R-21-24VILLAGE OF DEERFIELD
RESOLUTION NO. 2021- R-21-24
A RESOLUTION WAIVING BIDDING AND APPROVING AN AWARD OF
CONTRACT FOR
NETWORK FIREWALLS AND IMPLEMENTATION SERVICES TO HEARTLAND
BUSINESS SYSTEMS
OF LITTLE CHUTE WISCONSIN
WHEREAS, the Village of Deerfield ("Village's is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and
WHEREAS, the Village desires to retain a company to provide Network Firewalls and
Implementation Services ("Equipment" and "Services'; and
WHEREAS, the Equipment and Services are not adaptable to competitive bidding
because only one trusted partner submitted a, proposal, and only trusted partners are
recommended due to the nature of the project; and
WHEREAS, pursuant to Section 9-16 the "Municipal Code of the Village of Deerfield,
Illinois, 1975," as amended ("Village Code', the bidding requirements may be waived for
contracts for supplies and services available from a single source or, which by their nature,
are not adaptable to competitive bidding; and
WHEREAS, Heartland Business Systems, of Little Chute, Wisconsin ("Contractor'),
has proposed to provide the Equipment and Services for a price not to exceed $23,977.92; and
WHEREAS, the Mayor and Board of Trustees have determined that waiving bidding
and entering into the Contract with Contractor will serve and be in the best interest of the
Village and its residents;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF
DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as
its findings, as if fully set forth herein.
SECTION 2: WAIVER OF COMPETITIVE BIDDING. Pursuant to Section 9-16
of the Village Code and the Village's home rule authority, the Village Board waives the
requirement of competitive bidding for the procurement of the Equipment and Services.
SECTION 3: APPROVAL OF CONTRACT. The contract by and between the
Village and Contractor is hereby approved in substantially the form attached to this
Resolution as Exhibit A ("Contract's, and in a final form and substance acceptable to the
Village Manager and the Village Attorney.
SECTION 4: AUTHORIZATION TO EXECUTE CONTRACT. The Mayor and the
Village Clerk are hereby authorized and directed to execute and attest, on behalf of the
100121167.11
Village, the final Contract upon receipt by the Village Clerk of at least one original copy of
the final Contract executed by Contractor; provided, however, that if the executed copy of the
final Contract is not received by the Village Clerk within 60 days after the effective date of
this Resolution, then this authority to execute and attest will, at the option of the Mayor and
Board of Trustees, be null and void.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect
from and after its passage and approval by the vote of two-thirds of the Trustees.
AYES: Benton, Jacoby, Jester, Oppenheim, Seiden
NAYS: None
ABSTAIN: None
ABSENT: Metts-Childers
PASSED: July 6, 2021
APPROVED: July 7, 2021
RESOLUTION NO: R-21-24
Daniel C. Shapiro, Mayor
ATTEST:
]r-�
Kent S. Street, Village Clerk
100121167.11
EXHIBIT A
Contract
Attached, to follow. Portions containing sensitive details relating to information security matters
have been redacted.
(00121167.11
C3HEARTLAND
BUSINESS SYSTEMS
Statement of Work
Village of Deerfield
MIGRATION od
SOW Prepared By:
Salem Najib
Heartland Business Systems
Phone: (312) 722-2994
snalib@hbs.net
STATEMENT OF WORK
Village of Deerfield --migration
Project Overview
This Statement of Work ("SOW") reflects the services and material to be provided by Heartland Business Systems, LLC,
hereinafter referred to as "HBS" for Village of Deerfield, hereinafter referred to as "Customer".
The objectives of the Project are:
HBS will, with Customer's assistance, convert one (3) pre-existing network firewalls from Customer's current platform and
configuration(s), hereinafter referred to as "Legacy Environment", to 3 new firewalls and provide
migration services and support for the conversion activity. HBS will provide as -built documentation at the completion of
the Project that outline the configuration items accepted by both HBS and the Customer at the successful completion of
the migration. HBS will make every effort to adhere to best practices throughout the project and will,
if necessary, inform the Customer if any design or configuration decisions deviate from these best practices.
Project Scope
HBS will provide the following services and material, herein referred to as "Scope":
In Scope
• Review, with Customer, the Customer -provided architecture, design, and configuration of the Legacy Environment.
• Review Legacy Environment to identify any network or external dependencies that may interfere with the
deployment.
• Upgrade firmware to recommended release version.
• Deploy a best -practice baseline configuration covering the following device functions:
■ User Identification
■ Client VPN
■ Configure -for on -demand administrative VPN access.
■ Install and test client software on up to three (3) Customer devices.
