April 24, 2018 · Ms. Myla Eldridge made a motion to approve the February 15, 2018 IT Working Board...
Transcript of April 24, 2018 · Ms. Myla Eldridge made a motion to approve the February 15, 2018 IT Working Board...
April 24, 2018
Information Technology Board Meeting: Agenda
Meeting Details:
Date: April 24, 2018 Time: 9:30 AM -12:00 PM Location: City-County Building, Room 260
Chairman: Mr. Joseph O’Connor
CIO: Mr. Ken L. Clark
Previous IT Board Meeting Minutes:
Approval of the March 27, 2018 Meeting Minutes: Chairman O’Connor
Status Updates:
IT Board Business: Chairman O’Connor
ISA Report: Mr. Ken Clark
MBE, WBE, VBE, DOBE: 2018 1st Quarter Report: Mr. Elliott Patrick
Action Items:
Resolution 18-8: IMPD - CBM Archives Co., Deputy Chief Cunningham
Resolution 18-9: IMPD - Sensory Technologies, LLC, Commander Kevin Wethington
Resolution 18-10: IMPD - Federal Signal Corporation, Commander Kevin Wethington
Resolution 18-11: Data Strategy, LLC, Mr. Elliott Patrick
Resolution 18-12: Indiana Office of Technology, Mr. Elliott Patrick
Resolution 18-13: Network Solutions, Inc. Mr. Elliott Patrick
Resolution 18-14: The Trustees of Purdue University, Mr. Elliott Patrick
Resolution 18-15: Indiana Fiber Network, LLC, Mr. Elliott Patrick
Resolution 18-16: Environmental Systems Research Institute, Inc. Mr. Elliott Patrick
Resolution 18-17: Kronos Incorporated, Mr. Elliott Patrick
Resolution 18-18: Hardware Management Policy, Mr. Mark Warner
Meeting Adjournment The next scheduled IT Board meeting is June 26, 2018 in the City-County Building, Room 260.
Information Technology Board Meeting: Minutes
Meeting Details:
Date: March 27, 2018 Time: 9:30 AM -12:00 PM
Location: City-County Building, Room 260
Chairman: Mr. Joseph O’Connor
CIO: Mr. Ken L. Clark
Information Technology Board Members - Present:
Mr. Joseph O’Connor Marion County Assessor Chairman/Voting Member
Colonel Louis Dezelan Marion County Sheriff Proxy Voting Member
Myla Eldridge Marion County Clerk Voting Member
Claudia Fuentes Marion County Treasurer Voting Member
Holli Harrington City-County Council Appointee Voting Member
Fady Qaddoura Office of Finance & Management Voting Member
Jane Richardson Mayoral Appointee Voting Member
Chief Al Stovall Office of Public Health & Safety Voting Member
Ken L. Clark Information Services Agency CIO
Daniel Altman Office of Corporation Counsel Legal Counsel
Approval of Minutes:
Approval of the January 30, 2018 IT Board Meeting Minutes Ms. Myla Eldridge made a motion to approve the January 30, 2018 IT Board Meeting Minutes and the motion was seconded by Colonel Louis Dezelan. The motion passed unanimously. Approval of the February 15, 2018 IT Working Board Meeting Memo Ms. Myla Eldridge made a motion to approve the February 15, 2018 IT Working Board Meeting Memo and the motion was seconded by Ms. Jane Richardson. The motion passed unanimously. Approval of the February 15, 2018 IT Board Executive Session Memo Chief Al Stovall made a motion to approve the February 15, 2018 IT Board Executive Session Memo and the motion was seconded by Ms. Claudia Fuentes. The motion passed unanimously.
IT Board Business:
No IT Board business was presented at the January 30, 2018 meeting.
Information Technology Board Meeting: Minutes
ISA Report:
Mr. Ken L. Clark, CIO, presented the March 2018 ISA Report. Report is available for viewing in the March 2018 IT Board Packet online at: http://www.indy.gov/eGov/County/ISA/AboutUs/ITGovern/Documents/March%202018%20Final%20IT%20Board%20Packet.pdf
Action Items:
Resolution 18-4: to Increase Amount between the Indianapolis Metropolitan Police Department and Imageware Systems, Inc. IMPD sought approval from the IT Board to amend its agreement with Imageware for an additional Fifty-Six Thousand, Eight Hundred Seven Dollars and Sixty-Four Cents ($56,807.64); for a revised total not to exceed One Hundred Sixty-Three Thousand Nine Hundred Eighteen Dollars and Sixty-One Cents ($163,918.61) for an additional one year. Colonel Louis Dezelan made a motion to approve Resolution 18.4. The motion was seconded by Ms. Claudia Fuentes and the motion passed unanimously. Resolution 18-5: to Authorize Expenditure with Carahsoft Technology Corporation through QPA 21430 ISA recommended to the IT Board the approval of expenditure to Carahsoft for anything that can be purchased off the QPA in an amount not to exceed Four Million Dollars and Zero Cents ($4,000,000.00) for five (5) years. Chief Al Stovall made a motion to table Resolution 18-5. The motion was seconded by Colonel Louis Dezelan and the motion passed unanimously. Resolution 18-6: to Authorize Expenditure with Accela, Inc. ISA recommended to the IT Board the approval of expenditure to Accela for its products and services in an amount not to exceed One Million Four Hundred Thousand Dollars and Zero Cents ($1,400,000.00) for a new five (5) year contract term. Ms. Myla Eldridge made a motion to approve Resolution 18-6. The motion was seconded by Ms. Holli Harrington and the motion passed unanimously. Resolution 18-7: to Formalize an Enterprise Security Program The Information Services Agency (“ISA”) will formalize existing efforts under the guidance of frameworks published by bodies, including but not limited to, the International Organization for Standardization and the National Institute of Standards and Technology to enhance the Enterprise Security Program. Mr. Fady Qaddoura made a motion to approve Resolution 18.7. The motion was seconded by Chief Al Stovall and the motion passed unanimously.
