HomeMy WebLinkAboutItem 08 Database Administration Services with Hawes Technology LLC AGENDA ITEM SUMMARY Meeting Date: 11/21/2016
Meeting Type: Regular Meeting
Staff Contact/Dept.: Brandt Melick/IT
Staff Phone No: 541-726-4645
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Financially Responsible
and Stable Government
Services
ITEM TITLE: DATABASE ADMINISTRATION SERVICES WITH H
LLC.
ACTION
REQUESTED:
Authorize the City Manager to sign contract C1771 with Hawes
Technology LLC for $207,200 and execute all documents required to effect
the transaction.
ISSUE
STATEMENT:
The City’s goal is to provide financially responsible and innovative government
services in the most efficient manner possible. In order to support this goal, the
Information Technology (IT) Department uses external service providers to
supplement internal IT staffing in areas where additional expertise and resources
are required.
ATTACHMENTS: 1) ATT 1: C1771 HAWES Contract with HIPAA and PII
DISCUSSION/
FINANCIAL
IMPACT:
As part of the FY17 budget process, the IT Department received approval for
$120,000 for contracted database management services to meet regulatory
compliance with Criminal Justice Information System (CJIS) Security Policy,
Health Insurance Portability and Accountability Act (HIPAA), Payment Card
Industry Data Security Standard (PCI DSS) and Personal Identifiable Information
(PII) security standards, as well as satisfy Federal law, State law and local policy.
To advance a strategic approach in meeting minimum information security
compliance, the Information Technology (IT) Department released RFP 1731
seeking assistance supporting the City’s relational database management systems.
Through this competitive process IT selected Hawes Technology LLC (HTL) as
they were the highest scorer of the two proposals received. The one year cost is
$93,600 for database administrative services and a $10,000 contingency for ad-hoc
urgent issues for a total annual amount of $103,600. Overall two year contact of
$207,200 is contingent upon approval of this AIS for $103,600 and budget approval
of $103,600 for FY18.
Hawes Technologies, the incumbent provider, has a proven track record of
establishing proactive monitoring and alerting on the status of all production
databases, building backup jobs to protect information, testing database recovery,
insuring that all security updates are applied, implementing proactive performance
tuning, implementing monthly reporting on Key Performance Indicators, auditing
security requirements and configurations, implementing security recommendations
and a host of other tasks that are required for sustained service delivery and security
compliance.
Funds for this contract are included in the IT FY17 base budget.
CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT
(Type 3: For Personal Services Contracts Requiring Professional Liability Insurance)
Contract # 1771
Dated: January 1, 2017
Parties: The City of Springfield (“CITY”)
A municipal corporation in the State of Oregon
225 Fifth Street
Springfield, Oregon 97477
and
Hawes Technologies, LLC (“Independent Contractor”)
Additional Independent Contractor Information:
A. Type of Entity: Sole Proprietorship Partners Limited Liability Company Corporation
B. Address: 400 International Way Suite 300, Springfield, OR 97477 C. Telephone: 541.335.2283 or 1.866.687.9006
D. Fax No: N/A
E. SSN or Fed. I.D. No: On File F. Foreign Contractor Yes No
(Foreign means not domiciled in or registered to do business in Oregon) See Exhibit B (11).
CITY Account Number(s) To Be Charged (Include Percentages):
Account Number Percentage
100 23410 611008 61%
100 23450 611008 2%
201 23450 611008 13%
611 23450 611008 12%
617 23450 611008 10%
719 23450 611008 2%
In consideration of the mutual covenants contained herein, the parties agree to the following terms, provisions and conditions: 1. Payment by CITY. CITY shall pay Independent Contractor according to the sum and schedule
described in Attachment 1 attached hereto and incorporated herein by this reference and in an amount not to exceed $207,200. Annually $93,600 for database administration and $10,000
contingency per year for database administration and database development on an ad-hoc basis to
address urgent issues. The contingency isn’t a commitment of funds to the Independent Contractor. 2. Invoice. Invoice to be sent to: Accounts Payable - City of Springfield, 225 5th Street, Springfield, OR
97477 or email to ap@springfield-or.gov. Invoice will be paid on net 30 day terms upon City acceptance of goods delivered, work or services performed. The invoice must reference this contract
#1771 and approval code #231.
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3. Services to be Performed by Independent Contractor.
3.1. Independent Contractor shall perform the services described in Attachment 1.
3.2. For database administration and database development on an ad-hoc basis to address
urgent issues a discrete statement of work will be executed for the engagement, see Attachment 2, attached hereto and incorporated by this reference.
4. Term. This Agreement is effective as of the date first set forth above and shall continue until
December 31, 2018, unless earlier terminated in accordance with the provisions of this Agreement or by mutual consent of the parties.
5. Extension. This Agreement may be extended for additional one (1) one-year period upon agreement
of both parties which includes the review and approval of the Springfield City Council in consideration of the requirements of the Springfield Municipal Code Section 2.708(3) and with the following
procedure:
5.1. The parties shall confer not later than 30 days before the expiration of this Agreement regarding the desirability of extending the Agreement. The Springfield Contract
Representative and the Independent Contractor shall confer regarding the proposed fee for services and any other proposed Agreement revisions proposed by either party.
5.2. If the parties, after negotiation, agree, an Agreement Amendment that stipulates any and all Agreement modifications shall be executed. The Agreement Amendment shall be attached
to this Agreement.
6. Non Appropriation. The obligation of the City to make payments beyond June 30, 2016 is subject to annual appropriation. To the extent that funds are appropriated to make those payments for a given
fiscal year, the full faith and credit of the City is pledged to the payments for such fiscal year. The obligation of the City to make those payments is not secured by the unlimited taxing power of the City
and is not a general obligation of the City. The City's obligation to make those payments in any year is subject to future appropriation of funds by the City Council for the fiscal year in which the payment
is due. In the event that funds are not so appropriated, payments will not be made. The failure to make a payment due to non-appropriation shall not constitute a default under this Agreement.
7. Sourcing. Independent Contractor selected as a result of RFP #1731 IT – Database Administration
Services issued August 24, 2016.
8. First Point of Contact. Independent Contractor: Vinith Menon, vinith@hawestechnolgies.com, 541.974.8661
CITY: Dan Haight, dhaight@springfield-or.gov, 541.726.3710
9. Independent Contractor Status. By its execution of this Agreement, Independent Contractor certifies its status as an “Independent Contractor” as that term is used under the laws of the State of
Oregon, and that all performance of any labor or services required to be performed by Independent Contractor under the terms of this Agreement shall be performed in accordance with the standards
set forth in ORS 670.600, and as more specifically set forth on Exhibit “A” attached hereto and incorporated herein by this reference.
10. Conformance with Oregon Public Contracts Law (ORS Chapter 279). Independent Contractor
shall comply with all applicable provisions of Oregon law for public contracts, including, but not limited to ORS 279B.110, ORS 279B.220, ORS 279B.225, ORS 279B.230, and ORS 279B.235, and as
more fully set forth on Exhibits “A” , “B” and “C” attached hereto and incorporated herein by this reference.
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11. Work Performed. The work to be performed by Independent Contractor includes services generally performed by Independent Contractor in his/her/its usual line of business.
12. Tax duties and Liabilities. Independent Contractor shall be responsible for all federal, state and
local taxes, if any, applicable to any payments received pursuant to this Agreement, including but not limited to income tax, payroll tax, social security and self-employment tax. CITY shall not withhold,
pay, or in any other manner be responsible for payment of any taxes on behalf of Independent Contractor.
13. Reimbursement Of Expenses. Independent Contractor shall not be entitled to reimbursement by
CITY for any expenses incurred by Independent Contractor unless otherwise agreed in writing.
14. Materials and Supplies. Independent Contractor shall supply all materials and supplies needed to perform the services required unless otherwise agreed in writing.
15. No Authority To Bind CITY. Independent Contractor shall have no authority to enter into contracts
on behalf of CITY, it’s officers, agents and employees. This Agreement shall not create a partnership or joint venture of any sort between the parties.
16. Federal Employment Status. In the event payment made pursuant to this Agreement is to be
charged against federal funds, Independent Contractor hereby certifies that it is not currently employed by the Federal Government and the amount charged does not exceed Independent
Contractor’s normal charge for the type of services provided
17. Indemnification and Hold Harmless. The Independent Contractor shall assume all responsibilities for the work, and bear all losses and damages directly or indirectly resulting to the Independent
Contractor, the City, or to others on account of the character or performance of the work, unforeseen difficulties, accidents, or any other cause whatsoever. The Independent Contractor shall assume
defense of, indemnify and save harmless the City, its officials, agents, and employees from all claims, liability, loss, damage and injury of every kind, nature and description, directly or indirectly resulting
from activities in the performance of the Contract, the ownership, maintenance or use of motor vehicles in connection therewith, or the acts, omissions, operations, or conduct of the Independent
Contractor or any Subcontractor under the Contract or any way arising out of the Contract, irrespective of whether any act, omission or conduct of the City connected with the Contract is a
condition or contributory cause of the claim, liability loss, damage or injury and irrespective of whether act, omission, or conduct of the Independent Contractor or Subcontractor is merely a condition rather
than a cause of a claim, liability, loss damage or injury. The Independent Contractor shall not be liable for nor be required to defend or indemnify, the City relative to claims for damage or damages
resulting solely from acts or omissions of the City, its officials, agents or employees. The absence of or inadequacy of the liability insurance required in section 18 below shall not negate Independent
Contractor’s obligations in this paragraph.
18. Insurance. 18.1. General Insurance. The Independent Contractor shall maintain in force for the duration of
this agreement a Commercial General Liability insurance policy written on an occurrence basis with limits not less than $2,000,000 per occurrence and $3,000,000 in the aggregate for
bodily injury or property damage. The policy will contain a “per project” Aggregate endorsement. Automobile Liability (owned, non-owned and hired) insurance with limits not
less than $1,000,000 per occurrence shall be maintained. The City, its employees, officials and agents will be named as an Additional Insured where operations are being conducted
related to this contract, on the General Liability policy as respects to work or services performed under this Agreement to the extent that the death or bodily injury to persons or
damage to property arises out of the fault of the Independent Contractor or the fault of the Independent Contractor’s agents, representatives or subcontractors. This insurance will be
primary over any insurance the City may carry on its own. Independent Contractor understands that CITY is a public entity subject to the requirements of the Oregon
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Governmental Tort Claims Act, ORS 30.260 et seq. In the event that CITY’S financial
obligations or liabilities are modified by any amendment to the liability limits imposed by the Oregon Governmental Tort Claims Act, Independent Contractor agrees that the limits regarding liability insurance set forth in this Section16.1 will be modified to conform to such limits. Independent Contractor and CITY shall sign an amendment to this Agreement
incorporating such modification. 18.2. Professional Liability. Independent Contractor shall maintain in force during the duration of
this Agreement (and, if it is a claims made policy, for a year following completion of the project) a professional liability policy, approved by the City’s Risk Manager as to terms,
conditions and limits. 18.3. Cybersecurity. Independent Contractor shall maintain in force during the duration of this
Agreement a cybersecurity liability policy with limits not less than $2,000,000. 18.4. Workers’ Compensation. Independent Contractor shall provide and maintain workers’
compensation coverage with limits not less than $500,000 for its employees, officers, agents, or partners, as required by applicable workers’ compensation laws as defined in ORS
656.027 and ORS 701.035(5). If Independent Contractor is exempt from coverage, a written statement signed by Independent Contractor so stating the reason for exemption shall be
provided to the City. 18.5. Evidence of Insurance Coverage. Evidence of the required insurance coverages issued by
an insurance company satisfactory to the City shall be provided to the City by way of a City approved certificate of insurance before any work or services commence. 18.6. Notice of Cancellation or Material Change in Coverage. The certificate of insurance shall contain a requirement that the Insurance company notify the City 30 days prior to any
cancellation or material change in coverage. If the approved insurance company will not provide this 30 day notice, the Independent Contractor shall provide written notice to the City
contract manager within 2 calendar days after the Independent Contractor becomes aware that their coverage has been canceled or has been materially changed. The Independent
Contractor shall either fax 541-726-3782 said notice or email it directly to Bob Duey (rduey@springfield-or.gov), Finance Director at the City. Regardless of what circumstances
caused Independent Contractors insurance coverage to cease or be modified, it is the Independent Contractor’s responsibility to notify the City. Failure to maintain proper
insurance or provide notice of cancellation or modification shall be grounds for immediate termination of this contract.________(Contractor initials)
18.7. Equipment and Material. The Independent Contractor shall be responsible for any loss, damage, or destruction of its own property, equipment, and materials used in conjunction with
the work. 18.8. Subcontractors. The Independent Contractor shall require all subcontractors to provide and
maintain general liability, auto liability, professional liability (as applicable), and workers’ compensation insurance with coverage’s equivalent to those required of the general
contractor in this contract. The Independent Contractor shall require certificates of insurance from all subcontractors as evidence of coverage. 18.9. Exception or Waivers. Any exception or waiver of these requirements shall be subject to review and approval from the City’s Risk Manager.
