HomeMy WebLinkAboutResolution - 2022-R0312 - PO 33001638 with CDW Government 7.12.22Resolution No. 2022-RO312
Item No. 5.11
July 12, 2022
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and
on behalf of the City of Lubbock, Purchase Order 33001638, for the purchase of active
directory data migration, bringing the City's public safety units into the same used principal
domain, by and between the City of Lubbock and CDW Government LLC of Chicago, Illinois,
and related documents. Said Purchase Order is attached hereto and incorporated in this
resolution as if fully set forth herein and shall be included in the minutes of the City Council.
Passed by the City Council on
ATTEST:
e &4--mu X
ebe t
ca Garza, City Secr
APPROVED AS TO CONTENT:
Erik Rejino, Assistant City Manager
APPROVED AS TO FORM:
Ry Br e, A istant City Attorney
RESTO 33001638-CDW Government, Inc.
6.24.22
July 12, 2022
10- 1 ?2) r /0"
T AYNE OR
F40000- 11 City of
Uibnoex
TEXAS
PURCHASE ORDER
TO: CDW GOVERNMENT INC
75 REMITTANCE DRIVE
SUITE 1515
CHICAGO IL 60675-1515
Page - I
Date - 6/22/2022
Order Number 33001638 000 OP
Branch/Plant 3410
SHIP TO: CITY OF LUBBOCK
INFORMATION TECHNOLOGY
1314 AVENUE K - BASEMENT
LUBBOCK TX 79401
INVOICE TO: CITY OF LUBBOCK
ACCOUNTSPAYABLE
P.O. BOX 2000
LUBBOCK, TX 79457 BY:
Marta Al z, Director of Purchasing & Contract Management
Ordered 6/22/2022 Freight
Requested 6/22/2022 Taken By
09,118I.Y:1`J
Delivery Per J Zhine / Req # 59018 PUR 16689/Quote#062022/OMNIA ESC R210401
If you have any questions contact Jay Zhine.jzhine@mylubbock.us Phone 806-775-2366
Description/Supplier Item Ordered Unit Cost UM Extension Request Date
AD Migration & Domain 1.000 37,065.0000 EA 37,065.00 7/22/2022
Consolidation SOW
AD Migration & Domain 1.000 37,065.0000 EA 37,065.00 7/22/2022
Consolidation Project Closure
Discount 1.000 (10,000.0000) EA (10,000.00) 7/22/2022
Seller Funding
Total Order
Terms NET 30 64,130.00
1rVJUKANUL Kb U1KhIJ:
Commercial General Liability, per occurrence- $1,000,000 Cyber Liability Requirements: $2,000,000 of coverage is needed
$2,000,000 Aggregate. CGL is required in ALL contracts. It is for Cyber Liability.
perhaps the most important of all insurance policies in a contractual Technology Errors and Omissions Requirements: $5,000,000
relationship. It insures the Contractor has broad liability coverage per claim.
for contractual activities and for completed operations.
City of Lubbock is named as an additional insured on a primary and non-contributory basis with a waiver of subrogation in favor of the
City of Lubbock on liability coverages. To include products of completed operations endorsements. Waiver of subrogation provided on
the workers' com ensation.
This purchase order encumbers funds in the amount of $64,130.00 awarded to CDW Government, Inc. of Chicago, IL, on July 12
2022. The following is incorporated into and made part of this purchase order by reference: Quote dated June 20, 2022, from CDW
Government, Inc. of Chicago, IL and OMNIA ESC R210401.
Resolution # 2022-R0312
CITY O BO S l�
Tray yne, NSW / Telfcca Garza, City §e`crett
Rev. 3/2022
Seller and Buyer agree as
follows:
PURCHASE ORDER
TERMS AND CONDITIONS
STANDARD TERMS AND CONDITIONS
ACCEPTANCE OF THIS PURCHASE ORDER:
CONTRACTOR ACKN0
WLEDGES. by supplvine anv Goods or Services that the Contractor has read, full
understands. and will be in full compliance with all tempts and conditions and the descriptive material contained herei
and any additional associated documents and A:.endmens. The City disclaims any terms and conditions provided b
the Contractor unless agreed upon in writing by the parties. In the event of conflict between the Cnv's terms an
conditions and am, terns and conditions provided by the Contractor. the teens and conditions. vmvided_hercia-sha'.
1. SELLER TO PACKAGE GOODS. Seller will package goods in accordance with good commercial practice.
Each shipping container shall be clearly and permanently marked as follows (a) Seller's name and address, (b)
Consignee's name, address and purchase order or purchase release number and the supply agreement number if
applicable, (c) Container number and total number of containers, e.g. box 1 of 4 boxes, and (d) the number of the
container bearing the packing slip. Seller shall bear cost of packaging unless otherwise provided Goods shall be
suitably packed to secure lowest transportation costs and to conform with requirements of common carriers and any
applicable specifications. Buyer's count or weight shall be final and conclusive on shipments not accompanied by
packing lists.
2. SHIPMENT UNDER RESERVATION PROHIBITED. Seller is not authorized to ship the goods under
reservation and no tender of a bill of lading will operate as a tender of goods.
3. TITLE AND RISK OF LOSS. The title and risk of loss of the goods shall not pass to Buyer until Buyer actually
receives and takes possession of the goods at the point or points of delivery.
4. NO REPLACEMENT OF DEFECTIVE TENDER Every tender of delivery of goods must fully comply withal]
provisions of this contract as to time of delivery, quality and the like. If a tender is made which does rat fully conforn,
this shall constitute a breach and Seller shall not have the right to substitute a conforming tender, provided, where the
time for performance has not yet expired, the Seller may reasonably notify Buyer of his intention to cure and may
then make a conforming tender within the contract time but not afterward.
