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HomeMy WebLinkAboutContractAGREEMENT FOR M365 SHAREPOINT CONFIGURATION PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT (“Agreement”), dated for reference purposes only as October 11, 2022, is by and between the City of Renton (the “City”), a Washington municipal corporation, and StoneShare Corp. (“Vendor”), a Deleware corporation. The City and the Vendor are referred to collectively in this Agreement as the “Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date signed by both parties (the “Effective Date”). 1.Scope of Work: Vendor agrees to configure SharePoint Online and provide training for its use as further described in Exhibit A – Statement of Work, which is attached and incorporated herein and may hereinafter be referred to as the “Work.” 2.Changes in Scope of Work: The City, without invalidating this Agreement, may order changes to the Work consisting of additions, deletions or modifications. Any such changes to the Work shall be ordered by the City in writing, and the Compensation shall be mutually agreed by the Parties. 3.Time of Performance: Vendor shall commence performance of the Agreement within 60 days of the Agreement’s execution. 4.Compensation: A. Amount. The amount of the One Time Costs for this Agreement shall not exceed $42,000 including any applicable state and local sales taxes. Costs shall be paid based upon Work actually performed according to the rate(s) or amounts specified in Exhibit A Section 6 - Billing Schedule. Except as specifically provided herein, the Vendor shall be solely responsible for payment of any taxes imposed as a result of the performance and payment of this Agreement. B. Method of Payment. The Vendor shall submit a final bill upon completion of all Work. Payment shall be made by the City for Work performed within thirty (30) calendar days after receipt and approval by the appropriate City representative of the voucher or invoice. If the Vendor’s performance does not meet the requirements of this Agreement, the Vendor will correct or modify its performance to comply with the Agreement. The City may withhold payment for work that does not meet the requirements of this Agreement.         CAG-22-352 PAGE 2 OF 24 C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by the City of any remedies it may have against the Vendor for failure of the Vendor to perform the Work or for any breach of this Agreement by the Vendor. D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City shall not be obligated to make payments for Workor amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Work for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 5. Termination: A. The City reserves the right to terminate this Agreement at any time, with or without cause by giving ten (10) calendar days’ notice to the Vendor in writing. In the event of such termination or suspension, all finished or unfinished documents, data, studies, worksheets, models and reports, or other material prepared by the Vendor pursuant to this Agreement shall be submitted to the City, if any are required as part of the Work. B. In the event this Agreement is terminated by the City, the Vendor shall be entitled to payment for all hours worked to the effective date of termination, less all payments previously made. If the Agreement is terminated by the City after partial performance of Work for which the agreed compensation isa fixed fee, the City shall pay the Vendor an equitable share of the fixed fee. This provision shall not prevent the City from seeking any legal remedies it may have for the violation or nonperformance of any of the provisions of this Agreement and such charges due to the City shall be deducted from the final payment due the Vendor. No payment shall be made by the City for any expenses incurred or work done following the effective date of termination unless authorized in advance in writing by the City. C. Return of Information. Upon the written request of City, Consultant shall return any of the City’s Information in a usable format agreed to by the City at no additional cost to the City. 6. Warranties and Right to Use Work Product: Vendor represents and warrants that Vendor will perform all Work identified in this Agreement in a professional and workmanlike manner and in accordance with all reasonable and professional standards and laws. Vendor further represents and warrants that all final work product created for and delivered to the City pursuant to this Agreement shall be the original work of the Vendor and free from any intellectual property encumbrance which would restrict the City from using the work product. Vendor grants to the City a non-exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and display all final work product          PAGE 3 OF 24 produced pursuant to this Agreement. The City’s or other’s adaptation, modification or use of the final work products other than for the purposes of this Agreement shall be without liability to the Vendor. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Record Maintenance: The Vendor shall maintain accounts and records, which properly reflect all direct and indirect costs expended and Work provided in the performance of this Agreement and retain such records for as long as may be required by applicable Washington State records retention laws, but in any event no less than six years after the termination of this Agreement. The Vendor agrees to provide access to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement. 