19. Termination. The performance of work under this Agreement may be terminated by CITY, in whole
or in part, whenever for any reason CITY shall determine that such termination is in the best interest of CITY. Any such termination shall be effected by delivery to the Independent Contractor of a Notice
of Termination specifying the extent to which performance of the work under the Agreement is terminated and the date on which such termination is effective. Upon delivery to the Independent
Contractor of a Notice of Termination under this paragraph, the Independent Contractor and CITY shall, by agreement, make an appropriate written modification to this Agreement governing
completion of portions of the independent Contractor’s work and payment therefore by CITY.
20. Rights In Data. All original written material, including programs, card decks, tapes, listings, and other documentation originated and prepared for CITY pursuant to this Agreement, shall become
exclusively the property of CITY. The ideas, concepts, know-how, or techniques developed during
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the course of this Agreement by Independent Contractor personnel can be used by either party in any way it may deem appropriate. Material already in Independent Contractor’s possession,
independently developed by Independent Contractor outside the scope of this Agreement, or rightfully obtained by Independent Contractor from third parties, shall belong to Independent Contractor. This
agreement shall not preclude Independent Contractor from developing materials which are competitive, irrespective of their similarity to materials which might be delivered to CITY pursuant to
this Agreement. Independent Contractor shall not, however, use any written materials developed under this Agreement in developing materials for others, except as provided in this section.
21. Confidentiality/Protected Information. During the course of performance hereunder, Independent
Contractor or its agent, employees, or contractors, may receive confidential information. Independent Contractor agrees to use its best efforts to maintain the confidentiality of such information and to
inform each agent and employee performing services of the confidentiality obligation that pertains to such information. Regarding the receipt and handling of such information, independent contractor
shall comply with the requirements of Exhibit D and E.
22. Assignment/Subcontract. Independent Contractor shall not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this agreement, in whole or in part, without the prior
written approval of CITY. No such written approval shall relieve Independent Contractor of any obligations of this Agreement, and any transferee or subcontractor shall be considered the agent of
Independent Contractor. Independent Contractor shall remain liable as between the original parties to this Agreement as if no such assignment had occurred.
23. Successors In Interest. The provisions of this Agreement shall be binding upon and shall inure to
the benefit of the parties to this Agreement and their respective successors and assigns.
24. Compliance With All Government Regulations. Independent Contractor shall comply with all Federal, State and local laws, codes, regulations and ordinances applicable to the work performed
under this Agreement. Failure to comply with such requirements shall constitute a breach of contract and shall be grounds for termination of this Agreement. Damages or costs resulting from
noncompliance shall be the sole responsibility of Independent Contractor.
25. Attorney Fees. In the event a lawsuit of any kind is instituted on behalf of CITY to enforce any provision of this Agreement, Independent Contractor shall pay such additional sums as the Court may
adjudge reasonable for attorney fees plus all costs and disbursements at trial and on any appeal.
26. Force Majeure. Neither party to this Agreement shall be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party’s reasonable control. CITY may
terminate this Agreement upon written notice after determining such delay or default will unreasonably prevent successful performance of the Agreement.
27. Assistance Regarding Patent And Copyright Infringement. In the event of any claim or suit
against CITY on account of any alleged patent or copyright infringement arising out of the performance of this Agreement or out of the use of any material furnished or work or services
performed hereunder, Independent Contractor shall defend CITY against any such suit or claim and hold CITY harmless from any and all expenses, court costs, and attorney’s fees in connection with
such claim or suit.
28. Severability. If any provision of this Agreement is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected; and the rights and
obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular provision held to be invalid.
29. Access To Records. CITY and its duly authorized representatives shall have access to books,
documents, papers and records of Independent Contractor which are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts.
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30. Waiver. Failure of CITY to enforce any provision of this Agreement shall not constitute a waiver or
relinquishment by CITY of the right to such performance in the future nor of the right to enforce any other provision of this Agreement.
31. Amendments. The terms of this Agreement shall not be waived, altered, modified, supplemented or
amended in any manner whatsoever, without prior written approval of CITY, No modification of this Agreement shall bind either party unless reduced to writing and subscribed by both parties, or
ordered by a Court. 32. Nondiscrimination. Independent Contractor shall comply with all applicable requirements of Federal and State civil rights and rehabilitation statutes, rules and regulations.
33. Dual Payment. Independent Contractor shall not be compensated for work performed under this
contract from any CITY agency other than the agency which is a party to this contract.
34. Non Appropriation. The obligation of the City to make payments beyond June 30, 2017 is subject
to annual appropriation. To the extent that funds are appropriated to make those payments for a given fiscal year, the full faith and credit of the City is pledged to the payments for such fiscal year.
The obligation of the City to make those payments is not secured by the unlimited taxing power of the City and is not a general obligation of the City. The City's obligation to make those payments in any
year is subject to future appropriation of funds by the City Council for the fiscal year in which the payment is due. In the event that funds are not so appropriated, payments will not be made. The
failure to make a payment due to non-appropriation shall not constitute a default under this Agreement.
35. Choice of Law, Forum, Construction of Agreement. This Agreement shall be governed and
construed in accordance with the laws of the State of Oregon, apart from choice of law provisions. The parties agree that the Circuit Court for the County of Lane, State of Oregon, or the
Federal District Court of the State of Oregon (Eugene) is the sole and proper forum for resolving any disputes involving this Agreement, any breach of this Agreement, or relating to its subject
matter. The Parties agree to submit themselves to the jurisdiction of such courts without challenge to the jurisdiction of these courts. This Agreement shall not be construed more favorably to CITY due to
the preparation of this Agreement by CITY. The headings and subheadings in this Agreement are for convenience, do not form a part of this Agreement, and shall not be used in construing this
Agreement.
36. Entire Agreement. This Agreement signed by both parties is the parties’ final and entire Agreement
and supersedes all prior and contemporaneous oral or written communications between the parties, their agents and representatives. There are no representations, promises, terms, conditions or obligations other than those contained herein. IN WITNESS WHEREOF the parties have executed this Agreement to be effective the date first
set forth above. CITY OF SPRINGFIELD: INDEPENDENT CONTRACTOR
By: By:
Name: Name:
Title: Title:
Date: Date:
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EXHIBIT A
INDEPENDENT CONTRACTOR STATUS
Independent contractor states and represents that contractor is an independent contractor as that term is defined in Oregon Revised Statute 670.600 and more specifically represents, states and agrees that in providing the services and scope of work specified in this contract:
1. Independent contractor provides services for remuneration; and
2. Independent contractor is free from direction and control over the means and manner of
providing the services and scope of work subject only to the right of City to specify the
desired results; and
3. Independent contractor is customarily engaged in an independently established business;
and
4. Independent contractor is licensed within the state of Oregon to provide any services for
which a license is required under ORS Chapter 671 or 701 and is responsible for obtaining other licenses or certificates necessary to provide the service or scope of work; and
5. Independent contractor complies with at least five of the following requirements:
(a) A business location is maintained that is separate from the business or work
location of City; or is in a portion of the independent contractor’s residence and that
portion is used primarily for the business.
(b) The independent contractor bears the risk of loss related to the provision of
services or scope of work such as entering into a fixed price contract, defective work is
required to be corrected, the services provided are warranted or indemnification
agreements, liability insurance and performance bonds and errors and omissions
insurance are provided. (c) Contracted services for two or more different persons or entities within a twelve
month period have been obtained, or routinely engaged in business advertising,
solicitation, or other marketing efforts reasonably calculated to obtain new contracts to
provide similar services.
(d) Significant investment in the business has been made such as purchasing tools
or equipment, paying for premises or facilities where services are provided, paying for
licenses, certificates or specialized training.
(e) Possesses authority to hire other persons to assist in providing their services and
has the authority to fire those persons.
6. Independent contractor will immediately inform City in the event that it fails to conduct its services in one or more particulars as represented in 1 through 5 above.
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EXHIBIT B
City of Springfield Public Contracts Conformance with Oregon Public Contractors Laws Pursuant to Oregon law, every public contract shall contain the following conditions: 1) Make payment promptly, as due, to all persons supplying to the contractor labor or material for the performance of the work provided for in the contract. ORS 279B.220(1) 2) Pay all contributions or amounts due the Industrial Accident Fund from the contractor or subcontractor incurred in the performance of the contract. ORS 279B.220(2). 3) Not permit any lien or claim to be filed or prosecuted against the state or a county, school district, municipality, municipal corporation or subdivision thereof, on account of any labor or material furnished. ORS 279B.220(3). 4) Pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS 279B.220(4). 5) If the agreement is for lawn and landscape maintenance, it shall contain a condition requiring the contractor to salvage, recycle, compost or mulch yard waste material at an approved site, if feasible and cost-effective. ORS 279B.225.
6) Promptly, as due, make payment to any person, copartnership, association or corporation furnishing medical, surgical and hospital care services or other needed care and attention, incident to sickness or injury, to the employees of the contractor, of all sums that the contractor agrees to pay for the services and all moneys and sums that the contractor collected or deducted from the wages of employees under any law, contract or agreement for the purpose of providing or paying for the services. All employers shall comply with ORS 656.017. ORS 279B.230. 7) A person may not be employed for more than 10 hours in any one day, or 40 hours in any one week, except in cases of necessity, emergency or when the public policy absolutely requires it, and in such cases, except in cases of contracts for personal services designated under ORS 279A.055, the employee shall be paid at least time and a half pay:
a) For all overtime in excess of eight hours a day or 40 hours in any one week when the work week is five consecutive days; or b) For all overtime in excess of 10 hours in any one day or 40 hours in any one week when the work week is four consecutive days, Monday through Friday; and c) For all work performed on Saturday and on any legal holiday specified in ORS 279B.020.
An employer must give notice in writing to employees who work on a public contract, either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work. ORS 279B.235(1)-(2).
8) If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at least time and a half for all overtime worked in excess of 40 hours in any one week, except for individuals under personal services contracts who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201-209 from receiving overtime. ORS 279B.235(3). 9) Contracts for services must contain a provision that requires that persons employed under contracts shall receive at least time and half pay for work performed on the legal holidays specified in a collective bargaining agreement or in ORS 279B.020(1)(b)(B)-(G) and for all time worked in excess of 10 hours in any one day or in excess of 40 hours in any one week, whichever is greater. Employer shall give notice in writing to employees who work on a contract for services, either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number hours per day and days per week that the employees may be required to work. ORS 279B.235(5).
If this agreement is for a public improvement, the contract shall contain the following conditions: 10) Make payment promptly, as due, to all persons supplying to the contractor labor or material for the performance of the work provided for in the contract. ORS 279C.505(1)(a). 11) Pay all contributions or amounts due the Industrial Accident Fund from the contractor or subcontractor incurred in the performance of the contract. ORS 279C.505(1)(b). 12) Not permit any lien or claim to be filed or prosecuted against the state or a county, school district, municipality, municipal corporation or subdivision thereof, on account of any labor or material furnished. ORS 279C.505(1)(c). 13) Pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS 279C.505(1)(d). 14) The contractor shall demonstrate that an employee drug testing program is in place. ORS 279C.505(2).
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15) If the contractor fails, neglects or refuses to make prompt payment of any claim for labor or services furnished to the contractor or subcontractor by any person in connection with the public improvement contract as the claim becomes due, the proper officer or officers representing the state or a county, school district, municipality, municipal corporation or subdivision thereof, as the case may be, may pay such claim to the person furnishing labor or services and charge the amount of the payment against the funds due or to become due the contract by reason of the contract. If the contractor or first-tier subcontractor fails, neglects or refuses to make payment to a person furnishing labor or materials in connection with the public improvement contract within 30 days after receipt of payment from the contracting agency or a contractor, the contractor or first-tier subcontractor shall owe the person the amount due plus interest charges commencing at the end of the 10-day period that payment is due under ORS 279C.580(4) and is subject to a good faith dispute as defined in ORS 279C.580. If the contractor or a subcontractor fails, neglects or refuses to make payment to a person furnishing labor or materials in connection with the public improvement contract, the person may file a complaint with the
Construction Contractors Board, unless payment is subject to a good faith dispute as defined in ORS 279C.580. ORS 279C.515. 16) The payment of a claim does not relieve the contactor or the contractor’s surety from obligation with respect to any unpaid claims. ORS 279C.515(4).