5. INVOICES & PAYMENTS. a S e 11 e r shall submit separate invoices, in duplicate, one each purchase order or
purchase release after each delivery. Invoices shall indicate the purchase order or purchase release number and
the supply agreement number if applicable. Invoices shall be itemized and transportation charges, if any, shall be
listed separately. A copy of the bill of lading, and the freight waybill when applicable, should be attached to the
invoice. Mail To: Accounts Payable, City of Lubbock, P. 0. Box 2000, Lubbock, Texas 79457. Payment shall not
be due until the above instruments are submitted after delivery.
6. GRATUITIES. The Buyer may, by written notice to the Seller, cancel this contract without liability to Seller if
it is determined by Buyer that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the
Seller, or any agent or representative of the Seller, to any officer or employee of the City of Lubbock with a view to
securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any
determinations with respect to the performing of such a contract. In the event this contract is canceled by Buyer
pursuant to this provision, Buyer shall be entitled, in addition to any other rights and remedies, to recover or withhold
the amount of the cost incurred by Seller in providing such gratuities.
7. SPECIAL TOOLS & TEST EQUIPMENT. If the price stated on the fact hereof includes the cost of arty special
tooling or special test equipment fabricated or required by Seller for the purpose of filling this order, such special
tooling equipment and any process sheets related thereto shall become the property of the Buyer and to the extent
feasible shall be identified by the Seller as such.
8. WARRANTY -PRICE. a The price to be paid by the Buyer shall be that contained in Seller's bid which
Seller warrants to be no higher than Seller's current process on orders by others for products of the kind and
specification covered by this agreement fbr similar quantities under similar of like conditions and methods of purchase.
In the event Seller breaches this warranty, the prices ofthe items shall be reduced to the Seller's current prices
on orders by others, or in the alternative. Buyer may cancel this contract without liability to Seller for breach
or Seller's actual expense. b. The Seller warrants that no person or selling agency has been employed or retained to
solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent
fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Seller for
the purpose of securing business. For breach of vitiation of this warranty the Buyer shall have the right in addition to
any other right of rights to cancel this contract without liability and to deduct from the contract price, or otherwise
recover without liability and to deduct from the contract price, or otherwise recover the full amount ofsuch commission,
percentage, brokerage or contingent fee.
9. WARRANTY -PRODUCT. Seller shall not limit or exclude any implied warranties and any attempt to do so shall
render this contract voidable at the option of the Buyer. Seller warrants that the goods furnished will conform to the
specification, drawings, and descriptions listed in the bid invitation, and to the sample(s) famished by the Seller, if any.
In the event of a conflict or between the specifications, drawings, and descriptions, the specifications shall govern
Notwithstanding any provisions contained in the contractual agreement, the Seller represents and warrants fault -free
performance and fault -free result in the processing daze and date related data (including, but not limited to calculating,
comparing and sequencing) of all hardware, software and firmware products delivered and services provided under
this Contract, individually or in combination, as the case may be from the effective date of this Contract. The
obligations contained herein apply to products and services provided by the Seller, its sub- Seller or any third party
involved in the creation or development of the products and services to be delivered to the City of Lubbock wrier this
Contract. Failure to comply with any of the obligations contained herein, may result in the City of Lubbock
availing itself of any of its rights wrier the law and under this Contract including, but not limited to, its right pertaining
to termination or default. The warranties contained herein are separate and discrete from any other warranties
specified in this Contract, and are not subject to any disclaimer of warranty, implied or expressed, or limitation of the
Seller's liability which may be specified in this Contract, its appendices, its schedules, its annexes or any document
incorporated in this Contract by reference.
10. SAFETY WARRANTY. Seller warrants that the product sold to the Buyer shall conform to the standards
promulgated by the U.S. Department of labor under the Occupational Safety and Health Act of 1970. In the event the
product does not conform to OSHA standards, Buyer may return the product for correction or replacement at the
Seller's expense. In the event Seller fails to make the appropriate correction within a reasonable time, correction
made by Buyer will be at the Seller's expense.
11. NO WARRANTY BY BUYER AGAINST INFRINGEMENTS. As part of this contract for sale Seller agrees
to ascertain whether goods manufactured in accordance with the specifications attached to this agreement will give
rise to the rightful claim of any third person byway of infringement of the like. Buyer makes no warranty that the
production of goods according to the specification will not give rise to such a claim, and in no event shall Buyer be
liable to Seller for indemnification in the event that Seller issued on the grounds of infringement of the like. If Seller
is of the opinion that an infringement or the lice will result, he will notify the Buyer to this effect in writing within two
weeks after the signing of this agreement. If Buyer does not receive notice and is subsequently held liable for
the infringement or the like, Seller will save Buyer harmless. If Seller in good faith ascertains the production of the
goods in accordance with the specifications will result in infringement or the like, the contract shall be null and void.
12. NON APPROPRIATION. All funds for payment by the City under this contract are subject to the availability ofan
annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the
City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without
termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for
the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If atany
time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on
thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be
obligated under this contract beyond the date of termination.
13. RIGHT OF INSPECTION. Buyer shall have the right to inspect the goods at delivery before accepting them
14. CANCELLATION. Buyer shall have the right to cancel for default all or any part of the undelivered portion of
this order if Seller breaches any of the terns hereof including warranties of Seller or if the Seller becomes insolvent or
commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies which
Buyer may have in law or equity.
in accordance with this provision. Termination of work hereunder shall be effected by the delivery of the Seller of
a "Nonce of Termination" specifying the extent to which performance of work under the order is terminated and the
date upon which such termination becomes effective. Such right or termination is in addition to and not in licu o f the
rights of Buyer set forth in Clause 14, herein.
16. FORCE MAJEURE. Neither party shall be held responsible for losses, resulting if the fulfillment of any
terns of provisions of this contract is delayed or prevented by any cause not within the control of the party whose
performance is interfered with, and which by the exercise of reasonable diligence said party is unable to prevent.
