April 24, 2018 · Ms. Myla Eldridge made a motion to approve the February 15, 2018 IT Working Board Meeting Memo ... Esource Resources LLC $0 $0 $2,304 $0 Smart I.T. Staffing $33,319

April 24, 2018

Information Technology Board Meeting: Agenda

Meeting Details:

Date: April 24, 2018 Time: 9:30 AM -12:00 PM Location: City-County Building, Room 260

Chairman: Mr. Joseph O’Connor

CIO: Mr. Ken L. Clark

Previous IT Board Meeting Minutes:

Approval of the March 27, 2018 Meeting Minutes: Chairman O’Connor

Status Updates:

IT Board Business: Chairman O’Connor

ISA Report: Mr. Ken Clark

MBE, WBE, VBE, DOBE: 2018 1st Quarter Report: Mr. Elliott Patrick

Action Items:

Resolution 18-8: IMPD - CBM Archives Co., Deputy Chief Cunningham

Resolution 18-9: IMPD - Sensory Technologies, LLC, Commander Kevin Wethington

Resolution 18-10: IMPD - Federal Signal Corporation, Commander Kevin Wethington

Resolution 18-11: Data Strategy, LLC, Mr. Elliott Patrick

Resolution 18-12: Indiana Office of Technology, Mr. Elliott Patrick

Resolution 18-13: Network Solutions, Inc. Mr. Elliott Patrick

Resolution 18-14: The Trustees of Purdue University, Mr. Elliott Patrick

Resolution 18-15: Indiana Fiber Network, LLC, Mr. Elliott Patrick

Resolution 18-16: Environmental Systems Research Institute, Inc. Mr. Elliott Patrick

Resolution 18-17: Kronos Incorporated, Mr. Elliott Patrick

Resolution 18-18: Hardware Management Policy, Mr. Mark Warner

Meeting Adjournment The next scheduled IT Board meeting is June 26, 2018 in the City-County Building, Room 260.

Information Technology Board Meeting: Minutes

Meeting Details:

Date: March 27, 2018 Time: 9:30 AM -12:00 PM

Location: City-County Building, Room 260

Chairman: Mr. Joseph O’Connor

CIO: Mr. Ken L. Clark

Information Technology Board Members - Present:

Mr. Joseph O’Connor Marion County Assessor Chairman/Voting Member

Colonel Louis Dezelan Marion County Sheriff Proxy Voting Member

Myla Eldridge Marion County Clerk Voting Member

Claudia Fuentes Marion County Treasurer Voting Member

Holli Harrington City-County Council Appointee Voting Member

Fady Qaddoura Office of Finance & Management Voting Member

Jane Richardson Mayoral Appointee Voting Member

Chief Al Stovall Office of Public Health & Safety Voting Member

Ken L. Clark Information Services Agency CIO

Daniel Altman Office of Corporation Counsel Legal Counsel

Approval of Minutes:

Approval of the January 30, 2018 IT Board Meeting Minutes Ms. Myla Eldridge made a motion to approve the January 30, 2018 IT Board Meeting Minutes and the motion was seconded by Colonel Louis Dezelan. The motion passed unanimously. Approval of the February 15, 2018 IT Working Board Meeting Memo Ms. Myla Eldridge made a motion to approve the February 15, 2018 IT Working Board Meeting Memo and the motion was seconded by Ms. Jane Richardson. The motion passed unanimously. Approval of the February 15, 2018 IT Board Executive Session Memo Chief Al Stovall made a motion to approve the February 15, 2018 IT Board Executive Session Memo and the motion was seconded by Ms. Claudia Fuentes. The motion passed unanimously.

IT Board Business:

No IT Board business was presented at the January 30, 2018 meeting.


ISA Report:

Mr. Ken L. Clark, CIO, presented the March 2018 ISA Report. Report is available for viewing in the March 2018 IT Board Packet online at: http://www.indy.gov/eGov/County/ISA/AboutUs/ITGovern/Documents/March%202018%20Final%20IT%20Board%20Packet.pdf

Action Items:

Resolution 18-4: to Increase Amount between the Indianapolis Metropolitan Police Department and Imageware Systems, Inc. IMPD sought approval from the IT Board to amend its agreement with Imageware for an additional Fifty-Six Thousand, Eight Hundred Seven Dollars and Sixty-Four Cents ($56,807.64); for a revised total not to exceed One Hundred Sixty-Three Thousand Nine Hundred Eighteen Dollars and Sixty-One Cents ($163,918.61) for an additional one year. Colonel Louis Dezelan made a motion to approve Resolution 18.4. The motion was seconded by Ms. Claudia Fuentes and the motion passed unanimously. Resolution 18-5: to Authorize Expenditure with Carahsoft Technology Corporation through QPA 21430 ISA recommended to the IT Board the approval of expenditure to Carahsoft for anything that can be purchased off the QPA in an amount not to exceed Four Million Dollars and Zero Cents ($4,000,000.00) for five (5) years. Chief Al Stovall made a motion to table Resolution 18-5. The motion was seconded by Colonel Louis Dezelan and the motion passed unanimously. Resolution 18-6: to Authorize Expenditure with Accela, Inc. ISA recommended to the IT Board the approval of expenditure to Accela for its products and services in an amount not to exceed One Million Four Hundred Thousand Dollars and Zero Cents ($1,400,000.00) for a new five (5) year contract term. Ms. Myla Eldridge made a motion to approve Resolution 18-6. The motion was seconded by Ms. Holli Harrington and the motion passed unanimously. Resolution 18-7: to Formalize an Enterprise Security Program The Information Services Agency (“ISA”) will formalize existing efforts under the guidance of frameworks published by bodies, including but not limited to, the International Organization for Standardization and the National Institute of Standards and Technology to enhance the Enterprise Security Program. Mr. Fady Qaddoura made a motion to approve Resolution 18.7. The motion was seconded by Chief Al Stovall and the motion passed unanimously.

