with 22 $27 $594
Antivirus
Managed Service-Workstations with 85 $9 $765
Antivirus
Managed Veeam Back-up 1 $100 $100
Total Monthly Recurring $1459
Time&Material Hourly Rate
-Standard Rate=$145
-Town of Queensbury Rate=$95
Note:1 hour each month is depleted from the time-bank to cover the time required to provide the proactive
maintenance services delivered throughout the month.If no time-bank is available,client understands they,will be
billed 1 hour each month at our standard Time&Material rate.
Stored Technology Solutions Inc. Confidential Page 8 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
5) Principles of Engagement
Engagement Expectations
Customer will:
• Appoint a Project Liaison who will be available for discussion and interaction with the Project Team.This
individual will be responsible for coordinating any requests for assistance,facilitating decisions,have the
appropriate administrative access to all systems,and authority for this responsibility.
• Actively participate in this engagement,and individuals with relevant domain,business,and/or technical
expertise will be available as required.These participants are the acknowledged spokespersons for the
areas they represent,and the project team requires regular and timely access to them
• Complete prerequisites identified in the Project Kick-off,or request and authorize StoredTech to assist
and perform the work to be covered under additional time&material costs.
• The Project Liaison will handle internal communications with divisions and users in regards to scheduling
downtime and how the project will affect them.
• Provide free and clear access to the facilities as pertaining to this project including appropriate building
and information systems access,phone,Internet and remote access.
• Be responsible for providing space and environmental conditions(AC)and network cables unless
otherwise specified in this Statement of Work.
• Sign-off on Project Acceptance upon project completion,only by Project Liaison or authorized signer.
• Optionally may provide a confidentiality agreement to be signed by StoredTech,which should be done on
or before the project kick off.
StoredTech will:
• Respond to issues directly related to this project within 24 hours to assess,determine severity,and
provide direction for remediation.Critical,production impacting,issues will be assessed in 4 hours.
Additionally,STOREDTECH will work with the vendor's customer support for products provided by
STOREDTECH as part of this project.
• Immediately notify Customer of any situation that impacts timeframe or cost.Any additional efforts must
be documented,re-planned and approved by Customer through our change control process.
• Treat all documentation and data supplied by Customer as confidential,and if information is required to
be transferred off the Customer's premises said transfer will be performed in a secure manner and all
such transferred data will be completely and securely destroyed from any non-Customer equipment when
it is no longer required,or upon completion of the project,whichever occurs first.
• Be responsible to complete all services specified in the Statement of Work in a reasonable and timely
fashion.Work will be performed both on and off-site.
• Not be responsible for troubleshooting issues with pre-existing systems.
• Not be responsible for costs and delays caused by inadequate site preparations,improper systems
configuration of pre-existing systems,scheduling conflicts with other contractors or any significant
changes to the Statement of Work and will charge as out-of-scope according to Payment Terms.
• Not be responsible for delays in product shipment due to shortage of manufacturer stock.
• Provide contact and escalation information or the project team and executive management.
Stored Technology Solutions Inc. Confidential Page 9 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
Standard Assumptions
• STOREDTECH will need free and clear access to the facilities as pertaining to this project.
• STOREDTECH's standard work hours are Sam to 5pm, Monday through Friday. Overtime rates are 1.5x,with holidays at
2x. Travel is billed portal-to-client site plus lodging if needed. (unless negotiated differently in the Payment Terms)
STOREDTECH will be provided a work schedule that does not interfere with the client or delay our completion.
• This project plan is an estimate of the number of man-hours and task(s) needed based on the information you have
provided. Project Manager will schedule weekly status meetings and Lead Engineer periodically will inform you of project
status during implementation. Any changes in time and/or tasks will be documented with a change control form and
submitted for your approval by Project Liaison.
• The supplied electrical power and space provided is sufficient to support and run the equipment including,but not limited
to,system,monitor,printer,hub or switch. The location will be clean and sturdy and include the necessary ventilation and
temperature control as stated by the equipment manufacturer(typical 65°F to 80°F). All customer-supplied equipment
shall be in good working order. STOREDTECH will repair or replace customer-supplied equipment and/or supply additional
cables,hubs etc if needed at an added cost. The client will provide user account and password information and Internet
Protocol(IP)schema meets industry standard compliance.
• Any services such as LAN/WAN/phone connectivity etc.contracted by the client are the responsibility of the client. Any
work to repair,re-provision,re-certify or problem resolution is chargeable.
