HomeMy WebLinkAboutbocc.con.204.20192017-11-13 btf
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 166.62.00000.82830
Procurement Method:
Type:
Contract Start Date
Contract End Date
Contract Type
Retainage
If this is a new contractor, please request they complete and submit to Finance a New Vendor Request Form.
Contact Information:
Department
County Representative Kathy Chandler County Representative
Phone (970) 429-1910
Provide a brief description of the contract:
Contract Value Summary:
$ 100,000.00
$ -
$ -
$ 100,000.00
204.2019
Pitkin County
Procurement Cover Sheet
Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed.
Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement
No
Marmot Systems Service Agreement with the Pitkin County Library
Marmot Library Network
$ -
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ -
Sole Source
Services/Maintenance
1/1/2019
12/31/2019
New Contract with optional extension(s)
NOTE: Clerks Office will keep original documents in compliance with Colorado State Archives retainage
Library
Marmot subscription for database access and product support services. Not to exceed $100,000; billed quarterly.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
New Contract Total
Rev 2018-10-10 btf
Note: Every effort should be made to obtain a written contract when otherwise required under County
procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract
with coversheet to clerk’s office for archiving.
1
PITKIN COUNTY
SOLE SOURCE PROCUREMENT
JUSTIFICATION REQUEST
TO: Jon Peacock, County Manager
DATE: June 6, 2019
FROM: Kathleen Chandler, County Librarian
Proposed Contractor: Marmot Library Network
Product/Service: Subscription and Maintenance for Library Database and Computers
Estimate expenditure for the above Product/Service: $ 100,000.00
This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of
this form. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original
manufacturer, no regional distributor, standardization etc):
Explain:
Marmot Library Network is a non-profit organization made up of Colorado libraries. Its' purpose is to
provide a network of computers serving both library staff and patrons. Marmot purchases large numbers
of computers through bids so that competitive pricing and service is afforded to member libraries. Marmot
staff load the computers with necessary software to enable them to be compatible with the library's catalog
and circulation systems as well as making them safe and secure for use by the public. We have used
Marmot's services for many years, and they are the only source for this type of service and product supply.
Rev 2018-10-10 btf
Note: Every effort should be made to obtain a written contract when otherwise required under County
procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract
with coversheet to clerk’s office for archiving.
2
The undersigned requests that Pitkin County waive other procurement requirements and recognize this
transaction as a sole source exception to the Pitkin County Procurement Code.
Department Head Section Head
!#COUNTY REPRESENTATIVE#! Date !#SECTION LEADER#! Date
County Manager
Reason for Denial:
______________________________________________
!#COUNTY MANAGER SOLE#! Date
Kathy Chandler
Jun-07-2019
Pitkin County Librarian
Phylis Mattice
Jun-07-2019
Assistant County Manager
Jun-20-2019
Jon Peacock
County Manager
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
1
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made June 6, 2019 by and between the Board of County Commissioners of
Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
“County”) and Marmot Library Network, 123 North 7th Street, Grand Junction, CO 81501
(hereinafter called the “Contractor”) to perform the following work: Marmot Systems Service
Agreement with the Pitkin County Library (“Project”).
I. Term of Contract: The term of this Contract is from January 1, 2019 to December 31,
2019. At the expiration of the initial term, the contract may be extended for five (5)
additional terms of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall provide the following services to the County
per the rates included as Attachment A and per the Service Levels established in
Attachment B:
A. Operate and maintain the Marmot Library Network computer systems;
B. Maintain, revise, and upgrade the Marmot Library Network computer
hardware and software;
C. Provide user support to include troubleshooting, system analysis, and
development;
D. Train Member employees as often as needed and as scheduled by mutual
agreement;
E. Inform Member of its responsibilities for the purchase of terminal equipment
and materials required and specified by Marmot to connect to the Marmot
Library Network. At Member’s request, Marmot will broker the purchase of
computer equipment and software according to the standard fee schedule
(Attachment A), or of other equipment and software as mutually agreed;
F. Configure the Marmot Wide Area Network (WAN) to accept Member
connections over the Internet;
G. Support Access Sessions as listed in Attachment A;
H. Provide optional equipment maintenance service to Member for
workstations and other equipment as listed in Attachment A; and
I. Support other software and services that may not be listed in Attachment A.
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Budget Line Item # 166.62.00000.82830
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III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
One-Hundred Thousand dollars and Zero cents ($100,000.00) for all services rendered.