http://www.indy.gov/eGov/County/ISA/AboutUs/ITGovern/Documents/March%202018%20Final%20IT%20Board%20Packet.pdf

http://www.indy.gov/eGov/County/ISA/AboutUs/ITGovern/Documents/March%202018%20Final%20IT%20Board%20Packet.pdf


Discussion Items:

Mr. Mark Warner presented a Shift Indy/My.Indy.Gov overview update, focusing on format, features, mobile friendly application and new services to be available. He included a navigational demonstration and highlighted future release content. There being no further business, Mr. Al Stovall made a motion for adjournment. The motion was seconded by Mr. Fady Qaddoura and the motion passed unanimously.

The next scheduled IT Board Meeting is April 24, 2018

ISA Board ReportApril 24, 2018

Enterprise Projects

Project Phase Target Status

Shift Indy: Quarterly Release Q2 2018 Complete 4/9/2018

Email Protection – Phase 1 Complete 4/16/2018

Shift Indy: Mid-Quarter Release Executing 5/2/2018

Kronos Timekeeping Expansion – IFD Executing 5/19/2018

Kronos Timekeeping Expansion – MCSO Executing 6/30/2018

Shift Indy: Quarterly Release Q3 2018 Planning 7/3/2018

Intranet (Gateway) Sites Migration Plan Executing 7/31/2018

Windows 10 Migration Plan Executing 12/31/2018

Vendor Service Level Agreements

March Service Level Agreements

Atos Number of SLAs SLAs Achieved

Service Desk 15 15

Deskside 14 14

Data Center/ Network 22 22

Daniel Associates, Inc. Number of SLAs SLAs Achieved

Application Enhancement Services 3 3

Application Maintenance & Support 4 4

Customer Satisfaction

4.8 4.8 4.8 4.8 4.8 4.8 4.8 4.8 4.8 4.9 4.8 4.94.9 4.8 4.80.0

0.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

4.5

5.0

Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Customer Satisfaction Score2017 vs 2018

2017 Score 2018 Score

Financial Management

2018 ISA YTD Expenses by Character Character 2018 Budget YTD Spend Encumbered Total $ Total % Remaining Budget

Character 1: Personnel $3,780,353 $617,202 $0 $617,202 16.33% $3,163,151

Character 2: Supplies $90,500 $10,555 $4,437 $14,992 16.57% $75,508

Character 3: Services $27,327,030 $2,818,378 $16,568,004 $19,386,381 70.94% $7,940,649

Character 4: Capital $13,982 $934 $0 $934 6.68% $13,048

Total $31,211,865 $3,447,069 $16,572,440 $20,019,509 64.14% $11,192,356

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

Jan Feb March April May June July Aug Sept Oct Nov Dec

Character 1

Character 2

Character 3

Character 4

Total Budget

Financial Management

2018 ISA YTD Revenue by Source

Revenue Source Budget Billed % Billed Collected % Collected

Internal Chargeback $30,480,695 $4,642,861 15% $4,547,161 98%

External Chargeback $701,628 $114,210.36 16% $28,313 25%

Miscellaneous $0 $0 N/A $34,648 N/A

Total $31,182,322 $4,757,071 $4,610,123

$1,250,000

$1,450,000

$1,650,000

$1,850,000

$2,050,000

$2,250,000

$2,450,000

$2,650,000

$2,850,000

Jan Feb March April May June July Aug Sept Oct Nov Dec

Budgeted Revenue

Accounts Receivable

Collected

Appendix: Customer Satisfaction

Phone 688 137 309 306 115 140 9 11 60

Email 1 9 1 14

Portal 7 397 4 38 1 3 102 27

Non-SD 48 5 145 6 116

TOTAL 743 539 313 306 299 156 129 113 101

0

50

100

150

200

250

300

350

400

450

500

550

600

650

700

March 2018 - Top 10 Created Tickets by Type + Source


Portal Self-ServiceIMACs

IMACRequests(Fulfiller)

ServiceDesk -

GeneralInquiries

SecurityRequests

O365 &Outlook

Application -NetMotion

Application -Odyssey

Application -Other

Portal Self-Service -

Quote

Application -Access

Count 6 5 4 3 3 2 2 2 1 1

0

1

2

3

4

5

6

7

March 2018 - Top 10 Negative Responses by Category


ServiceRequestQuery

IMACRequests(Fulfiller)

