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HomeMy WebLinkAboutR-25-53VILLAGE OF DEERFIELD RESOLUTION NO. 2025- R-25-53 A RESOLUTION WAIVING COMPETITIVE BIDDING REQUIREMENTS AND APPROVING A CONTRACT WITH HEARTLAND BUSINESS SYSTEMS, LLC OF LITTLE CHUTE, WISCONSIN FOR NETWORK EQUIPMENT AND IMPLEMENTATION SERVICES WHEREAS, the Village of Deerfield ("Village') 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 equipment and implementation services ("Equipment and Services'); 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, the Equipment and Services are not adaptable to competitive bidding because only trusted partners are recommended due to the nature of the project, and industry practices result in manufacturers extending lowest pricing through customers' existing partner of record; and WHEREAS, Heartland Business Systems, LLC, of Little Chute, Wisconsin ("Contractor'), has proposed to provide the Equipment and Services for a price not to exceed $80,072.44 ("Contract'); 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. 4888-8891-7673, v. 1 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 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, by a vote of two-thirds of the Village Board, and approval in the manner provided by law. AYES: Benton, Berg, Goldstone, Greenberg, Oppenheim NAYS: None ABSTAIN: None ABSENT: Jacoby PASSED: September 2, 2025 APPROVED: September 10, 2025 RESOLUTION NO: R-25-53 ATTEST: Kent S. Street, Village Clerk Daniel C. Shapiro, Mayor 114 of DEF•'''� G to MAL 4888-8891-7673, v. 1 EXHIBIT A Contract See attached. 4888-8891-7673, v. 1 HEARTLAND BUSINESS SYSTEMS Statement of Work SOW Prepared By: Matthew Cross Tech/Engineer Heartland Business Systems, LLC 1700 Stephen St Little Chute, WI, 54140 Phone: (262) 200-1087 mcross@hbs.net Village of Deerfield Chris Thurman Director — Enterprise Optimization Heartland Business Systems, LLC 1700 Stephen Street Little Chute, WI 54140 Phone: (920) 687-4725 cthurman@hbs.net Nick Helander Account Manager Chicago IL Office 5400 Patton Dr Suite 4B Lisle, IL 60532 Phone: (847) 404-0925 Email: nhelander@hbs.net STATEMENT OF WORK Village of Deerfield — Switch Refresh 2025 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 Abrv." or "Customer"). The objective of this project is to install routers/switches to the Customer's environment while maintaining and supporting industry best practices. Heartland engineers will work with the Customer to develop a formal network design and working solution to fulfill their business needs. Heartland Engineers will facilitate the unboxing, configuration, deployment, and testing of all network equipment associated with this work statement. Heartland engineers will also engage the Customer in knowledge transfer and provide documentation delivery. The goals of the project are: • Replace (2) Core switches in PW o Cores will be non -stacked • Replace (1) Edge switch in PW • Replace (4) Edge switches in PD • Upgrade connectivity between sites to 10GB o PW to VH to WRF Project Scope HBS will provide the following services (hereinafter referred to as the "Scope"): In Scope • Planning 0 Review existing subnet/VLAN design 0 Plan new VLAN and IP addressing scheme(s), as needed o Plan cutover and maintenance window where applicable o Review final network design for customer signoff • Device Preparation o Unbox and stage network equipment o Upgrade firmware to latest recommended release o Configure switches based on Heartland best practice • PW Core Switch Installation (up to 2 switches) 0 0 0 0 0 ■ Remove existing network equipment as needed from rack ■ Hardware rack and install new network equipment ■ Rack and install any additional supporting hardware such as UPS, cable management ■ Migrate patch cables, fiber uplinks, as needed CONFIDENTIAL 2 STATEMENT OF WORK Village of Deerfield — Switch Refresh 2025 ■ Cleanup cabling/wiring per Heartland standards ■ Label network equipment and critical cable connections ■ Plan and execute migration from current solution to proposed solution during one after-hours maintenance window (up to two hours). o PW Edge Switch Installation (up to 1 switch) ■ Installation • Remove existing network equipment as needed from rack • Hardware rack and install new network equipment • Rack and install any additional supporting hardware such as UPS, cable management • Migrate patch cables, fiber uplinks, as needed • Cleanup cabling/wiring per Heartland standards • Label network equipment and critical cable connections • Plan and execute migration from current solution to proposed solution during one after- hours maintenance window (up to two hours). o PD Edge Switch Installation (up to 4 switches) ■ Switches will be installed in a 2 x 2 switch stack with full redundant connectivity back to the core switch ■ Installation • Remove existing network equipment as needed from rack • Hardware rack and install new network equipment • Rack and install any additional supporting hardware such as UPS, cable management • Migrate patch cables, fiber uplinks, as needed • Cleanup cabling/wiring per Heartland standards • Label network equipment and critical cable connections • Plan and execute migration from current solution to proposed solution during one after- hours maintenance window (up to two hours). • Validation o Test basic network connectivity o Verify uplinks are operational o Verify network management of installed equipment is functional o Troubleshoot and remediate any