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HomeMy WebLinkAboutJackson, Ryan 2025-02-27COU No. 2425-191 PAGE 1 OF 7 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES This Agreement, made and entered into this 27th day of February, 2025 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and Ryan Jackson, a sole proprietor organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a.City requires consulting services related to IT Support Services. b.Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. c.City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services by 6/30/25. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $40,000. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment A, which shall include all indirect costs and expenses of every kind or nature, except direct COU No. 2425-191 PAGE 2 OF 7 expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment A. Consultant shall complete the Scope of Work for the not-to- exceed guaranteed maximum, even if actual time and expenses exceed that amount. 4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Consultant shall pay all estimated and actual federal and state income and self- employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. COU No. 2425-191 PAGE 3 OF 7 Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A. Minimum Scope of Insurance Coverage shall be at least as broad as: 1. Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01. 2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. COU No. 2425-191 PAGE 4 OF 7 3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per occurrence. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. COU No. 2425-191 PAGE 5 OF 7 3. Professional Liability Coverage If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend one (1) year from the date of final approved invoice. 4. All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating. F. Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium. G. Subcontractors Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub- contractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Consultant shall hold harmless, defend and indemnify City its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees which actually or allegedly arise out of the performance of the work described herein, caused in whole or in part by any negligent act or omission of the consultant, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence, or willful misconduct of City its officers, officials, employees and volunteers. COU No. 2425-191 PAGE 6 OF 7 References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. COU No. 2425-191 PAGE 7 OF 7 7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH RYAN JACKSON DEPT. OF FINANCE 268 POMO DR 300 SEMINARY AVENUE UKIAH CA 95482 UKIAH, CALIFORNIA 95482-5400 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT BY: __________________________ ____________________ Date PRINT NAME: _________________ __________________ IRS IDN Number CITY OF UKIAH BY: ____________________ Date CITY MANAGER ATTEST ____________________ CITY CLERK Date 03/03/2025 Ryan Jackson 571-75-7915 03/11/2025 Kristine Lawler (Mar 13, 2025 07:36 PDT) Kristine Lawler 03/13/2025 1 of 6 Statement of Work (SOW) Network Redesign for the City of Ukiah Consultant: Ryan Jackson 1.Introduction 2 2.Objectives 2 3.Scope of Work 2 3.1 Critical Tasks 2 3.1.1 Network Flow Modification 2 3.1.2 AT&T Connection Reconfiguration 2 3.1.3 Switch Replacement 3 3.1.4 Standardization of Switch Configuration 3 3.1.5 Wireless Infrastructure Upgrade 3 3.1.6 Logical Segmentation for Police Department and City Networks 3 3.1.7 Firewall Replacement 3 3.2 High Priority Tasks 3 3.2.1 Server Rack Rewiring and Cleanup 3 3.2.2 MDF Rack Removal & Fiber Network Integration 4 3.2.3 Network Re-Route for Police Department and SW-HR 4 Legacy Equipment to be Removed as Part of MDF Rack Removal 4 3.2.3 Redundancy and Failover Configuration 4 3.3 Medium Priority Tasks 4 3.3.1 VLAN and IP Scheme Standardization 4 3.3.2 Network Cabinet Organization 5 3.3.3 Migration to Starlink for Select Sites 5 4.Deliverables 5 5.Timeline & Milestones 5 6.Responsibilities 6 7.Assumptions & Constraints 6 Attachment A 2 of 6 1. Introduction This Statement of Work (SOW) outlines the network redesign and infrastructure improvement project for the City of Ukiah. The work will be conducted by Ryan Jackson in a consulting capacity. The City IT department will be responsible for acquiring all necessary equipment. This document details the scope, objectives, deliverables, and responsibilities associated with this engagement. 2. Objectives The primary objectives of this project are: • Enhance security by routing all network traffic through the Palo Alto 880 Firewall. • Modernize network infrastructure by replacing end-of-life equipment. • Improve network segmentation and redundancy for reliability and security. • Implement industry best practices where feasible. • Standardize network configurations for consistency and ease of management. • Upgrade wireless infrastructure with the vendor of choice. 3. Scope of Work 3.1 Critical Tasks 3.1.1 Network Flow Modification • Transition from a Distribution/Core network design to a modified architecture. • Ensure all network traffic is routed through the Palo Alto 880 Firewall to utilize features such as: o Antivirus o Monitoring o Wildfire threat intelligence o Intrusion Detection/Prevention Systems (IDS/IPS) 3.1.2 AT&T Connection Reconfiguration • Reconfigure AT&T connection to flow directly into the Palo Alto 880 Firewall instead of the Main Distribution Frame (MDF) access-level switch. 3 of 6 • Ensure proper routing from the firewall to the Distribution Switch in the Server Room. 3.1.3 Switch Replacement • Replace 12-15 end-of-life switches. • Replace Distribution Stack with 9300-series switches already in stock. • Move access-level connections off the Distribution Stack onto a dedicated access-level switch in the Server Room. 3.1.4 Standardization of Switch Configuration • Implement industry best practices for switch configurations, including: o 802.1x authentication for VLAN assignment (requires new RADIUS server). o Port security to prevent cyber threats such as DHCP/DNS poisoning. o VLAN segmentation considerations while maintaining deployment feasibility. 