Application -Other

O365 &Outlook

SecurityRequests

Portal Self-ServiceIMACs

Desktop -Other

Websense-Proxy

Application -Installs

PasswordReset

Request

Total 40 39 27 28 22 18 9 6 6 6

Phone 39 39 12 26 22 18 8 1 2 6

Email 1 2 1 5 1

Walk In 1

Portal 1 13 3

0

5

10

15

20

25

30

35

40

45

YTD (Mar '17 - Mar '18) - Top 10 Negative Responses

2018 First Quarter: Minority, Women, Veteran & Disabled-Owned Business

Enterprise

April 24, 2018

Elliott Patrick, Chief Financial Officer

Certified Vendors Only

Note: Only MBE, WBE, VBE and DOBE’s on the City’s certified vendor list are being counted towards this calculation. All MBE, WBE, VBE and DOBE’s not on the list are encouraged to obtain City certification.

ISA thanks our core vendor-partners: Atos and Daniels Associates, Inc. for their efforts supporting this initiative.

XBE Outreach

OMWBD Collaboration

Interactions this Quarter:– Tech Driven Resources

• MBE/WBE

• January 16, 2018

– Adona Group• WBE/VBE

• February 28, 2018

– Information Systems Consultants, Inc.• MBE/DOBE

• March 13, 2018

– RCR• MBE

• March 28, 2018

MBE/WBE/VBE/DOBE

Statistics for First Quarter

Net Characters 2-3-4 Spending $3,071,882

Total Dollars Spent: M/W/V/D $1,239,880

Net M/W/V/D % 40.36% (Goal: 27%)

# of Vendors Total Spent Percent Goal Variance

MBE 3 $170,327 5.54% 15% -9.46%

WBE 6 $1,017,699 33.13% 8% 25.13%

VBE 2 $51,854 1.69% 3% -1.31%

DOBE 0 $0 0% 1% -1%

MBE_WBE_VBE _DOBE Report - Qtr 1 2018

Vendor $ Sub-Contract Vendor MBE_Amt WBE_Amt VBE_Amt DOBE_Amt

ATOs

$0 $0 $0 $0

Esource Resources LLC $0 $0 $2,304 $0

Smart I.T. Staffing $33,319 $0 $0 $0

Sondhi Solutions $57,383 $0 $0 $0

Vespa Group LLC $0 $0 $12,320 $0

$1,216,347

Commercial Office Environments Inc.

$0 $20,552 $0 $0

$20,552

Corvee, Inc. d/b/a Dixon Phone Place

$0 $535 $0 $0

$535

Crowe

$0 $0 $0 $0

Koehler Partners $0 $70,290 $0 $0

$255,650

Daniels Associates, Inc.

$0 $919,657 $0 $0


Sondhi Solutions $17,440 $0 $0 $0

Vespa Group LLC $0 $0 $37,230 $0

$1,212,244

Guidesoft, Inc dba Knowledge Services

$0 $4,144 $0 $0

$4,144

Guilford Group LLC

$62,185 $0 $0 $0

$62,185

Koehler Partners Inc

$0 $2,520 $0 $0

$2,520

ZZ - All Other Vendors

$0 $0 $0 $0

$297,704


Total: $3,071,882 $170,327 $1,017,699 $51,854

5.54% 33.13% 1.69%

Minority Owned Business - MBE = 15%

Women Owned Business - WBE = 8%

Veteran Owned Business - VBE = 3%

Disability Owned Business - DOBE = 1%

$0

0.00%

200 E. Washington Street, Suite 1922 Indianapolis, IN 46204-3327 Phone 317-327-3100

RESOLUTION 18-8

INFORMATION TECHNOLOGY BOARD

Resolution to Increase Amount between the Indianapolis Metropolitan Police Department and CBM Archives Co., LLC

WHEREAS, Section 281-223 of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Marion County Information Technology Board (“IT Board”) to approve any information technology contracts funded by the City-County prior to contract execution; and WHEREAS, on July 26, 2016, the IT Board approved Resolution 16-33, which requires IT Board approval of any information technology contracts greater than or equal to One Hundred Thousand Dollars and Zero Cents ($100,000.00) and authorizes the Chief Information Officer to approve information technology contracts less than One Hundred Thousand Dollars and Zero Cents ($100,000.00) without IT Board approval; and WHEREAS, the Indianapolis Metropolitan Police Department (“IMPD”) entered into an agreement with CBM Archives Co, LLC (“CBM”) in August 2017, for hardware, software, maintenance and support; and WHEREAS, IMPD seeks approval from the IT Board to amend its agreement with CBM for an additional Forty-Nine Thousand, Seven Hundred Forty-Five Dollars and Zero Cents ($49,745.00); for a revised total not to exceed amount of One Hundred Two Thousand, Eight Hundred Eighty Dollars and Zero Cents ($102,880.00) for an additional 1 year; and WHEREAS, the Information Services Agency (“ISA”) recommends approval of the amended agreement with CBM. NOW THEREFORE BE IT RESOLVED, the IT Board authorizes IMPD, subject to the ISA’s Chief Information Officer approval, to amend its agreement with CBM for hardware, software and maintenance and support, for an additional Forty-Nine Thousand, Seven Hundred Forty-Five Dollars and Zero Cents ($49,745.00); for a revised total not to exceed amount of One Hundred Two Thousand, Eight Hundred Eighty Dollars and Zero Cents ($102,880.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-9


Resolution to Approve Agreement between the Indianapolis Metropolitan Police Department and Sensory Technologies, LLC.