■ Advise Customer on automated package deployment strategies.
■ Multiple Internet connections
■ Connect secondary Internet connection.
■ Define routing and/or policy -based forwarding configurations.
■ Test and verify configuration.
■ Site -to -Site VPN
■ Define up ton site -to -site VPN tunnel connections.
■ Define supporting security policy rules and routes.
■ Validate connectivity and troubleshoot as needed.
■ Security policies
■ Define a basic set of best -practice reference policies, if applicable.
■ Review existing security rules and migrate functionality to new firewall.
■ Define application -based policies for any current port -based rules.
■ Identify and document any unknown-udp or unknown-tcp applications.
■ Plan and execute device migration from existing firewall to new Mfirewall during one after-hours
maintenance window (up to two hours).
CONFIDENTIAL 2
STATEMENT OF WORK
Village ofDcerioid-rnig!zriui
■ Perform basic connectivity validation testing and troubleshooting during device migration.
■ Provide post-cutover support and troubleshooting assistance (up to four hours).
■ Provide post -installation administrator training and knowledge transfer session for up to four Customer
administrators for up to four hours.
■ Provide post -installation "as -built" documentation outlining the final configuration. This documentation will
include the following, where applicable:
o Networking configurations
■ Virtual Router (VR)
■ Forwarding interfaces
■ Management interface
■ Logging interface
■ High Availability
■ Security Zone
■ VPN
o Administrative configuration
■ Administrative protocols and security model
■ Administrative role(s)
■ Administrative password/authentication model
■ Login banner
Out of Scope
Any work or material not specifically identified in this document is not included in this Agreement.
Assumptions and Dependencies
• Standard migration allows for one after-hours maintenance window. Splitting the migration into multiple windows
is considered out of scope and is accounted for through the Change Management process.
• Customer to provide remote access prior to and throughout the project.
• HBS will advise Customer on installation deployment methods for -VPN client software. Installation on
all of Customer's endpoints is out of scope.
• HBS will define security policy rules to allow engineers to remotely support the new firewall hardware from HBS IP
addresses for web and command -line protocols. If the Customer does not desire this access, the project engineer
must be notified of this.
• URL filtering license is required for category -based SSL decryption.
• HBS will document any unknown-udp or unknown-tcp applications identified during the APP-ID conversion.
Creation of custom applications is considered out of scope.
• If dynamic routing is in use in the Legacy Environment, the migration configuration will be based in point -in -time
routing information that may change between the pre -migration configuration and the cutover window.
• Legacy Environment configurations that will be converted can be frozen (no network or policy changes) no less than
ten (10) business days prior to the policy migration.
• Customer will provide enough space for installing the new equipment.
• Customer will allow the Heartland Business Systems engineer to connect their computer to Customer network in
order to perform their duties. Heartland Business Systems is willing to allow Customer to examine said notebook
for current anti -virus software if needed.
CONFIDENTIAL 3
STATEMENT OF WORK
village of Deerfield •-rmgraTmn
• Customer agrees that Heartland Business Systems will have unescorted and un-supervised access to any new
components being installed as a part of this project. Requirements for supervised access to equipment must be
discussed at the project kick off meeting and extra charges may need to be added to the project to compensate for
the additional time.
• Customer will have working Internet access available to the engineer at the location where the work will be
performed.
• All professional services work will be completed during the normal business hours of 8:00am — 5:00pm M-F, local
time, unless other arrangements are agreed to. Any time incurred after 5:00pm and before 8:00am will be charged
at a rate of 1.5 per hour.
• All travel expenses occurred on this project will be applied to the project hours accordingly.
• Heartland Business Systems staff is available for additional hands-on training after implementation on a time and
materials basis.
• HBS and Customer will both ensure that adequate resources for which each respective party is responsible are
available when needed throughout the duration of this engagement. The timely completion of this engagement will
depend on the availability of the necessary Customer personnel committed to this effort. This SOW assumes that
Customer's subject matter expert, technical resources, and any named resources will be available as scheduled to
provide information and access to the HBS team for the duration of the project.
• Customer will provide a single point of contact with decision -making authority to interface with the HBS project
manager. This person shall have the authority and is responsible for signing this SOW, any Change Orders, and the
Acceptance documents throughout the project.
• Customer is responsible for resolving problems outside the SOW that are beyond the control of HBS (i.e. software
bugs, hardware failures, telecommunication circuits, server issues, and desktop issues). HBS can assist with these
out of scope issues through the Change Management process.
• The timely completion of this engagement will also depend on the availability and delivery of the product(s)
associated with this SOW from other vendors.
• Any potential dependencies discovered prior to implementation will be communicated to Customer to determine
impact.