Information Technology Board Meeting: Minutes
Discussion Items:
Mr. Mark Warner presented a Shift Indy/My.Indy.Gov overview update, focusing on format, features, mobile friendly application and new services to be available. He included a navigational demonstration and highlighted future release content. There being no further business, Mr. Al Stovall made a motion for adjournment. The motion was seconded by Mr. Fady Qaddoura and the motion passed unanimously.
The next scheduled IT Board Meeting is April 24, 2018
ISA Board ReportApril 24, 2018
Enterprise Projects
Project Phase Target Status
Shift Indy: Quarterly Release Q2 2018 Complete 4/9/2018
Email Protection – Phase 1 Complete 4/16/2018
Shift Indy: Mid-Quarter Release Executing 5/2/2018
Kronos Timekeeping Expansion – IFD Executing 5/19/2018
Kronos Timekeeping Expansion – MCSO Executing 6/30/2018
Shift Indy: Quarterly Release Q3 2018 Planning 7/3/2018
Intranet (Gateway) Sites Migration Plan Executing 7/31/2018
Windows 10 Migration Plan Executing 12/31/2018
Vendor Service Level Agreements
March Service Level Agreements
Atos Number of SLAs SLAs Achieved
Service Desk 15 15
Deskside 14 14
Data Center/ Network 22 22
Daniel Associates, Inc. Number of SLAs SLAs Achieved
Application Enhancement Services 3 3
Application Maintenance & Support 4 4
Customer Satisfaction
4.8 4.8 4.8 4.8 4.8 4.8 4.8 4.8 4.8 4.9 4.8 4.94.9 4.8 4.80.0
0.5
1.0
1.5
2.0
2.5
3.0
3.5
4.0
4.5
5.0
Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec
Customer Satisfaction Score2017 vs 2018
2017 Score 2018 Score
Financial Management
2018 ISA YTD Expenses by Character Character 2018 Budget YTD Spend Encumbered Total $ Total % Remaining Budget
Character 1: Personnel $3,780,353 $617,202 $0 $617,202 16.33% $3,163,151
Character 2: Supplies $90,500 $10,555 $4,437 $14,992 16.57% $75,508
Character 3: Services $27,327,030 $2,818,378 $16,568,004 $19,386,381 70.94% $7,940,649
Character 4: Capital $13,982 $934 $0 $934 6.68% $13,048
Total $31,211,865 $3,447,069 $16,572,440 $20,019,509 64.14% $11,192,356
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
Jan Feb March April May June July Aug Sept Oct Nov Dec
Character 1
Character 2
Character 3
Character 4
Total Budget
Financial Management
2018 ISA YTD Revenue by Source
Revenue Source Budget Billed % Billed Collected % Collected
Internal Chargeback $30,480,695 $4,642,861 15% $4,547,161 98%
External Chargeback $701,628 $114,210.36 16% $28,313 25%
Miscellaneous $0 $0 N/A $34,648 N/A
Total $31,182,322 $4,757,071 $4,610,123
$1,250,000
$1,450,000
$1,650,000
$1,850,000
$2,050,000
$2,250,000
$2,450,000
$2,650,000
$2,850,000
Jan Feb March April May June July Aug Sept Oct Nov Dec
Budgeted Revenue
Accounts Receivable
Collected
Appendix: Customer Satisfaction
Phone 688 137 309 306 115 140 9 11 60
Email 1 9 1 14
Portal 7 397 4 38 1 3 102 27
Non-SD 48 5 145 6 116
TOTAL 743 539 313 306 299 156 129 113 101
0
50
100
150
200
250
300
350
400
450
500
550
600
650
700
March 2018 - Top 10 Created Tickets by Type + Source
Appendix: Customer Satisfaction
Portal Self-ServiceIMACs
IMACRequests(Fulfiller)
ServiceDesk -
GeneralInquiries
SecurityRequests
O365 &Outlook
Application -NetMotion
Application -Odyssey
Application -Other
Portal Self-Service -
Quote
Application -Access
Count 6 5 4 3 3 2 2 2 1 1
0
1
2
3
4
5
6
7
March 2018 - Top 10 Negative Responses by Category
Appendix: Customer Satisfaction
ServiceRequestQuery
IMACRequests(Fulfiller)
Application -Other
O365 &Outlook
SecurityRequests
Portal Self-ServiceIMACs
Desktop -Other
Websense-Proxy
Application -Installs
PasswordReset
Request
Total 40 39 27 28 22 18 9 6 6 6
Phone 39 39 12 26 22 18 8 1 2 6
Email 1 2 1 5 1
Walk In 1
Portal 1 13 3
0
5
10
15
20
25
30
35
40
45
YTD (Mar '17 - Mar '18) - Top 10 Negative Responses
2018 First Quarter: Minority, Women, Veteran & Disabled-Owned Business
Enterprise
April 24, 2018
Elliott Patrick, Chief Financial Officer
Certified Vendors Only
Note: Only MBE, WBE, VBE and DOBE’s on the City’s certified vendor list are being counted towards this calculation. All MBE, WBE, VBE and DOBE’s not on the list are encouraged to obtain City certification.
