HomeMy WebLinkAbout03 084 agree mou data fix
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THE CORPORATION OF THE MUNICIPALITY OF KINC INE
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BEING A BY-LAW TO AUTHORIZE THE SIGNjNG OF A
MEMORANDUM OF UNDERSTANDING WITH ~ATAFIX
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BY-LAW
NO. 2003 - 84
WHEREAS Section 12 (1) ofthe Municipal Elections Act, 1996 rovides that a
Clerk who is responsible for conducting an election may provide for any
procedure that is desirable for conducting the election;
AND WHEREAS the it is deemed advisable to enter into a Me
Understanding with DataFix for Web Hosting Services To Sup rt the Municipal
VoterView to manage electoral information for the 2003 Municip I Election;
AND WHEREAS the terms and conditions are set out in the Me randum of
Understanding Agreement attached to this by-law as Schedule A".
NOW THEREFORE the Council for The Corporation of th Municipality of
Kincardine ENACTS as follows:
1. That the Corporation of the Municipality of Kincardi e enter into a
Memorandum of Understanding with DataFix to allow he managing of
electoral information for the 2003 Municipal Election by providing an
electronic view of electoral information and the capability t provide changes
to the Municipal. Property Assessment Corporation.
2. That the Mayor and Clerk be authorized to sign, on behalf The Corporation
of the Municipality of Kincardine. the Memorandum of Unde tanding attached
to this by-law as Schedule "A" and to affix the corporate eal as and when
required.
3. This By-law shall come into full force and effect upon its fin I passage.
4. This By-law may be cited as the "DataFix Web osting Services
Memorandum of Understanding By-law".
READ a FIRST, SECOND and THIRD TIME and DEEMED T BE PASSED this
18th day of June 2003.
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Memorandum of Understanding
Municipality of Kincardine
. MEMORANDUM OF UNDERSTANDING (MOU)
BETWEEN
Municipality of Kincardine
and
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DataFix
For Web Hosting Services To Support
the Municipal VoterView (MVV)
Application
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Issued: May 21st, 2003
Data/Fix
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Memorandum of Understanding
Municipality of Kincardine
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Conter,t§
1 Introduction.............................. .......... ........................................ 2
2 Purpose....................................... ...........................................,... 2
3 Description of Services/ Hosting Environment.................................. 2
3.1 Web hosting.. ............. ....................................... ......................2
3.2 Performance .................... ............................... ........................2
3.3 Stress Testing .........................................................................3
3.4 Reliability............................... .................... ..................... ....... 3
3.5 Compatibility........................................ .............................. .....3
3.6 Application functions/features .......... ............................ ...... .......3
4 Description of User Environment.................................................... 4
4.1 Access.................................................................................... 4
5 Security..... ........................................................ ......................... 4
5.1 The MW Security features........................................................ 4
5.2 Web Pages........... ...... ........................................ .....................4
5.3 Web and database servers........................................................ 4
5.4 Physical database........ .......................................... ..................4
5.5 Managed Code Environment......................................................4
5.6 Audits......... ................. ................................... ................ ....... 5
5.7 Virus Checks.................. .................................. ................ ....... 5
5.8 Backups and Restores ..............................................................5
6 Customer Service/Support, Monitoring and Management................... 5
6.1 Customer Service Support/Coverage.......................................... 6
6.2 System Availability .................................................................. 6
6.3 Service Measure...................................................................... 6
6.4 Non-Performance................... .... ................... .................... ....... 6
7 Confidentiality............................................................ ................. 7
8 Force Majeure........................................................ ...................... 7
9 Term of Agreement............... ................................. ...................... 7
10 Fees and Payment Terms........... ............................. ...................... 7
11 Cancellation/Termination......................................... ............... ....... 8
May 21st, 2003 - MOU/Municipality of Kincardine
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Memorandum of Understanding
Municipality of Kincardine
1 Introduction
Municipal VoterView is an Internet-based application designed to provide
municipal elections officials with an electronic view of their electoral
information including the ability to make corrections to the list, to access
various voter counts needed for electoral planning, and the capability to
provide an electronic copy of all changes to the Municipal Property
Assessment Corporation at the end of the electoral event.
