HomeMy WebLinkAboutWaterloo Community School District-6/3/2013MEMORANDUM OF AGREEMENT
Between
Waterloo Community School District
and
City of Waterloo, Iowa
This Memorandum of Agreement (the "MOA") is effective as of 4 -3 /3 , and is made by and
between the City of Waterloo, Iowa (the "City"), and the Waterloo Community School District
(the "District").
RECITALS
A. The District has the ability and desire to provide technology leadership, network
services, and supplemental technology support services to the City.
B. The City wishes to avail itself of these services by the District.
C. The parties wish to enter into this MOA to accomplish same under the terms and
conditions set forth below.
In consideration of the mutual promises exchanged herein, the parties agree as follows:
1. City Responsibilities — The City shall pay to the District the annual sum of eighty-
six thousand dollars ($86,000), due and payable on a quarterly basis in arrears within thirty (30)
days after the end of each calendar quarter. Additionally, the City shall adhere to the
requirements of Exhibit I, Technology Leadership Services, attached hereto and incorporated
herein, the requirements of Exhibit II, Network Support Services Service Level Agreement,
attached hereto and incorporated herein, and the requirements described in Exhibit III,
Technology Support Services Service Level Agreement, attached hereto and incorporated herein.
2. District Responsibilities — In exchange for the payments listed in paragraph 1
above, the District shall provide the City with technology leadership, network support services,
and supplemental technology support services, as described in Exhibit I, Technology Leadership
Services, attached hereto and incorporated herein, the services described in Exhibit II, Network
Support Services Service Level Agreement, attached hereto and incorporated herein, and the
services described in Exhibit III, Supplemental Technology Support Services Service Level
Agreement, attached hereto and incorporated herein.
3. Term; Termination. The duration of the MOA shall be from July 1, 2013 to and
including June 30, 2014. However, either party may terminate this MOA at any time by
notifying the other party in writing at least sixty (60) days prior to the intended date of
termination.
4. Confidentiality. The District acknowledges that its personnel providing services
to the City hereunder will have access to certain sensitive and confidential information of the
City, including but not limited to passwords, protocols, and other information vital to the admin-
istration and operation of the City's information technology and systems. To the extent not
inconsistent with the Iowa "Open Records Law" (Iowa Code Chapter 22), the District agrees, for
itself and on behalf of each of its employees who may provides services to the City hereunder, to
strictly maintain the confidentiality of the City's information, data, processes, technology and
know-how (the "Confidential Information") by (a) restricting disclosure of the Confidential
Information solely to those of its employees with a need to know and not disclose it to third
parties, (b) advising employees who receive the Confidential Information of the obligation of
confidentiality hereunder; and (c) using the same degree of care to protect the Confidential
Information and to prevent disclosure of the Confidential Information as is used with the
District's own confidential information, which shall be at least the degree of care which a
reasonably prudent person would use to protect and prevent disclosure of confidential
information. All books, records, files, forms, reports, accounts, and documents, including but
not limited to those in magnetic or other computer -readable media, that contain the Confidential
Information, whether prepared by the District, the City or anyone else, are and shall be the
exclusive property of the City and shall be returned immediately to the City or destroyed upon
termination of this MOA, or upon the City's request at any time. This covenant of
confidentiality shall survive the termination or expiration of this Agreement.
5. General. The parties agree to cooperate in good faith to resolve on a timely basis
any issues that arise during the term of this MOA. The District agrees to perform in a good and
professional manner, as an independent contractor, the services described in the exhibits attached
hereto. The District may not assign or delegate any of its duties hereunder to a third party
without the prior written consent of the City. This MOA, including all exhibits hereto,
constitutes the entire agreement between the parties. It may not be modified or amended without
the written consent of the parties.
AUTHORIZATION:
We, the undersigned, hereby certify that we, the properly authorized officers of each party,
approve and implement this Memorandum of Agreement.
Waterloo Community School District
City of Waterloo, Iowa
By: By: �1 �- 3
Board President Date Mayor D e
2
EXHIBIT I
Technology Leadership Services
Executive Summary
The District will provide technology leadership services for the City of Waterloo. The
City will share a Director of Technology with the District, who will be jointly
accountable to the Mayor of the City and the Superintendent of the District.
II. Definitions
• City shall refer to the City of Waterloo.
• District shall refer to the Waterloo Community School District.
• Director shall refer to the shared Director of Technology.
III. General Overview
This exhibit establishes a commitment for technology leadership services to the City, as
detailed herein. This document clarifies both parties' responsibilities and procedures to
ensure the needs of both parties are met.
IV. Waterloo Community School District Responsibilities
The District will employ an individual to serve as Director of Technology for both the
District and the City. The District will be responsible for the Director's salary and
benefits package. Additionally, the District will provide equipment necessary for the
Director to perform his required functions, such as laptop computer and cellular
telephone service.
V. City of Waterloo Responsibilities
In addition to the financial considerations outlined in the Memorandum of Agreement,
the City will provide the Director an office space at City Hall, along with consumable
office supplies necessary to complete his or her functions.
