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HomeMy WebLinkAbout25-291 - Contract - Trusted Tech Team - Transition to Microsoft Teams CallingDocusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F City of Tukwila Contract Number: 25-291 Council Approval N/A 6200 Southcenter Boulevard, Tukwila WA 98188 n PROFESSIONAL SERVICES AGREEMENT (Includes consultants, architects, engineers, accountants, and other professional services) THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City", and Trusted Tech Team hereinafter referred to as "the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform VOIP Migration to Microsoft Teams services in connection with the project titled. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and effect for a period commencing upon execution and ending November 30th, 2025, unless sooner terminated under the provisions hereinafter specified. Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement no later than November 30th, 2025 unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit "B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $19,836, tax included, without express written modification of the Agreement signed by the City. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. D. Payment as provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and the state of Washington for a period of three (3) years after final payments. Copies shall be made available upon request. Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, 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 Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability, insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. CA revised May 2020 Page 2 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F 4. Professional Liability, with limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. C. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. Upon request by the City, the Consultant shall furnish certified copies of all required insurance policies, including endorsements, required in this Agreement and evidence of all subcontractors' coverage. F. Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. CA revised May 2020 Page 3 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F 11. Discrimination Prohibited. Contractor, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the Consultant shall at all times comply with, all applicable federal, state and local laws, regulations, and rules, including the provisions of the City of Tukwila Municipal Code and ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. Venue for any action arising from or related to this Agreement shall be exclusively in King County Superior Court. 16. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 17. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: Trusted Tech Team, LLC 5171 California Ave, STE 250 Irvine, CA 92617 18. Entire Aareement; Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. CA revised May 2020 Page 4 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F DATED this 27th day of October 2025. CITY OF TUKWILA FD ... Signed by: B4694691490 ... Joel Bush, CTO ATTEST/AUTHENTICATED: Signed by.. Andy Youn-Barnett, City Clerk APPROVED AS TO FORM: Signed by: Office of the City Attorney Trusted Tech Team: Signed by: 104299326136477... Printed Name -.David Longville Jr Title: Co -Manager CA revised May 2020 Page 5 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F Ne Teams VOIP Illllq N1r i Teams VOIP I City of Tukwila This Statement of Work ("Statement of Work" or "SOW") dated March 31,2025, is entered into by and between City of Tukwila ("Client," "you" or "your") and Trusted Tech Team LLC., a California Corporation ("Trusted Tech Team," "we," "us" or "our"). This Statement of Work is effective from the date stated and expires 30 days after unless signed by the Client party. 1. Objective Our work will be to assist and advise you with this engagement. As stated below and for clarity, we will not, nor does Client desire us to, perform any management functions, make management decisions, or otherwise perform in a capacity equivalent to that of an employee or officer of Client. 2. Activity Plan The objective of this project is to successfully migrate the City of Tukwila's existing Mitel cloud -hosted phone system to Microsoft Teams Voice, ensuring all current functionalities, including user extensions, auto attendants, paging groups, ring groups, conference rooms, and common area phones, are seamlessly transitioned. The goal is to achieve a smooth transition with minimal disruption, improved administrative efficiency, and enhanced user experience. • 350 users • 8 conference rooms • 91 common area phones • 23 auto attendants • 7 parked call groups • 48 ring groups • Panic buttons (ATAs) Teams VOIP Migration Assessment & Roadmapping • Gain access to current voice provider and Microsoft 365 environments. • Identify users, auto attendants, hunt groups and any other configurations in current setup. • Establish common understanding of current state and future state environment. • Finalize Implementation Plan (including contingencies and rollback strategy). • Identify any issues that would slow migration. • Identify port date. Design and Architecture • Build auto attendants, call queues and resource groups in 0365. • Schedule cutover. • Place porting requests to migrate voice provider to Microsoft 365 5171 California Avenue, Suite #250, Irvine CA 92617 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F Illllq N1r i • Configure user accounts and Licensing. • Configure all of Team Admin Center calling policies. • Assign phone numbers to users. Validation & Quality Assurance • Finalize Call Queues and auto attendants. • Verify successful port, validation of DIDs and call groups 1. Cancellation Policy If there are any changes in management at the client company, they can request to put the project on hold until we have sign -offs from all of the relevant decision -makers to continue. If there is a decision made to not continue with the project, for reasons beyond Trusted Tech Teams control, we will stop all work immediately and expect payments for work already completed to be made within 30 days from invoicing. 2. Billing Trusted Tech Team invoices based on the three individual milestones present in each project on a Net 30 payment schedule. City of Tukwila will be billed for 50% of the project cost upon completion of Milestone 1, with additional invoices each of 25% for Milestone 2 and 3. Upon request, Trusted Tech Team can consolidate the entire bill to be invoiced at completion of Milestone 1 if a single invoice is requested at time of kickoff. If a client signs another project with Trusted Tech Team before the first is completed, the full amount of the original project will be billed before starting the second. 3. Engagement Team Afif Achmad will be responsible for overseeing the engagement and the delivery of all Services to you. Benjamin Cordle will coordinate all fieldwork and engagement communications. Other personnel at the necessary skill and experience levels may be called upon to assist in this engagement as appropriate. While we will attempt to comply with your requests for certain individuals, we retain the right to assign and reassign our personnel, as appropriate, to perform the Services. If any portion of our Services is performed on Client premises, our personnel shall observe your reasonable policies regarding working conditions, building security and business hours, to the extent our personnel are made aware of such policies. 