ISA thanks our core vendor-partners: Atos and Daniels Associates, Inc. for their efforts supporting this initiative.
XBE Outreach
OMWBD Collaboration
Interactions this Quarter:– Tech Driven Resources
• MBE/WBE
• January 16, 2018
– Adona Group• WBE/VBE
• February 28, 2018
– Information Systems Consultants, Inc.• MBE/DOBE
• March 13, 2018
– RCR• MBE
• March 28, 2018
MBE/WBE/VBE/DOBE
Statistics for First Quarter
Net Characters 2-3-4 Spending $3,071,882
Total Dollars Spent: M/W/V/D $1,239,880
Net M/W/V/D % 40.36% (Goal: 27%)
# of Vendors Total Spent Percent Goal Variance
MBE 3 $170,327 5.54% 15% -9.46%
WBE 6 $1,017,699 33.13% 8% 25.13%
VBE 2 $51,854 1.69% 3% -1.31%
DOBE 0 $0 0% 1% -1%
MBE_WBE_VBE _DOBE Report - Qtr 1 2018
Vendor $ Sub-Contract Vendor MBE_Amt WBE_Amt VBE_Amt DOBE_Amt
ATOs
$0 $0 $0 $0
Esource Resources LLC $0 $0 $2,304 $0
Smart I.T. Staffing $33,319 $0 $0 $0
Sondhi Solutions $57,383 $0 $0 $0
Vespa Group LLC $0 $0 $12,320 $0
$1,216,347
Commercial Office Environments Inc.
$0 $20,552 $0 $0
$20,552
Corvee, Inc. d/b/a Dixon Phone Place
$0 $535 $0 $0
$535
Crowe
$0 $0 $0 $0
Koehler Partners $0 $70,290 $0 $0
$255,650
Daniels Associates, Inc.
$0 $919,657 $0 $0
Vendor $ Sub-Contract Vendor MBE_Amt WBE_Amt VBE_Amt DOBE_Amt
Sondhi Solutions $17,440 $0 $0 $0
Vespa Group LLC $0 $0 $37,230 $0
$1,212,244
Guidesoft, Inc dba Knowledge Services
$0 $4,144 $0 $0
$4,144
Guilford Group LLC
$62,185 $0 $0 $0
$62,185
Koehler Partners Inc
$0 $2,520 $0 $0
$2,520
ZZ - All Other Vendors
$0 $0 $0 $0
$297,704
Vendor $ Sub-Contract Vendor MBE_Amt WBE_Amt VBE_Amt DOBE_Amt
Total: $3,071,882 $170,327 $1,017,699 $51,854
5.54% 33.13% 1.69%
Minority Owned Business - MBE = 15%
Women Owned Business - WBE = 8%
Veteran Owned Business - VBE = 3%
Disability Owned Business - DOBE = 1%
$0
0.00%
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-8
INFORMATION TECHNOLOGY BOARD
Resolution to Increase Amount between the Indianapolis Metropolitan Police Department and CBM Archives Co., LLC
WHEREAS, Section 281-223 of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Marion County Information Technology Board (“IT Board”) to approve any information technology contracts funded by the City-County prior to contract execution; and WHEREAS, on July 26, 2016, the IT Board approved Resolution 16-33, which requires IT Board approval of any information technology contracts greater than or equal to One Hundred Thousand Dollars and Zero Cents ($100,000.00) and authorizes the Chief Information Officer to approve information technology contracts less than One Hundred Thousand Dollars and Zero Cents ($100,000.00) without IT Board approval; and WHEREAS, the Indianapolis Metropolitan Police Department (“IMPD”) entered into an agreement with CBM Archives Co, LLC (“CBM”) in August 2017, for hardware, software, maintenance and support; and WHEREAS, IMPD seeks approval from the IT Board to amend its agreement with CBM for an additional Forty-Nine Thousand, Seven Hundred Forty-Five Dollars and Zero Cents ($49,745.00); for a revised total not to exceed amount of One Hundred Two Thousand, Eight Hundred Eighty Dollars and Zero Cents ($102,880.00) for an additional 1 year; and WHEREAS, the Information Services Agency (“ISA”) recommends approval of the amended agreement with CBM. NOW THEREFORE BE IT RESOLVED, the IT Board authorizes IMPD, subject to the ISA’s Chief Information Officer approval, to amend its agreement with CBM for hardware, software and maintenance and support, for an additional Forty-Nine Thousand, Seven Hundred Forty-Five Dollars and Zero Cents ($49,745.00); for a revised total not to exceed amount of One Hundred Two Thousand, Eight Hundred Eighty Dollars and Zero Cents ($102,880.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-9
INFORMATION TECHNOLOGY BOARD
Resolution to Approve Agreement between the Indianapolis Metropolitan Police Department and Sensory Technologies, LLC.