8. Public Records Compliance: To the full extent the City determines necessary to comply with the Washington State Public Records Act, Vendor shall make a due diligent search of all records in its possession or control relating to this Agreement and the Work, including, but not limited to, e-mail, correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. In the event Vendor believes said records need to be protected from disclosure, it may, at Vendor’s own expense, seek judicial protection. Vendor shall indemnify, defend, and hold harmless the City for all costs, including attorneys’ fees, attendant to any claim or litigation related to a Public Records Act request for which Vendor has responsive records and for which Vendor has withheld records or information contained therein, or not provided them to the City in a timely manner. Vendor shall produce for distribution any and all records responsive to the Public Records Act request in a timely manner, unless those records are protected by court order. The provisions of this section shall survive the expiration or termination of this Agreement. 9. Independent Contractor Relationship: A. The Vendor is retained by the City only for the purposes and to the extent set forth in this Agreement. The nature of the relationship between the Vendor and the City during the period of the Work shall be that of an independent contractor, not employee. The Vendor, not the City, shall have the power to control and direct the details, manner or means of Work. Specifically, but not by means of limitation, the Vendor shall have no obligation to work any particular hours or particular schedule, unless otherwise indicated in the Scope of Work or where scheduling of attendance or performance is mutually arranged due to the nature of the Work. Vendor shall retain the right to designate the means of performing the Work covered by this agreement, and the Vendor shall be entitled to employ other workers at such compensation and such other conditions as it may deem proper, provided, however, that any contract so made by          PAGE 4 OF 24 the Vendor is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent for the City. B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Vendor or any employee of the Vendor. C. If the Vendor is a sole proprietorship or if this Agreement is with an individual, the Vendor agrees to notify the City and complete any required form if the Vendor retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Vendor’s failure to do so. 10. Hold Harmless: The Vendor agrees to release, indemnify, defend, and hold harmless the City, elected officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Vendor in its performance of this Agreement or a breach of this Agreement by Vendor, except for that portion of the claims caused by the City’s sole negligence. Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence relative to construction, alteration, improvement, etc., of structure or improvement attached to real estate…) then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Vendor and the City, its officers, officials, employees and volunteers, Vendor’s liability shall be only to the extent of Vendor’s negligence. It is further specifically and expressly understood that the indemnification provided in this Agreement constitute Vendor’s waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have mutually negotiated and agreed to this waiver. The provisions of this section shall survive the expiration or termination of this Agreement. 11. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City’s Code of Ethics and state law, the Vendor shall not give a gift of any kind to City employees or officials. Vendor also confirms that Vendor does not have a business interest or a close family relationship with any City officer or employee who was, is, or will          PAGE 5 OF 24 be involved in selecting the Vendor, negotiating or administering this Agreement, or evaluating the Vendor’s performance of the Work. 12. City of Renton Business License: Unless exempted by the Renton Municipal Code, Vendor shall obtain a City of Renton Business License prior to performing any Work and maintain the business license in good standing throughout the term of this agreement with the City. Information regarding acquiring a city business license can be found at: https://www.rentonwa.gov/Tax Information regarding State business licensing requirements can be found at: https://dor.wa.gov/doing-business/register-my-business 13. Insurance: Vendor shall secure and maintain: A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. B. In the event that Work delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability/ Errors and Omissions coverage shall be provided with minimum limits of $1,000,000 per occurrence. "Professional Services", for the purpose of this section, shall mean any Work provided by a licensed professional or Workthat requires a professional standard of care. C. Workers’ Compensation Coverage, as required by the Industrial Insurance laws of the State of Washington, shall also be secured. D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired or non-owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Vendor’s vehicles on the City’s Premises by or on behalf of the City, beyond normal commutes. E. Cyber Liability Insurance is required, with limits not less than $2,000,000 per occurrence or claim, with $2,000,000 aggregate minimum. