HomeMy WebLinkAboutContract Extension - Empowering Communities with Integrated Network System ECINS 4.30.25-8.31.26 $21,750Page 1 of 1
Memorandum
To: Luke Stowe, City Manager
From: Ike C. Ogbo, Director, HHS
Subject: ECINS
Date: April 30, 2025
Summary :
Empowering Communities with Integrated Network System (ECINS) is a platform for
case management; wrap-around services and communication between various
social service organizations affiliated with Evanston to share information/data as a
number of us provide input on the same or similar cases. In essence, it would serve as
Evanston’s social safety net.
Last year, a contract was signed but the ECINS platform has not been fully utilized or
implemented yet. The Wraparound Evanston/Evanston’s Mental Health Task Force
known as the "The Collective" which the City of Evanston is also part of secured
funding from Evanston's Collective Impact Coalition – Evanston Cradle to Career – to
support Project Managers (part-time contractors) who will assist with the build-out and
implementation of ECINS, along with the necessary infrastructure to support its use.
Due to this reason, ECINS has agreed to give us a six-month extension (September 5,
2025) to the first phase of the agreement that expired in March, 2025. This extension
will allow us to meet the objectives now that we have the appropriate staffing in place,
as well as time to procure funds for the continued use of ECINS. What ECINS is willing
to do is provide an agreement for an 18-month period between April, 2025 and
8/31/2026 consisting 6months of free subscription and one payment on September 1,
2025 of $21,750.
The revised agreement is attached to this email. Our Law Department team has
reviewed the agreement with no legal concerns.
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
ECINS Free US Pilot Program
Service Level Agreement
www.ecins.com
1
ECINS Service Level Agreement (SLA)
For: City of Evanston Wraparound Services hereafter referred to in this document as the ‘Customer’
By: ECINS CORP, hereafter referred to in this document as the ‘Service Provider’
Effective Date: April 1, 2025
Approval: (By signing below, all Approvers agree to all terms and conditions outlined in this Agreement.)
Approvers Address Role Approved by
ECINS CORP,
111 Town Square Place,
Suite 1203,
Jersey City, NJ,
US 07310
E-CINS
Service Provider
Signed Date 03/09/2025
Name
Gary Pettengell
Position
CEO
Address:
City of Evanston Wraparound Services
The Customer Signed Date
Name
Position
Luke Stowe
City Manager
Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
04 / 30 / 2025
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
ECINS Free US Pilot Program
Service Level Agreement
www.ecins.com
2
ECINS Solution
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
ECINS Free US Pilot Program
Service Level Agreement
www.ecins.com
3
1. Agreement Overview
This Agreement represents a Service Level Agreement (“SLA” or “Agreement”) between the
Service Provider and the Customer for the provision of IT services required to support and sustain
the ECINS Solution for the City of Evanston Wrap Around Services. ECINS will provide the
following:
1. An ECINS Referral Module with one overarching wrap around service referral form and
electronic consent form.
2. An ECINS multi-agency Case Management Module with unlimited assessment types (all
assessments must be directly related to the Wrap Around Services Program)
Any data migrations or interfaces with other systems will be charged separately on a case by case
basis.
This Agreement is for a period of 18 months or until superseded by a revised agreement mutually
endorsed by the stakeholders.
This Agreement outlines the parameters of all IT services covered as they are mutually understood
by the primary stakeholders. This Agreement does not supersede current processes and
procedures unless explicitly stated herein.
2. Goals & Objectives
The purpose of this Agreement is to ensure that the proper elements and commitments are in
place to provide consistent IT service support and delivery to the Customer by the Service
Provider.
The goal of this Agreement is to obtain mutual agreement for IT service provision between the
Service Provider and Customer.
The objectives of this Agreement are to:
1. Provide clear reference to service ownership, accountability, roles and/or responsibilities.
2. Present a clear, concise and measurable description of service provision to the Customer.
3. Match perceptions of expected service provision with actual service support & delivery.
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
ECINS Free US Pilot Program
Service Level Agreement
www.ecins.com
4
3. Stakeholders
The following Service Provider and Customer will be used as the basis of the Agreement and
represent the primary stakeholders associated with this SLA:
Service Provider: ECINS CORP (‘Service Provider’)
Customer: City of Evanston Wraparound Services (‘Customer’)
4. Periodic Review
The Director of Services (“Document Owner”) is responsible for facilitating regular reviews of this
document. Contents of this document may be amended as required, provided mutual agreement is
obtained from the primary stakeholders and communicated to all affected parties. The Document
Owner will incorporate all subsequent revisions and obtain mutual agreements/approvals as
required.
Director of Services: Sarah Pettengell, ECINS CORP
Next Review Date: April 2026
5. Service Agreement
The following detailed service parameters are the responsibility of the Service Provider in the
ongoing support of this Agreement.
5.1. Service Scope
The following Services are covered by this Agreement:
1. Telephone support between 8am – 5pm EST Monday-Friday (excluding Public Holidays) via
+1(862) 822-3438
2. 24/7 monitored email ticket support via support@ecins.com
3. 24/7 security monitoring
4. ECINS servers will be housed within a secure, US based, accredited data center with back
ups taken daily.