WHEREAS, Section 281-223 of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Marion County Information Technology Board (“IT Board”) to approve any information technology contracts funded by the City-County prior to contract execution; and WHEREAS, on July 26, 2016, the IT Board approved Resolution 16-33, which requires IT Board approval of any information technology contracts greater than or equal to One Hundred Thousand Dollars and Zero Cents ($100,000.00) and authorizes the Chief Information Officer to approve information technology contracts less than One Hundred Thousand Dollars and Zero Cents ($100,000.00) without IT Board approval; and WHEREAS, the Indianapolis Metropolitan Police Department (“IMPD”) seeks approval from the IT Board to enter into an agreement with Sensory Technologies, LLC (“Sensory”) for maintenance and support and related services for a total amount not to exceed of Four Hundred Fifty-One Thousand, Two Hundred Ninety-Six Dollars and Zero Cents ($451,296.00) for a three-year term; and WHEREAS, the Information Services Agency (“ISA”) recommends approval of the agreement with Sensory. NOW THEREFORE BE IT RESOLVED, the IT Board authorizes IMPD, subject to ISA’s Chief Information Officer approval, to enter into an agreement with Sensory for maintenance and support and related services for a total amount not to exceed of Four Hundred Fifty-One Thousand, Two Hundred Ninety-Six Dollars and Zero Cents ($451,296.00) for a three-year term. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-10
INFORMATION TECHNOLOGY BOARD
Resolution to Increase Amount between the Indianapolis Metropolitan Police Department and Federal Signal Corporation
WHEREAS, Section 281-223 of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Marion County Information Technology Board (“IT Board”) to approve any information technology contracts funded by the City-County prior to contract execution; and WHEREAS, on July 26, 2016, the IT Board approved Resolution 16-33, which requires IT Board approval of any information technology contracts greater than or equal to One Hundred Thousand Dollars and Zero Cents ($100,000.00) and authorizes the Chief Information Officer to approve information technology contracts less than One Hundred Thousand Dollars and Zero Cents ($100,000.00) without IT Board approval; and WHEREAS, the Indianapolis Metropolitan Police Department (“IMPD”) entered into an agreement with Federal Signal Corporation (“Federal Signal”) in September 2017, for testing, inspecting, monitoring, maintenance and minor repairs of the outdoor early warning system; and WHEREAS, IMPD seeks approval from the IT Board to amend its agreement with Federal Signal for an additional Two Hundred Sixty-Two Thousand, Nine Hundred Twelve Dollars and Eighty-Five Cents ($262,912.85); for a revised total not to exceed amount of Five Hundred Ten Thousand, Nine Hundred One Dollars and Thirty Cents ($510,901.30) for an additional 1 year; and WHEREAS, the Information Services Agency (“ISA”) recommends approval of the amended agreement with Federal Signal. NOW THEREFORE BE IT RESOLVED, the IT Board authorizes IMPD, subject to the ISA’s Chief Information Officer approval, to amend its agreement with Federal Signal for testing, inspecting, monitoring, maintenance and minor repairs of the outdoor early warning system, for an Two Hundred Sixty-Two Thousand, Nine Hundred Twelve Dollars and Eighty-Five Cents ($262,912.85); for a revised total not to exceed amount of Five Hundred Ten Thousand, Nine Hundred One Dollars and Thirty Cents ($510,901.30) for an additional 1 year. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-11
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Expenditure through Dell QPA 15711
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) recommends contracting with Data Strategy, LLC
(“Data Strategy”) for Dell EMC hardware, software, and related services through the State of Indiana
Quantity Purchase Agreement 15711 (“QPA”) in an amount not to exceed Four Million, Nine Hundred
Twenty-Five Thousand, One Hundred Forty-Five Dollars and Zero Cents ($4,925,145.00) for a 5-year
term; and
WHEREAS, ISA may utilize Dell Financial Services, L.P. (“Dell”) to annualize the cost of this
purchase.
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with Data Strategy and/or Dell for Dell EMC hardware, software, and related services in an amount not to exceed Four Million, Nine Hundred Twenty-Five Thousand, One Hundred Forty-Five Dollars and Zero Cents ($4,925,145.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-12
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Expenditure with the Indiana Office of Technology
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) recommends contracting with the Indiana Office
of Technology (“IOT”) for data center rack space and related services in an amount not to exceed Four
Hundred Eighty Thousand Dollars and Zero Cents ($480,000.00); and
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with IOT for data center rack space and related services in an amount not to exceed Four Hundred Eighty Thousand Dollars and Zero Cents ($480,000.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-13
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Expenditure through Cisco QPA 12921
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) recommends contracting with Network Solution
Inc. (“NSI”), an authorized Cisco Systems, Inc. (“Cisco”) reseller through the State of Indiana Quantity
Purchase Agreement 12921 (“QPA”) for Cisco hardware, software, maintenance, support, and related
services in an amount not to exceed Eight Hundred Fifty Thousand Dollars and Zero Cents
($850,000.00) for a 5-year term; and
WHEREAS, ISA may utilize Dell Financial Services, L.P. (“Dell”) or Key Government Finance, Inc
(“KGF”) to annualize the cost of this purchase.