17. ASSIGNMENT -DELEGATION. No right or interest in this contract shall be assigned or delegation of any
obligation made by Seller without the written permission of the Buyer. Any attempted assignment or delegation by
Seller shall be wholly void and totally ineffective for all purpose unless made in conformity, with this paragraph.
18. WAIVER No claim or right arising out of a breach of this contract can be discharged in whole or in part by a
waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in
writing signed by the aggrieved party.
19. INTERPRETATION -PAROLE EVIDENCE. This writing, plus any specifications for bids and performance
provided by Buyer in is advertisement for bids, and any other documents provided by Seller as part of his bid,
is intended by the parties as a final expression of their agreement and intended also as a complete and exclusive
statement of the terms of their agreement. Whenever a tern defined by the Uniform Commercial Code is used in this
agreement, the definition contained in the Code is to control.
20. APPLICABLE LAW. This agreement shall be governed by the Uniform Commercial Code. Wherever the term
"Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in
the State of Texas as effective and in force on the date of this agreement.
21. RIGHT TO ASSURANCE. Whenever one party to this contract in good faith has reason to question the other
party's intent to perform he may demand that the other party give written assurance of his intent to perform In the
event that a demand is made and no assurance is given within five (5) days, the demanding party may treat this
failure as an anticipatory repudiation of the contract.
22. INDEMNIFICATION. Seller shall indemnify, keep and save harmless the Buyer, is agents, officials and
employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, costs and
expenses, which may in anywise accrue against the Buyer in consequence of the granting of this Contract or which
may anywise result therefrom, whether or not it shall be alleged or determined that the act was caused through
negligence or omission of the Seller or is employees, or of the subSeller or assignee or is employees, if any, and the
Seller shall, at his own expense, appear, defend and pay all charges of attorneys and all costs and other expenses
arising therefrom of incurred in connection therewith, and, if any judgment shall be rendered against the Buyer in any
such action, the Seller shall, at its own expenses, satisfy and discharge the same Seller expressly understands and
agrees that any bond required by this contract, or otherwise provided by Seller, shall in no way limit the
responsibility to indemnify, keep and save harmless and defend the Buyer as herein provided.
23. TIME. It is hereby expressly agreed and understood that time is of the essence for the performance of this
contract, and failure by contract to meet the time specifications of this agreement will cause Seller to be in default
of this agreement.
24. MBE. The City of Lubbock hereby notifies all bidders that in regard to any contract entered into pursuant to
this request, minority and women business enterprises will be afforded equal opportunities to submit bids in response
to this invitation and will not be discriminated against on the grounds of race, color, sex or natural origin in
consideration for an award.
25. NON -ARBITRATION. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent
jurisdiction Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted
right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised
concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document,
this provision shall control.
26. RIGHT TO AUDIT. At any time during the term of the contract, or thereafter, the City, or a duly authorized
audit representative of the City or the State of Texas, at is expense and at reasonable times, reserves the right to
audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such
an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount
of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to
deduct such amounts owing the City from any payments due Contractor.
27. The Contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from
the Director of Purchasing and Contract Management.
28. Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist Organization Prohibited
Pursuant to Section 2252.152 of the Texas Government Code, prohibits the City from entering into a contract with a
vendor that is identified by The Comptroller as a company known to have contracts with or provide supplies or service
with Iran, Sudan or a foreign terrorist organization
29. Texas Government Code. Section 2252.908 requires a business entity entering into certain contracts with a
governmental entity or state agency to file with the governmental entity or state agency a disclosure of interested panics
at the time the business entity submits the signed contract to the governmental entity or state agency. Instructions for
completing Form 1295 are available at: hlrp:'rwww.ci.tubbock,lx.us amnrntai-
websites decanmcnts purchasinr; v endor-infvrttmatien
30. No Boycott of Israel Pursuant to Section 2271.002 of the Texas Government Code, Respondent certifies that
either (i) it meets an exemption criteria under Section 2271.002; or (ii) it does not boycott Israel and will not boycott
Israel during the term of the contract resulting from this solicitation Respondent shall state any fats that make it
exempt from the boycott certification in its Response.
31. No Boycott of Energy Companies. Pursuant to Section 2274 of the Texas Government Code, Respondent
certifies that either (i) it meets an exemption criteria under Section 2274.002; or (ii) it does riot boycott Energy
Companies and will not boycott Energy Companies during the term of the contract resulting from this solicitation.
Respondent shall state any facts that make it exempt from the boycott certification in its Response.
32. No Boycott of a Firearm Entity or Firearm Trade Association Pursuant to Section 2274 of the Texas
Government Code, Respondent certifies that either (i) it meets an exemption criteria under Section 2274.002; or (ii) it
does not boycott a Firearm Entity or Firearm Trade Association and will not boycott a Firearm Entity or Firearm
Trade Association during the tern of the contract resulting from this solicitation. Respondent shall state any facts that
make it exempt from the boycott certification in its Response.
33. Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist Organization Prohibited
Pursuant to Section 2252.152 of the Texas Government Code, prohibits the City from entering into a contract with a
vendor that is identified by The Comptroller as a company known to have contracts with or provide supplies or
service with Iraq Sudan or a foreign terrorist organization
34. TEXAS PUBLIC INFORMATION ACT. The requirements of Subchapter J, Chapter 552, Government Code,
may apply to this contract and the contractor or vendor agrees that the contract can be terminated if the contractor or
vendor knowingly or intentionally fails to comply with a requirement of that subchapter.