17) A person may not be employed for more than 10 hours in any one day, or 40 hours in any one week, except in cases of necessity, emergency or when the public policy absolutely requires it, and in such cases, except in cases of contracts for personal services designated under ORS 279C.100, the employee shall be paid at least time and a half pay: a) For all overtime in excess of eight hours a day or 40 hours in any one week when the work week is five consecutive
days; or, b) For all overtime in excess of 10 hours in anyone day or 40 hours in any one week when the work week is four consecutive days, Monday through Friday; and, c) For all work performed on Saturday and on any legal holiday specified in ORS 279B.020. ORS 279C.520(1).
An employer shall give notice in writing to employees who work on a public contract either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work. ORS 279B.520(2). 18) If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at least time and a half
for all overtime worked in excess of 40 hours in any one week, except for individuals under personal services contracts who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201-209 from receiving overtime. ORS 279C.520(3). 19) Contracts for services must contain a provision that requires that persons employed under contracts shall receive at least time and half pay for work performed on the legal holidays specified in a collective bargaining agreement or in ORS 279C.540(1)(b)(B)-(G) and for all time worked in excess of 10 hours in any one day or in excess of 40 hours in any one week, whichever is greater. An employer shall give notice in writing to employees who work on a contract for services, either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work. ORS 279C.520(5) 20) ENVIRONMENTAL MATTERS: In compliance with ORS 279C.525, the Contractor is made aware that the following federal, state, and local agencies have enacted ordinances or regulations relating to the prevention of environmental pollution or the preservation of natural resources which may affect performance of SUB contracts. This is not intended to be a complete listing of agencies. Other agencies may have enacted ordinances or regulations that may apply. If the Contractor is delayed or must undertake additional work by reason of existing ordinances, rules or regulations of agencies not
cited in the Contract or due to enactment of new or the amendment of existing statutes, ordinances, rules or regulations relating to the prevention of natural resources occurring after the submission of the successful quote, the contracting agency may, at its discretion, terminate the Contract, complete the work itself; use non-agency forces already under contract with the City, require that the underlying property owner be responsible for cleanup, solicit quotes for a new contractor to provide the necessary services or issue the Contractor a change order setting forth the additional work that must be undertaken. If the Contractor encounters a condition not referred to in the Invitation to Bid documents, not caused by the Contractor or any subcontractor employed on the project and not discoverable pre-bid visual site inspection, and the condition requires compliance with the ordinances, rules or regulations referred to under this regulation, the contractor shall immediately notify SUB of the condition. FEDERAL AGENCIES Department of Agriculture Fish and Wildlife Services Forest Service Office of Surface Mining
Soil Conservation Service Reclamation and Enforcement Department of the Army Corps of Engineers Bureau of Reclamation Coast Guard Department of Labor Department of Health and Human Services Occupational Safety and Health Administration Department of the Interior Mine Safety and Health Administration Bureau of Indian Affairs Department of Transportation Bureau of Land Management Federal Highway Administration Bureau of Outdoor Recreation Environmental Protection Agency Department of Commerce STATE AGENCIES Department of Agriculture Department of Human Services Department of Energy Land Conservation and Development Commission Department of Environmental Quality Division of State Lands
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Department of Fish and Wildlife State Soil and Water Conservation Commission Department of Forestry Water Resources Department Department of Geology and Minerals Oregon Department of Transportation LOCAL AGENCIES Common Council, City of Springfield Planning Commission, City of Springfield Environmental Services, City of Springfield Development Services Department, City of Springfield Board of Commissioners, Lane County Planning Commission, Lane County Lane Regional Air Protection Agency Springfield Utility Board Willamalane Park & Recreation District Springfield Downtown & Glenwood Urban Renewal Districts
Rainbow Water District 21) Promptly, as due, make payment to any person, copartnership, association or corporation furnishing medical, surgical and hospital care services or other needed care and attention, incident to sickness or injury, to the employees of the contractor, of all sums that the contractor agrees to pay for the services and all moneys and sums that the contractor collected or deducted from the wages of
employees under any law, contract or agreement for the purpose of providing or paying for the services. All employers shall comply with ORS 656.017. ORS 279C.530. 22) A contract for public works shall contain a provision stating the existing state prevailing rate and wage and, if applicable, the federal prevailing rate of wage required. Every contract and subcontract shall contain a provision that workers shall be paid not less than the
specified minimum hourly rate of wage in accordance with ORS 279C.838. ORS 279C.830(1). If this agreement is for demolition, the contract shall also contain the following conditions:
23) Contractor must salvage or recycle construction and demolition debris, if feasible and cost-effective. ORS 279C.510(1)
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EXHIBIT C OREGON TAX LAWS COMPLIANCE AND CERTIFICATION
A. Contractor's Compliance with Tax Laws.
1. Contractor must, throughout the duration of this Contract and any extensions, comply with all tax laws of this state and all applicable tax laws of any political subdivision of this state. For the purposes of this Section, 'tax laws" includes all the provisions described in Subsection B. 3. (i) through (iv) of this Contract.
2. Any violation of Subsection 1 of this Section A shall constitute a material breach of this Contract. Further, any violation of Contractor's warranty, in Subsection B.3. of this Contract, that Contractor has complied
with the tax laws of this state and the applicable tax laws of any political subdivision of this state also shall
constitute a material breach of this Contract. Any violation shall entitle City to terminate this Contract, to pursue and recover any and all damages that arise from the breach and the termination of this Contract, and to pursue any or all
of the remedies available under this Contract, at law, or in equity, including but not limited to: a. Termination of this Contract, in whole or in part;
b. Exercise of the right of setoff, and withholding of amounts otherwise due and owing to Contractor, in an amount equal to State's setoff right, without penalty; and
c. Initiation of an action or proceeding for damages, specific performance, declaratory or
injunctive relief. City shall be entitled to recover any and all damages suffered as the result of Contractor's breach of this Contract, including but not limited to direct, indirect, incidental and consequential damages, costs of cure, and
costs incurred in securing [replacement Services/replacement Goods/ a replacement contractor]. These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue any remedy or remedies singly, collectively, successively, or in any order whatsoever.
B. Contractor's Representations and Warranties.
Contractor represents and warrants to City that:
1. Contractor (to the best of Contractor's knowledge, after due inquiry), for a period of no fewer than
six calendar years preceding the [date of Closing of {bids/proposals}for/effective date of] this Contract, faithfully has complied with:
(i) All tax laws of this state, including but not limited to ORS 305.620 and ORS chapters
316, 317, and 318;
(ii) Any tax provisions imposed by a political subdivision of this state that applied to Contractor, to Contractor's property, operations, receipts, or income, or to Contractor's performance of or
compensation for any work performed by Contractor;
(iii) Any tax provisions imposed by a political subdivision of this state that applied to Contractor, or to goods, services, or property, whether tangible or intangible, provided by Contractor; and
(iv) Any rules, regulations, charter provisions, or ordinances that implemented or enforced
any of the foregoing tax laws or provisions.
Any [Goods/Items/Equipment/Components/Hardware/Software/Intellectual Property Rights, etc.] [delivered to/granted to] City under this Contract, and Contractor's Services rendered in the performance of Contractor's
obligations under this Contract, shall be provided to City free and clear of any and all restrictions on or conditions of use, transfer, modification, or assignment, and shall be free and clear of any and all liens, claims, mortgages,
security interests, liabilities, charges, and encumbrances of any kind.
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EXHIBIT D
Protected Information
1. “Protected Information” shall be defined as data or information that has been designated as private or
confidential by law or by the City. Protected Information includes, but is not limited to, employment records, medical records, personal financial records (or other personally identifiable information), trade secrets, and
classified government information. To the extent there is any uncertainty as to whether any data constitutes Protected Information, the data in question shall be treated as Protected Information until a determination is
made by the City or proper legal authority. 2. Data Confidentiality. Independent Contractor shall implement appropriate measures designed to ensure the confidentiality and security of Protected Information, protect against any anticipated hazards or threats to the
integrity or security of such information, protect against unauthorized access or disclosure of information, and prevent any other action of unauthorized disclosure that could result in substantial harm to the City or an
individual identified with the data or information in Independent Contractor’s custody or access.
To the extent that Independent Contractor may have access to City protected health information (as the same is defined in the privacy regulations promulgated pursuant to the Health Insurance Portability and Accountability
Act of 1996 (HIPAA), as amended, and the implementing regulations known and referred to as Privacy Rule, Security Rule, Enforcement Rule and Breach Notification Rule, referred to herein collectively as “HIPAA”),
Independent Contractor agrees to protect such information in compliance with HIPAA and represents that it has the processes, systems and training to assure compliance with the same.
3. Data and Network Security. Independent Contractor agrees at all times to maintain commercially reasonable
network security that, at a minimum, includes: network firewall provisioning, intrusion detection/prevention and periodic third party penetration testing. Likewise Independent Contractor agrees to
maintain network security that at a minimum conforms to current standards set forth and maintained by the National Institute of Standards and Technology, including those at: http://checklists.nist.gov/repository.
Independent Contractor agrees to protect and maintain the security of data with protection security measures that include maintaining secure environments that are patched and up to date with all appropriate security
updates as designated by a relevant authority. 4. Security Breach. In the unlikely event of a security breach or issue, Independent Contractor will notify the appropriate City contact no later than one hour after they are aware of the breach. Independent Contractor will
be responsible for all remedial action necessary to correct the breach; provided however, that Independent Contractor will not undertake ligation on behalf of the City without prior written consent.
5. Data Storage and Backup. Independent Contractor agrees that any and all City data will be stored, processed,
and maintained solely on designated servers and that no City data at any time will be processed on or transferred to any portable or laptop computing device or any portable storage medium, unless that storage
medium is in use as part of the Independent Contractor's designated backup and recovery processes. All servers, storage, backups, and network paths utilized in the delivery of the service shall be contained within the states, districts, and territories of the United States unless specifically agreed to in writing by an City officer with designated data, security, or signature authority. An appropriate officer with the necessary authority can
be identified by the City Information Security Officer for any general or specific case.
Independent Contractor agrees to store all City backup data stored as part of its backup and recovery processes in encrypted form, using no less than AES 256. 6. Data Re-Use. Independent Contractor agrees that any and all data exchanged shall be used expressly
and solely for the purposes enumerated in the Agreement. Data shall not be distributed, repurposed or shared across other applications, environments, or business units of Independent Contractor. Independent Contractor
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further agrees that no City data of any kind shall be revealed, transmitted, exchanged or otherwise passed to
other Independent Contractor or interested parties except on a case-by-case basis as specifically agreed to in
writing by a City officer with designated data, security, or signature authority. 7. PCI Compliance. Independent Contractor agrees to comply with PCI DSS (Payment Card Industry Data
Security Standard). As evidence of compliance, Independent Contractor shall provide upon request a current attestation of compliance signed by a PCI QSA (Qualified Security Assessor). 8. End of Agreement Data Handling. Independent Contractor agrees that upon termination of this Agreement it shall erase, destroy, and render unreadable all City data in its entirety in a manner that prevents its physical reconstruction through the use of commonly available file restoration utilities, and certify in writing
that these actions have been completed within 30 days of the termination of this Agreement or within 7 days of the request of an agent of City whichever shall come first. 9. Mandatory Disclosure of Protected Information. If Independent Contractor becomes compelled by law or regulation (including securities' laws) to disclose any Protected Information, Independent Contractor will provide City with prompt written notice so that City may seek an appropriate protective order or other remedy.
If a remedy acceptable to City is not obtained by the date that Independent Contractor must comply with the request, Independent Contractor will furnish only that portion of the Protected Information that it is legally required to furnish, and the Independent Contractor shall require any recipient of the Protected Information to
exercise commercially reasonable efforts to keep the Protected Information confidential. 10. Remedies for Disclosure of Confidential Information. Independent Contractor and City acknowledge that
unauthorized disclosure or use of the Protected Information may irreparably damage City in such a way that adequate compensation could not be obtained from damages in an action at law. Accordingly, the actual or threatened unauthorized disclosure or use of any Protected Information shall give City the right to seek injunctive relief restraining such unauthorized disclosure or use, in addition to any other remedy otherwise
available (including reasonable attorneys' fees). Independent Contractor hereby waives the posting of a bond with respect to any action for injunctive relief. Independent Contractor further grants City the right, but not
the obligation, to enforce these provisions in Independent Contractor's name against any of Independent Contractor's employees, officers, board members, owners, representatives, agents, contractors, and subcontractors violating the above provisions.