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with NSI, Dell, and/or KFG for Cisco hardware, software, maintenance, support, and related services in an amount not to exceed Eight Hundred Fifty Thousand Dollars and Zero Cents ($850,000.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-14
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Extension with the Trustees of Purdue University
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with the Trustees of Purdue
University (“Purdue”) as a disaster recovery and business continuity site for the City of Indianapolis
and Marion County; and
WHEREAS, ISA has reviewed the business need for disaster recovery and business continuity at
Purdue; and
WHEREAS, ISA requests approval from the IT Board to spend an additional amount not to exceed
Sixty Thousand Dollars and Zero Cents ($60,000.00) for a revised total amount not to exceed Three
Hundred Seventeen Thousand, Six Hundred Fifty Dollars and Zero Cents ($317,650.00) through July
31, 2019.
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with Purdue for disaster recovery and business continuity in an amount not to exceed Sixty Thousand Dollars and Zero Cents ($60,000.00) with for a revised total amount not to exceed Three Hundred Seventeen Thousand, Six Hundred Fifty Dollars and Zero Cents ($317,650.00) through July 31, 2019. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-15
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Extension with Indiana Fiber Network, LLC
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with Indiana Fiber Network,
LLC (“IFN”) for fiber termination equipment, interface handoff equipment, and fiber to the disaster
recovery co-location site; and
WHEREAS, ISA has reviewed the business need for fiber to the disaster recovery co-location site; and
WHEREAS, ISA requests approval from the IT Board to spend an additional amount not to exceed
Fifty Thousand Dollars and Zero Cents ($50,000.00) for a revised total amount not to exceed Two
Hundred Twelve Thousand, Six Hundred Eighty Dollars and Zero Cents ($212,680.00) through
January 1, 2020.
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with IFN for fiber to the disaster recovery co-location site in an amount not to exceed Thirty-Six Thousand Dollars and Zero Cents ($50,000.00) with for a revised total amount not to exceed Two Hundred Twelve Thousand, Six Hundred Eighty Dollars and Zero Cents ($212,680.00) through January 1, 2020. _____________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-16
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Extension with Environmental Systems Research Institute, Inc. for GIS Software Licenses and Maintenance
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with Environmental Systems
Research Institute, Inc. (“ESRI”) for Geographic Information System (“GIS”) software licenses and
maintenance for the City of Indianapolis and Marion County; and
WHEREAS, ISA has reviewed the business need GIS software licenses; and
WHEREAS, ISA requests approval from the IT Board to spend an additional amount not to exceed
One Hundred Seventy-Five Thousand Dollars and Zero Cents ($175,000.00) for a revised total
amount not to exceed One Million, Fifty Thousand Dollars and Zero Cents ($1,050,000.00) through
June 30, 2021.
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with ESRI for GIS software licenses in an amount not to exceed One Hundred Seventy-Five Thousand Dollars and Zero Cents ($175,000.00) with for a revised total amount not to exceed One Million, Fifty Thousand Dollars and Zero Cents ($1,050,000.00) through June 30, 2021. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-17
INFORMATION TECHNOLOGY BOARD
Resolution to Authorize Extension with Kronos, Inc.
WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with Kronos, Inc. (“Kronos”)
for time keeping software licenses and related products and services; and
WHEREAS, ISA has reviewed the business need Kronos; and
WHEREAS, ISA requests approval from the IT Board to spend an additional amount not to exceed
Three Hundred Fifty Thousand Dollars and Zero Cents ($350,000.00) with for a revised total amount
not to exceed One Million, Eight Hundred Fifty Thousand Dollars and Zero Cents ($1,850,000.00)
through September 31, 2019.
NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with Kronos for time keeping software licenses and related products and services in an amount not to exceed Three Hundred Fifty Thousand Dollars and Zero Cents ($350,000.00) with for a revised total amount not to exceed One Million, Eight Hundred Fifty Thousand Dollars and Zero Cents ($1,850,000.00) through September 31, 2019. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018
200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100
RESOLUTION 18-18
INFORMATION TECHNOLOGY BOARD
Resolution to Approve the Information Services Agency Hardware Management Policy
WHEREAS, the Information Technology Board ("IT Board") has the following powers and duties
pursuant to Section 281-212 of the Revised Code of Indianapolis and Marion County:
• To establish and revise information technology guidelines, standards and benchmark processes for subject agencies and other users;
• To develop, maintain and communicate IT services policy and administrative procedures for users; and
WHEREAS, the Information Services Agency ("ISA") has drafted a Hardware Management Policy
(attached) in order manage the lifecycle and replacement of City/County hardware, and
NOW THEREFORE BE IT RESOLVED, that the IT Board approves the attached Hardware Management Policy set forth by ISA to be effective April 25, 2018. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board
April 24, 2018
1
Information Services Agency IT Policies: Hardware Management Policy
2
Hardware Management Policy
Purpose ........................................................................................................................................................... 3
Scope ............................................................................................................................................................... 3
Joining the Refresh Program ........................................................................................................................ 3
Chargeback ..................................................................................................................................................... 4
Personal Computer (PC) Refresh ................................................................................................................. 4
PC Refresh Schedule ................................................................................................................................... 4
Monitor Refresh ............................................................................................................................................ 4
Incompatible PC Software and Hardware .................................................................................................... 5
Network Refresh ............................................................................................................................................. 5
Network Hardware Refresh Schedule .......................................................................................................... 5
External locations ......................................................................................................................................... 5
Server and Storage Refresh .......................................................................................................................... 5
Server and Storage Refresh Schedule ......................................................................................................... 6
Server and Storage Hardware Lifecycle Management ................................................................................ 6
Agency/Department-Owned Hardware ........................................................................................................ 6
Hardware Warranty Policy............................................................................................................................. 6
PC Hardware Warranty ................................................................................................................................ 6
Network, Server and Storage Hardware Warranty ....................................................................................... 7
Exceptions ...................................................................................................................................................... 7
Disclaimer ....................................................................................................................................................... 7
Policy Approval .............................................................................................................................................. 8
3
Hardware Management Policy
Purpose Information Services Agency (ISA) manages the lifecycle and replacement of City/County hardware, which
is important to maintain a secure and efficient technology environment. Hardware includes the laptop or PC
sitting on a user’s desk, servers and storage, and routers, switches, and wireless access points in-between.
Replacing hardware strategically with pre-defined equipment refresh intervals and appropriate warranties in
place creates a predictable technology equipment budget, while potentially avoiding costly ongoing
maintenance. Allowing equipment to operate beyond support-life poses a security risk to the City/County
network and increases the possibility of outages and reduced functionality. By utilizing a consistent
replacement schedule, ISA maximizes the return on investment of taxpayer dollars while providing reliable,
current technology for agencies and departments to serve the city of Indianapolis and Marion County.
ISA will implement best practices regarding the status of network hardware to ensure accurate knowledge
of equipment lifecycles. All maintenance and refresh will be conducted by ISA in tandem with infrastructure
and external vendors. Implementing and adhering to standard asset management practices guarantees the
targeted refresh rates stated in this policy are met and contributed to a reliable, secure City/County network.
In the event a device or hardware malfunctions, ISA has the appropriate warranties in place to provide
assurance the problem will be addressed and remedied in a timely manner. This allows the City/County
enterprise to undergo minimal disruption and maintain business as usual. It also safeguards against any
unplanned, costly repairs and their impact to City/County budgets.
On an annual basis, ISA will provide the Information Technology Board with a report detailing the age and
health of all City/County leased and owned hardware covered under this policy, ensuring refresh program
transparency and accountability.
Scope This policy applies to all computers leased and owned by ISA, or other computers procured by customers
and added to the PC Refresh Program; all ISA owned and leased network equipment utilized in the
City/County environment, including all wireless access points, routers and switches; and all ISA and
City/County fully managed servers and storage in the City/County environment.
Joining the Refresh Program City/County agencies and departments have the ability to add computers, network, servers or storage
equipment to the ISA refresh program. For hardware refresh requests totaling more than $5,000, ISA will
need to know the agency or department’s intent to join the program as much as one year in advance
(depending on budget process and timing) in order to properly budget for additional devices. It is the
discretion of ISA leadership as to when that agency or department will be able to join the refresh program
based on equipment availability and timing related to the annual budgeting process.
All devices within the City/County environment will be refreshed on a schedule that maintains efficiency and
security of the device and the City/County network. The applicable refresh schedules are detailed in the
following sections.
4
Chargeback The associated costs of devices and hardware in the refresh program are annualized and spread across the
lease term of the device. These costs are charged back to agencies and departments at a monthly rate. As
an agency or department adds or removes devices from the refresh program, it will be reflected in real time
on their monthly chargeback. Devices not on the refresh program, but managed by ISA, will receive a
reduced rate not including lease and warranty coverage.
As stated in the previous section, in order to properly budget for additional devices, ISA will need to know
the agency or department’s intent to join the program as much as one year in advance. It is the discretion of
ISA leadership as to when that agency or department will be able to join the refresh program based on
equipment availability and timing related to the annual budgeting process.
Personal Computer (PC) Refresh It is the policy of ISA that computers are eligible for refresh when their expired lease date is reached. When
eligible, replacement will be scheduled around the expired lease date. In some circumstances, computers
may be refreshed prior to the expired lease date. All refresh devices will be replaced with the ISA standard
image. Additionally, the device will come with the standard agency or department image, which has been
agreed upon by that agency or department.
ISA will work with agencies and departments throughout the process and will not replace a device until it is
able to perform all functions required by the user. There is a cost associated with not refreshing an expired
device. Applicable charges will be discussed at that time and may vary based on the situation. If an agency
or department does not move forward with a scheduled refresh, sign-off will be required from an authorized
approver. Additional information regarding authorized approvers can be found in the Authorized Approver
Policy.
