town of holly springs

___________________________________________________________________________________________________________ January 7, 2020 Business Meeting

Town of Holly Springs Town Council Meeting Agenda Cover Sheet

Agenda Item #: 9f Consent Agenda

Title: Digital Recovery and Implementation Services

Strategic Priority Area: Organizational Excellence

Staff Resource: Jeff Wilson, Information Technology ________________________________________________________________________________ Action(s): Motion to approve the Corus360 Sales Agreement and Scope of Work for the project VMWare and Veeam Consulting Services for $20,305. Explanation:

• The Town is investing strategically in the areas of data security, disaster recovery, and business continuity.

• The project will assist the Information Technology (IT) department with improving its systems posture by ensuring the backup software systems, backup storage systems, virtual server environment, and network are efficiently operating, reliable, and configured to industry best practices.

• On the recovery end of a natural disaster or cyber security incident are the systems that will be even further hardened to ensure resiliency for the Town upon completion of this project. The more resilient the systems are through frequency of backups and proper configuration of networks and storage where backups are managed, the more quickly the Town can recover from any incidents.

• Furthermore, reduces the impact to everyone who depends on the services of the Town, whether direct technology interaction with Town services, or direct customer service interactions where the staff member relies on technology to respond to the customer.

Background: • The IT Department has been focused on the Town’s systems security and data

resiliency therefore positioning the town for faster and smoother recovery from cyber security attacks.

• Prolonged outages from disasters and cyber security incidents cost municipalities across the country millions of dollars per incident. In most of these cases, the high expense and recovery delays were caused by the failure to have resilient backup solutions. The services provided will help us with the speed of our recovery in the event of an attack.

Funding Source(s): IT Department Operating Budget – Contract Services ($20,305)

Attachment(s): • Statement of Work • Sales Agreement

Statement of Work Project: VMware and Veeam Consulting Services December 16, 2019 Version 2.0 Prepared For: Doug Wise Senior Systems Administrator Town of Holly Springs 128 S. Main St. Holly Springs, NC 27540 (919) 557-2913 [email protected] Prepared By: Samantha Davenport – Account Executive Brad Ramsey – Solution Architect Corus Group, LLC 130 Technology Parkway Peachtree Corners, GA 30092 [email protected] [email protected] SOW# SDav112219-SIS-T360

DocuSign Envelope ID: 393AF8BA-4030-4D5A-A6E9-B47BAC815A17

2019 Corus Group, LLC. All rights reserved. Confidential and Proprietary to Corus Group, LLC.

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Table of Contents

Version Control ............................................................................................................................................................... 3

Project Abstract .............................................................................................................................................................. 4

Client Responsibilities ..................................................................................................................................................... 4

Project Scope .................................................................................................................................................................. 4

Project Schedule ............................................................................................................................................................. 4

Project Assumptions ....................................................................................................................................................... 4

Exclusions ....................................................................................................................................................................... 5

Protected Information .................................................................................................................................................... 6

Contract Term and Termination ..................................................................................................................................... 6

Security Systems Disclosure ........................................................................................................................................... 6

Change Control ............................................................................................................................................................... 6

Project Organization ....................................................................................................................................................... 7

Professional Fees and Arrangements ............................................................................................................................. 8

Out-of-Pocket Expenses ................................................................................................................................................. 8

Services Payment Procedures......................................................................................................................................... 9

APPROVALS ..................................................................................................................................................................... 9



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Version Control

Revised By Date Revised Version

Brad Ramsey Original 1.0

PMO 12/16/2019 2.0

PMO Approval Date of Approval Version

12/16/2019 2.0

QA Approval Date of Approval By:

11/22/2019 Jason Figliolini



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Project Abstract Corus Group, LLC DBA Corus360 will provide Town of Holly Springs (Client) technical support services to analyze their current VMware and Veeam environments and implement upgrades/redesigns to improve availability, performance, and manageability. This Statement of Work outlines the prerequisites and tasks required for completing the project, as well as the assumptions considered for scoping the services.

Client Responsibilities Prior to the commencement of this project, the following must first be completed by the Client:

Provide appropriate point-of-contacts for various systems and applications considered in-scope of this project.

Provide requested documentation pertaining to systems and applications considered in-scope.

Provide required access (physical and/or remote) to systems and applications considered in-scope.

Project Scope Corus360 is responsible for the following items within the project scope:

Verify completion of Client prerequisites.

Collect and review appropriate system and application reports, logs, performance analysis data, and other documentation that provides current configuration and utilization states of Client’s environment.

Perform analysis of Client’s current configuration state and document systems that are deployed outside of best practices as defined by system and application vendors.

Document and implement remediation plan to rearchitect current VMware and Veeam environments in order to improve performance, efficiency, availability, scalability, and/or security. Client must approve the proposed remediation plan prior to Corus360 proceeding to implement changes in their environment

Implement Tegile storage integration with Veeam to provide backups from Tegile snapshots and Veeam snapshot browser capabilities.