4. Engagement Assumptions, Client Acknowledgements, Responsibilities and Representations Our Services, Fees and work schedule are based upon the following assumptions, acknowledgements, representations and understandings with you: • Client will determine the extent of services it wishes TRUSTED TECH TEAM to provide and will undertake the responsibilities set forth in this Statement of Work. 5171 California Avenue, Suite #250, Irvine CA 92617 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F Illllq N1r i • Client will designate an employee or employees within its senior management who will make or obtain all management decisions with respect to this Statement of Work on a timely basis. • Client will ensure that we have access to key people, facilities and data, and that all levels of your employees and contractors will cooperate fully and timely with us. We will also let you know where we feel we are not getting the appropriate cooperation or direction and advise you of any other issues related to this engagement. The success of this engagement is dependent upon full openness, communications, cooperation and timely direction. • Client agrees that all assumptions set forth in this Statement of Work are accurate and agrees to provide us with such further information we may need and which we can rely on to be accurate and complete. We will be entitled to rely on all of your decisions and approvals made independently, and we will not be obligated to evaluate, advise on, confirm or reject such decisions and approvals. • Client will evaluate the adequacy and results of services and will let us know immediately of any problems or issues you perceive in our personnel, services or deliverables. • To the extent our services or deliverables include the design or implementation of hardware or software systems, Client agrees to be responsible for making all management decisions. These decisions include but are not limited to the systems to be evaluated and selected, the design of those systems, the controls to be tested, the security and system procedures to be implemented, the scope and timetable of the implementation, testing, training and conversion plan. • Information security acknowledgement: Client acknowledges that no information technology security assessment can ever provide total assurance against potential security intrusions. The effectiveness of controls and security measures is subject to inherent limitations, and all errors or problems may not be detected. Assessment results are subject to the risk that changes are made to your systems or controls, changes are made in processing requirements, changes are required because of the passage of time, or new technology is developed. We are not responsible for any lack of specific controls, breach of security, or other errors or fraud related to any part of your systems that are not specifically examined and for any period of time other than the time period covered by our assessment. • Data residency disclaimer: Client is responsible for following all applicable laws and regulations in relation to where Client data needs to reside. Microsoft Commercial Cloud does not guarantee data will be stored in the United States unless configured specifically for such. TRUSTED TECH TEAM is not responsible for data in Client tenancy stored incorrectly or not meeting regulatory requirements. • As it relates to any workstreams that involve the implementation of technical controls or capabilities of a Microsoft or third -party vendor solution, all controls, solutions, functionality and capabilities implemented in this Statement of Work leverage Microsoft's and/or the third -party vendor's native solutions and/or technical controls and capabilities. TRUSTED TECH TEAM does not and will not provide our own custom technical solutions developed or created by TRUSTED TECH TEAM to provide the capabilities configured and implemented in this Statement of Work. • Client agrees to provide, acquire and procure any necessary Microsoft 365 and/or third -party licensing required to implement the items outlined in this Statement of Work. • Client agrees to provide TRUSTED TECH TEAM with any and all necessary administrative privileges, including, but not limited to, Microsoft 365 Global Administrator and Active Directory Domain Administrator, and access required to complete the items outlined in this Statement of Work. • Client agrees to provide TRUSTED TECH TEAM with unattended access to any necessary systems required to complete this work. Any screen sharing or attended access may require a Change Order to 5171 California Avenue, Suite #250, Irvine CA 92617 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F Illllq N1r i provide for any unintended additional effort and may also increase or prolong the timeline of the overall engagement. • Certified Support Services: Trusted Tech Team Certified Support Services may be engaged near the end of the project during Milestone 3 if the Client is interested in ongoing support after project completion. Client is free to sign or deny a service contract and is not obligated to choose Trusted Tech Team Certified Support Services. The fulfillment and confirmation of these responsibilities, acknowledgements and representations are critical to the success of this engagement. The successful delivery of our Services, and the Fees charged, are also dependent on your timely and effective completion of your responsibilities, the accuracy and completeness of the assumptions, and timely decisions and approvals by your management. You will be responsible for any delays, additional costs or other liabilities caused by or associated with any deficiencies in the assumptions or in carrying out your responsibilities. 5. Additional Understandings Arising from the Performance of Attest Services by Trusted Tech Team to Client or an Affiliate of Client Under a Separate Engagement Agreement In connection with the performance of these Services, Client agrees to make all management decisions and perform all management functions; designate an individual who possesses suitable skills, knowledge, and/or experience, preferably within senior management, to oversee such Services; evaluate the adequacy and results of the Services performed; accept responsibility for the results of the Services; and establish and maintain internal controls, including monitoring ongoing activities. We will not perform any management functions, make management decisions, or otherwise perform in a capacity equivalent to that of an employee or officer of Client. 6. Fees and Expenses 7. Main Point of Contact Name: Email: Phone Number: 8. Invoice Address Invoices for Trusted Tech Team Services rendered pursuant to this Statement of Work will be sent to: 5171 California Avenue, Suite #250, Irvine CA 92617 Docusign Envelope ID: D1 BE9923-3241-4772-8668-953545A9E09F I11lllqTR US IU ' i 9. Acknowledgement and Acceptance By the signatures of their duly authorized representatives below, Trusted Tech Team and Client, intending to be legally bound, acknowledge that they have read and agree to all of the provisions of this Statement of Work (including any Exhibits and Attachments hereto) as of the date set forth above. Trusted Tech Team and Client, and each signatory below, hereby represents that said signatory is a duly authorized representative of such party and has the requisite power and authority to bind such party to the terms set forth in this Statement of Work. AGREED TO AND ACKNOWLEDGED BY: Trusted Tech Team LLC. City of Tukwila By: Signed by: 9r By: DocuSigned by: common L4bUY(Ebb4Eb(40C Name: David Longville Jr Name: Eric Compton Title: Co -Manager Title: Franchise Analyst Date: 10/20/2025 Date: 5/30/2025 FEIN/Tax ID Number: 5171 California Avenue, Suite #250, Irvine CA 92617