11. Non-Disclosure. Independent Contractor is permitted to disclose Confidential Information to its employees, authorized subcontractors, agents, consultants and auditors on a need to know basis only, provided that all
such subcontractors, agents, consultants and auditors have written confidentiality obligations to both Independent Contractor and City. 12. Criminal Background Check. City shall perform criminal background checks on all talent assigned to this
project before a person is allowed to work on any of the City’s Criminal Justice Information System (CJIS) protected data, software systems or facilities.
13. Survival. The confidentiality obligations shall survive termination of any agreement with Independent
Contractor for a period of ten (10) years or for so long as the information remains confidential, whichever is longer and will inure to the benefit of City.
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EXHIBIT E City of Springfield Business Associate Agreement
Between - City of Springfield and INDEPENDENT CONTRACTOR
This Business Associate Agreement (“Agreement”) between City of Springfield (Springfield) and
INDEPENDENT CONTRACTOR is executed to ensure that INDEPENDENT CONTRACTOR will appropriately safeguard
protected health information (“PHI”) that is created, received, maintained, or transmitted on behalf of Springfield
in compliance with the applicable provisions of Public Law 104-191 of August 21, 1996, known as the Health
Insurance Portability and Accountability Act of 1996, Subtitle F – Administrative Simplification, Sections 261, et
seq., as amended ("HIPAA"), and with Public Law 111-5 of February 17, 2009, known as the American Recovery and
Reinvestment Act of 2009, Title XII, Subtitle D – Privacy, Sections 13400, et seq., the Health Information
Technology and Clinical Health Act, as amended (the “HITECH Act”).
A. General Provisions
1. Meaning of Terms. The terms used in this Agreement shall have the same meaning as those terms
defined in HIPAA.
2. Regulatory References. Any reference in this Agreement to a regulatory section means the section
currently in effect or as amended.
3. Interpretation. Any ambiguity in this Agreement shall be interpreted to permit compliance with
HIPAA.
B. Obligations of Business Associate
INDEPENDENT CONTRACTOR agrees that it will:
1. Not use or further disclose PHI other than as permitted or required by this Agreement or as required
by law;
2. Use appropriate safeguards and comply, where applicable, with Subpart C of 45 CFR Part 164 to
prevent use or disclosure of PHI other than as provided for by this Agreement;
3. Report to Springfield any use or disclosure of PHI not provided for by this Agreement of which it
becomes aware, including any security incident (as defined in 45 CFR 164.304) and any breaches of
unsecured PHI as required by 45 CFR §164.410. Breaches of unsecured PHI shall be reported to
Springfield without unreasonable delay but in no case later than 60 days after discovery of the
breach;
4. In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), ensure that any subcontractors that
create, receive, maintain, or transmit PHI on behalf of INDEPENDENT CONTRACTOR agree to the
same restrictions, conditions, and requirements that apply to INDEPENDENT CONTRACTOR with
respect to such information;
5. Make available PHI in a designated record set to Springfield as necessary to satisfy Springfield’s
obligation under 45 CFR 164.524 in no more than 30 days of a request;
6. Make any amendment(s) to PHI in a designated record set as directed by Springfield, or take other
measures necessary to satisfy Springfield’s obligations under 45 CFR §164.526 in no more than 30
days of a request;
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7. Maintain and make available information required to provide an accounting of disclosures to
Springfield or an individual who has a right to an accounting within 60 days and as necessary to
satisfy Springfield’s obligations under 45 CFR §164.528;
8. To the extent that INDEPENDENT CONTRACTOR is to carry out any of Springfield’s obligations under
Subpart E of 45 CFR Part 164, INDEPENDENT CONTRACTOR shall comply with the requirements of
Subpart E of 45 CFR Part 164 that apply to Springfield when it carries out that obligation;
9. Make its internal practices, books, and records available to the Secretary of the Department of Health and
Human Services for purposes of determining compliance with the HIPAA rules;
10. Springfield shall notify INDEPENDENT CONTRACTOR of any restriction on the use or disclosure of PHI
that Springfield has agreed to or is required to abide by under 45 CFR 164.522, to the extent that such
restriction may affect INDEPENDENT CONTRACTOR’s use or disclosure of PHI; and
11. If Springfield is subject to the Red Flags Rule (found at 16 CFR §681.1 et seq.), INDEPENDENT
CONTRACTOR agrees to assist Springfield in complying with its Red Flags Rule obligations by: (a)
implementing policies and procedures to detect relevant Red Flags (as defined under 16 C.F.R.
§681.2); (b) taking all steps necessary to comply with the policies and procedures of Springfield’s
Identity Theft Prevention Program; (c) ensuring that any agent or third party who performs services
on its behalf in connection with covered accounts of Springfield agrees to implement reasonable
policies and procedures designed to detect, prevent, and mitigate the risk of identity theft; and (d)
alerting Springfield of any red flag incident (as defined by the Red Flag Rules) of which it becomes
aware, the steps it has taken to mitigate any potential harm that may have occurred, and provide a
report to Springfield of any threat of identity theft as a result of the incident.
12. If INDEPENDENT CONTRACTOR is part of a larger organization, INDEPENDENT CONTRACTOR will
implement policies and procedures to protect PHI from unauthorized access by the larger
organization.
C. Permitted Uses and Disclosures by Business Associate
The specific uses and disclosures of PHI that may be made by INDEPENDENT CONTRACTOR on behalf of
Springfield are limited to:
1. The review of patient care information in the course of INDEPENDENT CONTRACTOR conducting risk
and compliance assessment activities, or providing Springfield with a Control Activity Gap Analysis, or
the review of PHI and other information necessary to assist Springfield in developing its HIPAA
compliance program; and
2. Other uses or disclosures of PHI as permitted by the HIPAA rules as necessary to perform the services
set forth in the Service Agreement.
3. Uses or disclosers of protected health information as required by law
D. Termination
1. Springfield may terminate this Agreement if Springfield determines that INDEPENDENT CONTRACTOR
has violated a material term of the Agreement.
2. If either party knows of a pattern of activity or practice of the other party that constitutes a material
breach or violation of the other party’s obligations under this Agreement, that party shall take
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From:Chris DeLess
To:MCMAHAN Jayne
Cc:Vinith Menon
Subject:Re: RFP 1731 Database Administration Services - Hawes Proposal
Date:Tuesday, October 25, 2016 3:58:34 PM
This was a default item in the template used. We do not consider this to be sensitive.
Do you want us to remove it and resubmit or is this email approval sufficient?
Thanks,
--Chris
From: "MCMAHAN Jayne" <jmcmahan@springfield-or.gov>
To: "Chris DeLess (chris@hawestechnologies.com)"
<chris@hawestechnologies.com>
Cc: "Vinith Menon" <vinith@hawestechnologies.com>
Sent: Tuesday, October 25, 2016 1:26:47 PM
Subject: RFP 1731 Database Administration Services - Hawes Proposal
Hi Chris,
We are in receipt of your RFP proposal dated Sep. 23, 2016 with a notation on the
bottom Appendix 1 Resumes (un-numbered pages) of being “Confidential”. Be
advised that in the RFP Page 10 XII. Ownership (see below) all proposers were
notified that prior to submission if they were wishing to exempt portions of their
proposal from disclosure as public records you were advised to discuss your
concerns with the City’s Finance Director. As you did not contact him we believe your
documents are public records and will be treated as such accordingly.
XII. Proposal Ownership
All material submitted by the Proposers shall be considered property of City, and City shall not
be required to return same to any Proposer. The material submitted by Proposers will be
treated in the same manner as City’s own records.
After proposal opening, all proposals become part of the public record and are available for
public review unless exempt under Oregon Public Records Law. Proposers wishing to exempt
appropriate portions of their proposals from disclosure as public records are encouraged to
discuss their concerns with City’s Finance Director (address listed below) prior to the
submissions of their proposals.
ATTACHMENT 1
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Bob Duey, Finance Director
City of Springfield Finance Department
225 Fifth Street
Springfield, OR 97477
We believe the documents are public records and must be disclosed under the public
records law. If you disagree we will give you the opportunity to take the position that
they are not disclosable as “trade secrets” ORS 192.501(2). Requests for public
records which are not provided by the public entity maybe appealed to the Lane
County District Attorney. We will give you the opportunity to participate in the appeal.
For your information trade secrets ORS192.501(2) are defined as:
(2) Trade secrets. “Trade secrets,” as used in this section, may include, but are not
limited to, any formula, plan, pattern, process, tool, mechanism, compound,
procedure, production data, or compilation of information which is not patented, which
is known only to certain individuals within an organization and which is used in a
business it conducts, having actual or potential commercial value, and which gives its
user an opportunity to obtain a business advantage over competitors who do not
know or use it.
Thank you,
Jayne
Jayne McMahan C.P.M. |Procurement & Contracts Manager | City of Springfield
225 5th Street, Springfield, OR 97477|office: 541.726.3708|jmcmahan@springfield-or.gov
Please consider the environment before printing this email.
ATTACHMENT 1
C1771 Hawes Technologies, LLC Page 17 of 66DRAFTAIS ATTACHMENT 1, Page 17 of 66
From:Vinith S. Menon
To:MCMAHAN Jayne; Chris DeLess (chris@hawestechnologies.com); vinith@hawestechnologies.com
Subject:RE: RFP 1731 DB Administration Services - Hawes Proposal Questions
Date:Wednesday, September 28, 2016 8:15:06 PM
Hi Jayne
Thank you so much for writing to us, The following are the answers for the question
9 Paragraph 1 Since City of Springfield is already a Hawes DBA service customer, would phases 1through 3 need full implementation? If not does this impact the cost proposal?
The following are covered four phases that's been listed in our proposal
Phase I (Onsite) - includes assessment of the existing environment, initial
database health check, identify all critical challengesPhase II (Onsite) - includes providing and implementing the recommendations;SOW sign OffPhase III (Onsite & Offshore) - includes defining, agreeing and implementing the Service
LevelPhase IV (Remote) - 24/7 monitoring and scheduled maintenance of the DatabaseEnvironment
Since HTL is the current vendor for COS, we would still recommended to have phase 2 and 3, we wouldalso be providing onsite engineer dedicated for COS for a fixed time period during the contract period
We had considered the RFP as a fresh one and used our stranded wordings, we might not be needed todo the assessment of the existing environment but database health check and identifying all criticalchallenges are day to day activities that we would be providing
I would kindly like to let you know that there wont be any changes in the costing by reducingassessment of existing environment
26 Process “Vendor Support Please define the acronym “AMC”.
Acronym for AMC is Annual Maintenance Contract , Kindly instruct if you need us to change in theproposal and send it to you, we shall do accordingly
1 1st Table The number of production SQL Servers and database will likely change throughout theduration of the contract. Is there a range on servers / databases considered in the $7,800/month pricequote?
This is a fixed cost for the list of servers and database that's been mentioned in the RFP and anynumbers added during the contract period would be serviced on the proposed cost ( No additions)
Kindly do let us know if you have any questions
Regards
Vinith
From: MCMAHAN Jayne [jmcmahan@springfield-or.gov]Sent: Thursday, September 29, 2016 4:02 AMTo: Chris DeLess (chris@hawestechnologies.com); vinith@hawestechnologies.comSubject: RFP 1731 DB Administration Services - Hawes Proposal Questions
ATTACHMENT 1
C1771 Hawes Technologies, LLC Page 18 of 66DRAFTAIS ATTACHMENT 1, Page 18 of 66
Hi Chris and Vinith,
The review committee had questions about your proposal. Please review below and provide your
answers by 2pm tomorrow.
Page Paragraph Question
9 Paragraph 1 Since City of Springfield is already a Hawes DBA service customer,
would phases 1 through 3 need full implementation? If not does this
impact the cost proposal?
26 Process
“Vendor
Support”
Please define the acronym “AMC”.
31 1st Table The number of production SQL Servers and database will likely change
throughout the duration of the contract. Is there a range on servers /
databases considered in the $7,800/month price quote?