network issues pertaining to installed equipment, including physical cabling issues, configuration issues on install equipment • Documentation o Document installed equipment ■ Provide documentation spreadsheet of all installed hardware/software systems ■ Provide logical and or physical network diagram as a Visio o Provide customer with direct knowledge transfer of network implementation including answering questions on configuration Out of Scope Any work or material not specifically identified in this document is not included in this Agreement. The out -of -scope items shall include the following: • Troubleshooting existing network or application issues CONFIDENTIAL 3 STATEMENT OF WORK rn Village of Deerfield — Switch Refresh 2025 • Disposal of old network equipment unless explicitly stated in In Scope objectives • End -point device migration or device IP addressing unless explicitly stated in In Scope objectives • Reconfiguring existing network devices such as router, switches, firewalls or wireless • Additional server configuration for services such as DNS, DHCP • Setup, installation or configuration of Network Management or Network Monitoring • Deployment of any additional equipment not specifically listed in this SOW or Quote for the project. Additional Requirements and Conditions • HBS and Customer will 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. • 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 shipping and delivery dates are approximate and are not guaranteed and are subject to the current availability of products from third party vendors, production schedules of third party vendors, and supply chain delays and shortages, all of which are outside the control of HBS. Such delays may extend the duration of the project and may result in budget impacts and increased time to manage resources against the estimated product delivery. In the event that a delay may impact the project, the parties shall utilize the change order process in order to address the impacts of such delay. • Any potential dependencies discovered prior to or during implementation will be communicated to Customer and HBS to determine impact to the timing, scope and pricing for the project, and the parties shall utilize the Change Order process as necessary. Customer Responsibilities _Site and Svstemfsl Readiness The items listed below shall be the responsibility of the customer: • Provide access to locations for physical preparation of equipment Workinq Conditions and Access The items listed below shall apply to the extent applicable: • Customer will provide a Single Point of Contact with decision making ability to interface with HBS. This person is responsible for signing off on Scope of Work and Change Order documents throughout the project. • Customer will provide Subject Matter Experts (SMEs) when required by project personnel and/or project activities. If delays in the project timeline are a result of delayed access to SME personnel or any other Customer delays, Customer may be subject to additional charges. • Customer will provide HBS with access, including all password and logins, to required existing network or system assets listed in the scope. • Customer will provide HBS with proper access and workspace areas at Customer locations that includes internet, physical and remote access to in scope infrastructure or systems. • Customer will allow the HBS engineer to connect their computer to Customer network in order to perform their duties. HBS will allow Customer to examine said notebook for current anti -virus software, if needed. • Customer will allow HBS unescorted access to computer rooms, equipment closets and the general facility. If unescorted access is not available, Customer shall assign access levels appropriately and coordinate escorts. • Customer will provide adequate access and credentials required for the assessment of all components or systems listed in the scope. CONFIDENTIAL STATEMENT OF WORK Village of Deerfield — Switch Refresh 2025 • Customer will provide remote access prior to, and throughout, the project if required. • Customer will have working Internet access available where the work will be performed. • Customer is responsible for resolving problems outside the SOW that are beyond the control of HBS. These shall include but not be limited to software/firmware bugs, vendor engineering support cases, hardware failures, telecommunication circuits, server issues, desktop issues, the acts or omissions of any third party, or any other occurrence not caused by HBS. HBS can assist with these out -of -scope issues through the Change Order process or on a time and materials basis. Testing, Notification and Change Control • Customer will provide advanced notification of any network outages or changes during the implementation period. • Customer will assist with the creation of and perform user acceptance testing and post -migration end -point validations. • HBS and Customer will provide 48-hour notification of any schedule changes. • Customer will assist with the design, testing and validation of the project Deliverables . • Customer and HBS agree that work shall progress when Customer staff is not available to participate. Deliverables The following are the deliverables HBS will provide to Customer (hereinafter referred to as "Deliverables") for this project: Any change to the Deliverables listed below will require a Change Order. #Deliverables 1 Provide documentation spreadsheet of all