35. Pursuant to Section 552.301(c) of the Texas Government Code, the City of Lubbock has designated the following
email address for which public infommtion requests may be made by an entailed request: omsr:mylubbotk.tt5.. Please
send this request to this email address for it to be processed
15. TERMINATION. The performance of work under this order may be terminated in whole, or in part by the Buyer
REV. 3/2022
STATEMENT OF WORK
Project Name:
DVS - City of Lubbock - AD Consolidation
Seller Representative:
Rob Cooper
+1 (469) 587-0447robecoo@cdw.com
Customer Name:
CITY OF LUBBOCK
CDW Affiliate:
CDW Government LLC
Date:
June 20, 2022
Solution Architect:
Evan Doty
Drafted By
This statement of work ("Statement of Work" or "SOW") is made and entered into on the last date that this SOW is fully
executed as set forth below ("SOW Effective Date") by and between the undersigned, CDW Government LLC ("Provider,"
and "Seller,") and CITY OF LUBBOCK ("Customer," and "Client,").
This SOW is subject to the terms and conditions of the OMNIA Partners Region 4 Education Services Center "ESC"
Contract #R210401 held by CDW Government LLC with an effective date of June 1, 2021 (the "Agreement"). If there is a
conflict between this SOW and the Agreement, then the Agreement will control, except as expressly amended in this SOW
by specific reference to the Agreement.
PROJECT SCOPE
OVERVIEW
The Customer has requested assistance in completing a domain consolidation, bringing their public safety — including Fire
and Police units — into the principal domain used. This will involve working with, and scheduling with, active police and fire
units, as well as identifying the potential for a coexistence model for the migration versus a `big bang' model. This scope will
also include time and effort for analyzing those applications in use by the organization, planning for the remote users in the
organization, and incorporating all the potential components involved in a complex migration. Some important considerations
for this scope include the following: A total of six (6) key applications are identified as essential to the migration process, and
so only those six applications will be reviewed.
A key item to identify is that the Public Safety domain is linked to the primary domain of the city, and email, as well as other
Office 365 applications are presented to users in the public safety domain via those linked accounts. As that is the case, no
specific migration of mail or other Office 365 resources are understood to be needed at this time.
In the interest of efficiency, the Customer will be responsible for decommissioning the public safety domain once resources
are moved out of it, and it stands empty. Additionally, customer will be responsible for the full resource migration, once
migration testing and the 10 object pilot migration has completed.
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SOW 63957
PRE -PLANNING
APPROACH
In order to ensure a successful project, Seller will follow its proven methodology that focuses on envisioning, planning,
design, and deploy phases.
During these phases, Seller will work with Customer in a team -centric approach to ensure that knowledge transfer and best
practices are provided to the Customer team. It is assumed that Customer will provide a `point' person who has knowledge of
Customer systems and setup to provide input to the planning and design efforts.
The Workshops described in this document will facilitate direct knowledge transfer between Seller and the Customer staff,
preparing Customer to more effectively participate in the implementation of Microsoft Active Directory Domain Services
("AD DS"). Techniques include a combination of formal presentation and less structured discussions that allow Customer
staff to acquire information about the technologies specific to the Customer deployment requirements. The design workshops
will discuss the technology overview, best practices and design elements specific to the Customer environment.
PRE -PLANNING - DOCUMENTATION REQUEST
Seller needs to review the Customer documentation of its current environment prior to the workshop activity.
Upon the receipt of a signed SOW, Seller will work with Customer to obtain this documentation that will prepare Seller for
the Design Workshops. This documentation will be reviewed prior to the commencement of the Kick -Off Meeting. If the
required documentation is not available, Seller has a Site Assessment worksheet that can be provided to help gather the
documentation.
The Current State Document Request List includes: Domain Environment, Directory Services environment, Messaging
environment, Network Environment, User Population, Service Levels and Administration.
PROJECT KICK-OFF MEETING
Seller will begin with a Project Kick-off Meeting with the core Customer Project team. The initial meeting may require time
with the Customer business stakeholders, program sponsors, leads and IT managers. These interviews will help drive out the
required business objectives, drivers, overall design objectives and finalize the scope. This meeting should occur at least one
week prior to the onsite design and planning activities in order to give the teams the opportunity to prepare.
Topics for this meeting include:
• Knowledge transfer and review of company and project vision
• Outline of primary goals, objectives, and project requirements
• Knowledge transfer of Company Physical Profile and Organization structure including special requirements for a
location of business unit
• Document Request Current State
• Establishment of Project Management protocol for the engagement
• Establishment of Roles and Project Schedule
PLANNING SESSION
Planning is important and key to the success of a project or group of projects. The first day of onsite design and planning will
include a session to clarify and review the gathered current state information. The requirements for the new environment will
also be outlined during this session.
• Current State. Review and clarification of questions on the Current State environment.
• Requirements Definition. Determine, review and prioritize requirements for users, directories, security, coexistence,
migration process, and monitoring and maintenance activities.
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SOW 63957
AD DS HEALTH CHECK AND ANALYSIS
The health check and analysis consists of a number of activities, all of which contribute to a systematic and rigorous
evaluation of your AD DS environment.
ENVIRONMENT EXAMINATION
The Seller's consultant will first become acquainted with the existing AD DS architecture and any auxiliary environments or
applications that rely on or affect AD DS. The Environment Examination includes a Design Check and a Health Check. Part
of this design check will be reviewing and verifying the nature of the linked connectivity between the two environments,
wherein user accounts in the Public Safety domain access resources in the main City domain via linked connections.
DESIGN CHECK
The Seller consultant will analyze the current AD design and looks for gaps or deficiencies in the following areas:
• Forest and Domain Architecture
• Domain Controllers
• DNS and Namespace design
• NetBIOS Name Resolution
• Flexible Single Master Operation (FSMO) Placement
• Replication topology and Site Design
• Group Policy Objects (GPO)
• AD DS Monitoring & Backup Processes
• AD DS Disaster Recovery
• AD DS Antivirus; Patch Management Processes
• Audit Policies
• Security Policies
• Account Lockout Policies
HEALTH CHECK
The health check evaluates whether the following areas are working properly and identifies any gaps indicating that they are
not. The health check will:
• Verify the health of each Domain Controller
• Verify FSMO ownership propagates properly throughout the Forest
• Verify Site & Subnet topology
• Verify replication convergence
• Verify FRS or DFS-R is replicating properly
• Identify users with Enterprise Admin, Schema Admin and Domain Admin rights
These activities provide the basis for, and typically contribute to, the Gap Identification and Best Practices Analysis
component.