WHEREAS, Section 281-223 of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Marion County Information Technology Board (“IT Board”) to approve any information technology contracts funded by the City-County prior to contract execution; and WHEREAS, on July 26, 2016, the IT Board approved Resolution 16-33, which requires IT Board approval of any information technology contracts greater than or equal to One Hundred Thousand Dollars and Zero Cents ($100,000.00) and authorizes the Chief Information Officer to approve information technology contracts less than One Hundred Thousand Dollars and Zero Cents ($100,000.00) without IT Board approval; and WHEREAS, the Indianapolis Metropolitan Police Department (“IMPD”) seeks approval from the IT Board to enter into an agreement with Sensory Technologies, LLC (“Sensory”) for maintenance and support and related services for a total amount not to exceed of Four Hundred Fifty-One Thousand, Two Hundred Ninety-Six Dollars and Zero Cents ($451,296.00) for a three-year term; and WHEREAS, the Information Services Agency (“ISA”) recommends approval of the agreement with Sensory. NOW THEREFORE BE IT RESOLVED, the IT Board authorizes IMPD, subject to ISA’s Chief Information Officer approval, to enter into an agreement with Sensory for maintenance and support and related services for a total amount not to exceed of Four Hundred Fifty-One Thousand, Two Hundred Ninety-Six Dollars and Zero Cents ($451,296.00) for a three-year term. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-10


Resolution to Increase Amount between the Indianapolis Metropolitan Police Department and Federal Signal Corporation

WHEREAS, Section 281-223 of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Marion County Information Technology Board (“IT Board”) to approve any information technology contracts funded by the City-County prior to contract execution; and WHEREAS, on July 26, 2016, the IT Board approved Resolution 16-33, which requires IT Board approval of any information technology contracts greater than or equal to One Hundred Thousand Dollars and Zero Cents ($100,000.00) and authorizes the Chief Information Officer to approve information technology contracts less than One Hundred Thousand Dollars and Zero Cents ($100,000.00) without IT Board approval; and WHEREAS, the Indianapolis Metropolitan Police Department (“IMPD”) entered into an agreement with Federal Signal Corporation (“Federal Signal”) in September 2017, for testing, inspecting, monitoring, maintenance and minor repairs of the outdoor early warning system; and WHEREAS, IMPD seeks approval from the IT Board to amend its agreement with Federal Signal for an additional Two Hundred Sixty-Two Thousand, Nine Hundred Twelve Dollars and Eighty-Five Cents ($262,912.85); for a revised total not to exceed amount of Five Hundred Ten Thousand, Nine Hundred One Dollars and Thirty Cents ($510,901.30) for an additional 1 year; and WHEREAS, the Information Services Agency (“ISA”) recommends approval of the amended agreement with Federal Signal. NOW THEREFORE BE IT RESOLVED, the IT Board authorizes IMPD, subject to the ISA’s Chief Information Officer approval, to amend its agreement with Federal Signal for testing, inspecting, monitoring, maintenance and minor repairs of the outdoor early warning system, for an Two Hundred Sixty-Two Thousand, Nine Hundred Twelve Dollars and Eighty-Five Cents ($262,912.85); for a revised total not to exceed amount of Five Hundred Ten Thousand, Nine Hundred One Dollars and Thirty Cents ($510,901.30) for an additional 1 year. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-11


Resolution to Authorize Expenditure through Dell QPA 15711

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) recommends contracting with Data Strategy, LLC

(“Data Strategy”) for Dell EMC hardware, software, and related services through the State of Indiana

Quantity Purchase Agreement 15711 (“QPA”) in an amount not to exceed Four Million, Nine Hundred

Twenty-Five Thousand, One Hundred Forty-Five Dollars and Zero Cents ($4,925,145.00) for a 5-year

term; and

WHEREAS, ISA may utilize Dell Financial Services, L.P. (“Dell”) to annualize the cost of this

purchase.

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with Data Strategy and/or Dell for Dell EMC hardware, software, and related services in an amount not to exceed Four Million, Nine Hundred Twenty-Five Thousand, One Hundred Forty-Five Dollars and Zero Cents ($4,925,145.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-12


Resolution to Authorize Expenditure with the Indiana Office of Technology

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) recommends contracting with the Indiana Office

of Technology (“IOT”) for data center rack space and related services in an amount not to exceed Four

Hundred Eighty Thousand Dollars and Zero Cents ($480,000.00); and

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with IOT for data center rack space and related services in an amount not to exceed Four Hundred Eighty Thousand Dollars and Zero Cents ($480,000.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-13


Resolution to Authorize Expenditure through Cisco QPA 12921

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) recommends contracting with Network Solution

Inc. (“NSI”), an authorized Cisco Systems, Inc. (“Cisco”) reseller through the State of Indiana Quantity

Purchase Agreement 12921 (“QPA”) for Cisco hardware, software, maintenance, support, and related

services in an amount not to exceed Eight Hundred Fifty Thousand Dollars and Zero Cents

($850,000.00) for a 5-year term; and

WHEREAS, ISA may utilize Dell Financial Services, L.P. (“Dell”) or Key Government Finance, Inc

(“KGF”) to annualize the cost of this purchase.