VI. Shared Leadership Services
The Superintendent of the District will share supervision of the Director with the Mayor
of the City. The time of the Director will be split between both the City and the District,
depending on the needs of both organizations. The Director will maintain an office at
both the Education Service Center and City Hall. This individual will supervise both
technology staff separately employed by the District to provide services to the City and
technology staff employed by the City. The Director will oversee technology budgets
and strategic planning for both entities. Any equipment or materials purchased by either
the District or the City will remain property of that respective organization. When
available, the Director will attend meetings of the City's department heads. The Director
will also attend meetings of the City council whenever the agenda includes any item at
his request or any item that may, due to substance or likelihood for controversy, implicate
the duties of the Director or the City department under his supervision.
3
EXHIBIT II
Network Support Services
Service Level Agreement (SLA)
Executive Summary
The District will provide network services for the City of Waterloo. This includes
maintenance, upgrades, and support for the City's servers (including email services and
backups), and network switches and routers.
II. Definitions
• City shall refer to the City of Waterloo.
• District shall refer to the Waterloo Community School District.
• Director shall refer to the shared Director of Technology.
• Support services shall refer to the installation, monitoring, maintenance,
upgrading, backup, repair, and support of applicable equipment.
III. General Overview
This exhibit establishes a commitment for network services to the City, as detailed
herein. This document clarifies both parties' responsibilities and procedures to ensure the
needs of both parties are met.
IV. Waterloo Community School District Responsibilities
The District will employ staff dedicated to performing systems administration, network
administration, and network security services for the District and the City. The District
will be responsible for these staff salaries and benefits, as well as equipment necessary
for them to perform their functions, such as computers and cellular telephone service.
The District will also work with and integrate into its services any information
technology personnel employed by the City.
V. City of Waterloo Responsibilities
In addition to the financial considerations outlined in the Memorandum of Agreement,
the City will provide District technology staff access to all applicable facilities where
network equipment or service is located. The City will also provide the District full
administrative level access to all servers, routers, switches, and other network equipment,
which is necessary to perform the support services described in these exhibits. The City
also remains responsible for all network and other infrastructure equipment and software
costs to provide services to the City. The City must also retain maintenance agreements
for infrastructure to ensure software updates and/or hardware replacement services are
available, as recommended by the Director of Technology.
VI. Network Services Provided
The District will provide the City with the following network and infrastructure support
services:
4
• Servers
• Email services
• Active Directory services
• Network switches and routers
• Network firewall
As part of the support services, the District will employ proactive and reactive monitoring
technology to monitor the City equipment included herein. District staff will respond to
major outages, such as email services becoming unavailable, as needed after normal City
business hours. Additionally, District staff will perform, outside of normal City business
hours, all preventative maintenance which will result in downtime. Any equipment,
software, or materials purchased by either the District or the City will remain property of
that respective organization.
5
EXHIBIT III
Supplemental Technology Support Services
Service Level Agreement (SLA)
I. Executive Summary
The District will provide supplemental technology support services for the City of
Waterloo, to augment the services the City provides with its own staff. This includes
some maintenance and support of user devices such as desktops, laptops, and telephones.
Additionally, the District will provide help desk services and user training services for the
City of Waterloo.
II. Definitions
• City shall refer to the City of Waterloo.
• District shall refer to the Waterloo Community School District.
• Low priority shall refer to enhancement requests, such as additional software
being installed, new equipment being deployed, or other project requests.
• Medium priority shall refer to requests which inhibit a staff member from
performing a critical job function, but for which there is a work around available,
or requests which inhibit a staff member from performing a non-critical job
function.
• High priority shall refer to requests which completely prevent a staff member
from performing a required job function.
• Urgent priority shall refer to outages which prevent multiple staff members from
performing a required job function.
III. General Overview
This exhibit establishes a commitment for supplemental technology support services to
the City, as detailed herein. This document clarifies both parties' responsibilities and
procedures to ensure the needs of both parties are met.
IV. Waterloo Community School District Responsibilities
The District will employ staff dedicated to providing support to the City's users in
situations where the City's staff is unable to meet the technology needs of its users. The
specific services offered are outlined in section VI, Support Service Provided.
V. City of Waterloo Responsibilities
In addition to the financial considerations outlined in the Memorandum of Agreement,
the City will provide District technology staff access to all applicable facilities where
technology support services are needed. The City also remains responsible for all
hardware and software costs for City technology equipment. Additionally, the City will
maintain a full-time tech support position to serve as the primary point of contact for
front-line technology support and application support.
6
VI. Support Services Provided
A help desk will be open from 7:15 am — 5:00 pm on normal District business days to
respond to calls and log issues. A web -based help desk system will be provided to allow
users to log issues 24 x 7. This system will also allow support status updates to be
delivered to users. The District will be responsible for the costs of this hardware and
software, and will make this system available to City staff. Additionally, the District will
compile reports of service performed on a quarterly basis, to be delivered electronically
to the Mayor, or his designee.
The District will also offer supplementary support services in the event of City
technology staff being absent or unavailable due to being occupied with other tasks. The
District will make every attempt possible to adhere to following first response times for
on-site service:
Priority First response time
Urgent 30 minutes
High 3 hours
Medium 6 hours
Low Dependent on the situation and the duration of City staff absence
The response time shall be measured from the time an issue is reported and assigned to a
District staff member.
7