installed hardware/software systems 2 Provide logical and/or physical network diagram as a Visio 3 Knowledge Transfer Fixed Fee Pricing This SOW is fixed fee. Any additional work required under a Change Order will also be billed to Village of Deerfield Service and equipment identified in this SOW do 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 HBS for providing the Deliverables as stated in the attached Quote. Project Completion Project will be complete when all Deliverables have been provided to Customer. Customer will have seven (7) business days to review the Deliverables for the project. If HBS does not receive 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. CONFIDENTIAL 5 STATEMENT OF WORK Village of Deerfield — Switch Refresh 2025 Change Management Additional products and services beyond the In -Scope deliverables listed above are considered out of scope and require a Change Order executed by the parties before any such work can be performed. Any additions, deletions, or modifications to the Agreement, regardless of change to project value, require a Change Order. Term! Binding Agreement. This SOW describes the professional services and/or products, and results to be provided by HBS. Upon execution, this SOW shall be contractually binding on the parties. The HBS Standard Terms and Conditions are also made part of this Agreement. Order of Precedence. Any ambiguity or inconsistency between or among the statements of this SOW and the Standard Terms and Conditions shall be resolved by giving priority and precedence in the following order• • Statement of Work • Standard Terms and Conditions Work Hours. All professional services work will be completed during the normal business hours of 8:00 am — 5:00 pm Monday - Friday Central Time. Any work occurring after 5:00 pm or before 8:00 am or on weekends is subject to a bill rate of 1.5 times the normal rate, unless the parties agree otherwise in writing. In the event that any change to the above - stated work hours is required, whether due to shipping or delivery delays or any other reason, the parties shall utilize the Change Order process. General. 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. HBS shall not be responsible for any delay caused by the Customer or its vendors or contractors, equipment or shipping delays, or any other occurrence not caused by HBS. Confidentiality. Each party 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 SOW. CONFIDENTIAL 6 HEARTLAND BUSINESS SYSTEMS Prepared For: Village of Deerfield Matthew Weiss 850 Waukegan Rd Deerfield, IL 60015 P: (847)719-7411 E: mweiss@deerfield.il.us Prepared By: Chicago Illinois Office Nick Helander 5400 Patton Drive Suite 4B Lisle, IL 60532 P: 630-390-3014 E: nhelander@hbs.net Date Issued: 08.22.2025 09.19.2025 Quote 9374424 v3 4 Page: 1 of 4 HEARTLAND BUSINESS SYSTEMS ® HEARTLAND BUSINESS SYSTEMS HBS-FF- Fixed Fee Project PROJECT Fixed Fee Project Non-Returnable/Non-Refundable Language Cisco/Meraki Note: $11,277.50 Subtotal $11,277.50 $11,277.50 All new Cisco and Meraki orders submitted for hardware, and any attached software, will be non -cancellable and cannot be modified starting 45 days prior to the current estimated ship date. Meraki license -only orders are not impacted by this policy change. Non -cancellable orders are not eligible for RMA credit and are not eligible for an RMA exception. Police Department $35,885.84 Public Works -Core $28,074.72 Public Works - Access $4,834.38 Services $11,277.50 Total: $80,072.44 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 ® HEARTLAND BUSINESS SYSTEMS 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 20 % 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, cancellations or order changes are accepted by HBS without prior written approval. This quote and any attached agreement are not subject to termination without cause or for convenience. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additional terms. Customer may issue a purchase order for administrative purposes only. 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://www.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 2021.0.0 or later, or the parties have executed a current master services agreement, the signed agreement shall control over any conflicting terms in the version on the website. If a current master services agreement does not cover the purchase of products, the ST&Cs located on the website shall govern the purchase of products. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to various manufacturers and vendors is set forth at https:/iwvvw.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which are incorporated herein by reference. If customer has questions about whether and user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit limit assigned by HBS shall require upfront payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In such event, HBS shall make this determination at the time of quoting. Customer shall ensure that all invoices are timely paid as stated in Section 2 of the ST&Cs, regardless of whether Customer has a financing or leasing company or other third -party issue the purchase order. In the event that a third -party issues the purchase order, Customer shall be required to sign this Quote for purposes of approving the order. QT.2024.v2.0 Acceptance Chicago Illinois Office Village of Deerfield Nick Helander 'tro Signature / Name Signature / Name 08/22/2025 5e�emlptr 10 i lo2.5 Date Date