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with NSI, Dell, and/or KFG for Cisco hardware, software, maintenance, support, and related services in an amount not to exceed Eight Hundred Fifty Thousand Dollars and Zero Cents ($850,000.00). _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-14


Resolution to Authorize Extension with the Trustees of Purdue University

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with the Trustees of Purdue

University (“Purdue”) as a disaster recovery and business continuity site for the City of Indianapolis

and Marion County; and

WHEREAS, ISA has reviewed the business need for disaster recovery and business continuity at

Purdue; and

WHEREAS, ISA requests approval from the IT Board to spend an additional amount not to exceed

Sixty Thousand Dollars and Zero Cents ($60,000.00) for a revised total amount not to exceed Three

Hundred Seventeen Thousand, Six Hundred Fifty Dollars and Zero Cents ($317,650.00) through July

31, 2019.

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with Purdue for disaster recovery and business continuity in an amount not to exceed Sixty Thousand Dollars and Zero Cents ($60,000.00) with for a revised total amount not to exceed Three Hundred Seventeen Thousand, Six Hundred Fifty Dollars and Zero Cents ($317,650.00) through July 31, 2019. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-15


Resolution to Authorize Extension with Indiana Fiber Network, LLC

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with Indiana Fiber Network,

LLC (“IFN”) for fiber termination equipment, interface handoff equipment, and fiber to the disaster

recovery co-location site; and

WHEREAS, ISA has reviewed the business need for fiber to the disaster recovery co-location site; and


Fifty Thousand Dollars and Zero Cents ($50,000.00) for a revised total amount not to exceed Two

Hundred Twelve Thousand, Six Hundred Eighty Dollars and Zero Cents ($212,680.00) through

January 1, 2020.

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with IFN for fiber to the disaster recovery co-location site in an amount not to exceed Thirty-Six Thousand Dollars and Zero Cents ($50,000.00) with for a revised total amount not to exceed Two Hundred Twelve Thousand, Six Hundred Eighty Dollars and Zero Cents ($212,680.00) through January 1, 2020. _____________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-16


Resolution to Authorize Extension with Environmental Systems Research Institute, Inc. for GIS Software Licenses and Maintenance

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with Environmental Systems

Research Institute, Inc. (“ESRI”) for Geographic Information System (“GIS”) software licenses and

maintenance for the City of Indianapolis and Marion County; and

WHEREAS, ISA has reviewed the business need GIS software licenses; and


One Hundred Seventy-Five Thousand Dollars and Zero Cents ($175,000.00) for a revised total

amount not to exceed One Million, Fifty Thousand Dollars and Zero Cents ($1,050,000.00) through

June 30, 2021.

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with ESRI for GIS software licenses in an amount not to exceed One Hundred Seventy-Five Thousand Dollars and Zero Cents ($175,000.00) with for a revised total amount not to exceed One Million, Fifty Thousand Dollars and Zero Cents ($1,050,000.00) through June 30, 2021. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-17


Resolution to Authorize Extension with Kronos, Inc.

WHEREAS, Section 281-212(a)(3) of the Revised Code of the Consolidated City of Indianapolis and Marion County empowers the Information Technology Board (“IT Board”) to review, approve and administer major information technology contracts; and WHEREAS, the Information Services Agency (“ISA”) currently contracts with Kronos, Inc. (“Kronos”)

for time keeping software licenses and related products and services; and

WHEREAS, ISA has reviewed the business need Kronos; and


Three Hundred Fifty Thousand Dollars and Zero Cents ($350,000.00) with for a revised total amount

not to exceed One Million, Eight Hundred Fifty Thousand Dollars and Zero Cents ($1,850,000.00)

through September 31, 2019.

NOW THEREFORE BE IT RESOLVED, the IT Board authorizes the Chief Information Officer to execute all reasonable and necessary documents on behalf of ISA with Kronos for time keeping software licenses and related products and services in an amount not to exceed Three Hundred Fifty Thousand Dollars and Zero Cents ($350,000.00) with for a revised total amount not to exceed One Million, Eight Hundred Fifty Thousand Dollars and Zero Cents ($1,850,000.00) through September 31, 2019. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board April 24, 2018


RESOLUTION 18-18


Resolution to Approve the Information Services Agency Hardware Management Policy

WHEREAS, the Information Technology Board ("IT Board") has the following powers and duties

pursuant to Section 281-212 of the Revised Code of Indianapolis and Marion County:

• To establish and revise information technology guidelines, standards and benchmark processes for subject agencies and other users;

• To develop, maintain and communicate IT services policy and administrative procedures for users; and

WHEREAS, the Information Services Agency ("ISA") has drafted a Hardware Management Policy

(attached) in order manage the lifecycle and replacement of City/County hardware, and

