17-161.00 Right! Systems: Exchange Server Migration i7-HPI
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AGREEMENT FOR SERVICES
Right! Systems,Inc.
THIS AGREEMENT is made by and between the City of Spokane Valley,a code City of the State of
Washington, hereinafter "City" and Right! Systems, Inc. hereinafter "Consultant,"jointly referred to as
"Parties."
IN CONSIDERATION of the terms and conditions contained herein,the Parties agree as follows:
1.Work to Be Performed. Consultant shall provide all labor,services,and material to satisfactorily complete
the Scope of Services, attached as Exhibit A.
A. Administration. The City Manager or designee shall administer and be the primary contact for
Consultant. Prior to commencement of work,Consultant shall contact the City Manager or designee
to review the Scope of Services, schedule, and date of completion. Upon notice from the City
Manager or designee,Consultant shall commence work,perform the requested tasks in the Scope of
Services, stop work, and promptly cure any failure in performance under this Agreement.
B. Representations. City has relied upon the qualifications of Consultant in entering into this
Agreement. By execution of this Agreement,Consultant represents it possesses the ability,skill,and
resources necessary to perform the work and is familiar with all current laws,rules,and regulations
which reasonably relate to the Scope of Services. No substitutions of agreed-upon personnel shall be
made without the prior written consent of City.
Consultant represents that the compensation as stated in paragraph 3 is adequate and sufficient for the
timely provision of all professional services required to complete the Scope of Services under this
Agreement.
Consultant shall be responsible for the technical accuracy of its services and documents resulting
therefrom, and City shall not be responsible for discovering deficiencies therein. Consultant shall
correct such deficiencies without additional compensation except to the extent such action is directly
attributable to deficiencies in City-furnished information.
C.Standard of Care. Consultant shall exercise the degree of skill and diligence normally employed by
professional consultants engaged in the same profession,and performing the same or similar services
at the time such services are performed.
D. Modifications. City may modify this Agreement and order changes in the work whenever
necessary or advisable. Consultant will accept modifications when ordered in writing by the City
Manager or designee, so long as the additional work is within the scope of Consultant's area of
practice. Compensation for such modifications or changes shall be as mutually agreed between the
Parties. Consultant shall make such revisions in the work as are necessary to correct errors or
omissions appearing therein when required to do so by City without additional compensation.
2. Term of Contract. This Agreement shall be in full force and effect upon execution and shall remain in
effect until completion of all contractual requirements have been met as determined by City. Consultant shall
complete its work by February 28,2018,-unless the time for performance is extended in writing by the Parties.
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Either Party may terminate this Agreement for material breach after providing the other Party with at least 10
days' prior notice and an opportunity to cure the breach. City may,in addition,terminate this Agreement for
any reason by 10 days'written notice to Consultant. In the event of termination without breach,City shall pay
Consultant for all work previously authorized and satisfactorily performed prior to the termination date.
3.Compensation. City agrees to pay Consultant$11,200,(which includes Washington State Sales Tax if any
is applicable)as full compensation for everything done under this Agreement,as set forth in Exhibit B. City
agrees to reimburse Consultant for travel and lodging not to exceed$2070. Consultant shall not perform any
extra,further,or additional services for which it will request additional compensation from City without a prior
written agreement for such services and payment therefore.
4. Payment. Consultant shall be paid monthly upon presentation of an invoice to City. Applications for
payment shall be sent to the City Finance Department at the below-stated address.
City reserves the right to withhold payment under this Agreement for that portion of the work(if any)which is
determined in the reasonable judgment of the City Manager or designee to be noncompliant with the Scope of
Services, City standards, City Code,and federal or state standards.
5. Notice. Notices other than applications for payment shall be given in writing as follows:
TO THE CITY: TO THE CONSULTANT:
Name: Christine Bainbridge, City Clerk Name: Right! Systems
Phone: (509)720-5000 Phone: 360-956-0414
Address: 10210 East Sprague Avenue Address:2600 Willamette Dr.NE, Suite C
Spokane Valley,WA 99206 Lacey, WA 98516
6.Applicable Laws and Standards. The Parties,in the performance of this Agreement,agree to comply with
all applicable federal,state,and local laws and regulations. Consultant warrants that its designs,construction
documents,and services shall conform to all federal, state,and local statutes and regulations.