Through its Municipal VoterView (MW) Application, DataFix is continuing
to provide the highest level of service with respect to managing electoral
information for the 2003 Municipal Election.
2 Pu rpose
This Memorandum of Understanding is intended to identify and confirm
the service levels and support technology requirements of the MW
Application. In addition, DataFix will be working with MPAC to establish a
defined process for continually updating elector information.
3 Description of Services/ Hosting Environment
The MW Application Services consist of:
3.1 Web hosting
As a web-based application, MW has the advantage of ubiquitous
accessibility-ail that is required to use MW is an Internet connection and
a recent web browser. MW supports Microsoft Internet Explorer version
5.0 or better and Netscape Navigator version 4.7 or better. The MW
system has been optimized for a screen resolution of 1024x768 or higher,
but will function properly with lower resolutions.
3.2 Performance
The number and size of graphic elements in MW is minimized to enhance
performance for municipalities with low-speed or dial-up Internet
connections.
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Memorandum of Understanding
Municipality of Kincardine
3.3 Stress Testing
DataFix has conducted extensive testing of the MW application through a
pilot program including over 30 municipalities and over 2 million electors.
As a result of this testing, DataFix has been able to optimize the
performance of the MW application to accommodate municipalities of all
sizes.
3.4 Reliability
All hardware used to support the MW application utilizes extensive fault
tolerance features, including RAID-5 disk arrays and redundant power
supplies. In addition, all servers and communications equipment are
protected through the use of Uninterruptible Power Supplies (UPS).
To ensure the quality and accuracy of the MW system itself, DataFix has
built a set of rigorous and comprehensive test plans. These plans
encompass application functionality, data inputs and outputs, and
performance.
3.5 Compatibility
MW can coexist and work in a complementary manner with existing
municipal electoral systems. Because the default output from MW is a file
using the VNF format, any existing systems should be compatible.
3.6 Application functions/features
At a high level, the MW application simplifies the process of searching for
specific voters with the ability to add, change, delete or move voters as
required. In addition, the MVV application provides a number of elector
related reports to support election planning and a suite of data cleansing
utilities to identify potential inaccuracies on the list.
The MW Application functions and features are as described and
demonstrated as part of the on-line demo/viewing of the product. More
comprehensive details of these features are contained in the On-line User
Manual.
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4 Description of User Environment
4.1 Access
As an Internet-based application, access to the MVV requires Userids and
Passwords. While DataFix will be responsible for creating initial Userids
and Passwords, the Municipality of Kincardine will have full control for
establishing the level of access for each authorized user.
The technical infrastructure used to support the MW Application has been
designed to accommodate all Ontario Municipalities.
5 Security
Passwords for MW users are secured using a one-way hash algorithm
(MD5). As a result, cleartext passwords are never stored nor utilized for
user authentication.
Security is also a responsibility of all users and users are especially
cautioned not to share system log ins and passwords.
· 5.1 The MW Securitv features
5.2 Web Pages
All MW web pages are secured using 128-bit SSL (secure sockets layer)
encryption.
5.3 Web and database servers
Web and database servers are protected by a firewall that performs
packet-level, circuit-level, and application-level traffic screening, stateful
inspection, and intrusion detection.
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5.4 Physical database
A separate physical database for each municipality is maintained to ensure
that municipalities can only access their own data.
5.5 Managed Code Environment
The MW application runs in a managed code environment, which provides
additional security and protection from common buffer overflow attacks.
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Memorandum of Understanding
Municipality of Kincardine
5.6 Audits
DataFix audits all MW access and security logs on a daily basis to ensure
that any unusual access patterns can be quickly identified and resolved.
5.7 Virus Checks
DataFix's computing environment contains the most sophisticated virus
scan software and update mechanisms. Virus definition files are updated
on a continual basis.
5.8 Backups and Restores
DataFix has constructed a completely redundant technical infrastructure to
support MW. This infrastructure includes backup Internet connections
routed through different Internet Service Providers, which provides
protection from a common source of possible outages. To protect against
server hardware failures in non-redundant components, DataFix has
backup web and database servers available. These servers can be quickly
activated to ensure minimal MW downtime.