NOW THEREFORE BE IT RESOLVED, that the IT Board approves the attached Hardware Management Policy set forth by ISA to be effective April 25, 2018. _______________________________ _______________________________ Joseph O’Connor, Chairman Claudia O. Fuentes, Secretary Information Technology Board Information Technology Board

April 24, 2018

1

Information Services Agency IT Policies: Hardware Management Policy

2

Hardware Management Policy

Purpose ........................................................................................................................................................... 3

Scope ............................................................................................................................................................... 3

Joining the Refresh Program ........................................................................................................................ 3

Chargeback ..................................................................................................................................................... 4

Personal Computer (PC) Refresh ................................................................................................................. 4

PC Refresh Schedule ................................................................................................................................... 4

Monitor Refresh ............................................................................................................................................ 4

Incompatible PC Software and Hardware .................................................................................................... 5

Network Refresh ............................................................................................................................................. 5

Network Hardware Refresh Schedule .......................................................................................................... 5

External locations ......................................................................................................................................... 5

Server and Storage Refresh .......................................................................................................................... 5

Server and Storage Refresh Schedule ......................................................................................................... 6

Server and Storage Hardware Lifecycle Management ................................................................................ 6

Agency/Department-Owned Hardware ........................................................................................................ 6

Hardware Warranty Policy............................................................................................................................. 6

PC Hardware Warranty ................................................................................................................................ 6

Network, Server and Storage Hardware Warranty ....................................................................................... 7

Exceptions ...................................................................................................................................................... 7

Disclaimer ....................................................................................................................................................... 7

Policy Approval .............................................................................................................................................. 8

3

Hardware Management Policy

Purpose Information Services Agency (ISA) manages the lifecycle and replacement of City/County hardware, which

is important to maintain a secure and efficient technology environment. Hardware includes the laptop or PC

sitting on a user’s desk, servers and storage, and routers, switches, and wireless access points in-between.

Replacing hardware strategically with pre-defined equipment refresh intervals and appropriate warranties in

place creates a predictable technology equipment budget, while potentially avoiding costly ongoing

maintenance. Allowing equipment to operate beyond support-life poses a security risk to the City/County

network and increases the possibility of outages and reduced functionality. By utilizing a consistent

replacement schedule, ISA maximizes the return on investment of taxpayer dollars while providing reliable,

current technology for agencies and departments to serve the city of Indianapolis and Marion County.

ISA will implement best practices regarding the status of network hardware to ensure accurate knowledge

of equipment lifecycles. All maintenance and refresh will be conducted by ISA in tandem with infrastructure

and external vendors. Implementing and adhering to standard asset management practices guarantees the

targeted refresh rates stated in this policy are met and contributed to a reliable, secure City/County network.

In the event a device or hardware malfunctions, ISA has the appropriate warranties in place to provide

assurance the problem will be addressed and remedied in a timely manner. This allows the City/County

enterprise to undergo minimal disruption and maintain business as usual. It also safeguards against any

unplanned, costly repairs and their impact to City/County budgets.

On an annual basis, ISA will provide the Information Technology Board with a report detailing the age and

health of all City/County leased and owned hardware covered under this policy, ensuring refresh program

transparency and accountability.

Scope This policy applies to all computers leased and owned by ISA, or other computers procured by customers

and added to the PC Refresh Program; all ISA owned and leased network equipment utilized in the

City/County environment, including all wireless access points, routers and switches; and all ISA and

City/County fully managed servers and storage in the City/County environment.

Joining the Refresh Program City/County agencies and departments have the ability to add computers, network, servers or storage

equipment to the ISA refresh program. For hardware refresh requests totaling more than $5,000, ISA will

need to know the agency or department’s intent to join the program as much as one year in advance

(depending on budget process and timing) in order to properly budget for additional devices. It is the

discretion of ISA leadership as to when that agency or department will be able to join the refresh program

based on equipment availability and timing related to the annual budgeting process.

All devices within the City/County environment will be refreshed on a schedule that maintains efficiency and

security of the device and the City/County network. The applicable refresh schedules are detailed in the

following sections.

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Chargeback The associated costs of devices and hardware in the refresh program are annualized and spread across the

lease term of the device. These costs are charged back to agencies and departments at a monthly rate. As

an agency or department adds or removes devices from the refresh program, it will be reflected in real time

on their monthly chargeback. Devices not on the refresh program, but managed by ISA, will receive a

reduced rate not including lease and warranty coverage.

As stated in the previous section, in order to properly budget for additional devices, ISA will need to know

the agency or department’s intent to join the program as much as one year in advance. It is the discretion of

ISA leadership as to when that agency or department will be able to join the refresh program based on

equipment availability and timing related to the annual budgeting process.

Personal Computer (PC) Refresh It is the policy of ISA that computers are eligible for refresh when their expired lease date is reached. When

eligible, replacement will be scheduled around the expired lease date. In some circumstances, computers

may be refreshed prior to the expired lease date. All refresh devices will be replaced with the ISA standard

image. Additionally, the device will come with the standard agency or department image, which has been

agreed upon by that agency or department.

ISA will work with agencies and departments throughout the process and will not replace a device until it is

able to perform all functions required by the user. There is a cost associated with not refreshing an expired

device. Applicable charges will be discussed at that time and may vary based on the situation. If an agency

or department does not move forward with a scheduled refresh, sign-off will be required from an authorized

approver. Additional information regarding authorized approvers can be found in the Authorized Approver

Policy.