7. Certification Regarding Debarment, Suspension, and Other Responsibility Matters — Primary
Covered Transactions.
A.By executing this Agreement,the Consultant certifies to the best of its knowledge and belief that it
and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or agency;
2. Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state, or
local)transaction or contract under a public transaction;violation of federal or state antitrust
statutes or commission of embezzlement,theft,forgery,bribery,falsification or destruction of
records,making false statements,or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (federal, state, or local) with commission of any of the offenses enumerated in
paragraph(A)(2)of this certification;and
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4. Have not within a three-year period preceding this application/proposal had one or more
public transactions(federal,state,or local)terminated for cause or default.
B. Where the prospective primary participant is unable to certify to any of the statements in this
certification,such prospective participant shall attach an explanation to this Agreement.
8.Relationship of the Parties. It is understood and agreed that Consultant shall be an independent contractor
and not the agent or employee of City,that City is interested in only the results to be achieved, and that the
right to control the particular manner,method,and means in which the services are performed is solely within
the discretion of Consultant. Any and all employees who provide services to City under this Agreement shall
be deemed employees solely of Consultant. The Consultant shall be solely responsible for the conduct and
actions of all its employees under this Agreement and any liability that may attach thereto.
9. Ownership of Documents. All drawings,plans,specifications,and other related documents prepared by
Consultant under this Agreement are and shall be the property of City, and may be subject to disclosure
pursuant to chapter 42.56 RCW or other applicable public record laws. The written, graphic, mapped,
photographic, or visual documents prepared by Consultant under this Agreement shall, unless otherwise
provided, be deemed the property of City. City shall be permitted to retain these documents, including
reproducible camera-ready originals of reports,reproduction quality mylars of maps,and copies in the form of
computer files, for the City's use. City shall have unrestricted authority to publish, disclose, distribute, and
otherwise use, in whole or in part,any reports,data,drawings, images, or other material prepared under this
Agreement,provided that Consultant shall have no liability for the use of Consultant's work product outside of
the scope of its intended purpose.
10.Records. The City or State Auditor or any of their representatives shall have full access to and the right to
examine during normal business hours all of Consultant's records with respect to all matters covered in this
Agreement. Such representatives shall be permitted to audit,examine,make excerpts or transcripts from such
records,and to make audits of all contracts,invoices,materials,payrolls,and record of matters covered by this
Agreement for a period of three years from the date final payment is made hereunder.
11. Insurance. Consultant shall procure and maintain for the duration of the Agreement, insurance against
claims for injuries to persons or damage to property which may arise from or in connection with the
performance of the work hereunder by Consultant,its agents,representatives,employees,or subcontractors.
A.Minimum Scope of Insurance. Consultant shall obtain insurance of the types described below:
1.Automobile liability insurance covering all owned,non-owned,hired,and leased vehicles.
Coverage shall be written on Insurance Services Office(ISO)form CA 00 01 or a substitute
form providing equivalent liability coverage.
2. Commercial general liability insurance shall be at least as broad as ISO occurrence form
CG 00 01 and shall cover liability arising from premises,operations, stop-gap independent
contractors and personal injury,and advertising injury. City shall be named as an additional
insured under Consultant's commercial general liability insurance policy with respect to the
work performed for the City using an additional insured endorsement at least as broad as ISO
CG 20 26.
3.Workers' compensation coverage as required by the industrial insurance laws of the State
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of Washington.
B. Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits:
1.Automobile liability insurance with a minimum combined single limit for bodily injury and
property damage of no less than $1,000,000 per accident.
2.Commercial general liability insurance shall be written with limits no less than$1,000,000
for each occurrence, and$2,000,000 for general aggregate.
C.Other Insurance Provisions. The policies are to contain,or be endorsed to contain,the following
provisions for automobile liability and commercial general liability insurance:
1.Consultant's insurance coverage shall be primary insurance with respect to the City. Any
insurance,self-insurance,or insurance pool coverage maintained by City shall be in excess of
Consultant's insurance and shall not contribute with it.
2. Consultant shall fax or send electronically in.pdf format a copy of insurer's cancellation
notice within two business days of receipt by Consultant.
3.If Consultant maintains higher insurance limits than the minimums shown above,City shall
be insured for the full available limits of commercial general and excess or umbrella liability
maintained by Consultant,irrespective of whether such limits maintained by Consultant are
greater than those required by this Agreement or whether any certificate of insurance
furnished to the City evidences limits of liability lower than those maintained by Consultant.
