HomeMy WebLinkAboutRes2022-073 NorthStar Utilities Contract CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2022-073
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH NORTHSTAR UTILITIES SOLUTIONS (HARRIS
COMPUTERS) FOR TECHNICAL SERVICES FOR THE UPGRADE AND
MIGRATION OF THE NORTHSTAR CIS SOFTWARE AT A COST OF
$66,654 AND APPROPRIATING FUNDS
WHEREAS, the City of Seward utilizes NorthStar Utilities CIS, eCare and eDocs
software to manage the utility billing process; and
WHEREAS, this software package requires an upgrade to the latest release of the
software to ensure the utility team has access to the latest features of the software; and
WHEREAS, during this upgrade process the underlying SQL database software will
be upgraded to the latest version supported by Microsoft and NorthStar; and
WHEREAS,NorthStar support will with work with the IT Department to migrate the
software from the current servers to the City's virtualized hardware platform; and
WHEREAS,NorthStar support will work with City IT and Utility staff to migrate the data
to the new environment,validate the data and the software install prior to going live,and copy data
to the new test environment; and
WHEREAS, NorthStar will continue to provide dedicated migration support for 10 days
post launch, in addition to the standard year-round support that is provided;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section 1. The city manager is hereby authorized to enter into a contract with NorthStar
Utilities Solutions for technical services, in substantially the form as attached hereto.
Section 2. Funds in the amount of $66,654 is hereby appropriated from the Electric
Enterprise Fund unassigned Fund Balance 15000-3000-3400 to the Contracted services Expense
Account 15000-3000-7009.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska,this 23'1
day of May, 2022.
CITY OF SEWARD, ALASKA
RESOLUTION 2022-073
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AYES: Casagranda, DeMoss, Calhoon, Osenga, McClure, Terry
NOES: None
ABSENT: Wells
ABSTAIN: None
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Kris Peck
Acting City Clerk
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City Council Agenda Statement
Meeting Date: 05/23/2022
To: City Council
Through: Janette Bower, City Manager
From: Dustin Phillips, IT Director
Agenda Item: Resolution 2022-073: Authorizing the City Manager to Enter into A Contract
with NorthStar Utilities Solutions for Technical Services For The Upgrade
And Migration Of The NorthStar CIS Software At A Cost Of $66,654.00 And
Appropriating Funds
Background and justification:
The City of Seward's utility team utilizes NorthStar Utilities Solutions CIS, eCare and eDocs
software packages to manage utility billing for the electric and water departments. These software
packages require an upgrade to the latest version to ensure the team has access to the latest
features. This process will also include upgrading the underlying SQL database software to the
latest version supported by both NorthStar and Microsoft as well as migration of the software to
the City's virtualized hardware platform.
NorthStar support will provide a dedicated team for the duration of the project. This team will
work with the City's IT and Finance departments to install the new software and migrate the
current production data to the new systems. Once the data is migrated there will be a period of
testing where City staff will work with NorthStar support to thoroughly validate the installations
and troubleshoot any issues that arise. Once the system is live, NorthStar will continue to provide
a dedicated support team for 10 days to ensure the system is operating as expected and to
troubleshoot any issues that arise. After the 10-day period NorthStar will continue to provide
support through standard support channels as part of the yearly support contract.
Keeping these systems up to date is key to maintaining a secure and efficient system. This also
helps to ensure compatibility with other systems, as well and ensuring staff have access to the
latest features and functionality of the NorthStar Utilities software. City IT will continue to work
with NorthStar support to ensure that these systems remain patched and updated.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan:
Strategic Plan:
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ 66,654.00
This legislation (✓):
Creates revenue in the amount of: $
x Creates expenditure in amount of: $ 66,654.00
Creates a savings in the amount of: $
Has no fiscal impact
Funds are (✓):
Budgeted Line item(s): 15000-3000-7009
x Not budgeted
Not applicable
Unassigned Fund Balance and Available Unrestricted Cash Balance Information
Fund (✓):
x General SMIC Electric Wastewater
Boat Harbor Parking F1 Wat F1 Healthcare
Motor Pool Other
Unassigned Fund Balance*: $ 5,315,204.94 *unaudited numbers Fund
1500 period end 4.30.22
Available Unrestricted Cash Balance*: $ 9,034,071.07
Finance Signature: -S!4h`iVAI'
Attorney Review,/ Administration Recommendation
RxYes x Adopt Resolution
Not applicable Other:
NORTHI5TAW
UTILITIES SOLUTIONS www.northstarutilities.com
Date: April 14, 2022 Support Call: N/A
Customer: City of Seward Department: NS-PS
Attention: Dustin Phillips Fixed Price: $66,654
Services Description: City of Seward ("Seward")will be upgrading their SQL Server operating system
and will require technical assistance to migrate the NorthStar CIS, eCare and eDOCs. Seward will be
updating the NorthStar CIS to the latest general release as part of the migration activity.