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, coverage, including defense, for the following losses or services: claims involving infringement of intellectual property, infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security, coverage for unauthorized access and use, failure of security, breach of confidential information, or privacy perils. The policy shall provide coverage for breach response costs, to include but not limited to crisis management services, credit          PAGE 6 OF 24 monitoring, public relations, legal service advice, notification of affected parties, independent information security forensics firm, and costs to re-secure, re-create and restore data or systems as well as regulatory fines and penalties with limits sufficient to respond to these obligations. F. Vendor shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City’s insurance policies shall not be a source for payment of any Vendor liability, nor shall the maintenance of any insurance required by this Agreementbe construed to limit the liability of Vendor to the coverage provided by such insurance or otherwise limit the City’s recourse to any remedy available at law or in equity. Additional Insured requirements do not apply to Cyber Liability nor Professional Liability insurance, if applicable. G. Subject to the City’s review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Work. H. Vendor shall provide the City with written notice of any policy cancellation, within two (2) business days of their receipt of such notice. 14. Safeguarding of Personal Information; Intellectual Property: A. Personal Information: Vendor shall not use or disclose Personal Information, as defined in chapter 19.255 RCW, in any manner that would constitute a violation of federal law or applicable provisions of Washington State law. Vendor agrees to comply with all federal and state laws and regulations, as currently enacted or revised, regarding data security and electronic data interchange of Personal Information. Vendor shall ensure its directors, officers, employees, subcontractors or agents use Personal Information solely for the purposes of accomplishing the services set forth in the Agreement. Vendor shall protect Personal Information collected, used, or acquired in connection with the Agreement, against unauthorized use, disclosure, modification or loss. Vendor and its sub-providers agree not to release, divulge, publish, transfer, sell or otherwise make Personal Information known to unauthorized persons without the express written consent of City or as otherwise authorized by law. Vendor agrees to implement physical, electronic, and managerial policies, procedures, and safeguards to prevent unauthorized access, use, or disclosure of Personal Information.          PAGE 7 OF 24 Vendor shall make the Personal Information available to amend as directed by City and incorporate any amendments into all the copies maintained by the Vendor or its subcontractors. Vendor shall certify its return or destruction upon expiration or termination of the Agreement and the Vendor shall retain no copies. If Vendor and City mutually determine that return or destruction is not feasible, the Vendor shall not use the Personal Information in a manner other than those permitted or authorized by state and federal laws. Vendor shall notify City in writing immediately upon becoming aware of any unauthorized access, use or disclosure of Personal Information. Vendor shall take necessary steps to mitigate the harmful effects of such use or disclosure. Vendor is financially responsible for notification of any unauthorized access, use or disclosure. The details of the notification must be approved by City. Any breach of this clause may result in termination of the Agreement and the demand for return of all Personal Information. B. Intellectual Property: Each Party retains all right, title, and interest under applicable contractual, copyright and related laws to their respective Information, including the right to use such information for all purposes permissible by applicable laws, rules, and regulations. 15. Delays: Vendor is not responsible for delays caused by factors beyond the Vendor’s reasonable control. When such delays beyond the Vendor’s reasonable control occur, the City agrees the Vendor is not responsible for damages, nor shall the Vendor be deemed to be in default of the Agreement. 16. Successors and Assigns: Neither the City nor the Vendor shall assign, transferor encumber any rights, duties or interests accruing from this Agreement without the written consent of the other. 17. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, by facsimile or by nationally recognized overnight courier service. Time period for notices shall be deemed to have commenced upon the date of receipt, EXCEPT facsimile delivery will be deemed to have commenced on the first business day following transmission. Email and telephone may be used for purposes of administering the Agreement, but should not be used to give any formal notice required by the Agreement. CITY OF RENTON Jason Seth / City Clerk VENDOR Keith Carter / Chief Executive Officer          PAGE 8 OF 24 1055 South Grady Way Renton, WA 98057 Phone: (425) 430-6502 Email: CityClerk@rentonwa.gov 100 Church Street RM 800 New York, NY 10007-2621 Phone: (613)355-9339 Email: kcarter@stoneshare.com 18. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification, the Vendor agrees as follows: A. Vendor, and Vendor’s agents, employees, representatives, and volunteers with regard to the Work performed or to be performed under this Agreement, shall not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age (except minimum age and retirement provisions), honorably discharged veteran or military status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification in relationship to hiring and employment, in employment or application for employment, the administration of the delivery of Work or any other benefits under this Agreement, or procurement of materials or supplies. B. The Vendor will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such action shall include, but not be limited to the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training. C. If the Vendor fails to comply with any of this Agreement’s non-discrimination provisions, the City shall have the right, at its option, to cancel the Agreementin whole or in part. D. The Vendor is responsible to be aware of and in compliance with all federal, state and local laws and regulations that may affect the satisfactory completion of the project, which includes but is not limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton Council Resolution Number 4085. 19. Miscellaneous:The parties hereby acknowledge: A. The City is not responsible to train or provide training for Vendor. B. Vendor will not be reimbursed for job related expenses except to the extent specifically agreed within the attached exhibits.          PAGE 9 OF 24 C. Vendor shall furnish all tools and/or materials necessary to perform the Work except to the extent specifically agreed within the attached exhibits. D. In the event special training, licensing, or certification is required for Vendorto provide Work he/she will acquire or maintain such at his/her own expense and, if Vendor employs, sub-contracts, or otherwise assigns the responsibility to perform the Work, said employee/sub-contractor/assignee will acquire and or maintain such training, licensing, or certification. E. This is a non-exclusive agreement and Vendor is free to provide his/her Work to other entities, so long as there is no interruption or interference with the provision of Work called for in this Agreement. F. Vendor is responsible for his/her own insurance, including, but not limited to health insurance. G. Vendor is responsible for his/her own Worker’s Compensation coverage as well as that for any persons employed by the Vendor. 20. Other Provisions: A. Approval Authority. Each individual executing this Agreementon behalf of the City and Vendor represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the City or Vendor. B. General Administration and Management. The City’s projectmanageris Kristina Raabe / Senior Business Systems Analyst / kraabe@rentonwa.gov / (425) 430-6892. In providing Work, Vendor shall coordinate with the City’s contract manager or his/her designee. C. Amendment and Modification. This Agreement may be amended only by an instrument in writing, duly executed by both Parties. D. Conflicts. In the event of any inconsistencies between Vendor proposals and this Agreement, the terms of this Agreementshall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Vendor prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington and the City of Renton. Vendor and all of the Vendor’s employees shall perform the Work in          PAGE 10 OF 24 accordance with all applicable federal, state, county and city laws, codes and ordinances. F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared by the joint efforts of the Parties and shall not be construed against one party or the other as a result of the preparation, substitution, submission or other event of negotiation, drafting or execution. G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King County Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington, or its replacement or successor. Vendor hereby expressly consents to the personal and exclusive jurisdiction and venue of such court even if Vendor is a foreign corporation not registered with the State of Washington. H. Severability. A court of competent jurisdiction’s determination that any provision or part of this Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement, which shall remain in full force and effect. I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any representations or understandings, whether oral or written, not incorporated are excluded. J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Work is essential to the Vendor’s performance of this Agreement. K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give any rights or benefits in the Agreement to anyone other than the Parties, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Parties and no one else. L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal representatives to the other party to this Agreement, and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of the Agreement. M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s failure to enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City or Vendor from enforcing that provision or