PC Refresh Schedule Devices will be refreshed on the following schedule:
Equipment Type Targeted Refresh Rate
Enterprise Desktops Four Years
Enterprise Laptops Three Years
Monitor Refresh When a leased desktop is eligible for refresh, the accompanying monitor will be replaced if it does not meet
current monitor standards. If a user is operating with a monitor of the current standard size, only the
desktop hardware will be refreshed.
If a user receives a new monitor through the refresh process, the previously used, undersized monitor can
be kept, upon request, to use in tandem with the refreshed monitor. Keeping the original monitor incurs no
cost to the user’s agency or department. Once the older monitor becomes dysfunctional, ISA will pick up
and recycle, but not replace.
5
Incompatible PC Software and Hardware Any computer with incompatible software that is eligible for refresh will require a remediation plan. A
remediation plan may include purchase of new software or hardware that serves the needed business
function and is compatible with the standards set forth in the ISA Third Party Hardware and Software Policy.
ISA Business Services Consultants will work with the agency or department to create a remediation plan,
within 60 days after refresh is delayed. The plan will be reviewed with the user and will require user sign-off
before moving forward.
If proposed remediation plan is not satisfactory to the user, the plan will be escalated to the Business
Services Manager and agency/department head to determine an acceptable solution to both parties. If
agreement on how to proceed with the necessary device refresh cannot be met, ISA will need to refresh the
device, or the device can be bought out of the refresh program. If the device poses a security risk to the
City/County IT environment, ISA may be required to remove the device from the network.
Network Refresh It is the policy of ISA that all network equipment will be refreshed by a schedule based upon either an end-
of-support date, end-of-life date or when deemed non-functional by ISA.
Network Hardware Refresh Schedule Network equipment will be refreshed on the following schedule:
Equipment Type Targeted Refresh Rate
Wireless Access Point 5 years
Network Routers 7 years
Network Switches 7 Years
Firewall 5 years
Network Load Balancer 5 years
External locations City/County locations outside the City County Building and supported by ISA may differ in their needs for
ongoing network equipment replacement. Implementation of new equipment may require down-time for a
location, including lack of network connectivity. ISA Business Services Consultants will coordinate with
affected agency/department leadership, participating ISA staff and external vendors (when applicable) to
organize an appropriate schedule for equipment replacement.
Server and Storage Refresh It is the policy of ISA all servers and storage equipment will be refreshed by a schedule based upon an end-
of-support date, end-of-life date or when deemed non-functional by ISA. As described below, ISA offers two
management levels for servers housed in a City/County data center and one standard enterprise storage
solution.
• Fully Managed Server – ISA provides the server operating system (OS) management, OS
patching, monitoring, anti-virus and backup.
6
• Self-Managed Server – The server is housed in the City/County data center, but does not receive
any ISA support or management.
• Storage Solution – The enterprise wide storage solution is comprised of three parts – structured
storage (i.e. databases), unstructured storage (i.e. file shares) and backup storage.
Server and Storage Refresh Schedule For servers, ISA will only refresh fully managed servers. Fully managed server and enterprise storage
equipment will be refreshed on the schedule below.
Equipment Type Targeted Refresh Rate
Fully Managed Server 5 years
Storage Solution 5 years
Server and Storage Hardware Lifecycle Management ISA implements best practices regarding the status of servers and storage within the City/County
infrastructure to ensure accurate knowledge of equipment lifecycles. All maintenance and refresh will be
conducted by ISA in tandem with infrastructure vendors. Implementing and adhering to standard asset
management practices guarantees the targeted refresh rates stated in this policy are met and ensures a
reliable, secure City/County technology environment.
Agency/Department-Owned Hardware Many City/County agencies and departments require third-party applications to perform essential business
processes. Some of these applications demand specific server or storage requirements, which agencies
and departments may choose to purchase with their own budgets to function as a part of City/County
infrastructure. An ISA Business Services Consultants will work with City/County agencies and departments
to determine what is appropriate and compatible for our infrastructure.
Hardware Warranty Policy It is the policy of ISA all City/County leased and owned desktops, laptops, network, server and storage
equipment are covered under either a manufacturer’s warranty or third-party vendor’s warranty in order to
quickly remedy any hardware defects or malfunctions. ISA encourages a minimum warranty of one year
less the shelf-life of the appliance. In general, maintenance and support coverage for hardware can be
taken to mean “warranty” under this policy. The following section covers warranty protections for all types of
hardware covered in this policy.
PC Hardware Warranty
Definitions • Standard warranty – A written guarantee that comes with City/County-owned laptops and
desktops, by which the manufacturer promises coverage of the cost of repair resulting from a
manufacturer’s defect.
• Full coverage warranty – An additional guarantee that may need to be purchased to cover
damages resulting from abuse or neglect not currently covered under the standard warranty.
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• Damage – Destruction of a City/County-owned device due to negligence, resulting in needed
repairs that are not covered under the standard warranty.
Warranty Coverage All City/County-leased laptops and desktops are covered under a standard warranty; however, there may
be instances when an employee abuses or neglects a device, resulting in damage to the device. This is not
covered under a standard warranty.