3.1.5 Wireless Infrastructure Upgrade • Deploy a new wireless infrastructure as per the vendor selected by the City. 3.1.6 Logical Segmentation for Police Department and City Networks • Ensure complete logical separation between Police Department and City Networks using Palo Alto 880 Firewall, other than where absolutely needed for connectivity or functionality. 3.1.7 Firewall Replacement • Replace Cisco firewalls with currently supported models. • Upgrade Department of Justice Firewall and firewalls at North/South Fire Stations (End of Life 2026). 3.2 High Priority Tasks 3.2.1 Server Rack Rewiring and Cleanup • Remove deprecated equipment. • Re-cable main server rack as needed. 4 of 6 3.2.2 MDF Rack Removal & Fiber Network Integration The MDF removal should only be accomplished after the new fiber project is complete to ensure a seamless transition and prevent disruption. Relocating the MDF to the Server Room will provide centralized network management, improved security, and easier maintenance for IT personnel, reducing operational complexity and improving overall network efficiency. Once the fiber network deployment is complete: • Remove the existing MDF rack. • Reroute all MDF connections to the Vault Room, designated as the new MDF location. • The MDF removal should only be accomplished after the new fiber project is complete to ensure a seamless transition and prevent disruption. • Justification: Relocating the MDF to the Server Room will provide centralized network management, improved security, and easier maintenance for IT personnel, reducing operational complexity and improving overall network efficiency. • Post-fiber network deployment, remove the existing MDF rack. • Reroute all MDF connections to the Vault Room, designated as the new MDF location. 3.2.3 Network Re-Route for Police Department and SW-HR • Re-route existing Police Department network connections to the Server Room. • Re-route SW-HR (Finance Department switch) connections to the Server Room. Legacy Equipment to be Removed as Part of MDF Rack Removal • T1 Router • AT&T Spoke Network Router • Mitel equipment 3.2.3 Redundancy and Failover Configuration • Implement redundancy in network routes to ensure continued city network operation. • Establish failover configurations for off-site tunneling. 3.3 Medium Priority Tasks 3.3.1 VLAN and IP Scheme Standardization • Standardize VLAN definitions across all sites. • Adopt the IP scheme format: 10.[Site].[VLAN].[Node] 5 of 6 o Example: VLAN 4 for users, VLAN 7 for printers, VLAN 10 for servers, etc. o The second octet denotes the site, the third octet represents VLAN/purpose, and the fourth octet identifies the specific node. 3.3.2 Network Cabinet Organization • Clean up network cabinets for better cable management. • If necessary, relocate racks (e.g., SW-HR) for improved organization. If required, the City will be responsible for relocating the rack, while the consultant will assist with network reconfiguration and reconnections. 3.3.3 Migration to Starlink for Select Sites • Transition sites currently using T1/AT&T spoke networks to Starlink where applicable. This may include configuration of switches, routers, firewalls, and tunnels as needed to ensure proper network functionality and connectivity. 4. Deliverables 1. Network Architecture Report – Document outlining the updated network topology and flow. 2. Firewall Configuration Report – Configuration details and security enhancements implemented on the Palo Alto 880. 3. Switch Replacement & Standardization Report – List of replaced switches and standardized configurations applied. 4. Wireless Infrastructure Deployment Report – Details on the new wireless system. 5. Network Segmentation Report – Evidence of logical separation for Police Department and City Networks. 6. Redundancy & Failover Plan – Outline of redundancy and failover configurations. 7. Updated VLAN/IP Scheme Documentation – Finalized VLAN and IP addressing plan. 8. Post-Implementation Report – Summary of work completed, outstanding issues, and recommendations for future improvements. 5. Timeline & Milestones Disclaimer: The timelines and milestones outlined in this document are subject to change based on the availability of the consultant, the City of Ukiah, and any procurement lead times required for equipment or vendor support. Milest one Task Estimated Completion Phase 1 Network flow modification, AT&T reconfiguration, Firewall routing 4-6 weeks 6 of 6 Phase 2 Switch replacements, VLAN standardization, Police Department segmentation 6-8 weeks Phase 3 Wireless infrastructure, MDF migration, redundancy configurations 8-12 weeks Phase 4 Network cabinet organization, Starlink migration, final documentation 12-16 weeks 6. Responsibilities Consultant (Ryan Jackson): • Provide expertise, design, and configuration for the network redesign. • Implement all technical changes as outlined in the scope of work. • Document all modifications and provide necessary training to City IT staff. City of Ukiah IT Department: • Procure all required hardware and software. • Assist with implementation and testing as needed. • Provide access and necessary credentials for configuration changes. • Maintain and manage network post-implementation. 7. Assumptions & Constraints • The execution of work outlined in this document is contingent upon the availability of funding from the City of Ukiah. Work will proceed based on priority until either completion, suspension pending additional funding, or termination by either party with advance notice. • All hardware procurement will be handled by the City of Ukiah. • Network downtime will be scheduled to minimize operational impact. • Some tasks are dependent on the deployment of the high-speed fiber network. • City IT staff availability may impact scheduling.