Scope of Work:
• Backup the NorthStar database from the existing production server.
• Restore backup and configure database access to new NorthStar server.
• Install NorthStar, eCare and eDOCs applications on new server.
• Update application and database to latest NorthStar 6.6.NorthStar maintenance release.
• Install NorthStar Nays and configure access to NorthStar eCARe TEST instance.
• Perform installation sanity testing prior to turning the system over to Seward for validation.
• Provide dedicated support during migration testing.
• Perform Go LIVE Cut-Over.
o Restore backup from production.
o Provide Go LIVE sanity testing support
• Create NorthStar TEST instance on new server.
• Provide post-LIVE support for ten (10) business days.
Assumptions:
• NorthStar will be updating the NorthStar CIS to the latest release as part of the migration
project.
• The new server has been configured in a manner that meets NorthStar standards.See Appendix
A:Hardware Recommendations below.
• The environment that has been installed, configured, and validated during the implementation
will become the production environment at Go LIVE. In the event this production environment
is required to be migrated to another server after the initial installation and prior to Go LIVE a
Change Order may be applicable.
Support Call N/A
NORTHISTAR-
UTILITIES SOLUTIONS www.northstarutilities.com
• Once the initial installation of NorthStar has been completed and connectivity has been
confirmed, NorthStar strongly recommends that the environment remains static for the
duration of the project.Troubleshooting performance or NorthStar functionality issues,
resulting from environment changes, such as operating system updates and network
modifications, is considered outside the scope of the migration project. Seward will be issued a
project change order for time incurred reviewing such issues. If at any point, it is confirmed that
the issue is caused by NorthStar, all service charges will be waived.
• There will be two data cuts performed as part of the server migration;the intial data cut
performed during installation on the new server and the final cut for Go LIVE. Additional cuts
can be provided on a time and materials basis.The final cut of data will be performed over a
weekend.
• NorthStar will create a web page announcing that the web portal is unavailable during the final
Go LIVE cut-over and will disable the page once the migration activity is complete.
• Port 1433 has been enabled for communication to the database server.
• Seward will be applying the SSL certificate to the IIS environment on the new server.
• All project activities to be performed remotely, unless otherwise requested.
• Seward will provide the appropriate remote access to its network,facilities, and systems as may
be required to perform activities from one of NorthStar's locations. NorthStar shall abide by all
rules and directions of Seward when accessing Seward's network,facilities or systems.
• Upon deployment of the NorthStar instance into new environment, Seward will have twenty
(20) business days for acceptance testing, during which time, issues reported within the 20 days
will be resolved at no charge provided they are part of the original scope of work. At that time
the Go LIVE will be scheduled on agreement from Seward.
• If a project delay is encountered due to external factors outside of NorthStar's control, and User
Acceptance Testing needs to extend beyond the four week window for UAT remediation testing
NorthStar and Seward will analyze the results of this external factor on the project timeline to
determine if there is a need for a change request to reflect a substantial change to the project
plan, budget, or timeline.
• Seward resources will be available as required for User Acceptance testing. It is expected that
the individuals identified will have experience in the day-to-day operations and will work closely
with the NorthStar Consultant to resolve issues as required.The main purpose for this
Support Call N/A
NORTHI5TAR-
UTILITIES SOLUTIONS www.northstarutilities.com
interaction is to provide a quick and consistent response to procedural issues so that the
NorthStar Consultant is not required to contact a large number of Users.
Seward Responsibilities:
• Ensuring that underlying infrastructure for NorthStar is acquired and installed by the required
time per agreed upon project plan (Note: Minimum specifications for servers and workstations
should be discussed and agreed upon at commencement of project.)
• Installing server(s) with appropriate network connectivity.
• Installing operating system and partition disk space.
• Installing database software.
• Configure back up and maintenance routines for new database.
• Install Microsoft IIS.
• Creating users at the operating system level.
• Configuring peripheral devices (printers, scanners, cash drawers, etc.).
• Installing VPN connection.
• Testing hardware components and environment.
• Conducting migration testing.
Approach:
The total project duration of this migration activity will take approximately 4 months.
Upon contract award, NorthStar strives to coordinate and commence all work at the earliest
period. Please speak to your Account Manager to obtain the current anticipated project start date.
Should additional time be required to complete this project at any time,you will be notified and asked
for your approval in advance of NorthStar completing the incremental work.
You will be contacted by the NorthStar Consultant assigned to your project once the NorthStar instance
is ready for testing on the new environment.