REPORT AND PRESENTATION
Seller will formally present the Health Check findings during a review session with system administrators and leads. The
Findings and Recommendations document and presentation also provide a high-level road map of next steps and an outline of
potential issues.
PLANNING AND DESIGN
The Design Workshops described in this document will facilitate direct knowledge transfer between Seller and the Customer
staff, preparing Customer to more effectively participate in AD DS' migration. Techniques include a combination of formal
presentation and less structured discussions that allow Customer staff to acquire information about the technologies specific
Proprietary and Confidential Page 3 189211 CDW Government LLC
SOW 63957
to the Customer deployment requirements. The design workshops will discuss the technology overview, best practices and
design elements specific to the Customer environment.
EXISTING AD DS DESIGN REVIEW AND VALIDATION
Since Customer has an existing target environment to be used for the migration, Seller will review this environment. This
review will focus on the suitability of the target environment to support the migration and on comparing the environment to
best practices to identify any gaps or necessary remediation steps.
The Active Directory Domain Services (AD DS) Design Review will cover the following topics with respect to the existing
target AD DS environment:
• Architecture Design
o Current State and Requirements Review
o Forest and Domain Architecture
o Name Resolution and Network Services
o Sites and Services Architecture
o Operations Master Roles and Domain Controllers
o Backup and Restore
Administrative Design
o Account Model
o Group Model
* Delegation of Administration
Group Policy Model Design
Understanding that we have just completed a health check, the AD DS design review and validation will focus specifically on
the requirements of integration for users coming from the public safety AD DS environment. This will include items such as
the linked accounts used for mail and 0365 access, among other things.
APPLICATION ASSESSMENT WORKSHOP
In this workshop, the Seller will work directly with the Customer seeking to understand and capture the components and
implementations of the components for up to six (6) applications identified as `tightly coupled' to the source domain, to be
moved to the destination domain. The components, along with their implementation, drives out options available to
implement using various migration scenarios.
• Validate/Determine current state of the Application component architecture
• Validate/Determine Security and Identity pattern requirement for application
• Identify component dependencies for the application.
• Create a conceptual diagram for review with the decision makers
■ Bounded to counts and connectivity — not application reviews
■ M365 Suite (Exchange, SharePoint, teams, AAD, etc.)
o External connectivity
■ VPN
■ SAAS
■ Non -domain joined managed devices
AD DS MIGRATION PLANNING WORKSHOP
The AD DS Coexistence and Migration Planning Workshop is a critical component in determining a comprehensive
migration plan that minimizes user disruption and process changes during the production migration phase. During this phase,
Seller will work with Customer to ensure that knowledge transfer and best practices are provided to the Customer team.
The AD DS Coexistence and Migration Planning Workshop will cover the following topics:
• Migration Approaches
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SOW 63957
• Network Services Integration
• Domain Upgrade Strategy
• Domain Migration Strategy
• Data Migration Strategy
• Applications and Services Migration Strategy
• Tools Selection
• Deployment Planning
o Pre -Requisites
o Communication Plan
o Environment Build
o Coexistence
o Testing
o User Migration Process
o Workstation Migrations Process
o Project Milestones and Timeline
DFS SHARE DISCOVERY AND DESIGN WORKSHOP
During this Workshop, Seller will work with Customer's technical staff that is responsible for the Distributed File System
and has knowledge of the file shares and usage. This session will finalize the file share and user group definitions to provide
a scope of the DFS Namespace and DFS Replication requirements.
The following topics will be included in the session:
• Discovery of file shares, group or individual ownership, user access and share sizes
• Discovery of user groups and types of file share mappings to be provided in the namespace
• Discovery of data center and remote site storage in use and availability for future use for file shares
• Logical namespace design and mappings
o Review of Access -based Enumeration effects on namespace use
• File share / namespace storage mapping and replication definitions for:
o Up to 100 file shares
o Up to 3 sites or servers
• Review file server and network bandwidth available/requirements
• Plan for DFS role installation on required servers
BUILD AND PILOT
CONFIGURE DFS NAMESPACE AND REPLICATION
During this phase, Seller with participation from Customer's technical staff who is responsible for DFS will configure DFS-N
and DFS-R. This phase will also require you to provide access and administrative privilege to DFS-N and DFS-R servers.
Implementation tasks that require physical presence in remote locations within the United States are not estimated in this
Statement of Work. The Change Order process, defined below, will be utilized to add travel and services to remote sites if
desired.
Tasks to be included in this phase include:
• Coordinating, with Customer, of new servers and other systems required to implement the DFS solution.
• Configuring DFS-N role on domain controllers, as required
• Validating storage space availability and usage for DFS share replications
• Configuring DFS-N and DFS-R definitions
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o Up to 100 file shares will be configured
o Single failover' failback definitions for shares
o Up to 3 sites or servers will be configured
• Testing and validating DFS-N and DFS-R operations
ENVIRONMENT BUILD
During this phase, any required changes to the Target environment to enable the migration as determined during the AD DS
Design Review are implemented. Note: The changes do not include remediating the Source or Target domains. If Customer
requests remediation assistance, a project change order will be required for Seller to perform the additional work.
Any supporting infrastructure required for the migration including configured the migration tool, as determined in the AD DS
Coexistence and Migration Planning Workshop is created and configured. Finally, any configuration changes required for the
Source and Target environments to coexist, such as establishing forest trusts, are implemented.