Deliverables
The following are the deliverables HBS will provide to Customer (herein referred to as "Deliverables") for this Project:
Any change to the Deliverables listed below will require a Change Order.
#
Deliverable
1
Implementation of solution per the "In Scope" section
2
Documentation
3
Training
CONFIDENTIAL
STATEMENT OF WORK
Village of Deerfield —� migration
Pricing (If Fixed Fee)
Service and equipment identified in this SOW does not include any taxes that may be applicable. Any such taxes shall be
specified on an invoice as a separate line item.
Village of Deerfield agrees to compensate herein referred to a "Payment" HBS for providing the Deliverables as outlined
in the BOM. Per the agreement between HBS and Village of Deerfield, this project is a fixed fee project per the Bill of
Materials on Quote #'s:. Any additional time due to change orders will be billed accordingly to Village of Deerfield.
Unless specified to the contrary in writing by HBS, payment terms are net 30 days from date of invoice.
Responsibilities
Customer Responsibilities
The items listed below shall be the responsibility of the customer.
• Customer is responsible for providing virtual machine resources meeting the minimum required specifications for
the migration tool.
• If proxy settings are defined for content filtering in the Legacy Environment, Customer is responsible for removal of
these during migration.
• Provide room for staging equipment.
• Disposal of shipment packaging.
• Disposal of replaced equipment.
• Clean all network closets prior to shipment arrival.
• Communication of outages.
• Provide a detailed test plan for use during migration window.
• Assistance with testing and validation.
• Provide power strips and access to receptacles for staging.
• Transportation of Equipment to the buildings.
• Provide lifts and or ladders where applicable.
Project Completion
The Project will be complete when all Deliverables have been provided to Customer.
Customer will have three (3) business days to review each Deliverable. If HBS is not provided a written notice of
rejection describing the basis for rejection within this period, the Deliverables will be considered accepted.
After the completion of the project, support may be obtained by contacting the HBS Account Manager. Support will be
billed at an agreed upon rate for services rendered.
Change Management
Additional products and services beyond the In -Scope deliverables listed above are considered out of scope and require
a change request approved by the customer before any work can be continued. Any additions/deletions/modifications
CONFIDENTIAL
IJ
STATEMENT OF WORK
Wi[ItiFv0 Dee rfieId--rniigialit�n
to the agreement, regardless of modification to project value, require a change request approved by the customer prior
to either party performing work.
Customer access for project engineer(s) shall be granted prior to project kickoff. Any time waiting for access will be
subject to Change Management and considered out of scope.
HBS will submit a formal Change Request for customer approval that documents the out of scope work, and any
associated costs or schedule changes. When a Change Request is approved and signed by Customer, it becomes a
Change Order and is formally considered a part of this Agreement.
Terms
Binding Agreement - This Statement of Work (SOW) describes the professional services and/or products, and results to
be provided by HBS. When mutually executed for implementation, this SOW becomes contractually binding on HBS and
Customer under the terms and conditions of the HBS Standard Terms and Conditions (STC) document.
Order of Precedence - Any ambiguity or inconsistency between or among the statements of this SOW and the Standard
Terms and Conditions ("STC') shall be resolved by giving priority and precedence in the following order:
• Statement of Work (SOW)
• Standard Terms and Conditions (STC)
Work Hours - All professional services work will be completed during the normal business hours of 8:OOam — S:OOpm M-
F Central Time, unless other arrangements are agreed to. Any unplanned work occurring after S:OOpm or before 8:O0am
or on weekends is subject to a bill rate of 1.5 times the normal rate.
Promises — No other promises have been made related to this SOW except for those stated in this SOW. This SOW
supersedes all other agreements or promises related to this Project and SOW.
Confidentiality Agreement
Each party to this Agreement may have access to confidential information concerning the methodologies, pricing, and
business practices of the other. Neither party shall make any use of such information of the other party except in
connection with the exercise of its rights and responsibilities under this Agreement, except as may be necessary to
comply with the laws or a court having proper jurisdiction.