4. Failure on the part of Consultant to maintain the insurance as required shall constitute a
material breach of the Agreement,upon which the City may,after giving at least five business
days'notice to Consultant to correct the breach,immediately terminate the Agreement,or at
its sole discretion, procure or renew such insurance and pay any and all premiums in
connection therewith,with any sums so expended to be repaid to City on demand, or at the
sole discretion of the City,offset against funds due Consultant from the City.
D.Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.Best rating of
not less than A:VII.
E. Evidence of Coverage. As evidence of the insurance coverages required by this Agreement,
Consultant shall furnish acceptable insurance certificates to the City Clerk at the time Consultant
returns the signed Agreement,which shall be Exhibit C. The certificate shall specify all of the parties
who are additional insureds,and shall include applicable policy endorsements,and the deduction or
retention level.Insuring companies or entities are subject to City acceptance. If requested,complete
copies of insurance policies shall be provided to City. Consultant shall be fmancially responsible for
all pertinent deductibles, self-insured retentions, and/or self-insurance.
12.Indemnification and Hold Harmless. Consultant shall,at its sole expense,defend,indemnify,and hold
harmless City and its officers, agents, and employees, from any and all claims, actions, suits, liability, loss,
costs,attorney's fees,costs of litigation,expenses,injuries,and damages of any nature whatsoever relating to or
arising out of the wrongful or negligent acts, errors, or omissions in the services provided by Consultant,
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Consultant's agents, subcontractors, subconsultants, and employees to the fullest extent permitted by law,
subject only to the limitations provided below.
Consultant's duty to defend,indemnify,and hold City harmless shall not apply to liability for damages arising
out of such services caused by or resulting from the sole negligence of City or City's agents or employees
pursuant to RCW 4.24.115.
Consultant's duty to defend,indemnify,and hold City harmless against liability for damages arising out of such
services caused by the concurrent negligence of(a)City or City's agents or employees, and(b)Consultant,
Consultant's agents, subcontractors, subconsultants and employees, shall apply only to the extent of the
negligence of Consultant, Consultant's agents,subcontractors,subconsultants,and employees.
Consultant's duty to defend,indemnify,and hold City harmless shall include,as to all claims,demands,losses,
and liability to which it applies,City's personnel-related costs,reasonable attorneys'fees,the reasonable value
of any services rendered by the office of the City Attorney, outside consultant costs, court costs, fees for
collection,and all other claim-related expenses.
Consultant specifically and expressly waives any immunity that may be granted it under the Washington State
Industrial Insurance Act,Title 51 RCW. These indemnification obligations shall not be limited in any way by
any limitation on the amount or type of damages,compensation,or benefits payable to or for any third party
under workers' compensation acts, disability benefit acts, or other employee benefits acts. Provided, that
Consultant's waiver of immunity under this provision extends only to claims against Consultant by City,and
does not include,or extend to,any claims by Consultant's employees directly against Consultant.
Consultant hereby certifies that this indemnification provision was mutually negotiated.
13. Waiver. No officer,employee, agent,or other individual acting on behalf of either Party has the power,
right, or authority to waive any of the conditions or provisions of this Agreement. A waiver in one instance
shall not be held to be a waiver of any other subsequent breach or nonperformance. All remedies afforded in
this Agreement or by law shall be taken and construed as cumulative and in addition to every other remedy
provided herein or by law. Failure of either Party to enforce at any time any of the provisions of this
Agreement or to require at any time performance by the other Party of any provision hereof shall in no way be
construed to be a waiver of such provisions nor shall it affect the validity of this Agreement or any part thereof.
14. Assignment and Delegation. Neither Party may assign, transfer, or delegate any or all of the
responsibilities of this Agreement or the benefits received hereunder without prior written consent of the other
Party.
15.Subcontracts. Except as otherwise provided herein,Consultant shall not enter into subcontracts for any of
the work contemplated under this Agreement without obtaining prior written approval of City.
16. Confidentiality. Consultant may,from time-to-time,receive information which is deemed by City to be
confidential. Consultant shall not disclose such information without the prior express written consent of City
or upon order of a court of competent jurisdiction.