PC Refresh Schedule Devices will be refreshed on the following schedule:

Equipment Type Targeted Refresh Rate

Enterprise Desktops Four Years

Enterprise Laptops Three Years

Monitor Refresh When a leased desktop is eligible for refresh, the accompanying monitor will be replaced if it does not meet

current monitor standards. If a user is operating with a monitor of the current standard size, only the

desktop hardware will be refreshed.

If a user receives a new monitor through the refresh process, the previously used, undersized monitor can

be kept, upon request, to use in tandem with the refreshed monitor. Keeping the original monitor incurs no

cost to the user’s agency or department. Once the older monitor becomes dysfunctional, ISA will pick up

and recycle, but not replace.

5

Incompatible PC Software and Hardware Any computer with incompatible software that is eligible for refresh will require a remediation plan. A

remediation plan may include purchase of new software or hardware that serves the needed business

function and is compatible with the standards set forth in the ISA Third Party Hardware and Software Policy.

ISA Business Services Consultants will work with the agency or department to create a remediation plan,

within 60 days after refresh is delayed. The plan will be reviewed with the user and will require user sign-off

before moving forward.

If proposed remediation plan is not satisfactory to the user, the plan will be escalated to the Business

Services Manager and agency/department head to determine an acceptable solution to both parties. If

agreement on how to proceed with the necessary device refresh cannot be met, ISA will need to refresh the

device, or the device can be bought out of the refresh program. If the device poses a security risk to the

City/County IT environment, ISA may be required to remove the device from the network.

Network Refresh It is the policy of ISA that all network equipment will be refreshed by a schedule based upon either an end-

of-support date, end-of-life date or when deemed non-functional by ISA.

Network Hardware Refresh Schedule Network equipment will be refreshed on the following schedule:


Wireless Access Point 5 years

Network Routers 7 years

Network Switches 7 Years

Firewall 5 years

Network Load Balancer 5 years

External locations City/County locations outside the City County Building and supported by ISA may differ in their needs for

ongoing network equipment replacement. Implementation of new equipment may require down-time for a

location, including lack of network connectivity. ISA Business Services Consultants will coordinate with

affected agency/department leadership, participating ISA staff and external vendors (when applicable) to

organize an appropriate schedule for equipment replacement.

Server and Storage Refresh It is the policy of ISA all servers and storage equipment will be refreshed by a schedule based upon an end-

of-support date, end-of-life date or when deemed non-functional by ISA. As described below, ISA offers two

management levels for servers housed in a City/County data center and one standard enterprise storage

solution.

• Fully Managed Server – ISA provides the server operating system (OS) management, OS

patching, monitoring, anti-virus and backup.

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• Self-Managed Server – The server is housed in the City/County data center, but does not receive

any ISA support or management.

• Storage Solution – The enterprise wide storage solution is comprised of three parts – structured

storage (i.e. databases), unstructured storage (i.e. file shares) and backup storage.

Server and Storage Refresh Schedule For servers, ISA will only refresh fully managed servers. Fully managed server and enterprise storage

equipment will be refreshed on the schedule below.


Fully Managed Server 5 years

Storage Solution 5 years

Server and Storage Hardware Lifecycle Management ISA implements best practices regarding the status of servers and storage within the City/County

infrastructure to ensure accurate knowledge of equipment lifecycles. All maintenance and refresh will be

conducted by ISA in tandem with infrastructure vendors. Implementing and adhering to standard asset

management practices guarantees the targeted refresh rates stated in this policy are met and ensures a

reliable, secure City/County technology environment.

Agency/Department-Owned Hardware Many City/County agencies and departments require third-party applications to perform essential business

processes. Some of these applications demand specific server or storage requirements, which agencies

and departments may choose to purchase with their own budgets to function as a part of City/County

infrastructure. An ISA Business Services Consultants will work with City/County agencies and departments

to determine what is appropriate and compatible for our infrastructure.

Hardware Warranty Policy It is the policy of ISA all City/County leased and owned desktops, laptops, network, server and storage

equipment are covered under either a manufacturer’s warranty or third-party vendor’s warranty in order to

quickly remedy any hardware defects or malfunctions. ISA encourages a minimum warranty of one year

less the shelf-life of the appliance. In general, maintenance and support coverage for hardware can be

taken to mean “warranty” under this policy. The following section covers warranty protections for all types of

hardware covered in this policy.

PC Hardware Warranty

Definitions • Standard warranty – A written guarantee that comes with City/County-owned laptops and

desktops, by which the manufacturer promises coverage of the cost of repair resulting from a

manufacturer’s defect.

• Full coverage warranty – An additional guarantee that may need to be purchased to cover

damages resulting from abuse or neglect not currently covered under the standard warranty.

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• Damage – Destruction of a City/County-owned device due to negligence, resulting in needed

repairs that are not covered under the standard warranty.

Warranty Coverage All City/County-leased laptops and desktops are covered under a standard warranty; however, there may

be instances when an employee abuses or neglects a device, resulting in damage to the device. This is not

covered under a standard warranty.