DataFix performs database and file-level backups of the MW system on a
daily basis, thus ensuring that minimal data is lost in a disaster recovery
situation. Backups are tested on a regular basis to ensure that all aspects
of the disaster recovery plan are operational. Depending on the
requirements of the MW users, DataFix can also perform backups as
frequently as every hour.
6 Customer Service/Support, Monitoring and Management
DataFix strives to ensure that all computer and telecommunications
hardware and software is operational 24 hours a day, 7 days a week. The
MW system is normally available at all times except when essential
maintenance to hardware or software is required. If it is necessary to
interrupt service, prior notification will be given wherever possible and
interruptions will be scheduled to minimize their impact on users.
DataFix's MW support service regularly monitors all logged problems and
discussions are held to analyze support trends and additional needs.
Monitoring is a powerful tool for tracking trends and ensuring that
appropriate staff and technology are accessible to callers.
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Memorandum of Understanding
Municipality of Kincardine
If users encounter problems, the on-line support function provides an
Electronic Mail link to DataFix support team, where issues are resolved
usually within 24 hours.
6.1 Customer Service Support/Coverage
Normal business hours for providing customer support is from 8:00AM to
5:00 PM, Monday to Friday, excluding statutory holidays.
Telephone support is available by calling 416-363-8170 Extension 249 or
by Electronic mail through the support function within the MW
application.
Calls or Electronic mail received outside normal business hours will be
processed on the next business day.
6.2 System Availability
With the exception of planned maintenance windows, the MW application
will be available 24 hours per day, 7 days a week. Whenever possible,
maintenance will be performed on weekends or after normal business
hours.
Availability of 99.7% per full calendar month (30 days) excluding
scheduled maintenance or installations will be deemed as fully compliant
for the purpose of the MW service level commitment.
6.3 Service Measure
DataFix will perform remote monitoring of the MW application. The
system will be tested every fifteen (15) minutes and alerts are sent via
Electronic Mail or page to DataFix Support personnel as soon as a problem
is identified.
6.4 Non-Performance
In the event DataFix is unable to provide the services as stated in 6.1
Customer Service Support/Coverage and 6.2 System Availability, DataFix
will work with the Municipality of Kincardine to assess the impact and
determine the remedial action.
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Memorandum of Understanding.
Municipality of Kincardine
7 Confidentiality
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DataFix has been entrusted with confidential data from many government,
public, and private organizations. Accordingly, all aspects of physical and
network security are rigorous and continually monitored and updated.
For the purposes of this Agreement, DataFix shall not disclose to anyone
any elector information, which forms part of the MWapplication.
8 Force Majeure
Either party shall be excused from any delay or failure in performance
caused by reason of any occurrence or contingency beyond its reasonable
control, including but not limited to, acts of God, earthquake, riots, war,
and governmental requirements. The obligations and rights of the party
so excused shall be extended on a day-to-day basis for the period of time
equal to that of the underlying cause of the delay.
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Term of Agreement
This Memorandum of Understanding will become effective from the date of
signing to December 31, 2003. On or before December 31, 2003, this
Memorandum of Understanding can be renewed to provide ongoing elector
information management services.
10 Fees and Payment Terms
The fee for providing the MW services for the Municipality of Kincardine is
$3,000.00 plus applicable taxes. The fee specified above covers only the
services listed in this MOU. A quotation will be provided for any additional
services requested.
Payment terms for the MW service are as follows:
a) An invoice for 50% of the total fee will be forwarded to you upon
receipt of a signed Memorandum of Understanding.
· b) The remainder of the fee is payable on 20th November 2003.
c) Applicable taxes will be added to each invoice.
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May 21st, 2003 - MOUjMunicipality of Kincardine
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Memorandum of Understanding
Municipality of Kincardine
11 Cancellation/Termination
The Municipality of Kincardine may terminate this agreement at any time
by giving 30 days written notice to DataFix.
DataFix:
8 King Street East
Suite 600
Toronto ON MSC lB5
Municipality:
Municipality of Kincardine
707 Queen Street
Kincardine ON N2Z lZ9
Contact:
Jim Stewart
Account Executive
Contact:
Nancy Turcotte
Deputy Clerk/ AA
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DataFix Representative
Municipality Representative
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Name (please print)
Rosaline GrabaJD. Clerk
Name (please print)
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Date
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May 21st, 2003 - MOU/Municipality of Kincardine
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