By contract or amendment, the County and Contractor may reallocate the budget
among project tasks if the total budget amount remains unchanged. Contractor shall
invoice for the project quarterly per the rates included as Attachment A, with payment
expected within thirty (30) days of invoice. Any payment by the County may be offset
by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Kathy Chandler, County Librarian will manage the project as
the County’s Representative. In the event that Kathy Chandler is not available, an
authorized designee shall assume the County Representative’s duties. The services
provided and products delivered by the Contractor under this Contract will be subject
to review by the County’s Representatives, or a designee, for compliance with
Contractor’s obligations prior to final payment.
Pitkin County shall be responsible for the following:
A. Purchase its’ own workstations, infrastructure cables, barcode readers,
barcode labels, printers, and other equipment and materials;
B. Assume responsibility for all ongoing cataloging and retrospective
conversion of local library collections;
C. Prepare all materials to accommodate use with the Marmot Library Network;
D. Maintain its’ own database records;
E. Follow troubleshooting procedures and emergency/downtime contingency
plans provided by Marmot;
F. Identify contact person(s); and
G. Follow Marmot policies and procedures posted at
https://marmot.org/policies
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
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VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract prior to the date of
termination. Notwithstanding the above, Contractor shall not be relieved of liability to
the County for damages sustained by the County by virtue of any breach of the Contract
by the Contractor.
VII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
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A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of th e
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
5
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability)
$ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Coverage to include:
Premises and Operations
Explosions, Collapse and Underground Hazards
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
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Personal / Advertising Injury
Products / Completed Operations
Liability assumed under an Insured Contract (including defense costs assumed under
contract)
Independent Contractors
Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident)
$ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non -payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
7
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
Contract # 204.2019 Revision: 2018-06-13 btf
Budget Line Item # 166.62.00000.82830
8
XV. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XVIII. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract restrict the future issuance of Pitkin County’s bonds or any obligations
payable from any class or source of Pitkin County’s money.
XIX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
Contract # 204.2019 Revision: 2018-06-13 btf
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9
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County:
Kathy Chandler
120 North Mill Street
Aspen, CO 81611
Email: kathy.chandler@pitkincounty.com
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611
Email: Attorney@pitkincounty.com
To Contractor:
Marmot Library Network
123 North 7th Street
Grand Junction, CO 81501
Phone: (970) 242-3331
Email: adam@marmot.org
XX. Public Contracts for Services and Public Contracts with Natural Persons. In
conformance with the provisions of C.R.S. §§ 8-17.5-101, et seq., as amended and
C.R.S. §§ 24-76.5-101, et seq., as amended:
A. PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq. C.R.S.
[Not applicable to agreements relating to the offer, issuance, or sale of securities,
investment advisory services or fund management services, sponsored projects,
intergovernmental agreements, or information technology services or products and
services] Contractor certifies, warrants, and agrees that it does not knowingly employ
or contract with an illegal alien who will perform work under this Contract and will
confirm the employment eligibility of all employees who are newly hired for
employment in the United States to perform work under this Contract, through
participation in the E-Verify Program established under Pub. L. 104-208 or the State
verification program established pursuant to §8-17.5-102(5)(c), C.R.S., Contractor
shall not knowingly employ or contract with an illegal alien to perform work under this
Contract or enter into a contract with a Subcontractor that fails to certify to Contractor
that the Subcontractor shall not knowingly employ or contract with an illegal alien to
perform work under this Contract. Contractor (i) shall not use E-Verify Program or
State program procedures to undertake pre-employment screening of job applicants
while this Contract is being performed, (ii) shall notify the Subcontractor and the
contracting State agency within 3 days if Contractor has actual knowledge that a
Subcontractor is employing or contracting with an illegal alien for work under this
Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop
employing or contracting with the illegal alien within 3 days of receiving the notice,
and (iv) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor
and Employment. If Contractor participates in the State program, Contractor shall
deliver to the contracting State agency, Institution of Higher Education or political
subdivision, a written, notarized affirmation, affirming that Contractor has examined
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10
the legal work status of such employee, and shall comply with all of the other
requirements of the State program. If Contractor fails to comply with any requirement
of this provision or §§8-17.5-101 et seq., C.R.S., the contracting State agency,
institution of higher education or political subdivision may terminate this Contract for
breach and, if so terminated, Contractor shall be liable for damages.
B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101, et seq.,
C.R.S.
Contractor, if a natural person 18 years of age or older, hereby swears and affirms under
penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the
United States pursuant to federal law, (ii) shall comply with the provisions of §§24-
76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by
§24-76.5-103, C.R.S. prior to the Effective Date of this Contract.
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein
above.