Acceptance Terms:
Support Call N/A
NORTHISTAW
UTILITIES SOLUTIONS www.northstarutilities.com
The work contained within this document is deemed completed and accepted if one of these criteria is
met:
0 10 business days after Go LIVE cut-over activity
0 30 days has elapsed from deployment of NorthStar into the new environment
Note: Any items requiring support following acceptance of this work should be logged through the
Support Desk.
Price:
This is a fixed price quote based on the scope described above. An additional amount equal of 5%of the
total fees billed have been included in the fee charged to cover technology, communication and
administrative costs. If there are material changes to the scope or our understanding of the scope,the
price is subject to change.
Any additional scope will be charged at the NorthStar standard rate of$230/hour.
Price excludes any applicable taxes.
Quote is valid for 60 days from date of delivery. After 60 days the quote will be considered expired and
would need to be reassessed and re-quoted if still required.
Payment Terms:
This quotation will require a 50%deposit on signing, before any work will begin. Remaining payment is
due on completion of the specified milestones outlined below:
• 25% upon completion of data migration for the testing phase
• 25%on Go Live
Invoices are payable upon receipt.
Termination:
Unless NorthStar and/or Seward exercises its right to terminate this quote due to material breach or
default, NorthStar must provide, and Seward must purchase, services from NorthStar for the items
defined within this quote.
If Seward and/or NorthStar exercises its right to terminate this quote due to material breach or default,
or Seward and/or NorthStar terminates this quote without cause,
Support Call N/A
NORTHISTAR-
UTILITIES SOLUTIONS www.northstarutilities.com
Seward's obligation includes the following:
1. Provide notice of 10 calendar days for termination without cause;
2. Return the Software to NorthStar and certify, under the hand of a duly authorized officer of
the Organization,that all copies of the software or any part thereof, in any form, within the
possession or control of the Organization have been returned to NorthStar(if applicable).
3. Complete payment for services performed and expenses incurred prior to
termination including:
a. Any amounts previously invoiced but unpaid;
b. Fees for services performed through the termination date which has not been
invoiced; and
c. Any approved travel and living costs.
NorthStar's obligation includes the following:
1. Provide notice of 10 calendar days for termination without cause.
Under no circumstances shall NorthStar be liable for any special, indirect, consequential, punitive or
incidental damages of any kind and shall not be liable for loss of profits, works stoppage, system failure
or malfunction, loss of data or any other damages or losses in connection with this statement of work,
even if NorthStar has been advised of the possibility of such damages. In any event, NorthStar shall not
be liable to pay any amount, in the aggregate,that is greater than the fees received by NorthStar under
this statement of work.
Acceptance:
A signature below will serve as authorization to proceed with this quotation. Please sign and return this
document by email to Pav Sekhon at.PSekhon@harriscomputer.com.
❑ Approval to Proceed
Please provide both an authorized signature for sign off on this quotation,and an Accounts Payable contact where
we should be directing invoices.
Print Name Signature Date
Seward Authorized Signature
Name (Accounts Payable) Email Phone Number
Print Name NorthStar Authorized Signature Date
❑ Declined
Support Call N/A
NORTHISTAR-
UTILITIES SOLUTIONS www.northstarutilities.com
If you do not wish to proceed with this work, please check one of the boxes below by way of an
explanation, and we will update our records accordingly.
❑ No longer required ❑ Work completed internally ❑ Work around created
❑ Insufficient funds at this time ❑ Cost is prohibitive ❑ Other
Support Call N/A
NORTHISTAR-
UTILITIES SOLUTIONS www.northstarutilities.com
APPENDIX A- NORTHSTAR 6.X- HARDWARE RECOMMENDATIONS
Optimal Hardware Optimal Software
NorthStar CIS 6.6 Application & Database Server NorthStar CIS 6.6 Application & Database Server
• Quad Xeon Processor(required) • Windows 2019 64 Bit
• 2 x Quad Xeon Processor (recommended) • Wildfly
• 64 GB Memory • Java 8
• 1000 GB 15K(minimum) • SQL Server 2019
• 1000 GB 15K SSD or SSHD (recommended) • VMWare supported
NorthStar CIS 6.6 Client Computer NorthStar CIS 6.6 Client Computer
• Quad Core CPU (Intel Core2, AMD • Windows 10
Phenom...) • JRE 8.0
• 40 GB hard drive (or higher) • Microsoft Office 2010
• 4 GB Memory(minimum)
• 8 GB Memory(recommended)
• Minimal resolution: 1360 x 786
NorthStar CIS Production Extension Server NorthStar CIS Production Extension Server
(Reports Anywhere, eDocs) • Windows 2019 Standard 64 Bit
• Dual Xeon Processor • VMWare supported
• 32 GB Memory
• 2 X 72GB 15K SAS Drives
Support Call N/A