Agreement 4232 Amendment No.1

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City Clerk Document No.

City Council Meeting Date: 3/25/21

AMENDMENT TO CITY OF CHANDLER AGREEMENT
OFFICE 365 IMPLEMENTATION & MIGRATION DESIGN PLAN
CITY OF CHANDLER AGREEMENT NO. IT1-910-4232

THIS AMENDMENT NO. 1 is made and entered into by and between the City of Chandler, an Arizona municipal
corporation (City), and WorkGroup Connections, Inc. (Contractor), (City and Contractor may individually be
referred to as Party and collectively referred to as Parties) and made , 20. (Effective Date).

RECITALS

WHEREAS, on or about September 2, 2020, the Parties entered into an agreement for services to assist with the
citywide Office 365 implementation and migration (Agreement); and

WHEREAS, the original agreement did not include any services to migrate existing user mail data; and

WHEREAS, the Parties now wish to add migration of existing email data from Lotus Notes/Domino to the new
Office 365 email system.

AGREEMENT
NOW THEREFORE, the Parties agree as follows:
1, The recitals are accurate and are incorporated and made a part of the Agreement by this reference.
2. Exhibit A to Agreement Scope of Services is amended to include the following:

Description of Services Overview: 0365 Mail Data Migration
This scope of service outlines additional migration tasks to include the following: current HCL
Notes/Domino mail and contacts to 0365, excluding User's Calendar Events and any Archived mail.

Mail Data Migration Services to be provided:

1. Installation and configuration of additional Binary Tree client migration workstations, the creation of
replica copies of Notes mail databases on the Journaling/Staging server.

2. Two (2) Data migration passes. One migration pass will occur prior to the cutover with a follow up
pass during the cut over weekend.

3. The starting point for planned amount of data to migrate is 2408 Mail Databases, with a starting size
of approximately 900 GB, as reported by the City of Chandler as of February 12, 2021.

4. Contractor understands that this data amount calculation will fluctuate over the next two months
and small increases will be accommodated. If the amount of data to migrate increases significantly,
additional time and costs will be required. The table below outlines an increase in estimated costs

and project timeline that would be incurred with varying increases in the amount of data required to
migrate:

6 to8 0

Oto 900 | $6,720 $38,400 $45,120
901 to 1200 | $6,720 $51,840 $58,560 8 to 10 33%
1201 to 1800 | $6,720 $65,280 $72,000 9to11 67%
1801 to 2000 | $6,720 $78,720 $85,440 10 to 12 100%

Cost/GB = $42.67
Cost/10 GB = $427.67

3, Exhibit B to Agreement Compensation and Fees is amended to include the following:
Estimated Contract Length: Approximately 6 to 8 Weeks
Estimated Project Costs: Not to exceed $140,000
Binary Tree Licensing/Setup: $6,720
0365 Mail Data Migration: $78,720 for up to 2000 Data/GB
Professional Services: $54,560

Estimated Travel & Living Expenses: | No Travel Expenses are Anticipated.

Assignment Start / End Dates: Start Date estimated to be March 1, 2021

Bill to Client Name: The City of Chandler

Bill to Address: 275 E Buffalo St

City, State and Zip: Chandler, AZ 85224

Contractor Contact's Pam Mayer, pmayer@wgcinc.com,

Name/Email/Phone: 314,436,2233

Contractor Approver's Carol Schreiber, cschreiber@wgcinc.com,

Name/Email/Phone: 314.436.2233

Company Contact's Kerstin Nold, Kerstin.nold@chandleraz.gov,
480.782.2490

Name/Email/Phone: ee

Company Approver's Sandip Dholakia,

Name/Email/Phone: ip.dholakia@chandleraz.
480,782,2441

Project Requirements/Assumptions:

e Access to additional Windows server(s)/client(s) to host Binary Tree migration workstations. The # to be
determined once a benchmark has been set after testing.
e Access to the COC Domino Journal server for hosting replica copies of mail dbs that will be migrated.

* Average user has 90 Days of mail stored in their production mail database, maintained by a 90-Day Archive
policy applied. 2

* Any mailboxes that will be an exception to the 90-day archiving rule could affect the timeline and will need
to be provided in advance by COC so there is adequate time to migrate the data prior to the cut over.

4. All other terms and conditions of the Agreement remain unchanged and in full force and effect. If a
conflict or ambiguity arises between this Amendment No. 1 and the Agreement, the terms and
conditions in this Amendment No. 1 prevail and control.

IN WITNESS WHEREOF, the Parties have entered into this Amendment on the Effective Date.

FOR THE CITY FOR THE CONTRACTOR
By: By: ee mM win
Its: Mayor its: Te canice® SCrvieeV¥ OM ase”

APPROVED AS TO FORM:
By:
City Attorney we?
ATTEST:
By:

City Clerk