17. Jurisdiction and Venue. This Agreement is entered into in Spokane County, Washington. Disputes
between City and Consultant shall be resolved in the Superior Court of the State of Washington in Spokane
County. Notwithstanding the foregoing,Consultant agrees that it may,at City's request,be joined as a party in
any arbitration proceeding between City and any third party that includes a claim or claims that arise out of,or
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that are related to Consultant's services under this Agreement. Consultant further agrees that the Arbitrator(s)'
decision therein shall be final and binding on Consultant and that judgment may be entered upon it in any court
having jurisdiction thereof.
18. Cost and Attorney's Fees. The prevailing party in any litigation or arbitration arising out of this
Agreement shall be entitled to its attorney's fees and costs of such litigation(including expert witness fees).
19. Entire Agreement. This written Agreement constitutes the entire and complete agreement between the
Parties and supersedes any prior oral or written agreements. This Agreement may not be changed,modified,or
altered except in writing signed by the Parties hereto.
20. Anti-kickback. No officer or employee of City,having the power or duty to perform an official act or
action related to this Agreement shall have or acquire any interest in this Agreement, or have solicited,
accepted, or granted a present or future gift, favor, service, or other thing of value from any person with an
interest in this Agreement.
21.Business Registration. Prior to commencement of work under this Agreement,Consultant shall register
with the City as a business if it has not already done so.
22.Severability. If any section,sentence,clause,or phrase of this Agreement should be held to be invalid for
any reason by a court of competent jurisdiction,such invalidity shall not affect the validity of any other section,
sentence, clause, or phrase of this Agreement.
23. Exhibits. Exhibits attached and incorporated into this Agreement are:
A. Scope of Services
B. Fee proposal
C. Insurance Certificates
The Parties have executed this Agreement this 30 day of November ,2011
CITY OF SPOKANE VALLEY Consultant:
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Mark Calhoun,City Manager By:Danielle VerHey,PL'dject Manager
Its: Authorized Representative
hristine Bainbridge,City Clerk
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Office the City orney
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Exhibit A
PROJECT SCOPE
The following section defines the stages, activities, and deliverables associated with this
project.
STAGE 1 ACTIVITIES/ DELIVERABLES
ACTIVITIES:
READINESS • Onsite review of client systems to document existing
ASSESSMENT, environment.
DESIGN.&ONSITE • RSI will evaluate and review the current Exchange
DISCOVERY
environment.
• RSI will review the proposed Exchange 2013 server/
VM infrastructure.
• RSI will discuss with CSV messaging client use, and all
devices / types that interact with Exchange today.
• RSI will discuss and review the current Exchange
2007 design and work with the customer to achieve an
Exchange 2013 design meeting budget, desire, and items
considered from RSI consultants during this phase.
• RSI will ensure the Exchange 2007 environment is
adequate and meets pre-requisites to be upgraded to
Exchange 2013.
o NOTE: any issues which may prevent a
successful upgrade will be brought to CSV for
review. If extra time is required by RSI to remedy
issues, a Change Order for specific extra tasks will
be required.
• RSI will discuss networking, load-balancing, DNS, SSL
Certificate, and firewall requirements during this phase.
• Provide client with understanding of Exchange 2013
capabilities and features in comparison to existing
environment.
• Identify potential challenges to migration and provide
plan for resolution.
• Complete design document(s)
• Meetings and time with stakeholders to agree on final
to be built and discuss specifics.
• Provide overview of Design Document(s) 1.0.
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DELIVERABLES:
• Completed Onsite Discovery
• Issues Report provided
• TA/PE versed with business specifics to produce
Design
• Design Document(s) 1.0
• Plan to begin implementation and subsequent phases
STAGE 2 I ACTIVITIES / DELIVERABLES
ACTIVITIES:
EXCHANGE 2013 • Validate CSV installed Windows Server 2012 R2
INSTALLATION, server is optimally configure for Exchange roles.
CONFIGURATION, • Install and Configure Exchange 2013 onto (1) Server.
& INITIAL TESTING o NOTE: CSV is responsible for configuration of
Routers, Switches, Firewalls, Load-Balancers, and
related devices needed for Exchange 2013 to be
deployed.
• Work with CSV to purchase and install 3rd Party SSL
certificate with appropriate URLs.
• Setup "Legacy" namespace for Exchange 2007
externally and internally. Validate and select new
namespace for Exchange 2013 and migration path.
• Create a Microsoft Exchange 2013 Databases
o Per the design outlined in phase 1
o Exchange mailbox Database layout will be
designed and implemented.