Install new 10Gb NICs in six (6) existing Dell R730 servers by replacing current Network Daughter Cards. Reconfigure VMware vSwitches accordingly.

Deploy new Veeam repository server (Dell R740) and reconfigure backup jobs to use new repository.

Deploy new Microsoft Azure environment for Veeam cloud-based repository.

Provide backup and recovery testing of new Veeam environment (on-prem and cloud).

Provide ongoing technical assistance to Client on an as-needed, pre-scheduled basis.

Track hours and deliverables through project management. Corus will notify Client when project is close to 80 hours (around the 65-hour mark).

Project Schedule Corus360 will develop and deliver a formal schedule for all project tasks being performed for Town of Holly Springs. The project schedule will document tasks and responsibilities for each of the deliverables within the scope. This will also be used throughout the duration of the project to monitor and report against defined milestones.

Project Assumptions In order to prepare this proposal, Corus360 has made certain assumptions to cover items that may not have been expressly discussed during conversations with Town of Holly Springs. Changes to these assumptions may affect the scope and cost of this proposal.



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The systems in scope for this project include the following: VMware vSphere Standard, Veeam Backup and

Replication Enterprise Plus, existing Dell R730 servers, existing Tegile storage arrays, existing Synology

NAS, new Dell R740xd2 server.

Client has (or will obtain) appropriate software licenses and support for any systems scope.

Services may be completed either remotely or onsite at a time mutually agreeable to both parties.

Corus360 engineers will have VPN access and/or credentials to appropriate systems needed for implementation.

Corus360 will be responsible for providing project management, as necessary, for this engagement. Client will identify a point of contact with overall responsibility for the project. This person will act as the

primary contact for Corus360 and will have decision-making authority regarding management of this project. Client will provide timely access to personnel for their required tasks, knowledge of existing systems and

collaboration. Failure to provide responses to requests for information within mutually agreed upon timeframes may cause delays and impact the timely completion of the Services.

Client will provide required/appropriate access levels to all necessary environments, facilities, hardware, software and licenses to Corus360 for the duration of this engagement.

Corus360 may perform some work remotely, where applicable and appropriate. Client is responsible for providing adequate power and workspace for any work performed at Client’ premises. Any onsite work shall be performed in Client, NC.

Corus360 will return all Client-supplied documentation, software, and other materials to Client at completion of project.

Client is responsible for the validity of any required backups they have taken and to make sure that they are complete. Corus360 cannot be held responsible for loss of data on Client’ systems.

Client will provide downtime availability for tasks that will not tolerate a powered-on state. Client shall obtain all necessary internal approvals for scheduled maintenance windows in a timely manner.

Client assumes responsibility for insuring any/all Client-owned equipment, and for verifying any effects to their insurance coverage/policy which may result from the Services contemplated herein.

The pricing listed in this document is for services only and is not inclusive of any hardware or software costs. Client shall be responsible for payment, fees, and applicable tax pertaining to any necessary hardware or software necessary for this engagement.

If task assignment requires Corus360 to work directly with a third party, effort spent facilitating communication with that party is considered billable work. Corus360 cannot be responsible for the acts, omissions, or timeliness of responses from third parties, nor can Corus360 be liable for any compatibility or performance issues resulting from the implementation of any hardware/software solutions designed by, or purchased from, a third party.

Any effort associated with implementing changes to Corus360's environment to support specific Client requests (such as VPN connection or creation of a development environment) is considered to be billable work. Any expense associated with such a request will be handled as an additional project expense.

Once this SOW is approved, any changes to the services will be managed according to the Change Procedure set forth herein.

Client may terminate this SOW by providing thirty (30) day written notice to Corus360. All actual hours spent prior to receiving that notification will be due and payable.

Corus360 will notify Client before eighty (80) hours are consumed.

Exclusions Corus360 is only responsible for completing the services listed in the above scope of work. Services requested outside the scope of work may be subject to additional charges. The following are expressly excluded:

Network changes outside those listed in the Scope of Work

Remediation of deficiencies outside of Client’s VMware and Veeam environments

Data wipe/erasure

Hardware disposal

Integration with third-party application solutions not supported by Corus360 and/or not necessary to



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complete the above scope of work

Other deliverables, documentation, installation of hardware or software, or configuration of applications that are not specifically listed within this document

If further services are necessary outside of the boundaries of this scope, an SCR form or an additional scope of work will be provided and mutually agreed upon by Corus360 and Client prior to execution.

Protected Information Corus360 will not copy and/or store any regulated or personally identifiable information (PII) data during the course of this engagement. Client agree to alert Corus360 to the possibility of any risks of accessing regulated or PII data during this project and will work with Corus360 to determine appropriate responsibilities between each party for each technology.