MIGRATION
MIGRATION TESTING
Migration testing is a critical component in validating that the migration plan minimizes user disruption and process changes
during the production migration phase. Testing is vital to confirm that individual aspects of the migration process are
completed correctly and function as expected during the migration itself and once in the target environment. During the AD
DS Coexistence and Migration workshop, specific functionality and use cases are typically identified that require specific
testing. Together with the Customer, Seller with will build test cases and scripts for each identified item, and then validate
them during this phase.
The results of this phase will determine if changes are needed to either the source or target environments, or if the migration
process itself needs to be altered. The AD DS Coexistence and Migration Plan will be updated as necessary.
PILOT PRODUCTION MIGRATION
This phase begins with a pilot migration. The pilot migration is limited in scope to minimize potential impact, but larger than
any test migrations in order to validate the migration process on a larger scale, similar to what is planned for production
migrations.
This pilot migration will be used to train the City of Lubbock team on the process and procedure needed to move Active
Directory Objects between domains, including users, workstations, servers, and files.
FILE AND PRINT SERVICES
Seller will work with Customer to plan the migration of shares, files and access control lists on three (3) existing Windows
Server File Services' servers to three (3) new Windows Server 2019 or newer File Services servers. Seller will also plan the
migration of five (5) existing Windows Server Print Services' server to five (5) new Windows Server 2019 or newer Print
Services server.
PROJECT CLOSURE AND NEXT STEPS
At the project's conclusion, a closure meeting will be held with Customer and Seller (Delivery and pre -Sales resources) to
verify that all business and technical requirements have been satisfied. If, during the engagement, next steps or
recommendations have been discovered by Seller those options will be presented to Customer for future action.
PROJECT ASSUMPTIONS
1. This project is limited to two (2) AD DS forest(s) comprised of two (2) domain(s).
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2. There will be a reassessment of the level of effort of the execution phase, including build and migration, upon
completion of the initial discovery and design of this project.
3. All domain controllers enumerated will reside in the United States.
4. There are not any other roles or applications on the current domain controllers that prevent the domain services role
on them from being removed/decommissioned.
5. Customer acknowledges that duplicate NetBIOS names and IP addresses cannot be on the network at the same time,
reusing the existing DC's NetBIOS names and IP addresses will result in an outage for those machines while each of
their new replacement DCs are being configured. Customer acknowledges and accepts that all other roles or
applications installed on the existing DCs will go offline when the servers are powered off.
6. User object migration will not exceed 10.
7. Workstation object migration will not exceed 10.
8. File server migration will not exceed 3.
9. Print server migration will not exceed 5.
10. Member server migration will not exceed 15.
11. Application investigation will occur for six (6) applications, but Customer is expected to have full support from
application vendors in order to accomplish migration between domains, including establishment of coexistence.
12. The number of workstations migrated to the Target environment per day is estimated at 100 which is largely
dependent on how many Level 1 support calls Customer's helpdesk can manage the following day. A change order
will be needed if total number of hours allocated for migrating workstations does not meet the minimum estimate.
13. Workstation remediation is the responsibility of Customer; Seller will provide Level 2 support.
14. Quest Migration Manager for Active Directory ("MMAD") will be used for the migration. The estimated Services
fees in this Statement of Work assumes MMAD will be utilized but if another tool was decided on during Planning
and Design a Change Order can be created.
15. All tools the Seller installs or runs will be done so on Customer's hardware. Seller retains all rights to the Seller -
developed tools.
16. The current AD DS and internal DNS are healthy and properly functioning to support the scope of this project.
17. The operating system version for the new domain controllers and any other servers will be Windows Server 2019 or
newer.
18. You and Seller will follow Seller's Project Management Methodology for this project.
19. Some services may be performed at a location other than your location (or another location designated by you).
When services are performed at your location (or another location designated by you), you will provide adequate,
co -located workspace for the engagement personnel (both Seller personnel and Customer personnel) with
appropriate system access. Seller recommends keeping these personnel separate from support teams and those
performing daily operations. When services are performed at your location (or another location designated by you),
the site will be secure. Seller is not responsible for lost or stolen equipment.
20. You will provide network connectivity, Internet access and voice access for local and long-distance calls.
21. All Change Orders will be provided in a timely fashion either by U.S. Mail, e-mail, personal transfer or facsimile
transmission to Seller's contact person.
22. If specified in the "Description:' Scope of Services" section above, initial support services related to the services that
are the subject of this SOW will be available as specified in that section. Seller will invoice you for the time Seller
performs this support, calculated using the rates specified in the "Professional Services Fees" section below (in the
increments specified therein).
23. Customer will provide subject matter experts in any applications that may be necessary to connect to AD DS. These
experts will provide the project team with authentication and migration plans. Seller will NOT design any
application migration procedures.
24. Cost of Delay: The cost of all delays in Customer approval, issue resolution, and information provision to our team
will be paid by Customer.
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25. External Dependencies: There may be external projects/dependencies that may have significant impact on the
timeline, schedule, and deliverables. It is our assumption that every reasonable attempt will be made to mitigate such
situations.
26. Customer acknowledges that Seller may earn a Microsoft incentive payment if Customer purchases Microsoft
products from Seller. Furthermore, Customer hereby consents to Seller receiving any such payment from Microsoft
and has no objections in relation thereto.
CUSTOMER RESPONSIBILITIES
1. Communicate all material project matters to Seller's contact person.
2. Application compatibility and application support.
3. Provide at least one qualified technical person with system administration responsibilities for the duration of the
project.
4. Provide qualified personnel at your location (or any other location designated by you where services are to be
provided) to support your existing equipment for the duration of the project.
5. Provide other full-time, qualified, knowledgeable personnel who will perform your obligations under this SOW;
make timely decisions necessary to move performance of the services forward; participate in this project to the
extent reasonably requested by Seller; and reasonably assist Seller with its performance of the services.
6. Provide Seller's personnel with appropriate levels of access and privilege to systems and information necessary for
Seller's performance of the services.