Thank you,
Jayne McMahan C.P.M. | City Procurement & Contracts Manager | City of Springfield 225 5th
Street, Springfield, OR 97477|office: 541.726.3708| jmcmahan@springfield-or.gov Please consider the environment before printing this email.
ATTACHMENT 1
C1771 Hawes Technologies, LLC Page 19 of 66DRAFTAIS ATTACHMENT 1, Page 19 of 66
ATTACHMENT 1
C1771 Hawes Technologies, LLC Page 20 of 66DRAFTAIS ATTACHMENT 1, Page 20 of 66
Proposal
To
For
DATABASE ADMINISTRATION SERVICES
(RFP# 1731)
Submitted on
Office address
Website
: Sep 23, 2016
: Hawes Technologies LLC
400 International Way, Suite #300,
Springfield, OR 97477
: www.hawestechnologies.com
ORIGINAL
ATTACHMENT 1
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 1
Table of Contents
1. Executive Summary ............................................................................................................................................2
1.1. Organization History ...................................................................................................................................2
1.2. Key Contact Persons Pertaining to the Project ..........................................................................................2
2. Qualifications ......................................................................................................................................................4
2.1. Clients Served at present ............................................................................................................................4
2.2. Project Experience ......................................................................................................................................4
3. Project Team - DBA for CoS ................................................................................................................................7
4. Resumes .............................................................................................................................................................7
5. Project Approach ................................................................................................................................................9
5.1. Proposed Project Approach Strategy .........................................................................................................9
5.2. Technical Scope of Work ......................................................................................................................... 10
5.3. Standard Protocol and Activities ............................................................................................................. 12
5.4. Schedule/ Timeline (Indicative for the initial phases – I, II and III) ......................................................... 15
5.5. Technology/ Tools would be used for the Project .................................................................................. 16
5.6. Service Level Agreement ......................................................................................................................... 19
5.7. Change Management Process ................................................................................................................. 21
5.8. Compliance with Regulatory Standards .................................................................................................. 22
5.9. ITIL Process Followed .............................................................................................................................. 25
5.10. Operational and Execution .................................................................................................................. 27
5.11. Our Standard Operating Procedure for DBA Services ......................................................................... 27
5.12. Work Schedule and Availability ........................................................................................................... 29
5.13. Other Capabilities ................................................................................................................................ 29
6. Fee Proposal .................................................................................................................................................... 32
7. Additional Services .......................................................................................................................................... 32
8. References ....................................................................................................................................................... 34
9. In Summary ...................................................................................................................................................... 35
ATTACHMENT 1
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 2
1. Executive Summary
1.1. Organization History
Hawes Technologies LLC (HTL) is focused on IT services and technological developments to help meet
the needs of its customers.
Bringing together the game-changing technologies, resources and expertise in the region creates a
vehicle that will deliver superior offerings to the community. This combination positions the company
with a significant competitive advantage in the marketplace.
Offerings and strengths of Hawes Technologies:
a. Services Offerings
Database Administrative Services
IT Consulting Services
Remote Infrastructure Management
Network Auditing
Bespoke Application Development
Data Migration
Quality Assurance
Legacy Application Management
Data Integration Services
b. Product Offerings
VoizTrail (Call Recording, Auditing and Speech Analytics)
ARTrail - (Accounts Receivable Management)
CIP EDX - (Electronic Data Exchange)
Registered Office Address
Hawes Technologies LLC,
400 International Way, Springfield, OR – 97477,
www.hawestechnologies.com
Contact Number: 1.866.687.9006
1.2. Key Contact Persons Pertaining to the Project
Primary Contact
Name Gerald J Paulraj
Title Director- Business Development
Phone Number 541.335.2283
Email gerald@hawestechnologies.com
Project Manager
Name Vinith S Menon
Title Director - IMS
Phone Number 541.704.8661
Email vinith@hawestechnologies.com
ATTACHMENT 1
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 3
QUALIFICATIONS
ATTACHMENT 1
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 4
2. Qualifications
2.1. Clients Served at present
Client Industry RDBMS
Version
Server Count
and Type
Operating
System
Total Instance
Count
Number of
users
Oracle
Jefferies Financial 11.2.0.4 Physical 3 Redhat Linux 6 17
City of
Springfield Government 11.2.0.4
Physical: 2
Oracle database
appliances
Oracle Enterprise
Linux 5.10 3 201
MS SQL
KG
Information
Systems
Group
Healthcare,
Education,
Finance
and
IT
2003 1 Microsoft
Windows 1 11
2005 10 Microsoft
Windows 10 235
2008 9 Microsoft
Windows 9 577
2012 2 Microsoft
Windows 1 13
City of
Springfield Government
My SQL
HealthFirst
Financial Financial 5.5 Physical 4 Cent-OS 4 170
Professional
Credit
Services
Collection
Industry 5.5 2 Cent-OS 2 35
2.2. Project Experience
We provide comprehensive DBA services that are responsive and cost effective. As we hold a very
muscular track record in complete database management, we ensure that your critical data
environment is monitored and maintained to meet any arising business requirements.
We, at Hawes Technologies, believe that we have the necessary technical knowledge, relevant expertise
to cater to your specific needs. Our team of experts integrates personalized and proactive capabilities
into one simplified support platform to help Sarasota County to reduce unplanned database downtime
and resolve database problems faster so you can focus on driving new initiatives. Hawes Technologies
can provide a complete 24/7/365 DBA solutions on Sql Server and Oracle running in Windows and
Unix/Linux operating systems.
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DEDICATED PROJECT TEAM
&
RESUMES
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3. Project Team - DBA for CoS
Project Management Team:
Name of the Personnel Position Description # Years of Experience
Vinith S Menon Project Manager (SPOC) 19
Exclusive Database Administration and Support Team for City of Springfield:
Name of the Personnel Position Description # Years of Experience
Vinoth Kumar Lead & Production- DBA 12
Prithivirajan Production DBA – L1 3
Aravind Kumar Production DBA – L2 4
Karuthappandyan Production DBA – L2 4
Gandhimathi Production DBA – L2 4
4. Resumes
Please refer to the Appendix # 1 for the detailed resumes of the teams assigned exclusively for the project
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PROJECT APPROACH
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5. Project Approach
5.1. Proposed Project Approach Strategy
Hawes Technologies proposes to carry out the maintenance and support in a phased manner. To
evaluate and streamline the components of the database environment, project is approached in a
phased manner.
Phase I includes assessment of the existing environment, initial database health check, identify
all critical challenges
Phase II includes providing and implementing the recommendations; SOW sign Off
Phase III includes defining, agreeing and implementing the Service Level
Phase IV will be to 24/7 monitoring and scheduled maintenance of the Database Environment
Phase I (One Time Activity) : Onsite
Initial database health check; Identify critical challenges
Phase II (One Time Activity) : Onsite
Providing and Implementing the recommendations; SOW sign Off
Phase III (One Time Activity) : Onsite & Offshore
Defining ,Agreeing and Implementing the Service Level
Phase IV (Recurring Activity) : Remote
24/7 monitoring; alerts; maintenance and troubleshooting
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5.2. Technical Scope of Work
Database Administration Services required on MS SQL database servers:
1. Daily Monitoring: (Required 24 hours per day, 7 days per week)
a. OS and Database Server Maintenance
i. Verify the server is on-line and accessible.
ii. Verify select performance measures are within acceptable parameters.
iii. Monitor system event logs for warnings and errors.
iv. Initiate response to any warnings, errors or conditions operating outside their normal range.
v. Document all event responses and communicate response with City’s database administrators.
vi. Record incidents and events within the City’s help desk system: Manage Engine Service Desk
Plus version 9.2.
b. Database Management
i. Verify database is on-line and accessible.
ii. Verify select performance measures are within acceptable parameters.
iii. Verify database free space is within required parameters.
iv. Identify and respond to any database intrusion events.
v. Monitor database event logs for warnings and errors.
vi. Initiate response to any warnings, errors or conditions operating outside their normal range.
vii. Document all event responses and communicate response with City’s database administrators.
c. Database Backup and Maintenance
i. Build, modify, schedule and monitor database maintenance jobs that may include database
backup, transaction log backup, backup verification, index maintenance, statistics updates
and/or backup file cleanup.
ii. Verify the backup executed successfully and is executing according to scheduled backup cycle
and within the expected timeframe.
iii. Verify that all database maintenance and data management processes executed successfully
and according to schedule.
iv. Resubmit any failed maintenance jobs, and inform City database administrators of failure.
v. Work with City database administrators to implement new database maintenance jobs or
modification to existing jobs.
2. Periodic Monitoring and Review (weekly, monthly, as required and etc.)
a. Verify database transaction logs are properly managed.
b. Rebuild tables and/or indexes as required.
c. Review database file sizes, usage space and recommend resizing as required.
d. Review disk usage and provide recommendations as required.
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e. Review OS and database performance trends and provide recommendations for system and/or
database modifications.
f. Respond to any conditions requiring changes to the backup schedule and cycle.
g. Coordinate all system changes with the City’s database administrators.
h. Work with relational database vendor technical support providers to resolve incidents that
cannot be resolved with local expertise.
3. Database Backup and Recovery:
a. Perform non-scheduled database backups on an as needed basis.
b. Perform database recovery on an as needed basis.
4. Database Server and OS Patches and Upgrades:
a. Provide critical patches and upgrades to the database server as needed throughout the service
period. Critical patches are defined as those patches released by the database vendors that
protect the system from security risks or possible faulty operations and those patches and
upgrades required by the business applications running against the database. This includes
patches released on the vendors normal patch cycle and out of bound patching that addresses
urgent security risks and application errors
b. Coordinate all patch scheduling and testing with the City’s database administrators.
5. Test Restore:
a. Work with City database administrators to annually test database and database server restore
procedures.
b. Document test findings and make recommendations on process improvement.
6. Service Security:
a. Work with City database administrators to evaluate and implement security policy, establish
internal controls and provide information for independent audit.
b. Manage database and database server users, roles and object permissions.
7. Database Design:
a. Evaluate and implement database schema changes as directed by City database administrators.
b. Recommend database schema changes when database design is found to negatively impact
application performance.
8. Database Planning and Implementation:
a. In both physical and virtual environments, work with the City database and network
administrators to determine disk, memory and processor requirements for the database.
b. Install database software onto target server and configure software for its intended use.
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c. Plan the logical data storage, physical design, backup and recovery strategy and business
continuity strategy for the database. Communicate risk/benefits of plan with City database
administrators.
d. Create the database instance on the database service and configure database parameters for
the intended use.
9. Change Management:
a. Work with City database administrators to evaluate all database changes before they are
applied. Once applied document all server configurations, database schemas, SQL code and any
other facets of the database environment for the City’s Configuration Management System.
10. Knowledge Transfer:
a. Train City database administrators on any new technologies and techniques used in the course
of providing Database Administration Services.
5.3. Standard Protocol and Activities
Monitoring
Our initial level of service is provided with the fundamental monitoring setup that is very essential for
any database environment. 24x7 monitoring database and notify respective staff/ team when any
critical event occurs. Regular status reports keeps customers up to date on database health.
# Activities Sub Components
1 Live DBA support
Support for production database outages and notify respective
teams
Frequent monitoring of alert logs and trace files and reporting
the problems encountered to respective team members
Analyzing the database performance at peak hours and
reporting the bottlenecks using tools.
Automating of daily routine activities and monitoring the
health of databases
2 Implement monitoring and
ticketing systems
Online ticketing system manages support incidents
Issue resolution by ticket response
Tickets can be submitted by any user, not just primary contact
Ticket queue actively managed for quick response to
emergencies
Tickets stay open until resolved and can be reopened if
additional help is needed
3 Monitor and troubleshoot
scheduled jobs
Monitoring scheduled jobs
Reporting Failed, Broken jobs to respective teams
4 Monitor and troubleshoot
backup/recovery jobs
Monitoring backup jobs
Reporting backup status to maintenance team
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5 Monitor custom OS events
Monitor server availability
Fast detection of network outages and protocol failures
Fast detection of failed services, processes and batch jobs
Detection of disk space issues
6 Direct incidents, alerts and
notifications
Setting up notifications
Customize E-mail and notification rules and methods
Categorize severity
Alert respective teams
Maintenance
Maintenance includes the service of issue management, installation, patching, backup/ recovery and regular
maintenance of database.