In the event damage occurs that cannot be covered under a standard warranty, ISA will work with the
agency/department to identify the most cost-effective way to replace the device. Given the situation, the
agency/department may be required to purchase the necessary repair parts or a full warranty to cover the
current and future damages.
Please note that City/County-owned printers are not currently covered by a standard warranty. This
excludes the multi-functional copier devices, which are maintained through a contractual agreement. If a
City/County-owned printer experiences a manufacturer’s defect, ISA will cover up to $150 in total repairs
over the lifetime of the device.
Network, Server and Storage Hardware Warranty Warranties on network, server and storage hardware will be maintained for as long as the hardware is in
use. Please refer to network, server and storage hardware refresh section for target refresh rates which
indicate typical durations of use for different types of hardware.
In some instances, maintaining warranty coverage over the intended duration of use for a piece of hardware
will be more expensive than the cost of replacing defective parts for the hardware. In those situations, spare
parts would be kept in stock in lieu of maintaining warranty coverage.
Where possible, the level of warranty coverage for a given piece of hardware should reflect the level of risk
associated with malfunctions on said hardware and the associated downtime that is acceptable. ISA will
work on a case-by-case basis with partners to define these needs.
Exceptions Exceptions to this policy may be made only by ISA leadership. Financial planning for new hardware may
delay some equipment for refresh.
Disclaimer This policy is subject to change without notice. A current and complete list of ISA policies are maintained on
the ISA Intranet site at http://gateway.indy.gov/sites/ISA/AboutISA/policies_procedures/Pages/default.aspx
8
Policy Approval
Per Indianapolis Marion County Municipal Code Sec. 281-212.11, the City of Indianapolis/Marion County IT Board has the power and authority to promulgate rules and regulations for the efficient administration of its policies and procedures for users. This policy has been reviewed and approved by the IT Board, and will be enforced as of the effective date by the Chief Information Officer. It is the responsibility of all City/County IT users to be in compliance with this policy at all times.
Policy Sign-off
IT Board Chair, Joseph O’Connor Chief Information Officer, Ken Clark
Date Date
ISA CONTRACT REPORT <$100,000
2018
Date
Approved Dept. Description Vendor
Annual $
Amount
Total $
Amount
Funding
Department
or
Chargeback
MBE/
WBE Notes
05/31/17 ISA Oracle Licenses Mythics, Inc. $99,998.14 $99,998.14 ISA No Licenses
07/10/17 ISA Dexter Reassessment Crowe Horwath LLP $0.00 $0.00 ISA No Extension
08/08/17 ISA Kofax upgrade Berkone $29,600.00 $29,600.00 ISA No Service
9/13/2017 ISA active data calendar Dude Solutions $4,395.00 $4,395.00 ISA No SW License Support
9/13/2017 ISA kronos terms Kronos Incorporated $0.00 $0.00 ISA No Legal Terms
9/13/2017 ISA email marketing Delivra Incorporated $9,000.00 $57,500.00 ISA No SW License Support
9/21/2017 ISA Salesforce email marketing implementation Carahsoft Technology Corp $54,672.00 $54,672.00 ISA No Service
9/21/2017 ISA Salesforce email marketing licenses Carahsoft Technology Corp $68,300.75 $68,300.75 ISA No SW License Support
9/25/2017 ISA webfilter Optiv Security $82,705.00 $82,705.00 ISA No SW License Support
9/25/2017 ISA PVD api PVD Net LLC $7,410.00 $7,410.00 ISA No SW implementation
10/12/17 ISA cellphone buyback e-cycle $0.00 $0.00 ISA No Service
11/13/17 ISA MBTI employee evaluation Koehler Partners $3,486.50 $3,486.50 ISA No Service
11/16/17 ISA license renewal Siteimprove, Inc. $5,398.00 $46,775.03 ISA No Service
11/17/17 ISA Server purchase Tech Electronics of Indiana LLC $82,884.00 $82,884.00 ISA Yes Equipment
11/29/17 ISA maintenance and support Accela, LLC $0.00 $37,000.00 ISA no SW License Support
12/11/17 ISA batteries for UPS Vertiv Services, Inc. $12,089.45 $51,609.45 ISA no Hardware and Service
12/11/17 ISA Gartner Membership Gartner, Inc. $96,500.00 $96,500.00 ISA No Membership/Service
01/23/18 ISA Anchorpoint Phone Billing MTS-IntegraTrak $12,485.00 $67,532.50 ISA No SW License Support
02/23/18 ISA Microsoft Premier Support Microsoft Corp $46,900.00 $46,900.00 ISA No Support
02/23/18 ISA Salesforce email marketing licenses Carahsoft Technology Corp $422.44 $68,723.19 ISA No SW License Support
02/23/18 ISA AutoDesk License Renewal DLT Solutions $20,795.69 $99,907.17 ISA No SW License Support
03/20/18 ISA Genetec upgrade and camera assessment Motorola Solutions, Inc $99,709.00 $99,709.00 ISA No SW license and services
04/12/18 ISA VaaS assessment and configuration Communication Products, Inc. $16,250.00 $16,250.00 ISA Yes services
2018