In the event damage occurs that cannot be covered under a standard warranty, ISA will work with the

agency/department to identify the most cost-effective way to replace the device. Given the situation, the

agency/department may be required to purchase the necessary repair parts or a full warranty to cover the

current and future damages.

Please note that City/County-owned printers are not currently covered by a standard warranty. This

excludes the multi-functional copier devices, which are maintained through a contractual agreement. If a

City/County-owned printer experiences a manufacturer’s defect, ISA will cover up to $150 in total repairs

over the lifetime of the device.

Network, Server and Storage Hardware Warranty Warranties on network, server and storage hardware will be maintained for as long as the hardware is in

use. Please refer to network, server and storage hardware refresh section for target refresh rates which

indicate typical durations of use for different types of hardware.

In some instances, maintaining warranty coverage over the intended duration of use for a piece of hardware

will be more expensive than the cost of replacing defective parts for the hardware. In those situations, spare

parts would be kept in stock in lieu of maintaining warranty coverage.

Where possible, the level of warranty coverage for a given piece of hardware should reflect the level of risk

associated with malfunctions on said hardware and the associated downtime that is acceptable. ISA will

work on a case-by-case basis with partners to define these needs.

Exceptions Exceptions to this policy may be made only by ISA leadership. Financial planning for new hardware may

delay some equipment for refresh.

Disclaimer This policy is subject to change without notice. A current and complete list of ISA policies are maintained on

the ISA Intranet site at http://gateway.indy.gov/sites/ISA/AboutISA/policies_procedures/Pages/default.aspx

8

Policy Approval

Per Indianapolis Marion County Municipal Code Sec. 281-212.11, the City of Indianapolis/Marion County IT Board has the power and authority to promulgate rules and regulations for the efficient administration of its policies and procedures for users. This policy has been reviewed and approved by the IT Board, and will be enforced as of the effective date by the Chief Information Officer. It is the responsibility of all City/County IT users to be in compliance with this policy at all times.

Policy Sign-off

IT Board Chair, Joseph O’Connor Chief Information Officer, Ken Clark

Date Date

ISA CONTRACT REPORT <$100,000

2018

Date

Approved Dept. Description Vendor

Annual $

Amount

Total $

Amount

Funding

Department

or

Chargeback

MBE/

WBE Notes

05/31/17 ISA Oracle Licenses Mythics, Inc. $99,998.14 $99,998.14 ISA No Licenses

07/10/17 ISA Dexter Reassessment Crowe Horwath LLP $0.00 $0.00 ISA No Extension

08/08/17 ISA Kofax upgrade Berkone $29,600.00 $29,600.00 ISA No Service

9/13/2017 ISA active data calendar Dude Solutions $4,395.00 $4,395.00 ISA No SW License Support

9/13/2017 ISA kronos terms Kronos Incorporated $0.00 $0.00 ISA No Legal Terms

9/13/2017 ISA email marketing Delivra Incorporated $9,000.00 $57,500.00 ISA No SW License Support

9/21/2017 ISA Salesforce email marketing implementation Carahsoft Technology Corp $54,672.00 $54,672.00 ISA No Service

9/21/2017 ISA Salesforce email marketing licenses Carahsoft Technology Corp $68,300.75 $68,300.75 ISA No SW License Support

9/25/2017 ISA webfilter Optiv Security $82,705.00 $82,705.00 ISA No SW License Support

9/25/2017 ISA PVD api PVD Net LLC $7,410.00 $7,410.00 ISA No SW implementation

10/12/17 ISA cellphone buyback e-cycle $0.00 $0.00 ISA No Service

11/13/17 ISA MBTI employee evaluation Koehler Partners $3,486.50 $3,486.50 ISA No Service

11/16/17 ISA license renewal Siteimprove, Inc. $5,398.00 $46,775.03 ISA No Service

11/17/17 ISA Server purchase Tech Electronics of Indiana LLC $82,884.00 $82,884.00 ISA Yes Equipment

11/29/17 ISA maintenance and support Accela, LLC $0.00 $37,000.00 ISA no SW License Support

12/11/17 ISA batteries for UPS Vertiv Services, Inc. $12,089.45 $51,609.45 ISA no Hardware and Service

12/11/17 ISA Gartner Membership Gartner, Inc. $96,500.00 $96,500.00 ISA No Membership/Service

01/23/18 ISA Anchorpoint Phone Billing MTS-IntegraTrak $12,485.00 $67,532.50 ISA No SW License Support

02/23/18 ISA Microsoft Premier Support Microsoft Corp $46,900.00 $46,900.00 ISA No Support

02/23/18 ISA Salesforce email marketing licenses Carahsoft Technology Corp $422.44 $68,723.19 ISA No SW License Support

02/23/18 ISA AutoDesk License Renewal DLT Solutions $20,795.69 $99,907.17 ISA No SW License Support

03/20/18 ISA Genetec upgrade and camera assessment Motorola Solutions, Inc $99,709.00 $99,709.00 ISA No SW license and services

04/12/18 ISA VaaS assessment and configuration Communication Products, Inc. $16,250.00 $16,250.00 ISA Yes services

2018