MARMOT LIBRARY NETWORK
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
MANAGER APPROVAL:
________________________________________________
!#COUNTY MANAGER#! Date
Pitkin County Librarian
Jun-07-2019
Kathy Chandler
Executive Director
Adam Murray
Jun-07-2019
Jon Peacock
Jun-20-2019
County Manager
**Member’s subscribed services as of October 1, 2018 (subject to change):
Product/Service Description:Quantity:Unit Price (2019):Ext. Price (2019):
Basic System 1 3,370.00$ 3,370.00$
Staff Sessions 17 2,255.00$ 38,335.00$
Express Lane 0 -$
SIP2 4 1,092.00$ 4,368.00$
INN-Reach 1 1,112.00$ 1,112.00$
Digital Archive 1 2,500.00$ 2,500.00$
Network Management (Quarter) L 1 2,575.00$ 2,575.00$
Website Hosting 0 -$
Server Maintenance (Physical) 0 -$
Server Maintenance (VM) 1 1,030.00$ 1,030.00$
Total Server Maintenance 1 -$
Data Storage 1st 1TB 1 206.00$ 206.00$
Data Storage Additional 1TB 0 129.00$ -$
Staff PC Maintenance 32 32 total below -$
Public PC Maintenance 23 23 total below -$
Catalog PC Maintenance 0 0 -$
Other PC Maintenance 0 0 -$
Mac Maintenance 4 0 -$
Total Workstation Maintenance 55 55 494.00$ 27,170.00$
Tablets 8 8 103.00$ 824.00$
Envisionware Server 3 3 618.00$ 1,854.00$
Envisionware Hosted 1 1 60.00$ 60.00$
Envisionware Client 22 22 60.00$ 1,320.00$
Envisionware CoinOp 3 3 331.00$ 993.00$
MobilePrint 1 1 1,030.00$ 1,030.00$
Broadband (Quarter) $840.00 4 840.00$ 3,360.00$
90,107.00$ Estimated Annual Total; Billed Quarterly:
Marmot shall provide services contracted below according to the fee schedule located at
http://marmot.org/for-members
Attachment A. Marmot Services and Fee Schedule
Marmot IT SLA December 20, 2016 Page 1 of 3
Information Technology Service Level Agreement (IT SLA)
Marmot Library Network
A. Description of Service
Marmot supports and maintains workstations, servers, local area networks (LANs), wireless access points
(WAPs), broadband, and related IT infrastructure for some member libraries. This “IT SLA” explains
Marmot services, member responsibilities, and other terms and conditions. This document supersedes
“Attachment C” in Marmot Service Agreements with members who opt to purchase these services.
B. Standard maintenance services for workstations and servers in libraries
1. Workstations and servers purchased from Marmot including hard drives, power supplies, optical
drives, removable disk drives, add-on cards, peripherals (keyboards, mice, monitors) will be
maintained. This includes installing, troubleshooting, repairing, and warranty work (if applicable).
2. Base software installed by Marmot including, but not limited to: operating system, productivity
software, anti-virus, remote administration software, Internet browser, and any Marmot-supported
software.
3. Basic remote assistance installing and troubleshooting non-Marmot software/hardware (ETS
applies after 30 minutes per project).
4. Installation of printer drivers on workstations.
5. Troubleshooting and warranty replacements will be handled on peripherals purchased through
Marmot including but not limited to: barcode readers, scanners, receipt printers, printers,
switches, wireless equipment, etc.
6. Extensive facility relocation and IT planning (i.e. new library, remodels).
7. Configure Servers for:
a. File sharing/storage.
b. Staff maintained backup rotation
C. Member library responsibilities regarding workstations and servers in libraries
1. Assist Marmot staff in diagnosing issues and performing general tasks requested by Marmot staff
to repair equipment or software.
2. Maintain backups of all personal data stored on workstations. (Marmot is not responsible for lost
data.)
3. Provide reasonable security and protection for the hardware to prevent theft and malicious
damage.
4. Maintain software not normally supported by Marmot (unless ETS is requested).
5. Relocate workstations (i.e. moving desks) (unless ETS is requested).
6. Act as an intermediary between Marmot staff and patrons.
7. In the case of new hardware installations, library staff are responsible for backing up data and
settings in preparation for a replacement computer (or ETS may apply).
8. Library staff are responsible for re-installing unsupported software (or ETS may apply).
D. Extended Technical Service (ETS) provided by Marmot at an hourly rate
1. Offsite backup management.
2. Extensive installation and troubleshooting of unsupported software/hardware.
3. On-site installation and troubleshooting of unsupported software/hardware.
4. Configure Servers for extra services, such as database hosting.
5. Other special projects as negotiated by Library and Marmot staff.
Marmot IT SLA December 20, 2016 Page 2 of 3
6. Hardware upgrades
E. IT services not performed by Marmot
1. Infrastructure installation including but not limited to broadband service, voice telephone systems,
data cabling, and electrical cabling.
2. Printer service including routine maintenance (loading paper, toner, clearing paper jams), and
preventive maintenance by printer vendors.