CONFIDENTIAL 6
CHEARTLAND
BUSINESS SYSTEMS
Prepared For:
Prepared By:
Date Issued,
Village of Deerfield
Chicago Illinois Office
06.18.2021
Matthew Weiss
Nick Helander
Expires:
850 Waukegan Rd
5400 Patton Drive Suite 4B
Deerfield, IL 60015
Lisle, IL 60532
07.09.2021
P: (847) 719-7411
P: 630-390-3014
E: mweiss@deerfield.il.us
E: nhelander@hbs.net
•
Now-
$2,696.24 2
$5,392.48
$1,141.94 2
$2,283.88
$2,010.75 2
$4,021.60
$761.29 1
$761.29
$367.96 1
$367.96
$575.81 1
$575.81
Subtotal
$13,402.92
HBS-FF-LABOR Engineering/Consulting Labor $10,575.00 1 $10,575.00
Engineering/Consulting Labor
Subtotal $10,575.00
HBS-FLEX- HBSFLEX Services - For any cleanup or fine-tuning before or after the $6,000.00 1 $6,000.00
SERVICES migration
Flexible Services block- Rates for services based on attached HBS FLEX Volume
Service Schedule
" Optional Subtotal I $6,000.00
r -
--w/3 Year Licesning $13,402.9,
=fixed Fee Services $10,575.0(
rotal: $23,977.9,
Flex Block Services
$6,000.00
This quote may not include applicable sales tax, shipping, handling and/or delivery charges. Final applicable sales tax, shipping, handling and/or delivery charges are calculated and applied at invoice. The above
prices are for hardware/software only, and do not include delivery, setup or installation by Heartland ("HBS") unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaid
HBSFIex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations are
subject to change without notice. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 15 % restocking fee will be charged on any returned part. Customer is responsible for all costs associated
with return of product and a $25.00 processing fee. No returns are accepted by HBS without prior written approval. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additional
terms. By providing your "E-Signature," you acknowledge that your electronic signature is the legal equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and
legally bind your organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed by HBS' Standard Terms and Conditions ("ST&Cs") located at
http:/Avww.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a new order is placed, the ST&Cs on the above -stated website at that time
shall apply. If customer has signed HBS' ST&Cs version 2018.v2.0 or later, or the parties have executed a current master services agreement, the signed agreement shall supersede the version on the website.
QT.2020.0.0
HEARTLAND
BUSINESS SYSTEMS
Chicago Illinois Office Village of Deerfield
Nick Helander
Signature / Name
06/18/2021
Date
Signature / Name Initials
Date
MHEARTLAND
BUSINESS SYSTEMS
HBSFLEX Service Schedule 2
SCHEDULE to the Service Agreement ("Agreement') between Heartland Business Systems, a Wisconsin limited liability company, hereafter called (Heartland)
and Village of Deerfield(Customer). Heartland and Customer (hereafter called PARTIES) agree as follows:
1. The terms of this SCHEDULE shall govern in the event of a conflict between the terms of the Agreement and the terms of this SCHEDULE.
2. Pricing. Customer agrees to pay Heartland based upon the hourly rates described below. Pricing does not include applicable sales tax which will be
charged at time of invoicing.
3. Travel. Travel will be billed to customer at below rates based on one way travel from closest Heartland office.
4. Prepayment. HBSFLEX Volume Service Pricing is available only for prepaid service blocks.
5. Expiration. HBSFLEX Agreements will expire 18 months from date of purchase.
6. Additions. Should this quote be an addition or conversion of an existing agreement, Rate schedule below will apply to all funds.
HOURLY SERVICES BILLING SCHEDULE
time is billed in 15 minute increments
Engineer Work Role
Hourly Rate
Structured Cabling
$85
AV Tech
$105
Help -desk
Break -Fix
Point of Sale
Collaboration I
Project Coordinator I
Physical Security Engineer
AV Engineer 2
$135
Network Operations Center
Mitel Engineer 2
SMB Engineer
HBS Data Center
Collaboration 2
Imaging Technician 2
0365/CRM/D365 SharePoint 2
Network Engineer 2
Systems Engineer 2
Physical Security Engineer 2
Cabling Project Manager 2
AV Engineer 3
$165
Network Engineer 3
Systems Engineer 3
Collaboration 3
Mitel Engineer 3
Physical Security Engineer 3
Apps/Business Consulting 3
Imaging Engineer 3
0365/CRM/D365 SharePoint 3
Project Manager 3
Infosec Consultant 3
NOC 3
Websites/Kentico
Custom Development
Network Engineer 4
$185
Systems Engineer 4
Collaboration 4
Cloud Architect 4
BI/Data Analytics/SQL 4
ERP/Dynamics GP 4
$178
ERP/Dynamics GP 5
$198
Applications Architect 5
$195
Systems Architect 5
Cloud Architect 5
Infosec Consultant 6
$225
Cloud Architect - Infosec 6
Infosec Consultant 7
$295
On Call Pager
$200
After Hours Rate
1.5x Base Rate
• Before 8am or after 5pm CST
• Weekends & Company Recognized Holidays
Quote #241768 v6 Page: 3 of 4
fw HEARTLAND
L� BUSINESS SYSTEMS