any other provision of this Agreement in the future. Waiver of breach of any provision of this Agreement          PAGE 11 OF 24 shall not be deemed to be a waiver of any prior or subsequent breach unless it is expressly waived in writing. N. Counterparts. The Parties may execute this Agreementin any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON By:_____________________________ VENDOR By:____________________________ Armondo Pavone Mayor Keith Carter Chief Executive Officer _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Shane Moloney City Attorney IT-Contract Template 6/17/2021              (approved by Cheryl Beyer via email on 10/25/2022) 11/1/2022 EXHIBIT A: STATEMENT OF WORK PROPOSED TO The City of Renton PRESENTED ON July 15, 2022 STATEMENT OF WORK SHAREPOINT MIGRATION PROJECT          The City of Renton SharePoint Migration Project PAGE 13 OF 24 COMMERCIAL STATEMENT This document is the copyright of StoneShare Corp. (StoneShare) and is issued in confidence only for the purpose for which it is supplied. It may only be reproduced for use solely in connection with this procurement. No further indication or request for permission needs to be made for reproduction for this purpose. It must not be reproduced, in whole or in part, for any other reason without the consent in writing of StoneShare and then only on condition that this note be included in such reproduction. TRADEMARKS All trademarks are acknowledged. CAVEATS StoneShare has made all reasonable endeavors to ensure that all statements contained in this document are accurate; however, StoneShare can not be held responsible for any errors or omissions. PROPONENTCONTACT Keith Carter Chief Executive Officer StoneShare Inc. Office: 1.888.624.5086 ext.222 Cell: 613.355.9339 kcarter@stoneshare.com          The City of Renton SharePoint Migration Project PAGE 14 OF 24 1.SCOPE OF SERVICES To complete this project affordably and in a timely manner, StoneShare’s approach to meeting the City’s requirements includes the use of its TownSquare Solution Accelerator which includes standardized Information Architectures and a well-defined implementation methodology. As such, StoneShare will be responsible and accountable for all project deliverables listed herein. The primary project deliverables are as follows: x Project Planning, Management, and oversight. x M365 Current State Review (recommendations as necessary). x SharePoint Online configuration. x Systems Administrator Training (including as-built guide). x End User Training During this engagement StoneShare will: x Participate in Project Planning and Management activities. x Architect a modern Intranet solution leveraging native M365 functionality. x Complete a “baseline” configuration of the City’s M365 tenant to meet Intranet requirements. x Provide Training to Systems Administrators x Provide Training to Site Administrators 2.EXCLUSIONS The following items are excluded from the scope of this project: x Organizational Change Management and Communications. x Content Migration x Business Process Automation x Line of Business Systems Integration          The City of Renton SharePoint Migration Project PAGE 15 OF 24 3.PROPOSED PROJECT TEAM StoneShare’s proposed delivery team is comprised of four (4) primary resources in the roles of Engagement Manager, Project Manager, Technical Lead, and Business Analyst. The Organization Chart to the right governs the reporting structure of the project, details who reports to whom, and illustrates the ‘Chain of Command’ for day-to-day communications and for issue escalation and resolution. This team is supported by numerous additional resources (not documented in this proposal) in the roles of Project Coordinator, Change Management SME, and Quality Assurance Specialist(s). ROLES AND RESPONSIBILITIES PROPOSEDTEAM NAME ROLE AND RESPONSIBILITIES Erik Mercier As the Engagement Manager, Erik will be ultimately responsible for the success of the project, including the City’s overall customer satisfaction. Erik will work closely with the City’s Project Team to establish clear, attainable, and measurable objectives for the project and ensure that the project is set up and managed to meet the stated project objectives. Marissa Wesley As the Project Manager,Marissa will be responsible for the daily execution of project tasks. She will develop, manage, maintain a detailed Project Plan, manage StoneShare resources, track and manage RAID data (Risks, Actions, Issues and Decision), and work with City stakeholders to review and approve project deliverables.          The City of Renton SharePoint Migration Project PAGE 16 OF 24 PROPOSEDTEAM NAME ROLE AND RESPONSIBILITIES Yannick Gallerneault As the Technical Lead, Yannick will be responsible for leading all technical aspects of the solution design, development, and implementation. Where appropriate Yannick will also work with the City to review the current state of their technology environment and make recommendations where appropriate. Chris Polak As a Business Analyst, Chris will be responsible for the capturing and analyzing the City’s requirements and processes, providing solution demonstrations, working with the Technical Lead to ensure the solution addresses business needs, assisting with the finalization of the Information Architecture and contributing to the final solution configuration. 