Contract Term and Termination Once executed, this SOW will be valid until services outlined in the above scope have been completed, or until 365 consecutive days from date of execution, (whichever is earlier) after which point this SOW shall be considered complete. Any additional work requested after such contract term has been reached must be addressed in an additional SOW or a Scope Change Request. All work performed prior to completion of contract term shall be due and payable.

Security Systems Disclosure Client shall be responsible for the governance and security of their network/firewall/data protection systems without limitation and shall be responsible for applying appropriate security controls required to protect or maintain such systems. Client acknowledges that they are accountable for compliance with any regulations or industry standards that may be applicable to them and may not transfer associated risk to Corus360.

Change Control Should project objectives or requirements exceed the defined deliverables identified in this Statement of Work, all parties will utilize the Change Control process to refine additional time, cost, and schedule impact to meet proposed workloads, deliverables, and time frames. As such situations occur, each change will be documented, and if such change is deemed to alter the time required to complete the project or its cost, the change will be acknowledged by both parties, and the cost and/or time estimates updated accordingly by both parties’ acceptance. All noted changes must be formally accepted prior to their execution. Requirements, working papers, project plan documents, and Change Management Requests will be kept in an accessible electronic location for review.



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Project Organization Town of Holly Springs will provide the following roles to ensure the success of the engagement:

Role Responsibilities

Project Sponsor Provide overall approval for project objective, scope, and approach. Establish the project as a priority for project stakeholders. Ensure client project resources are committed and available. Participate in project status meetings. Review all milestones and deliverables.

Project Manager Act as key point of contact for organizing meetings with corporate management and staff. Ensure timely completion of requested information and tasks.

LoB Stakeholders Provide input from a departmental role and user of IT technologies.

Other Town of Holly Springs IT and business resources may be required to meet the project objectives. Corus360 will provide the following roles to ensure the successful completion of the project objectives.

Role Responsibilities

Client Executive Act as key point of contact for client. Work closely with Project Manager to ensure timely completion of tasks and reports to client as the need arises.

Project Manager Manage project activities to ensure timely completion of milestones and deliverables. Track and report project status. Conduct weekly status meetings.

Consultant(s) Provide technical and subject matter expertise to gather input and analyze data for the deliverables.

Other Corus360 resources may be utilized as necessary to meet the objectives of this arrangement and to deliver the value expected from our organization. All Corus360 resources are working as a virtual team member to Town of Holly Springs.



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Professional Fees and Arrangements Time & Materials: Client pays Corus360 for the actual time spent on the project. The actual time required to complete the project is subject to change based on additional information learned during the course of the project. As such, the resulting project total may be greater or less than the estimate provided in this document. Significant changes to scope will be documented and agreed to in the form of a Scope Change Request.

Service Hourly Fee

Architect/Engineering Resource $195.00 per Hour * Estimated 80 Hours

After-Hours Service $292.50 per Hour * As Requested

Project Management $150.00 per Hour * Estimated 15 Hours

Travel and Expenses (Estimated; Billed at Actual) $2,455.00

TOTAL (estimated) $20,305.00

*Note: Client will be invoiced separately for actual accumulated mileage of the assigned Corus360 resource(s) for personal vehicle use at a rate of $0.58/mile, as well as any actual expenses (e.g. hotel, meals, airfare) incurred during said travel. Expenses will be itemized on the invoice. The estimate above is based on a typical daily rate for travel; actual expenses may vary. Any onsite work is limited to that which can be performed within the United States of America.

Expenses Billable to Customer: Yes No

Out-of-Pocket Expenses Additional out-of-pocket expenses such as travel, accommodations, and project supplies will be reviewed and approved by Town of Holly Springs prior to initiation. All out-of-pocket expenses will be billed directly back to Town of Holly Springs at cost.



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Services Payment Procedures All invoices and billing correspondence will be sent to the Town of Holly Springs’s designated billing contact below. To be completed by Client:

Name

Postal Address

Suite

City, State Zip

Phone Number

Fax Number

Email Address

Reference # or PO number

Effective Date of SA

APPROVALS This Statement of Work is subject to the terms and conditions of the Corus Group, LLC Sales Agreement, which is hereby ratified and confirmed by the parties. In the event of a conflict, provisions of this Statement of Work will take precedence. Both parties warrant and represent that they have authority to execute this Statement of Work on behalf of their companies and bind them to the obligations.

Town of Holly Springs Corus Group, LLC

BY: _________________________________ (AUTHORIZED SIGNATURE)

BY: _________________________________ (AUTHORIZED SIGNATURE)

TITLE: _________________________________ TITLE: _________________________________

DATE: _________________________________ DATE: _________________________________

SOW#: Town of Holly Springs VMware and Veeam Consulting Services SDav112219-SIS-T360 v2


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