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2011-073-1466 - Existing Contract with AIP-US City of Miami Gardens Agenda Cover Memo Council Meeting Date: April 27, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: General Fund‐Information Tech Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) X Sponsor Name Dr. Danny Crew, City Manager Department: Information Technology Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AUTHORIZING THE CITY MANAGER TO EXTEND THAT CERTAIN EXISTING CONTRACT WITH AIP‐US FOR AN ADDITIONAL ONE (1) YEAR TERM IN THE AMOUNT OF FIFTY‐FOUR THOUSAND NINE HUNDRED SEVENTY‐THREE DOLLARS ($54,973.00), WITH AN AUTOMATIC RENEWAL FOR AN ADDITIONAL YEAR; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background: AIP‐US LLC is the City’s current provider of Network Security Solutions. The company was formed by the leading Network Engineer from BearingPoint, Inc. It is a small company that allows the City individual and immediate attention. In FY 2008, the City contracted with AIP‐US to provide Network Security Solutions and Services. AIP‐US provides the City with 15‐20 hours of service per week. Staff is proposing that the City renew the contract for a two year term with a fixed of fee of $54,973 annually. ITEM K-8) CONSENT AGENDA RESOLUTION Extending an existing contract w/AIP-US 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Staff performed an analysis of the cost of continuing this service with AIP‐US versus contracting with other industry leaders. This analysis revealed that the previaling rate in the industry is $210 per hour, which would equate to over $164,000 per year in service fees to the City . With the various threats to networks and internet security, it is imperative that the city have this expertise available with a vendor that is familiar with the entire enterprise. AIP‐US LLC provides the services needed at a significant savings to the City. Proposed Action: It is recommend that the council authorize the City Manager to negotiate and execute a contract with AIP‐US LLC for Network Security Solutions and Services in the amount of $54, 973 per year for period of one year, with an option to renew for an additional one year period. Attachment: Attachment A – AIP‐US LLC Contract ADDENDUM TO NETWORK AND SECURITY OPERATIONS SUPPORT SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI GARDENS, FLORIDA AND AIP-US LLC THIS ADDENDUM (“Addendum”) is incorporated into that Agreement between the City of Miami Gardens (“City”) Florida, a municipal corporation hereinafter referred to as “City” and AIP-US LLC, a Delaware corporation hereinafter referred to as “Consultant”. WITNESSETH WHEREAS, since 2008, the City has contracted with AIP-US LLC to (“AIP-US”) provide network security solutions and services, and WHEREAS, in March 2009, the City entered into a two (2) year agreement with AIP-US to continue these services, and WHEREAS, City Manager is proposing that the City extend the Agreement for an additional one (1) year period with an automatic renewal of another year at the fixed fee of Fifty-Four Thousand Nine Hundred Seventy-Three Dollars ($54,973.00) per each year, NOW, THEREFORE, and consideration of the premises and mutual covenants herein named, the parties are to agree as follows: 1. Article 4 Compensation/Expenses shall be amended as follows: The person assigned to this Agreement shall work a maximum of sixteen (16) hours per week for two (2) years. The first year (from May 18, 2009 to May 16, 2010 May 16, 2011 to May 13, 2012) shall be paid at an hourly rate of sixty-three dollars seventy-six nineteen cents ($60.7663.19) per hour. Services for the City of Miami Lakes shall be billed at an additional Two Hundred Dollars ($200.00) per month. The first year total contract value shall not exceed fifty thousand, five hundred and fifty-one dollars ($50,551.00.) Fifty Four Thousand, Nine Hundred Seventy Three Dollars ($54,973.00). The second year (from May 17, 2010 to May 15, 2011 May 14, 2012 to May 12, 2013) shall be paid at an hourly rate of sixty-three dollars nineteen cents ($63.19) per hour. Services for City of Miami Lakes shall be at an additional Two Hundred Dollars ($200.00) per month. The second year total contract value shall not exceed fifty two thousand, five hundred and seventy-three dollars ($52,573.00. $54,973.00) The total contract value for 2 years shall not exceed the sum of one hundred and three thousand, one hundred and twenty-four dollars Page 1 of 3 ($103,124.00.)One Hundred Nine Thousand, Nine Hundred and Forty Six Dollars ($109,946.00). CONSULTANT will invoice City of Miami Gardens at the end of each calendar month. All payments shall be due within sixty (60) days of receipt of an invoice. In the event there is a dispute on an invoice, the City agrees to pay the undisputed sums within the thirty (30) day period. 2. Article 5 -Term shall be amended as follows: This Agreement shall commence on May 18, 2009 May 16, 2011, or upon the execution by both parties, whichever is sooner, and shall continue for a period of one year. Said Agreement shall be automatically renewable for an additional one (1) year period, subject to the City Council budgeting and appropriating funds for that purpose. The Term shall not start until all insurance required as stated herein has been obtained and approved copy provided to the City. 3. Article 7 Insurance shall be amended as follows: CONSULTANT shall provide and maintain general liability insurance coverage, for personal injury and property damage in the minimum amount of Two Million ($2,000,000.00) Dollars, per incident, for personal injury, and Five Hundred Thousand ($500,000.00) Dollars, per incident, for property damage. Such liability policy of insurance shall designate the CITY as an additional insured and CONSULTANT shall deliver a fully effective certificate to that effect, evidencing no less than thirty (30) day cancellation power. The parties acknowledge and agree that since all services to be provided by CONSULTANT shall be provided remotely, from the state of Virginia New Jersey. CONSULTANT shall comply with the worker’s compensation laws of the state of Virginia New Jersey. 4. The scope of services shall be amended to add the following: AIP-US LLC will also support the monitoring of the Town of Miami Lakes network security environment. This includes providing normal network security monitoring, troubleshooting and issue resolution support. 5. INCONSISTENCY. In the event of an inconsistency or contradiction between the terms hereof and the terms of the Agreement, to which this Addendum is attached, the terms hereof shall control. Page 2 of 3 Page 3 of 3 6. CONFLICT: In the event of any conflicts between this Addendum and the Agreement, this Addendum shall control. In all other respects, the Agreement shall remain in full force and effect. 7. EFFECT OF ORIGINAL AGREEMENT. All terms of the Agreement not affected by this Addendum shall remain in full force and effect. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals the day and year set forth below their respective signatures. ATTEST: CITY OF MIAMI GARDENS ___________________________________ ____________________________________ City Clerk Dr. Danny Crew, City Manager Ronetta Taylor, MMC Date: ______________________ _________ WITNESS: AIP-US LLC __________________________________ By: ________________________________ Print Name __________________________________ Print Name: _________________________ Approved as to form and legal Sufficiency: ___________________________________ Sonja K. Dickens, City Attorney