# Activities Sub Components
1 Perform Database Tasks upon
Request
Categorize Database Task
Perform standard services based on business and
environment demand
Reporting enterprise tasks to respective teams
2 Execute on all incidents
received by Service Desk
Categorize request and perform level 2 tasks
Reporting level 3 tasks to respective teams
3 DBA request availability
DBA availability to assist application team or business team on
demand
Provide required reports, traces or logs as per requirement
4 Perform database install and
creation with single instance
Validate prerequisites
Install database software
Create database
Validate parameters
Change settings on demand
5 Perform database upgrades
and migrations
Assists with impact analysis of upgrades and migrations
Database upgrades and database migrations
Ensure that database upgrades and database migrations takes
place with minimal impact
6 Perform database backup
recovery
Schedule Backups
Verify success of Backup
Verify success of archive
Verify unwanted archives are purged
Look for harmful growth rate
Verify backup media
Restore and recover based on demand
7 Perform database
configuration and validation
Configure settings like storage, network and users
Create schema and dependent objects and grant required
roles and privileges
Change access controls on demand
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8 Perform data/index/disk re-
organizations
Rebuilding / shrinking based on year-end process and archival
process.
Tuning Segments based on advisor
9 Perform
SQL/database/instance tuning
Identifying top SQLs with execution plan.
Rebuilding indexes and gathering statistics if necessary.
Memory tuning based on number of concurrent users and
load
10 Execute and verify
DDL/DML/scripts
Release the scripts provided by application team
Maintain logs for each release
Administration
Advanced administration of database with proactive maintenance, unlimited operational tasks and high
availability maintenance are carried out as part of administration.
# Activities Sub Components
1
Proactive DBA Activities
"Improve Database
Environment"
Using DBA tools and scripts to automate maintenance,
ensuring optimal performance, and mitigating the risk of
change
Automated procedures to identify risks before they impact
production
2 Serve as escalation from
Standard support
Provide support for ticket requests forwarded from level 2
support
3
Advise and consult on
architecture and engineering
issues and approaches
Provide assistance to identify architecture and engineering
issues
Provide optimal solution by analyzing options for architectural
issues
4 Provide Senior DBA support &
collaboration
Provide advanced DBA support to discuss recommendations
and agree upon solutions that will bring value to organization
5 Perform complex issue
resolution/correlation
Provide complex issue solution which have been designed
specifically to ensure the environment reaches its full potential
6 Perform root cause analysis on
recurring issues
Document recurring issues
Provide root cause analysis
Provide solutions based on environment and business demand
7 Provide issue tracking and
communication
Ticket tracking by issue, status, category, person, and date
Track support history by individual employee or entire
company
8 Perform advanced database
and query tuning Advanced tuning using database tools
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9 Perform proactive
space/growth management
Growth trend analysis
Redo log resizing based on advisor.
Partitioning tables based on data growth and implementing
schedulers for redesigning tables
Assist capacity planning for scalability
10 Database security, compliance,
licensing
Develop database security standard
Document standard with relevant to regulatory compliance
Assist in licensing strategy
Business data retention period definition
11 HA, DR and scalability
improvements/strategy
Review existing HA, DR architecture
Provide recommendations for existing HA, DR environment
Design and implement new HA, DR setup
Monitoring and maintenance of DR setup
12 Backup and recovery
improvements/strategy
Review disaster recovery procedures application wise
Document backup and restore procedures
Provide recommendations based on applications criticality
Include business users in backup policy designing
Implement recommended and approved strategy
13 Advanced Audit
Planning and risk assessment
Host operating system Security
Database Authentication
Database Access Controls
Network Security
14 Replication
improvements/strategy
Review existing replication architecture
Provide recommendations for existing replication environment
Design and implement new replication setup
Monitoring and maintenance of replication
5.4. Schedule/ Timeline (Indicative for the initial phases – I, II and III)
Based on past experience, the timeline for completion of Phase I to Phase III would be around 6-8
weeks, however these are indicative and might vary depending on the environment, strategy applied,
and technology implemented.
However, Timelines can be finalized based on the number of databases and the outcome of preliminary
assessment of the environment.
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5.5. Technology/ Tools would be used for the Project
Data Console – Monitoring System (Indigenously built)
Continuous proactive monitoring is done by L1 support staff using Data Console. Data Console is an in-
house build database monitoring tool that helps DBAs to monitor heterogeneous database server
environment. For database server monitoring, Data Console connects to the database and ensures it is
up. Data Console is also an agent-less monitoring tool that executes database queries to collect
performance statistics and send alarms, if the database performance crosses a given threshold. Any
breach of security policies will be alerted to support staff on real time basis.
Sample Real-time alerts of Data Console
Performance metrics includes:
Hardware resource utilization such as memory, CPU, I/O etc,.
Instance performance metrics
Storage growth rate
General alerts includes
Warnings and Error logs
High availability interruption alerts
Status check for jobs and schedules
Storage growth metrics
Version or component changes
0
1
2
3
4
5
6
7
8
Phase
Weeks
Phase IV: Ongoing
Scheduled Maintenance
Phase I: Initial
Assessment & Analysis
Phase III: Defining, agreeing
and implementing the Service
Phase II: Provide
Recommendations and SoW
Sign Off
Minimal of 2 to 3 weeks
From 6th week onwards
Minimal of 1 week
Minimal of 2 weeks
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Security Audit includes:
Logins & Logouts
Privileged user logins
Strange session logins
User creation, alterations and drops
Object count changes
Structural audit
Instance changes
(Screenshots of Data Console- Alerts)
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(Screenshots of Data Console- System Monitoring)
Other tools to be used
1. Helpdesk System
We can continue using the “Manage Engine Service Desk Plus” (version 9.1) currently used at the
City of Springfield or propose to use any equally feature rich ticketing tool
We can use "Microsoft System Center Operations Manager 2005" for monitoring
2. Prolive – Project Management Tool (indigenious built tool)
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(Screenshots of Prolive- Project Management and Helpdesk)
5.6. Service Level Agreement
SLA matrix for support and incident management as specified by the City will be followed by the HTL
database management team
Support Level Impact Minimum
Response Time Resolution Time Availability
Tier 1 –
Critical System
Failure:
Complete failure of a
production database service
or component has occurred
preventing the use of key
business applications.
Examples include database
or database server failure.
Within 60
minutes of
notification.
Issue resolution
proposal would
to be provided
within 4 hours
from the
response
Service is required
24 hours per day, 7
days per week
including holidays.
Tier 2 –
Partial System
Failure:
Partial failure of a database
service or component has
occurred seriously impacting
the use of key business
applications. A Severity 2
issue may become a Severity
1 issue if it is not corrected.
Within 4 hours of
notification.
Issue Resolution
proposal would
be provided
within 16 hours
from the
response
Service is required
during normal
business time -
7:00am to 5:00pm
PST Monday
through Friday,
excluding local
holidays.
Tier 3 -
System Incident
or System
Maintenance:
System incident has
occurred that is not a critical
performance issue. For
example, disk space is
beginning to run low or
Within 16 hours
of notification.
Issue Resolution
proposal would
be provided
within 16 hours
from the
Service is required
during normal
business time -
7:00am to 5:00pm,
local time, Monday
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performance is slowly
beginning to deteriorate.
System maintenance is a
non-incident activity such as
patch scheduling or system
analysis.
response through Friday,
excluding local
holidays.
City of Springfield DBA Project Team – Contact Details
DBA Support Team
Level Email ID Direct Mobile
First Level:
L1 Support Resource dbasupport@hawestechnologies.com 541.335. 2299 541.704.8458
Second Level:
L2 Support Resource dbasupport@hawestechnologies.com 541.335.2289 541.936.7742
Third Level:
L3 Support Resource dbasupport@hawestechnologies.com 541.335.3698
Support Escalation – Includes tiers 1 through 3:
In the event of City not receiving a response within the set time frames outlined above, response is
inadequate or in the event the condition deteriorates to a higher level tier, City officials shall escalate
the same to the contact listed in the below .
Level Name Title Email Direct Mobile
First Level
Escalation
Vinith S
Menon GM - IMS vinith@hawestechnologies.com 541.335.2283 541.704.8661
Second Level
Escalation
Sridharan
Srinivasalu
Managing
Director Sridhar@hawestechnologies.com 541.335.2283 732.585.3007
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5.7. Change Management Process
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5.8. Compliance with Regulatory Standards
Hawes Technologies would adhere to the Security Standards expected by the City. The compliance
standards are listed below but not limited to the points given below.
Compliance Requirements for CJIS
Minimum Security Requirements
Minimum security requirements to protect and secure
various types of criminal justice information, including:
Biometric Data
Identity History Data
Biographic Data
Property Data
Case/Incident History
Auditing and Accountability
Implement audit and accountability controls to increase
the probability of authorized users conforming to a
prescribed pattern of behavior.
Access Control
Planning and implementation of mechanisms to restrict
reading, writing, processing and transmission of CJIS
information and the modification of information
systems, applications, services and communication
configurations allowing access to CJIS information.
Identification and Authentication
Identifying information system users and processes
acting on behalf of users and authenticate the identities
of those users or processes as a prerequisite to allowing
access to agency information systems or services.
Configuration Management
Planned or unplanned changes to the hardware,
software, and/or firmware components of the
information system can have significant effects on the
overall security of the system. The goal is to allow only
qualified and authorized individuals access to
information system components for purposes of
initiating changes, including upgrades, and
modifications.
Personnel Termination
Having proper security measures against the insider
threat is a critical component for the CJIS Security
Policy. This section’s security terms and requirements
apply to all personnel who have access to unencrypted
CJI including those individuals with only physical or
logical access to devices that store, process or transmit
unencrypted CJI.
Hawes Technologies also has personnel who are certified on the CJIS standards.
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Compliance Requirements for HIPAA
1. Privacy policies and procedures. We developed and implemented written privacy policies and
procedures consistent with the Privacy Rule.
2. Privacy personnel. Appointed a privacy official to develop and implement the aforementioned
privacy policies. Designate a contact person responsible for receiving complaints and providing
individuals with information about privacy practices.
3. Workforce training and management. Trained everyone on our workforce—including employees,
volunteers, and others—on your privacy policies, and apply appropriate sanctions against those who
violate the standards.
4. We mitigate any harmful effect that might be caused by an employee or Business Associate’s
improper use or disclosure of PHI.
5. Data safeguards. Our Organization maintains reasonable and appropriate administrative, technical,
and physical safeguards to prevent use or disclosure of PHI—whether it’s intentional or not.
6. Complaints procedures. Implement procedures for individuals to complain to the Covered Entity
about its HIPAA compliance, and inform people that complaints may also be submitted to the
Secretary of the U.S. Department of Health & Human Services.
7. Documentation and record retention. Store records of your privacy policies, privacy practice
notices, disposition of complaints, and other actions for six years after their creation.
Compliance requirements for PCI
1. Use a firewall between the public network and the payment card data. Keep the firewall updated.
2. Do not use vendor-supplied default passwords that come with network equipment or devices used
in payment processing. Change the vendor-supplied passwords immediately.
3. If you can at all avoid it, do not store cardholder data. If you have a business need to keep
cardholder data, ensure that is is protected through strong encryption.
4. Use encryption to protect all transmission of cardholder data over any public network.
5. Use antivirus software on all machines in the cardholder data environment and ensure that the
software is updated.
6. Check that your card processing applications and systems have vendor-supplied security patches
installed.
7. Limit access to cardholder data to as few individuals as possible.
8. Assign a unique identification (ID) to each user so that everyone is accountable for their own
actions in the cardholder data environment.
9. Physical access to the cardholder data environment should be restricted.
10. Monitor all access to the network and cardholder data environment.
Regularly test your security systems and your network environment.
Yearly penetration testing is required for many businesses
Quarterly external and internal scanning is required for many businesses
11. Maintain a security policy and ensure that all personnel are aware of the security policy.
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Compliance requirements for PII
PII is a name together with one or more of the following:
Social security number
Driver license number
Financial account number in combination with any security code, access code, or password
PII Safeguards:
1. Do not access PII without authorization
2. Unless you have special permission, do not transmit PII in email
3. Never transmit PII in instant messages
4. Never store PII on
a. Any computer that is not professionally managed, such as your home computer
b. A Laptop, PDA or smart phone or other portable devices
5. Unless you have special permission, do not store PII on
a. A desktop computer
6. Position screen so that it’s not viewable to others
7. Removable media such as CDs, DVDs and USB thumb drives
8. Protect media as you would a wallet or purse.
9. Regardless of the use, practice the following safeguards
10. Use strong passwords to access PII
11. Password protected screensaver with a short time-out
12. Minimize the amount of data stored
13. Minimize the length of time data is stored
14. Encrypt stored data, preferably using whole disk encryption
15. Only use applications that encrypt transmitted data
16. Encrypt backups and minimize backup retention time
17. Render all media unreadable prior to reuse or disposal
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5.9. ITIL Process Followed
While ITIL provides basic guidelines on common sets of best practices, the actual implementation will
vary based on the changing needs of the organization. Our remote DBA support and service provides the
necessary tools and utilities to deploy the ITIL framework by providing amazing capabilities that can be
adopted by any organization to implement a fully integrated ITIL solution.