4.PROPOSED APPROACH In the pages that follow, StoneShare has provided a Project Activity Table containing the Major Deliverables, Assumptions and Constraints that are included in the Project. The Deliverables are described in detail, listed chronologically, and separated by Project Phase for ease of reference. A RACI model has been incorporated to assist the City in understanding its responsibilities in the completion of each Deliverable, and the Deliverable format is outlined for further clarity. The deliverables, and their associated definitions, are provided in the Deliverables Table below. For clarify, the following applies: R = Responsible to perform the action/task. A = Accountable that the action/task is completed. C = Consulted before performing the action/task. I = Informed after performing the action/task.          The City of RentonSharePoint Migration ProjectPAGE 17OF 24PROJECTACTIVITYTABLETASK/DELIVERABLEDESCRIPTIONSANDASSUMPTIONSTHE CITYSTONESHAREDELIVERABLE FORMATPLANNINGAND MANAGEMENT PHASEProject Repository DeploymentStoneShare will configure a project collaboration site that will be used to centralize and maintain all Project information (Project Contacts, Calendars, Documents, Lists, Templates, Forms, and Checklists); automate Project processes such as Deliverable Approvals; and provide a formal mechanism for the City to exchange information and provide feedback.Assumptions/Constraints•TheProject Repository will behosted by StoneShare.•OnlyapprovedpersonnelfromtheCity andStoneShare will haveaccess.•TheProject Repository will bepopulated collaboratively asrequired.•TheProject Repository will remain openuntil contractclose.•This task will becompleted remotely.•Thistaskdoesnotrequireformalacceptanceor sign-off.IR+A SharePoint SiteDetailedProject Plan and ScheduleStoneShare will develop a Project Plan and Schedule, in collaboration with the City, anditerate on both until finalized to the satisfaction of the City.Assumptions/Constraints•StoneShare will provide a copyofthe Project Plan in MSProjectandPDF tothe City.•Once finalized, theCity will have three(3) daysto review and approvethis deliverable.•Oncefinalized, all changes totheProject Plan orSchedule will require a Change Request.•StoneShare will managetheProject Plan andSchedulethroughtoprojectcompletion.CR+A MS Project         The City of RentonSharePoint Migration ProjectPAGE 18OF 24•Thisdeliverablewillbecompletedremotely.•Thisdeliverablerequiresformalacceptanceorsign-off.Project Kick-Off MeetingStoneShare will lead a projectkick-offwithmembersofthe City’sProjectTeam.Assumptions/Constraints•StoneShare will prepare for,and conduct,one(1) meetingofupto one (1) hour.•TheCity will ensurethatrequiredprojectstakeholdersareavailable.•Themeeting will beconductedremotelyusingMicrosoftTeam.•Thistaskdoesnotrequire formalacceptance orsign-off.C R+AMSPowerPointProjectStatus MeetingsStoneShare will conduct weekly status meetings to report on the overall status of the project, discuss current and upcoming deliverables, highlight risks or issues, identify and review action items, andanswerquestions. Following eachProject StatusMeeting,StoneShare will produceand deliver weekly Project Status Reports.Assumptions/Constraints•StoneShare will conductone(1) weekly ProjectStatus Meeting ofuptoone(1)hour in length.•StoneShare will postStatusReportstotheProjectRepository Site uponcompletion.•All meetings will be conducted remotely usingMicrosoftTeam.•Thistaskdoesnotrequire formalacceptance orsign-off.I R+AScheduled Sessions CurrentState Review and AnalysisStoneShare will review and assess the City’s current Intranet and in-scope Departmental Sites to better understandthe existing InformationArchitectureandvalidateestimatedcontentvolumes.Assumptions/Constraints•TheCity will provide StoneShare with secure, independent remote access to theenvironment and sufficient privileges to perform the required activities.•Upon completion StoneShare will conduct sessions with the City’s Project Team to presentits findings.•StoneShare will conduct one(1)sessionofup to two(2) hours in length.•StoneShare willuseitsownformatfor this deliverable.CR+AMSPPTand Scheduled Sessions         The City of RentonSharePoint Migration ProjectPAGE 19OF 24•All sessions will beconducted remotely usingMicrosoftTeam.•Thisdeliverablerequiresformalacceptanceorsign-off.Stakeholder InterviewsStoneShare will conduct interviews with key stakeholders from within the City’s ProjectTeam and Internal Service Provider Departments (HR, Finance, IT, Communications and City Clerk) to review relevant processes, pain points and identify opportunities for improvement using out of the box Microsoft 365 (M365) functionality.Assumptions/Constraints•StoneShare may request relevant informationupto five (5)businessdayspriortointerviews.•StoneShare will conduct up to one (1) stakeholder session of up to ninety (90) minutes with the City’s Project Team and Information Technology.•StoneShare will conductuptoone(1)stakeholdersessionofuptoninety(90)minutesforeach Internal Service Provider Department. Maximum of six (6) sessions.•Upon completion StoneShare will conduct sessions with the City’s Project Team to presentits findings.•StoneShare will conduct two (2) review sessionsofupto two(2)hours in length.•All sessions will beconducted remotely usingMicrosoftTeam.