Build new server hardware and/or create guest virtual machines, install baseline operating system, establish network
connectivity, and update OS with the latest patches, according to Microsoft best practices.
Purchase the appropriate number of Quest's Migration Manager for Active Directory licenses prior to the start of this
project. Seller can assist with sourcing these materials upon request; however, Customer is ultimately responsible
for the migration software for this project.
OUT OF SCOPE
Specific tasks outside this SOW include, but are not limited to:
1. Seller is NOT investigating, assessing, documenting, evaluating risk, or mitigating any of the following:
a. Application compatibility with Schema upgrade.
b. Applications compatibly with domain services functional level changes.
c. Applications installed on DCs and their functionality after removing Active Directory Domain Services.
2. Redesign of the structure of Active Directory Domain Services OUs, Groups, or Group Policies.
3. Hardware build and configuration of servers for the new servers ("rack and stack").
4. Provisioning of virtual servers to be used in this project.
5. Remediation of application dependencies on Active Directory Domain Services.
6. PKI health review, configuration or migration.
7. Reorganizing or repermissioning file server volumes and directories.
8. Installing and configuring antivirus, monitoring and/or backup agents on new Windows Servers. Customer is
responsible for the solutions and will ensure that the servers are protected after the operating system is installed.
9. Seller will not be conducting formal training; however, knowledge transfer is integral to our approach throughout
execution of our methodology.
10. User, administrative operations or other documentation not specifically previously mentioned.
11. Remediation of application dependencies on AD DS.
12. Reorganizing or repermissioning file server volumes and directories.
13. Troubleshooting and/or remediation of the current AD DS environment.
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14. Redesign of the structure of AD DS. No redesign of the AD DS structure will be performed as part of this project.
15. Acquisition of hardware and software required for this engagement, including servers and software. Seller can assist
with sourcing these materials upon request; however, Customer is ultimately responsible for the hardware and
software for this project.
16. Staging of the physical servers to be used in this engagement. This includes racking as well as implementing the
base operating system and network configuration.
17. Configuration of centralized storage. SAN and/or other centralized storage configuration is the responsibility of
Customer
18. Installing and configuring antivirus on the Microsoft Servers or Workstations. Customer is responsible for the
antivirus solution and will ensure that the servers are protected after the operating system is installed.
19. Backup.'disaster recovery. Seller will not develop a backup./disaster recovery plan for the new environment as a part
of this engagement.
20. Seller will not be conducting formal training; however, knowledge transfer is integral to our approach throughout
execution of our methodology.
21. Writing end user and administrator process documentation. That documentation can be added to the project's scope
but will required a change request for the additional hours required.
Services not specified in this SOW are considered out of scope and will be addressed with a separate SOW or Change Order.
ITEM(S) PROVIDED TO CUSTOMER
Table 1 — Item(s) Provided to Customer
Item
Description
Format
AD DS ReviewNalidation
Document that has captured all inventory that has been
PDF
gathered during the Analysis and Planning phase and
the AD DS Architectural Design and Administration
ReviewNalidation workshops.
AD DS Migration
Final design document that includes:
PDF
Planning Design
• Migration planning design
• Migration strategy and approach
• Dependencies and coexistence design
Next
Services Proposal written by pre -Sales (non -billable) for
PDF
Steps/Recommendation
the recommended next steps.
follow-up Services
Proposal
GENERAL RESPONSIBILITIES AND ASSUMPTIONS
Customer is responsible for providing all access that is reasonably necessary to assist and accommodate Seller's
performance of the Services.
Customer will provide in advance and in writing, and Seller will follow, all applicable Customer's facility's safety
and security rules and procedures.
Customer is responsible for security at all Customer -Designated Locations; Seller is not responsible for lost or stolen
equipment, other than solely as a result of Seller's gross negligence and willful misconduct.
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• This SOW can be terminated by either party without cause upon at least fourteen (14) days' advance written notice.
PROJECT MANAGEMENT
Seller will assign a project management resource to perform the following activities during the project:
Kickoff Meeting. Review SOW including project objectives and schedule, logistics, identify and confirm project participants
and discuss project prerequisites.
Project Schedule or Plan. A project schedule that details the schedule and resources assigned to the project. The schedule
should align with the estimated project duration as established in the Project Scheduling section.
Status Meetings and Reports. Status meetings will be conducted on a regular cadence schedule based on agreement with
stakeholders, the estimated project duration and budget available. During these meetings, the Seller and Customer will
discuss action items, tasks completed, tasks outstanding, risks, issues, key decisions and conduct a budget review.
Change Management. When a change to a project occurs, the Seller's project change control process will be utilized.
Project Closure. Once verbal scope completion is confirmed, a written Project Closure Acceptance will be provided for
Customer to formally acknowledge. If desired, the project team will meet to recap, answering any questions address project
transition activities and next steps.
Project Management
A Project Manager is assigned and provides the following:
• Coordinates and facilitates kickoff, status (at agreed upon intervals) and close out calls
• Documents and distributes meeting notes/action items for all calls
• Creates and distributes escalation and contact lists
• Conducts regular status meetings to proactively identify any issues that may arise in order to mitigate risk
• Facilitates any necessary Change Orders and administrative tasks as necessary
• Monitors project scope and expectations
• Identifies and manages project risks
• Monitors the status and progress of the project and the quality of items provided
• Communicates at regular intervals, as agreed upon
• Acts as the main Point Of Contact to Customer, if requested
• Ensures project timelines, dependencies, budgets and closure are met within the project lifecycle
CONTACT PERSONS
Each Party will appoint a person to act as that Parry's point of contact ("Contact Person") as the time for performance nears
and will communicate that person's name and information to the other Parry's Contact Person.
Customer Contact Person is authorized to approve materials and Services provided by Seller, and Seller may rely on the
decisions and approvals made by the Customer Contact Person (except that Seller understands that Customer may require a
different person to sign any Change Orders amending this SOW). The Customer Contact Person will manage all
communications with Seller, and when Services are performed at a Customer -Designated Location, the Customer Contact
Person will be present or available. The Parties' Contact Persons shall be authorized to approve changes in personnel and
associated rates for Services under this SOW.