• STOREDTECH will pass through any and all manufacturer warranties for products supplied by STOREDTECH.STOREDTECH
will obtain and install service packs, support packs, updates, upgrades, revisions, version upgrades, and flashes as
recommended or required by various hardware and software manufacturers during the initial installation of purchased
components.STOREDTECH will apply these updates adhering to the strict instructions of the manufacturer. STOREDTECH
makes no claim these updates as delivered from manufacturers will be free of issues or defects.STOREDTECH makes no
expressed or implied warranty other than that provided by the manufacturer.
• Most software and some hardware have recurring maintenance and support costs. Failure to renew maintenance and/or
support agreements can result in lack of coverage,or reduced functionality. STOREDTECH will assume the responsibility of
tracking and communicating information to the client. It is the responsibility of the client, not STOREDTECH,to renew
these agreements.
• The determination of data that needs to be backed up is a shared responsibility between the client and STOREDTECH.The
client is responsible for securing the back-up and STOREDTECH will be responsible for managing and monitoring the back-
up process.
• All of the software is owned and legally licensed by the customer.STOREDTECH strictly adheres to all local and federal laws
governing the copyright of software.
• Customer&STOREDTECH agrees that for the duration of this Agreement and for a period of one(1)year after project
completion,neither Customer,nor STOREDTECH,nor an affiliate shall directly or indirectly solicit for employment or
performance of computer services,or hire or contract with,any STOREDTECH employee,or Customer employee,or
subcontractor,employed at the time of termination.If Customer,STOREDTECH,or Affiliate hires or contracts with any
STOREDTECH employee,Customer employee,or subcontractor,they agree to pay the affected party an amount equal to
all compensation,including salary,wages,bonuses,commissions,and employee benefits for a six(6)month period
Stored Technology Solutions Inc.Confidential Page 10 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
6) Proposal Acceptance
Payment Terms
Terms Of Sale: -Term of the agreement is for 24 months effective
-All invoices are due upon receipt
-Both parties retain the right to cancel the agreement with 30 days'notice required
-If the Town were to make a decision to move to a different vendor,StoredTech agrees
to facilitate a smooth transition
•Customer is responsible for any applicable Sales Tax and Shipping&Handling
•Acceptable payment methods:Bank Check,Corporate Check,Online payment
•Product returns will be requested within 15 days of receipt
s Open software is not returnable unless defective
•Special or Customized Orders are not returnable
Signature Block
To order the product&services for this project in accordance with the provisions and charges,as set forth above,
please return two signed copies of this letter. Upon receipt by STOREDTECH,a counter-signed copy of this letter
will be returned to your attention.STOREDTECH will then be prepared to start delivering the service on a mutually
acceptable date.
We look forward to working with you.Please contact us if you have any questions regarding the contents of this
proposal. For specific questions,on the services proposed,please contact:
Town of Queensbury Stored Technology Solutions Inc.
Company
Signature Signature
Print Name Print Name
Title Title
Date Date
Stored Technology Solutions Inc. Confidential Page 11 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
Attachment A: Project Completion Acceptance
Stored Technology Solutions Inc.
Customer: Project#:
Project:
Acknowledgement by duly authorized representatives of both parties:
Pursuant to the attached Proposal/Statement of Work,the customer hereby certifies,by the signature of
an authorized representative,that the Milestone or Full Service described below has been completed in a
satisfactory manner on the date indicated below and in accordance with the terms of the Proposal and/or
Statement of Work.
Date
❑Milestone Achievement:
Date
❑ Full Project Completed
Documentation Delivered to:
StoredTech Rep Name(print) Date
Title(print)
StoredTech Signature
Customer Rep Name(print) Date
Title(print)
Customer Signature
A)I"si �of ±ektiowledgements,shbuFtl�be rett�rn�d to fie"StoreclTecFrRrofessior ai ae .1. !1 " " .T
StoredTech Main:51 8-793-1111
543 Queensbury Ave Fax:518-670-0120
Queensbury,NY 12804 Email:
Stored Technology Solutions Inc. Confidential Page 12 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
Attachment B: Change Request Form
Change Order Request
Change Request# Request Date:
.._............_._...__.- _. ........... _...-.. — ...- _..--.._. .— ------ �_..__..... -- .._.. ._..-.._
Requestor. Requestor Initials.
Description
....... __............_.....
Justification
i
....... - ......_....... _.......