• Work with Customer to establish email limits /
policies that conform to the current email system and / or
that conform to company standards.
• Review and implement SMTP services / "Connectors"
based upon design phase.
• Work with Firewall / Network administrators at CSV
to publish Exchange services internally and externally,
verify.
o New public IP Address is to be assigned and
NAT configured with Exchange 2013 CAS
Server(s)
• Work thru issues uncovered to ensure proper
operation.
DELIVERABLES:
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• Completed Exchange Single-Server Installation /
Configuration
• Exchange 2013 System prepared for testing /
validation
STAGE 3 ACTIVITIES / DELIVERABLES
ACTIVITIES:
TESTING & FINAL • Verify Exchange services and configurations and
VERIFICATION related documentation, review with IT.
• Setup test users with mailboxes in the new Exchange
2013 Servers and validate mail flow internally and
externally.
• Create new test accounts and use existing "guinea
pig" users for complete review of built Email
infrastructure elements.
• Perform Basic "how to" overview for IT Admins to
familiarize themselves with overall troubleshooting the
complete environment.
• Meet and discuss cutover and migration phases that
follow this project phase and solidify schedules and
technical hurdles; work w/ CSV Change control to
approve migration.
DELIVERABLES:
• Successful testing with new and existing "Guinea Pig"
users
• Completed IT Admin overview of troubleshooting
environment
• Schedule planned for migration phases which follow
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STAGE 4 ACTIVITIES/ DELIVERABLES
ACTIVITIES:
MIGRATION OF
DATA&SERVICES Hub Transport and Client Access Server Migration
FROM EXCHANGE • This portion would occur after testing and validation
2007 TO 2016 of the Exchange 2013 environment has been performed,
and before any mailboxes is moved to the Exchange
2013 mailbox server.
o RSI is recommending that we perform this
portion of the migration, as it is a pre-requisite to
moving mailboxes from previous versions.
o RSI Assumes CSV is performing DNS and
Firewall/Router changes needed for this phase.
• Plan for cutover of the currently hosted FQDN for
Exchange 2007 to be cutover to Exchange 2013.
o NOTE: Internal and External DNS changes are
required for this to take place, plan for the change
to occur at a reasonable time during a planned
outage window.
• Work with CSV to test changes the firewall to point
SMTP and OWA traffic to the new server(s).
• Validate 3rd Party (or Cloud) SMTP services provider
(EOP, MxLogic, Postini, etc.) are configured for Exchange
2013 services, appropriate TCP ports are open thru the
firewall.
• Change all Exchange-related DNS records to new
environment, internal and external
• Cutover SMTP flow into / out of the Exchange 2013
environment from old Exchange systems.
• Test and validate functionality of Services,
troubleshoot as necessary to successfully complete
cutover.
• Verify functionality from Outside Mail Provider to
new 2013 server(s) and vice-versa.
Exchange Mailbox/ Data Migration
• RSI will plan for / Execute Address List / Book
Migration(s).
• RSI will Migrate Test Exchange 2007 users to
Exchange 2013 and verify results.
• RSI will Demonstrate to CSV
o How to perform mailbox migration(s) on user
mailboxes
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o How to monitor mailbox migration(s) that have
begun
o How to complete migrations and verify Client
Access is functional
• RSI will demonstrate and "teach" CSV how to migrate
ten (10) average-sized mailboxes, with CSV performing
remainder.
<NOTE: PROJECT PAUSE OCCURS WHILE DATA
SYNC OCCURS, CSV RESPONSIBLE FOR FINAL DATA
MIGRATION>
DELIVERABLES:
• Completed Cutover of DNS / related for Exchange
2013; Client Access is 'live' in Production.
• Deliverable: Completed Test Migrations and Training
CSV on How to migrate (10) mailboxes.
• Update Autodiscover mechanisms internal/external
for Outlook automatic configuration
• Assist with issues during migration.
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PHASE 5 I ACTIVITIES/ DELIVERABLES
ACTIVITIES:
PUBLIC FOLDER • NOTE: This phase cannot occur until all mailbox data
MIGRATION & is migrated from the Legacy exchange servers, which can
POST MIGRATION be weeks or months.
SUPPORT • RSI will work w/ CSV to begin initial Public Folder
data gathering / analysis.