Service Support is composed of the following disciplines and our support maps to these disciplines using
automated tools such as Data Console and Prolive:
Incident Management
Problem Management
Configuration Management
Change Management
Release Management
SLM
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ITIL based Incident Management Process followed by Hawes Technologies is given below.
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5.10. Operational and Execution
5.11. Our Standard Operating Procedure for DBA Services
1. All database issues/requests are received from client through an indigenous ticketing system
(‘Prolive’). If any requests received via email or telephone or chat or through Data Monitor
(Database Monitoring Utility), then the DBA team will update the same in the system and ticket will
be generated.
2. DBA level 1 support interrogates the issue and identifies if the issue should be routed to other
support team. If so then tickets are forwarded to specific support team. The process of ticket
transfer can be seen online in the ticketing system.
3. If the ticket is for DBA team then feasibility of request and the impact is analyzed.
4. In turn the level 1 support will categorize the ticket. The tasks may be any of the below:
a. Installation and Upgrade
b. Performance Tuning
c. Health Check
d. Backup
e. Recovery
f. Regular Maintenance
g. Training
h. Load Test and Benchmark
i. Security Audit
5. Priority is set to the task by level 1 DBA.
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6. After the task is categorized and prioritized then the ticket is assigned and transferred to level 2
DBAs based on escalation.
7. Tickets could also be reassigned to other level DBA if required.
After the closure of the tickets, necessary documentation would be made available within the ticketing
system.
User Request
DBA Support Task ID generation in Prolive
Interrogate
(DBA Level 1)
Define Priority(DBA Level 1)
Assign to specific
support group(DBA Level 1)
DBA related Task
Document in
Prolive(DBA Level 2)
Close Request
No
Yes
Installation and Upgrade
Performance TuningHealth CheckBackupRecoveryRegular Maintenance
TrainingLoad Test and BenchmarkSecurity Audit
Categorize Task(DBA Level 1)
Solved
Assign Task to DBA Level 2
Yes
No
MailTelephone CallIn person
Chat
No
Yes
Feasible
Yes
Review and report to user(DBA Level 1)
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 29
5.12. Work Schedule and Availability
The L1 and L2 support team would be available 24 hours a day, 7 days a week, 365 days a
year, inclusive of US holidays
The team consists of 5 DBA resources exclusively assigned for the CoS.
5.13. Other Capabilities
MySQL
High Availability
MySQL offers a variety of high-availability options from high-speed
master/slave replication configurations, to specialized Cluster servers offering
instant failover, to third party vendors offering unique high-availability
solutions for the MySQL database server.
MySQL Replication
MySQL replication is a process that allows you to easily maintain multiple
copies of a MySQL data by having them copied automatically from a master to
a slave database. Master-slave replication can be either synchronous or
asynchronous.
MySQL Clustering
MySQL Cluster is a technology providing shared-nothing clustering and auto-
sharding for the MySQL database management system. It is designed to
provide high availability and high throughput with low latency, while allowing
for near linear scalability.
Tools used : Galera MySQL Cluster, MySQL cluster
Database
Administration
Installing and configuration of MySQL 5.5 /MySQL 5.6.
Backup and restore from one server into another.
Backup Tools: mysqldump, percona xtrabackup, zmanda for MySQL.
Crash recovery in case of system failures and corruption.
Creating and Managing new users and user privileges.
Maintaining Object privileges for security.
Performance tuning using explain plan and Percona query adviser.
Configuring system variables to provide optimal performance based on
environment.
Knowledge in Server startup and shutdown.
Customized audit for DML/DCL operation and user login’s.
Monitoring
Monitoring Deadlock events using deadlock logger
Monitoring Audit log using MySQL audit5.6/McAfee MySQL audit plugin
Monitoring User sessions.
Monitoring long running queries.
Monitoring failed login.
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Proposal to CoS for DBA Services RFP#1731
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PostgreSQL
PostgreSQL
Replication
PostgreSQL replication adds robustness to your database infrastructure with
improved price/performance, flexible multi-use configurations, and easy to
use GUI Console or CLI tools. Real-time replication to synchronize data
between Postgres Servers or between Postgres and Oracle servers without
degrading the performance of production systems.
Database
Administration
Installing and configuration of postgresql.
Backup and restoring database.
Crash recovery in case of system failures and corruption.
Creating and Managing new users and user privileges.
Maintaining Object privileges for security.
Performance tuning using explain plan
Configuring system variables to provide optimal performance based on
environment.
Knowledge in Server startup and shutdown.
PostgreSQL
Monitoring
Monitoring User sessions.
Monitoring long running queries.
Monitoring failed login.
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 31
FEE PROPOSAL
FOR
THE DATABASE ADMINISTRATION
SERVICES
&
ADDITIONAL SERVICES
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Proposal to CoS for DBA Services RFP#1731
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6. Fee Proposal
Project Description Project Fee
Database Administration Services
24x7 Monitoring, Maintenance and Administration
of Databases & all activities as specified in the
Scope of Work (Attachment#1 of the RFP#1731)
$ 7,800 per month
The cost includes,
All scheduled maintenance and support activities for all levels - L1, L2 and L3
Project Manager’s effort of 40 hours per month(non-transferable to the next month)
All invoicing would be made on the monthly basis unless city has a different preference.
7. Additional Services
Job Title Number of
Employees Fixed Hourly Rate
Project Manager 1 $ 100
Lead DBA 1 $ 85
Production DBA 3 $ 65
Other - $ 40
Note:
The number of employees stated above is indicative only; based on the requirement
the team can be scaled up.
The precise number of employees to be assigned for any additional services shall be
decided based on the detailed study of the requirement for additional services
requested by the city
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Proposal to CoS for DBA Services RFP#1731
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REFERENCES
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Proposal to CoS for DBA Services RFP#1731
Sep 01, 2016 34
8. References
CLIENT EXPERIENCE# 1 : Remote DBA Support and Maintenance
Name Of Firm HealthFirst Financial Services
Address
400 International Way,
Springfield, OR
97477
Contact Person Name Leisha Krueger
Title Director of Information Technology
Email lkrueger@hawesfinancial.com
Office Phone # 541.335.2109
Scope of the Project:
Continuous database monitoring and maintenance.
Areas covered: Include database installation, configuration on SQL, upgrades, backup
configuration and maintenance; database level troubleshoot; replication, performance
tuning etc.
CLIENT EXPERIENCE# 2 : Remote DBA Support and Maintenance
Name Of Firm Jefferies India Private Limited
Address
42/43, 2 North Avenue, Maker Maxity
Bandra-Kurla Complex (BKC)
Bandra (East), Mumbai 400 051
India
Contact Person Name Hirji Gorimar
Title Head - IT
Email hgorimar@jefferies.com
Office Phone # +91 22 4356 6000
Scope of the Project:
Activities include continuous remote database monitoring and maintenance.
Areas covered: Include database installation and standby database configuration on Oracle
standard edition using manual scripts, upgrades, backup configuration and maintenance;
database level troubleshoot; performance tuning etc.
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Proposal to CoS for DBA Services RFP#1731
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CLIENT EXPERIENCE# 3 : Remote DBA Support and Maintenance
Name Of Firm KGISL Group of Companies
Address 365, KGISL Campus, Thudiyalur Road,
Coimbatore- 641035
Contact Person Name Shanmugam Chinnasamy
Title Manager - ICT
Email shan@kggroup.com
Office Phone # +91 422 2666187. Ext 339
Scope of the Project:
Role includes continuous remote database monitoring and maintenance.
Areas covered: Include database installation and standby database configuration on Oracle
standard edition using manual scripts, upgrades, backup configuration and maintenance;
database level troubleshoot; performance tuning etc.
9. In Summary
In Summary, we believe that HTL is the right company, at the right place, at the right time to provide
City of Springfield the high quality solution it requires. We assure you that we will be a committed and a
true partner that you are looking for and we look forward to a long-term, mutually satisfying, and
beneficial relationship.
Thank you again for the opportunity to provide this proposal.
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Confidential - Hawes Technologies LLC
APPENDIX # 1
RESUMES
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Confidential - Hawes Technologies LLC
VINITH S MENON
Project Manager
Career summary
A highly resourceful, flexible, innovative, and enthusiastic individual who possesses
over 19 years of experience on Oracle and MS SQL advanced database
administration and consulting. Have good experience in Windows, UNIX and
Solaris administration and shell scripting. Have impeccable communication and
interpersonal skills and an exceptional team player heading the team of DBAs and
actively coordinated with the end user community.
Specific Role Responsibilities:
Responsible for the cost and quality of solutions delivered from the technical
delivery teams including offers, implementation and operations.
Drive up the quality of solutions (availability and performance).
Understand and underpin the implementation of IT Service Strategies (ITIL)
supporting customer environments.
Work to mitigate the impact of service failures and improve quality. I am
responsible for the continued provision of delivered services, to agreed quality.
Manage the delivery of service from delivery units. I also act as an escalation
point for Incident Managers.
Responsible for the identification and tracking, within the delivery teams, of
true problems to completion.
Provide input into bids, due diligence and transition planning for new contracts.
Review all major changes and projects affecting areas of responsibility, checking
the impacts of each change.
Assist in the definition, preparation and timely distribution of all operational
Service Reporting against SLA’s.
Form strong relationships with the customer (Both internal and external) building,
understanding of customer requirements and business drivers.
Act as a single point of contact to customer centers and Senior Management for
delivery and high priority issues and incidents.
Adherence to ITIL Service Management processes.
CERTIFICATION
Certified Information Systems
Security Professional (CISSP)
KEY AREAS OF EXPERTISE ITIL
Data Center
IT Service Management
Hosting
Virtualization
Program Management
Servers
Change Management
IT Strategy
Information Technology
Telecommunications
Project Management
Infrastructure
Storage
Consulting
IT Operations
Service Delivery
Outsourcing
Disaster Recovery
IT Management
Service Management
Managed Services
Enterprise Architecture
Technical Architecture
Active Directory
Virtualization
Incident Management
Team Leadership
Network Security
Compliance
Risk Management
Business Analysis
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Confidential - Hawes Technologies LLC
VINOTH KUMAR VS
Lead DBA
Career summary
A highly resourceful, flexible, innovative, and enthusiastic individual who possesses
over 12 years of experience on Oracle and MS SQL advanced database
administration and consulting. Have good experience in Windows, UNIX and
Solaris administration and shell scripting. Have impeccable communication and
interpersonal skills and an exceptional team player heading the team of DBAs and
actively coordinated with the end user community.
Work Experience
DBA Lead @ KGFSL (Jan 2004 – Present)
Heading on and offshore DBA team to accomplish production and development
database technical efforts in support of business needs.
Duties:
Level 3 support for development and production databases
Installing and maintaining Oracle and MS SQL databases
SQL, PL/SQL and T-SQL coding
Involved in the design of physical database schema and data modeling
Migration of applications from Oracle to MS SQL and Sybase to MS SQL
Advise and consult on database infrastructure such as backup and recovery
strategy and advance tuning
SQL and Database performance tuning
Perform root cause analysis for complex database issues
Setting up High availability solutions as per environment
Database hardening and advanced security audit deployment
Documentation and regular reporting
Responsible for management of 24x7 support issues with central DBA group
Environment:
AREAS OF EXPERTISE Oracle
9i – 10g -11g -12c
Microsoft SQL Server
2000 – 2005 – 2008 -
2012
MySQL
5.1 -5.5 -5.6
Sybase
Unix
Windows Server
2003, 2008, 2012
Solaris
DBA ABILITIES
High availability and DR
Install, Upgrade, Service
pack, Security patch
update and maintenance
Design/ Setup high
availability based
application needs and
business standards.