3. Building, moving, or modifying furniture.
4. Repair of physically damaged hardware (repair may be done at cost of parts).
5. Troubleshooting patron-owned devices, laptops, tablets, cell phones, etc.
6. Force majeure (repair will be done at cost of parts).
F. Extended warranties for workstations and servers
1. Workstations and servers are normally covered under a 3-year manufacturer’s warranty, beyond
which, the workstation or server is covered under a 3-year limited Marmot warranty (labor and
limited parts only).
2. If in Marmot’s estimation the time and materials needed to repair an older workstation are
excessive, the workstation will not be repaired. Marmot will replace disk drives, removable media
drives, power supplies and like components as part of the maintenance agreement. Marmot will
not replace motherboards, CPUs, and physical enclosures as part of this agreement. Marmot will
determine if the system memory could be replaced at a reasonable cost.
3. Marmot will ship a “loaner” workstation to the library for their use while the defective workstation
is repaired at the Marmot office. The “loaner” will be a basic staff or public workstation with an
operating system, Internet Explorer, Adobe Acrobat, anti-virus protection, and if needed, ILS
client software. The “loaner” may or may not be of the same quality as the defective workstation
and will not contain additional programs (office productive) or functionality.
4. The library will swap the defective unit with the loaner and repackage the defective unit in the
same shipping container. Marmot will issue a pickup order.
5. Marmot will repair the defective unit and ship the repaired unit to the library. When the repaired
unit arrives, the library will swap the “loaner” for the repaired workstation and repackage the
“loaner” in the same shipping container. Marmot will issue a pickup order.
6. When possible, Marmot will try to preserve programs and data that were loaded on the defective
workstation. However, it is the responsibility of the library to keep timely backups of all data on
the workstation and to have original installation disks for all library-installed software. Marmot’s
responsibility is to rebuild or repair the workstation as originally installed.
7. Marmot will assist library staff in reloading workstation data from their data backup and assist
library staff in reloading library owned software.
8. Marmot reserves the right to require library-owned software programs be uninstalled if, in
Marmot’s opinion, the workstation problem is caused by software not installed or approved by
Marmot.
9. Marmot may transfer warranties on a case-by-case basis, such as when one member sells used
equipment to another member.
G. Recycling and disposal of retired equipment
1. Workstations (including system unit, keyboard, mouse, and monitor) purchased thru Marmot and
covered under this maintenance agreement will be recycled in an environmentally responsible
manner by Marmot at no cost to the library.
2. Printers, barcode readers, receipt printers, and other peripherals purchased thru Marmot will be
recycled by Marmot at no cost to the library.
3. Other library-owned electronic equipment may be included in the Marmot Recycling Program for
an additional fee for each item.
Marmot IT SLA December 20, 2016 Page 3 of 3
H. Member library responsibilities regarding unsupported devices
Marmot allows devices not supported by Marmot to be connected to Local Area Networks (LANs)
supported by Marmot for an annual fee. Such devices may be connected to a LAN in order to access the
Internet or other devices on the LAN. Marmot assists in the setup of such devices by providing IP
addresses and VPN credentials. Marmot does not support the devices themselves, but may occasionally
work with library staff or vendors troubleshooting such devices. Examples of non-Marmot equipment are
printers, HVAC systems, building security systems, VOIP telephones, credit card authorization devices,
self-check stations, and automated materials handling systems.
Member library staff have these responsibilities:
1. Coordinate the installation of non-Marmot equipment on the Marmot network.
a. Contact the Marmot office as early as possible, preferably before the purchase of any
equipment or service requiring network connectivity, with:
i. Requirements - what it needs to function properly on the network
ii. Specifications - what it does and how will it impact the network
iii. Security - how it will be secured against abuse and/or compromise
2. If the device has an admin or root login:
a. Ensure that login has a GOOD password assigned before connecting the device to the
Marmot network.
b. Promptly change the password any time it has been, or is suspected of being,
compromised.
c. Protect the admin password.
d. Do not give the password to anyone who asks for it.
i. Confirm the individual truly needs that level of access.
ii. Confirm the individual has the knowledge and skill to work at the level of access.
iii. Confirm the individual has the integrity not to abuse the access.
3. If the device is configured to send email:
a. Use a valid email address for the sender.
b. Replace the sender address when the original email address no longer exists.
c. Confirm that the device cannot be used as a source of spam.
4. If the device requires access from entities on the internet for monitoring, maintenance, or
management:
a. Inform the Marmot office as early as possible of this requirement.
i. Do not assume access will automatically be allowed.
b. Identify who will require access.
c. Identify how the device will be configured to limit access to only those individuals.
d. Identify the required ports and protocols used to access the device.
e. Identify the source IP address(es) connecting from the internet into the Marmot network.