•Thistaskdoesnotrequire formalacceptance orsign-off.CR+AScheduled Sessions DESIGNPHASESolution Architecture DocumentStoneShare will produce a Solution Architecture document that describes the logical and physical architectures by which the new Intranet will be implemented in SharePoint Online to meet the City’s in-scope requirements.Assumptions/Constraints•The Solution Architecture will leverage nativefunctionality within Microsoft365.•The Solution Architecture will include section coveringthemigrationofdocuments.•The Solution Architecture will include a sectiononInformationArchitecturerecommendations for Document and Records Management.CR+AMSWordand Scheduled Sessions         The City of RentonSharePoint Migration ProjectPAGE 20OF 24•StoneShare will conduct up to two (2) sessions of up to two (2) hours in length to review this deliverable.•TheCity will have five (5) business days to review andapprove thisdeliverable.•StoneShare will use itsformatforthisdeliverable.•Changes to the Solution Architecture after formal acceptance/sign-off may be subject to aChange Request.•All activities will be completed remotely.Thisdeliverable requires formalacceptanceor sign-off.CONFIGURATIONPHASEIntranet ConfigurationUsing its TownSquare accelerator in combination with out-of-the-box functionality provided by Microsoft’s M365 platform, StoneShare will configure Communication sites in the City’s M365 tenant in accordance with the Solution Architecture and Information Architecture.Assumptions/Constraints•StoneShare will configureuptothirty(30)departmentalCommunication Sites that will include the Home Page Layout, Navigation, Standardized Libraries and Permission model.•TheCity will provide StoneShare with secure, independent remote access to theenvironment and sufficient privileges to perform the required activities.•Once all elements havebeenconfigured, StoneShare will performQAactivities.•This task will becompleted remotely.•Thistaskdoesnotrequireformalacceptanceorsign-off.IR+A-System Administrator TrainingStoneShare will deliver a Systems Administration Training session to review the operation and administrationof SharePoint,and specific M365 features and functionality to support the Intranet Solution.Assumptions/Constraints•StoneShare will facilitate one(1)trainingsessionsofuptothree (3)hours in length.•Sessions are intended for IT staff and assume basic knowledge of Microsoft technologies and IR+AScheduled Sessions         The City of RentonSharePoint Migration ProjectPAGE 21OF 24database operations.•Thesession will be limited to ten(10) attendees.•This task will becompleted remotely.•Thistaskdoesnotrequire formalacceptance orsign-off.IMPLEMENTATIONPHASEDepartmental Communication Site ReviewStoneShare will conduct departmental Communication Site review workshops with members of each of the City’s Internal Service Provider departments.Assumptions/Constraints:• StoneShare will conduct up to six (6) sessions of ninety (90) minutes fore each in-scope Department.• StoneShare will useitsformatforthisdeliverable.• Thesessions will beconductedremotelyusingMicrosoftTeam.• Thisdeliverable requires formalacceptanceor sign-off.C R+AScheduled SessionsSiteOwner TrainingStoneShare will deliver SiteOwnerTrainingsessionsto review the operation andadministrationof their site. Training will include:•EditingPages•Adding/RemovingContent•Managing in-scope Web Parts•Adding/Removing a List•Adding/Removing a Columns•Managingthepropertiesfortypesofcolumns(text, choice, date,etc.)•Adding/Removing Values in a Column•SettingUpDefault Values forColumns•Managing Site Permissions•ManagingLibraryPermissions•ManagingtheSiteNavigationIR+AScheduled Sessions         The City of RentonSharePoint Migration ProjectPAGE 22OF 24•Managing ViewsAssumptions/Constraints•StoneShare will facilitate six(6)training sessionsofupto three(3) hours in length.•Sessions areintendedforSite Owners / Site Administrators•Thesession will be limited to ten(10) attendees.•This task will becompleted remotely.•Thistaskdoesnotrequireformalacceptanceorsign-off.CLOSINGPHASERemote Solution SupportStoneShare will provide the City with fifty (50) credits (1 credit = 1 hour) of remote Solution Support services on an as requested basis and in accordance with a mutually acceptable Service Level Agreement. Solution Support services include:•Help desksupportbeyond Tier 1.•General Microsoft365support.•Email, phone, and support (on-site support available at an additional charge for Travel andLiving).•Regularupdatesto relevant documentsasrequestedbythe City.Assumptions/Constraints:•Supportcredits will becomeavailableuponpurchase.•Unused supportcreditsexpireone (1) year after the dateof purchase.•This task will becompleted remotely.•Thistaskdoesnotrequire formalacceptance orsign-off.C R+A N/A         The City of Renton SharePoint Migration Project PAGE 23 OF 24 5.PROPOSED PROJECT SCHEDULE PROJECT SCHEDULE PROJECT PHASE/MILESTONE ESTIMATED START DATE ESTIMATED COMPLETION DATE Planning Phase Week 1 Week 2 DesignPhase Week 3 Week 5 Configuration Phase Week 6 Week 8 ClosingPhase Week 9 N/A 6.BILLING SCHEDULE MIGRATION PROJECT BILLING MILESTONE FEE ESTIMATED BILLING DATE Milestone 1: Planning and Management Phase $8,750 Week 2 Milestone 2: Design Phase $10,000 Week 5 Milestone 3: Configuration Phase $10,000 Week 8 Milestone 4: Closing Phase $8,750 Week 9 Sub Total $37,500          PAGE 24 OF 24 PRICING ASSUMPTIONS x Estimate EXCLUDES applicable taxes x All prices are in USD. x Invoices will be due and payable NET 30 days from the presentation.