• CSV and RSI will work to execute initial Public Folder
synchronization
• RSI will demonstrate to CSV how to monitor the
synchronization process (can take time).
• Once the synchronization is completed, RSI will assist
CSV in finalizing the Public Folder migration.
• Remove extra exchange servers and decommission
• Provide support to issues that arise post-migration.
DELIVERABLES:
• Completed Public Folder migration from Legacy
Exchange server
• Legacy Exchange servers decommissioned
• Assist with Post-Migration Issues.
PHASE`6 ACTIVITIES/DELIVERABLES
ACTIVITIES:
DOCUMENTATION • Update and Finalize Design 1.0 Document(s) into
AND FINAL Final Project Document(s).
DELIVERABLES
DELIVERABLES:
• Provide Logical "As Built" Server / Network Diagram
• Document and send any links, build sheets, and
relevant implementation plan documents.
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CUSTOMER TECHNICAL REQUIREMENTS
The following section defines the technical requirements required of the customer prior to
the start of this engagement. This list of requirements may expand based on discovery
during the kickoff meeting and planning phase, as well as the ongoing work detailed in the
project scope.
• Minimum of (1) Servers
DAG" servers (or "all in one" servers) should have the following
configuration minimums each:
o 4+ virtual CPUs
o 16+ GB RAM
o 60+ GB C: Disk
o X+ GB M: Disk (for Databases, X >= 150% current database size
o (optional) Y+ GB L: Disk (for Logs, X >= reasonable size, 80-300 GB
generally)
o Disk subsystem performance must be adequate for the load of
Exchange 2013
o Must be able to hold all logs between Exchange-aware backup
cycles.
o Windows 2012 R2 Standard (With a GUI)
• Windows 2012 R2 Standard contains all clustering / DAG
functionality.
• Datacenter edition can be used; however, it is not required.
o Exchange 2013 Standard or Enterprise Server Licenses available
• Standard provides up to 5 mounted Databases per server.
• Enterprise provides up to 100 mounted Databases per
server.
• DAG works with both Standard and Enterprise.
• Downloaded and Prepared ISO Images or other Software Installation files.
• All Appropriate Hardware and Software Licensing, including OS,Tools, and related
applications.
• Storage space is available for the project specified in this Statement of Work.
• CSV will provide network reconfiguration support for items relating to this project.
• Allocation, configuration, and setup of storage for Exchange 2013 servers is done
prior to installation of servers.
• Windows OS setup, configuration, and base pre-requisites for Exchange 2013 are
to be performed by the customer prior to the start of the project. Any deviations
from these configurations will require remedy prior to Exchange 2013 Installation.
• CSV will have a backup application that is compatible with Exchange 2013. CSV
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will have adequate licensing for the backup application to be able to backup all
Exchange VMs, including an "Information Store" or Exchange-aware backup.
• CSV will be responsible for the backup agent and related configuration items. RSI
will need CSV to be able to execute backups in a short-turnaround time fashion.
• CSV will be responsible for 3rd party products that are integrated with Exchange,
and dealing with re-configuration, updates, or otherwise to allow for it to
connect/interface with Exchange 2013.
• SSL Certificate requirements on Exchange 2013 are different than previous
versions. CSV will be responsible for purchasing the compatible SSL certificate
directly from the vendor.
OUT OF SCOPE TECHNOLOGIES
Any activities or deliverables other than those specifically noted in the Project Scope of
this SOW are not included as part of this engagement. Specifically, the relevant
technologies that are out of scope for this engagement include, but are not limited to
• User/ Data migrations beyond (10) mailboxes
• Configuration / installation of more than (1) Exchange 2013 server
• Active Directory, or other non-Exchange Microsoft consulting outside of scope
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PROJECT TEAM
Project Engineer(s)
The role of the Project Engineer ("PE") is to plan and lead day-to-day project activities,
making adjustments as needed during the progression of the work laid out in the project
scope. Common Project Engineer tasks include, but are not limited to
• Performing daily activities that deliver the project scope
• Implementation of all technical solutions put forth in this SOW
• Creation and development of project documentation deliverables
• Leading meetings necessary for project deliverables (e.g. design reviews and knowledge
transfers)
• Technical review of progress with the team
Project Coordinator
RSI will assign a Project Coordinator("PC") to act as the project lead for the management
of the services set forth in this SOW. The PC employs formal project management
techniques and methodologies based on best practice and industry standards. Project
coordination tasks may include, but are not limited to
• Maintaining a focus on time, cost, and scope
• Coordination of logistics, requirements, and project schedule.,
• Establishing and managing the services schedule, deliverables, and status reporting
• Identification and management of risks, issues, and escalations
• Facilitate change management as needed
• Confirmation of delivered milestones and services in accordance with this SOW
• Obtaining service completion and project sign-off from CSV
Note:PC activities will be conducted primarily in a remote capacity with onsite engagement when appropriate
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PROJECT PRICING
Based on the requirements gathered from CSV and work plan detailed in the Project Scope
section of this statement of work, the following represents the fixed pricing related to this
project.