Response Person. Response Date:
Change Order Response-Check Items that are within current Statement of Work
✓ Description Roles) Units Unit Cost Extended Cost
E
gg
-- .. ------ —
1 �
..... ._.......__.....-. ......_...__.... ..,....__......
Totals
Change Order Response description will include changes to Statement of Work,schedule and cost impact
Acceptance
Client Name StoreclTech Project Manager
Signature Signature
Date Date
Stored Technology Solutions Inc. Confidenfial Page 13 of 16
Town of Queensbury-IT Professional Services-09032014 ver1.0
Attachment C: Delivery Methodology
Project Management
Our approach to project management starts with our initial meetings with our customers and covers the
following points in sequence:
• Planning& Design
• Implementation
• Knowledge Transfer
• Operations and Post Project Support
Our team develops the project and interacts with the customer to the degree that is necessitated by the
project.StoredTech would be glad to elaborate further on our methodologies and would have you talk to
our references to get a better idea of our capabilities.
Project status reviews will be held as often as required with all primary parties to keep the project on
time, within scope,and within budget. The agenda for each progress meeting will be to review
accomplishments and issues, review project milestone status,determine next steps and whether any
change of scope is necessary.
Implementation and Rollout
StoredTech's experience has shown us that the best process for implementing and rolling out
virtualization is to utilize a phased in approach that works best for our customers. When making these
recommendations, we look at the things that we learned during the discovery phase of the assessment
such as staffing,application requirements, etc.
Every customer has different goals and requirements. StoredTech makes recommendations and creates
Scopes of Work and Project Plans based on those requirements.
Every project includes a kick off meeting:
• Introductions
• Explanation of engagement methodology
• Review products and services purchased
• Review pre-requisites
• Review scope of work
• Review time line and expectations
• Cook at scheduling based on above
Stored Technology Solutions Inc.Confidential Page 14 of 16
Town of Queensbury—R Professional Services—09032014 ver1.0
We surround each project with the proper staffing for the design and implement of the project. We can
procure most product needed for any IT project and lastly we support the projects through are Project
Management Office making sure you have a great experience.
Staffing
• Technical Design:
• VMware Certified Professionals
• VMware Capacity Planning&Assessment Professionals
• EMC Certified Storage Professionals
• Cisco Certified Professionals
• Veeam Certified Professionals
• Data Center Design&Services
• Microsoft Certified Professionals
• Procurement:
• VMware Certified Sales Professionals
• VMware Technical Certified Sales Professionals
• Data Center Design Professionals
• EMC Certified Professionals
• Project Support
• Planning
• Ongoing Support Updates
• Post Project Assessment
Stored Technology Solutions Inc. Confidential Page 15 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0
Engagement and Knowledge
Transfer Methodology
StoredTech prides itself on being a total solutions provider with the ability to go beyond the norm by
providing customers with the knowledge to use and manage new technologies on their own post project.
In order to achieve this, we ask that the customer be actively involved and oriented with the system
implementation throughout the project. This typically involves white boarding, Q&A sessions,and the
use of overhead projectors so that multiple people can view and follow along. We will work together
with the customer in a hands-on fashion to provide a watch,learn and do environment. This provides an
interactive session where StoredTech can learn additional details about how best the system will
integrate with the customer's environment and it also allows the customer to receive expert advice from
the Systems Consultant in an ad-hoc fashion.
Knowledge transfer of system configuration and best practices will occur throughout all phases of this
project. Documentation will be developed throughout the project and reviewed with the customer as
needed.
Finalized versions will be handed-off at project closeout.
• Post Implementation Support
• Customer follow up and Documentation Finalization
Making sure system is working,staff is comfortable managing,answering any questions and providing
documentation:
■ Project Closeout Meeting
• Review SOW against execution/completed work
• Note anything outstanding
• Evaluate overall customer satisfaction with project
• Review future recommendations and enhancements
• Assure documentation hand-off
• Project sign-off
• Review post project support options
o How to contact service
What differentiates StoredTech from the Competition?
• STOREDTECH is a Trusted Solution Advisor........
• Strategic Partnerships:(We select the partners that meet our customer's needs)
• VMware, Microsoft,Synology, Veeam,Apple, Cisco, Dell,APC
• We utilize what we sell(Eat our own Dog food)
• Technical Commitment-Being ready when the technology is....
• Many customers,many verticals:
• Education, Financial, Government,Healthcare,Manufacturing, Professional Services
Stored Technology Solutions Inc. Confidential Page 16 of 16
Town of Queensbury—IT Professional Services—09032014 ver1.0