CHANGE MANAGEMENT
This SOW may be modified or amended only in a writing signed by both Customer and Seller, generally in the form provided
by Seller ("Change Order"). Services not specified in this SOW are considered out of scope and will be addressed with a
separate SOW or Change Order.
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In the event of a conflict between the terms and conditions set forth in a fully executed Change Order and those set forth in
this SOW or a prior fully executed Change Order, the terms and conditions of the most recent fully executed Change Order
shall prevail.
PROJECT SCHEDULING
Customer and Seller, who will jointly manage this project, will together develop timelines for an anticipated schedule
("Anticipated Schedule") based on Seller's project management methodology. Any dates, deadlines, timelines or schedules
contained in the Anticipated Schedule, in this SOW or otherwise, are estimates only, and the Parties will not rely on them for
purposes other than initial planning.
The following scheduling scenarios that trigger delays and durations to extend beyond what's been planned may require a
Change Order:
Site preparation, such as power, cabling, physical access, system access, hardware/software issues, etc. must be
completed in a timely manner.
Project tasks delegated to Customer PMs/Engineers/Techs/Management/Resources must be completed in a timely
manner. For example, in the event a project's prioritization is demoted, and Customer resources are reallocated
causing the project's schedule to extend on account of experiencing interruptions to its momentum
requiring complete stop(s) and start(s).
External projecWdependencies that may have significant impact on the timeline, schedule and deliverables. It is
Seller's assumption that every reasonable attempt will be made to mitigate such situations.
TOTAL FEES
The total fees due and payable under this SOW ("Total Fees") include both fees for Seller's performance of work ("Services
Fees") and any other related costs and fees specified in the Expenses section ("Expenses").
Seller will invoice for Total Fees. Customer will pay invoices containing amounts authorized by this SOW in accordance
with the terms of the Agreement. Unless otherwise specified, taxes will be invoiced but are not included in any numbers or
calculations provided herein. Any objections to an invoice must be communicated to the Seller Contact Person within fifteen
(15) days after receipt of the invoice.
SERVICES FEES
Services Fees hereunder are FIXED FEES, meaning that the amount invoiced for the Services will be $74,130.00.
The invoiced amount of Services Fees will equal the amount of fees applicable to each completed project milestone (see
Table below).
Table - Services Fees
Milestone
Percentage
Fee
Signed SOW
50%
$37,065.00
Project Closure
50%
$37,065.00
Subtotal
100%
$74,130.00
Less Seller funding
($I0,000.00)
Totals
$64,130.00
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SOW 63957
EXPENSES
All services under this SOW will be performed remotely; therefore, neither travel time nor direct expenses will be billed for
this project.
TRAVEL NOTICE
The parties agree that there will be no travel required for this project.
CUSTOMER -DESIGNATED LOCATIONS
Seller will provide Services benefiting the locations specified on the attached Exhibit ("Customer -Designated Locations").
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SIGNATURES
In acknowledgement that the parties below have read and understood this Statement of Work and agree to be bound by it,
each party has caused this Statement of Work to be signed and transferred by its respective authorized representative.
This SOW and any Change Order may be signed in separate counterparts, each of which shall be deemed an original and all
of which together will be deemed to be one original. Electronic signatures on this SOW or on any Change Order (or copies of
signatures sent via electronic means) are the equivalent of handwritten signatures.
CDW Government LLC
CITY OF LUBBOCK
Audrey Benjamin
Name: Susan Lusk Name:
Senior Manager
Title: Mgr Contract Negotiations Title: Mayor
Date: 8/2/22 Date: August 31, 2022
Mailing Address: Mailing Address:
200 N. Milwaukee Ave. PO BOX 2000, ACCTS PAYABLE
Vemon Hills, IL 60061 LUBBOCK, TX 79457-0001
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SOW 63957
EXHIBIT A
CUSTOMER -DESIGNATED LOCATIONS
Seller will provide Services benefiting the following locations ("Customer -Designated Locations").
Location(s) Address
IT Main 1314 Ave K, Lubbock, TX 79457
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SOW 63957
PEOPLE
WHO
GET IT"
To Whom It May Concern,
CDW Government LLC is a publicly traded entity under its parent company (Stock Ticker:
CDW).
Due to the new rules executed by the State of Texas on 01/01/2018, the Form 1295 is no longer
applicable to CDW Government LLC.
Please visit the following website for more information.
https://www.ethics.state.tx.us/data/filinginfo/l 295Changes. pdf
Changes to Form 1295
Changes to the laws requiring certain businm" to file a Form 1295 are in effect for
contracts entered into or amended on or after January I, 2018. The changes exempt
businesses from filing a Form 1295 for certain types of contracts and replace the
need for a completed Form 1295 to be notarized_ Instead, the pe", n riling a 1295
rtcxds t-0 complete an ` insworn duJaration.-
V4'hsrt type of contractx are exempt from the Form 129-S filing requirement
antler the amended law?
The amended law adds to the list of types of contract exempt rVum the Form 1295
filing requirement, A completed Form 1295 is not acquired for
* a sponsored research c�ontrac:# of an iastir�rion of higher education;
■ an interagency contract of a state agency or an institution of higher education:
+ a contract related to health and human services if,
o the value of the contract cannot be dc-tennined at the tirw the contract
is executed; and
any qualified vendor is eligibto for the contracl;
e a contract with a publicly traded business entily. including a wholly owned
subsidiary farthc busiriLss Ln ity;*
9 a Contract willt all cicetri4: utility, ax that term i:4 defined by Section 31.002,
Utilitics clj&.' or
■ a contract with a gas utility, as that term is defined by Section 121.001.
UtiIitics aNk,*