Engagement RSI Project Staffing Price
Exchange 2013 Installation Project Engineer $11,220.00
and Migration Project Coordinator
If additional hours are required to complete deliverables not defined in this scope of work,an
executed Change Order will be required.
Pricing put forth in this SOW is based on normal working hours of Monday through Friday,
8:00 AM — 5:00 PM, with after-hours, weekend, and holiday rates taken into consideration
only when appropriate for specific portions of the engagement. Additional after-hours,
weekend, and holiday work required outside the original scope may require additional cost.
TRAVEL AND EXPENSES
In the event that RSI is required or requested to travel during this project it is expected and
agreed to that CSV will reimburse RSI for any necessary and agreed upon travel expenses.
Travel expenses will be submitted to CSV for reimbursement using current standard IRS
guidelines for expenses. RSI will endeavor to select reasonably priced airlines, hotels, meals,
and other expenses. These expenses may include the following:
• Airfare
• Rental Car, Parking, Ground Transportation and Tolls
• Meals
• Lodging
Travel & Expenses Type of Travel& Expense Estimated Expense
Note:This is an estimate. Airfare $1.800.00
Actuals will be submitted Ground Transportation
within 15% of this estimate. Lodging
Meals
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GENERAL ASSUMPTIONS
The general assumptions for this SOW may or may not apply to this engagement.
• CSV may need to provide a convenient workspace for RSI team members.
• RSI may need to have access to CSV offices during this project.
• RSI engineers may need network connectivity and Internet access provided by CSV.
• The appropriate CSV technical resources may need to be available. CSV will provide
RSI with the name of at least one primary project contact prior to project start.
• CSV may need to provide RSI access to technical support from the provider of any
hardware being affected by this project during regular business and after hours.
• CSV may need to have appropriate software licensing for the work being performed
on this project.
• RSI is not responsible for any hardware failures during this project which could
potentially cause the schedule of project completion to be delayed and may submit a
Change Order to readjust the time for completion based on the circumstances.
• Project time estimates do not include any time or costs associated with hardware or
software related support incidents.Those incidents that result in RSI needing to open
and work to resolution a vendor-related issue on behalf of CSV may be viewed,at the
sole discretion of RSI, as a Change Order to this agreement and will require a Change
Order Request form to be completed, signed, and approved.
•
CHANGE MANAGEMENT PROCESS
RSI follows a structured methodology with respect to managing unexpected project scope
changes. Such changes may be encountered during projects. If items requiring a change to
the original Statement of Work are identified, the following are the steps that we will follow
to deliver a Change Order Request:
• Discuss and confirm need for additional work with CSV.
• Identify additional tasks and deliverables associated with the scope change.
• Estimate the work effort associated with the additional tasks and deliverables.
• Based on the work effort estimate, determine the impact on schedule and budget,
including contingency.
• Use contingency budget, if possible.
• Draft a new statement of work if the estimates:
o Require additional resources
o Affect the project schedule or budget
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SCHEDULING AND RESOURCES TERMS
RSI projects and resources are scheduled based on the following terms:
• CSV acknowledges that RSI will schedule qualified resource(s) only upon receiving this
signed, executed agreement, and an accompanying purchase order, if required. Scheduling
for qualified resources may require up to six (6)weeks lead time.
• CSV acknowledges that once RSI has scheduled resources for this project,any changes by CSV
must be submitted to RSI no later than two (2) weeks prior to the project start date.
• Should CSV determine the need to delay the project start date, RSI will make every effort to
re-schedule qualified resources within six (6)weeks of the originally scheduled start date.
• CSV acknowledges that RSI tracks time in daily increments, per qualified resources,for onsite
or remote work.
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