Oracle
RAC
ODA
ASM
RMAN
Data Guard
Fusion Middleware
MS SQL
SQL Profiler
Mirroring
Log Shipping
Replication
SSMS, SSIS, SSRS
Cluster
Backup/recovery strategy
design and deployment
Database Security
Hardening
Tools like Erwin, Quest,
ER/Studio, Redgate,
Symantec-Backup,
Management Studio etc
ACADEMIC QUALIFICATIONS
Bachelor of Science -
Bharathiyar University -
2003
Technology Version Schema/ Database Count
ORACLE 9i, 10g, 11g, 12c 550
MS SQL 2005, 2008, 2012 600
MySQL 5.1, 5.5,5.6 133
Jefferies India Private Ltd KGISL group of companies Nephrology Associates
CIMB Securities Private Ltd Radiology Associates, P.C Bayclinic
Puget Sound Blood Center Centennial Medical Group
D. E. Shaw Securities North Bend Medical Center TriMed Technologies
4medica Hawes Financial Group City of Springfield
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ARAVIND KUMAR J
Production DBA
Career summary
Highly motivated DBA with over 4 years of experience and having a passion for SQL Server
and Oracle. Excellent analytical, troubleshooting, documentation and customer
relationship skills.
Work Experience
DBA @ KGFSL (Oct 2012 – Present)
Responsible for maintaining the database system; policies and procedures pertaining to
the management, security, maintenance, and use of the database management system.
Database migration and cleansing support for a variety of business systems.
Duties:
Installing and configuring of various SQL Server, Oracle releases ranging from 10g to
11g and creation of databases.
Implementing Oracle Logical backup using Data Pump and server managed backup
using RMAN. Configuring backup retention policies based on requirement
Configure SQL Server monitoring utilities to minimize false alarms.
Deploy database change scripts provided by development and third party vendors.
Oracle performance tuning using using Execution plan, SQL*Trace,TKPROF and
statspack.
Periodically monitoring and analyzing the database performance using ADDM,AWR
and ASH report.
Conduct SQL Server lunch-and-learn sessions for application developers
Using Profiler traces and other tools to find the most frequently run queries
Using free tools like sp_BlitzIndex and DMV queries to answer questions about index
usage
Create Users and assign permissions based on the level of database access the user
would need.
Create Linked Servers to SQL Servers and other databases such as Oracle, Access etc.
Monitoring and Performance tuning; Physical Server Level, Database level (Database
settings and options) and query tuning. (Creating and maintaining those Indexes, not
performing database shrinking, memory settings, monitoring CPU usage and Disk I/O
activity etc)
Troubleshoot various problems that arise in a day-to-day work and fix the issues.
(Monitoring SQL Server Error Logs)
Take care of the Database design and implementation.
Perform troubleshooting and resolving database integrity issues, performance issues,
blocking and deadlocking issues, connectivity issues etc
Carried out Performance Tuning, Query Optimization, using Performance Monitor,
SQL Profiler and other related monitoring and troubleshooting tools.
Support Development team to write and troubleshoot SQL Code and design ( stored
procedures, functions, tables, views, triggers, indexes, constraints )
Experience in strong SQL debugging skills, application level troubleshooting skills,
experience with monitoring tools and techniques, good understanding of security
practices
AREAS OF EXPERTISE
Microsoft SQL Server
Oracle
MySQL
Unix
Windows Servers
Networking and Storage
DBA ABILITIES
Data profiling,
Analysis
Transformation
MS SQL Server
2008R2/2005/20
00
T-SQL,SSIS,SSRS
User Management
BCP maintenance
Database migration
Backup and Restoration
High Availability
Performance tuning
Database upgrade
Index De-Fragmentation,
Re- Indexing and update
the Index Statistics
Networking essentials
Secure SQL Server database
Backup and restoration
Documentation and
reporting
Tools like Active X, IIS,
MTS,Litespeed, Fog light,
EDQ,Red gate, Spotlight,
Visual Studio 2003/2005,
VSS,Visio 2003, Office
Visio 2007, SharePoint
Designer 2007, Erwin 4.0,
DataCleaner, SSIS, SSRS,
SSAS, SCOM, Tivoli TSM
ACADEMIC QUALIFICATIONS
B.TECH in Information
Technology
Diploma in Computer
Engineering
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GANDHIMATHI M
Production DBA
Career summary
A highly motivated individual with over 4 years of experience who is always learning, able
to work to tight deadlines, and who can communicate effectively with technical peers as
well as business users. Encourages learning and the sharing of ideas and is always open to
new ways of working.
Work Experience
DBA @ KGFSL (Dec 2012 – Present)
Responsible for engineering, designing and maintaining the database environment.
Ensuring that all databases are fully recoverable in disaster situation and that all databases
meet or exceed customer requirements.
Duties:
Installation, Configuration, Maintenance and Administration of SQL Server
2005/2008 and oracle, MySQL 5.5.
Backup and Restore schemas from one server into another in windows, Linux and
UNIX environment.
Performance Tuning, Query Optimization, Client/Server Connectivity, and Database
Consistency Checks using different Utilities.
Troubleshooting SQL issues by using SQL Tools, execution plans, Trace, statistics,
index tuning wizard.
Testing and benchmarked the application prior to going into production and load
testing for interconnect traffic.
Implementing Oracle, mysql, SQL Server security and Object permissions like
maintaining Database authentication modes, creation of users, configuring
permissions and assigning roles to users.
Created audit for maintaining DML/DDL operations.
Worked in 24x7 production environment and provided on-call and day-to-day
support.
Experience in Migration of Oracle 11.2.0.2 to Oracle 11.2.0.4 and oracle to SQL
Scheduling backup jobs of Daily, Weekly and Monthly for IT BCP Drill.
Managing appropriate use of free space within table spaces, reclaimed space
whenever possible. Reorganized tables and indexes within databases when
needed.
Monitoring the production Oracle alert logs for database errors, Invalid/Failed
logins, password expiries, space utilization and job status.
Capability to write script to monitor the database with shell and PL, SQL code such
as procedure, function, and package.
Monitoring the production SQL deadlock, Invalid/Failed logins, password expiries,
space utilization and job status.
AREAS OF EXPERTISE Oracle
Microsoft SQL Server
MySQL
.NET
DBA ABILITIES
Monitoring
Alert log
Backup
Bottlenecks
Events
Password Expiries
Job status
Third party session
Invalid/failed Login
Performance Testing Tools
Load Runner
SQL Profiler
HeidiSQL
Visual Studio 2010
Jmeter
AWR,ADDM Report
DB Monitoring Tool
(Internal tool)
Database Administration
Performance Tuning
Backup monitoring
Backup & Restoration
Object management
User Privileges
Server Tool Installation &
configuration
Data transformation
(Migration)
Load Testing &
Benchmarking
Job scheduling
ACADEMIC QUALIFICATIONS
Master of Computer
Science
Bachelor of Computer
Application
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Confidential - Hawes Technologies LLC
KARUTHAPPANDYAN.M
Production DBA
Career summary
A result oriented, analytical and self-driven professional seasoned with more than 4 years of
experience as Database Administrator..
Work Experience
DBA L 2 @ KGFSL (Dec 2012 – Present)
Providing 24 x 7 support for Production Environment
Interacting with application team, performed benchmark for major and minor level
of modules with huge data.
Daily Maintenance, Management, Monitoring and tuning include backups with
RMAN in Oracle Production Environments.
Generated and analyzed AWR, ADDM reports and monitored statistics for
performance tuning of oracle database.
Installation, Configuration, and Administration of SQL server, MySQL and Oracle.
Based on scope of work application design and interface implemented for two
wealth management applications. Providing necessary change and support
documentation.
Load Testing & Benchmark: Huge volume of data used to test for concurrency and
application performance bottlenecks in separate test environment.
Migration (Oracle ->MSSQL): Migrating schema from Oracle to MSSQL server using
SSMA the method of transforming existing data into a format for the new
environment and the loading of this data into other database structures.
Converted databases from MYSAM format to innodb storage engine for databases
that needed greater referential integrity.
Knowledge of load test and Tuning in SQL server and MySQL.
Recovering the databases from backup in disasters.
Involved in trouble shooting and fine-tuning of databases for its performance and
concurrency.
Implementing and monitoring High availability concepts like replication, log
shipping and mirroring.
AREAS OF EXPERTISE Oracle
Microsoft SQL Server
MySQL
Migration SSMA (SQL to other)
Oracle SQL Oracle SQL
Developer (MySQL to
Oracle)
Load test Load Runner
Jmeter
Maintenance
Health Check
Log file growth
Installing
Upgrading
Configuration
RESPONSIBILITIES 24x7Production Support
Load test & Benchmark
Tuning
Database auditing
Database migration
Installation &
Configuration
Performance Testing
High Availability
ACADEMIC QUALIFICATIONS Bachelors in Computer
Science Engineering
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Confidential - Hawes Technologies LLC
PRITHIVIRAJAN M
Production DBA
Career summary
A highly motivated individual with over 3 years of experience who is always learning, able to
work to tight deadlines, and who can communicate effectively with technical peers as well
as business users. Encourages learning and the sharing of ideas and is always open to new
ways of working.
Work Experience
DBA L 1@ KGFSL (Dec 2013 – Present)
Interacting with application team, performed performance test for major and
minor level of modules with huge data.
Performing database auditing
Providing installing, user & database maintenance for MySQL.
Utilize established development tools, guidelines and conventions including but not
limited to ASP.NET and C#/VB.NET
Solid understanding of Web technologies (HTML, JavaScript, CSS, DHTML, AJ AX,
XML, and XSL)
Design, code and test new Windows and web software applications
Creating database objects like tables, stored procedures, triggers, cursors, Joins
and vies in SQL Server.
Participate in design / code reviews
Managing users and event scheduler’s activities in MSSQL and MySQL.
SQL programming skills with MS SQL Server and Oracle
Database tuning & performance monitoring, I/O and Memory optimization.
MySQL database backup and recovery strategies and replication and
synchronization.
MySQL Processes, Security management and queries optimization.
Performed query analysis for slow and problematic queries.
Monitoring the production database alert log, backup schedules and disk spaces.
Interacting with the users and troubleshooting the problems involved with the
development of stored procedures
AREAS OF EXPERTISE
Visual studio C#
Asp .net
Performance Tuning
Oracle
MySQL
MSSQL
Performance Testing
Load Runner
Jmeter Auditing MSSQL
MySQL
RESPONSIBILITIES
Backup Monitoring
Development
Testing
Performance Tuning
Installing and Monitoring
Backup and recovery
24 x 7 Production Support
Server tool Installing &
Monitoring
ACADEMIC QUALIFICATIONS Masters in Computer
Applications
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Minority, Women, and Emerging Small
Business/Disadvantaged Business Enterprise
MWESB/DBE Voluntary Self-Declaration for City Solicitation (ITB/RFP) # _______
The City of Springfield is seeking information on the various business entities that submit bids and proposals.
We request that you provide the following information to assist us with evaluating our efforts at reaching the
underrepresented sectors of the business communities. The City does not intend to use this data as criteria for
selecting the successful bidders or proposers for city-funded procurements. For procurements with state or federal DBE requirements, the City will use the forms and criteria established by the state or federal agency for selecting
the successful bidders or proposers.
Please include this form with your bid/proposal submittal to the City.
Prime Bidder/Proposer:
Business Name:
Contact Person:
CCB#/PE#/Other Registration:
Business Address:
Business Phone:
Please check each box indicating the business certificate type that your firm has with the State of Oregon or the
federal government, if any:
Oregon Minority-owned
Business Oregon Woman-owned
Business Oregon Emerging
Small Business Federal Disadvantage
First Tier Sub-contractors:
For each First Tier Subcontractor, provide the same information, using additional sheets as needed.
For more information please visit State of Oregon office of Minority, Women, Emerging Small Business
http://www.oregon4biz.com/Grow-Your-Business/Business-services/Minority-Owned-Business-Certification/
ATTACHMENT 4
RFP# 1518 Database Administrative Services Page 29 of 32
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reasonable steps to cure the breach or end the violation, as applicable, and, if such steps are
unsuccessful, terminate the Agreement, if feasible.
3. Upon termination of this Agreement for any reason, INDEPENDENT CONTRACTOR shall return to
Springfield or destroy all PHI received from Springfield, or created, maintained, or received by
INDEPENDENT CONTRACTOR on behalf of Springfield that INDEPENDENT CONTRACTOR still maintains
in any form. INDEPENDENT CONTRACTOR shall retain no copies of the PHI. If return or destruction is
infeasible, the protections of this Agreement will extend to such PHI.
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