5.2. Customer Requirements
Customer Responsibilities and/or requirements in support of this Agreement include:
6. This agreement is for a 18-month period between 04/01/25 and 08/31/2026 consisting 6 months
free subscription and one payment on September 1, 2025 of $21,725.
7. Reasonable availability of Customer representative(s) when resolving a service related incident
or request.
8. The Customer agrees that the use of ECINS will be confined to the agreed organization/s and or
district.
9. The Customers use of ECINS is deemed to finish at the end of the agreed pilot period unless a
new agreement is put in place.
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
ECINS Free US Pilot Program
Service Level Agreement
www.ecins.com
5
10. The Service Provider may, in consultation with the Customer prepare, publish and distribute for
its social media, sales, marketing and advertising purposes one or more announcements and case
studies describing any or all of the uses of ECINS by the Customer.
5.3. Service Provider Requirements
Service Provider Responsibilities and/or requirements in support of this Agreement include:
1. Meeting response times associated with service related incidents.
2. Appropriate notification to The Customer for all scheduled maintenance.
5.4 Service Assumptions
Assumptions related to in-scope services and/or components include:
Changes to services will be communicated and documented to all stakeholders.
6. Service Management
Effective support of in-scope services is a result of maintaining consistent service levels. The
following sections provide relevant details on service availability, monitoring of in-scope services
and related components.
6.1 Service Availability
Coverage parameters specific to the service(s) covered in this Agreement are as follows:
1. Telephone support via +1(862) 822-3438: 8:00 A.M. to 5:00 P.M EST Monday – Friday
(excluding Public Holidays)
2. Calls received out of office hours will be forwarded to an answer phone service
3. Email support via: support@ecins.com Monitored 24 hours per day (excluding Public Holidays)
4. Emails received outside of office hours will be collected, however no action can be guaranteed
until the next working day
5. System Availability: We aim for 99.9% uptime and so far have achieved this. We also have a
service level agreement with our data center providers who also aim for 99.9% uptime.
6.2 Service Requests
In support of services outlined in this Agreement, the Service Provider will respond to service
related incidents and/or requests submitted by the Customer following our escalation policy.
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
ECINS Free US Pilot Program
Service Level Agreement
www.ecins.com
6
. Secure Data Processing
The Empowering-Communities Group (ECINS) are independently ISO27001 accredited for the
design, development, processing and hosting of multi-agency systems and data. We are also
ISO9001, Cyber Essentials, Cyber Essentials Plus accredited and HIPAA compliant.
ECINS operate in US based ISO 27001 accredited high availability Tier 3 data centers.
ECINS employ a field level encryption on the ECINS databases in addition to all data being stored
on our Self Encrypting Drives (SED). The algorithm used is AES-256 which is the same level of
encryption the National Security Agency (NSA) now use for anything protected up to Top Secret.
Communication is secured using TLS 1.2 or SSL encrypted sessions between clients and ECINS.
The level of encryption is between 128-256bit depending on client capabilities AES-256 encryption
of data is provided during transmission and whilst it is at rest within our data center and on the
users end point device. Additionally data is encrypted within the TLS data stream so that if in the
very unlikely event the TLS cipher was broken the sensitive data text will still be encrypted.
Data is disposed of following HMG IS5 enhanced standards.
Our Information Security Policy is reviewed annually as a minimum.
We have a dedicated in house security team:
SIRO: Gary Pettengell (CEO);
Information Asset Owner: Rogerio Vaz (Team Lead);
Information Asset Administrator: Sarah Pettengell (Director of Services);
Deputy Information Asset Administrator: Cristiane Bonella (Quality Manager);
HIPAA Compliance and Data Protection Officer: Sarah Pettengell (Director of Services)
A consistent and effective approach is applied to the management of information security
incidents. Responsibilities and procedures are in place to handle information security events and
weakness effectively once they have been reported. Where evidence is required, it is collected to
ensure compliance with legal requirements.
All of the data created, collected, received, stored, used, maintained, or disseminated by the
Contractor in the performance of the Contract is subject to the requirements of the Minnesota
Government Data Practices Act, Minnesota Statutes, Chapter 13. If this Contract allows the
Contractor to have access to identifiable data on students it is also subject to the Family
Educational Rights and Privacy Act (FERPA), 20 USC § 1232g and rules and regulations
promulgated under this law. The Contractor must comply with these requirements as if it were a
government entity.
At the end of the commercial relationship the Data Controller (customer) will decide whether all
of their personal data is to be deleted or returned to them using an approach to be agreed between
ECINS and the customer.
ECINS will not engage another data processor.
Doc ID: 38457cb135481dbe77fabc3b3aa6d1d2a971e97c
Contract Extension with Empowering Communities with...
Memo_for_ECINS.doc and 1 other
38457cb135481dbe77fabc3b3aa6d1d2a971e97c
MM / DD / YYYY
Signed
04 / 30 / 2025
14:13:12 UTC-5
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.78
04 / 30 / 2025
14:38:07 UTC-5
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
04 / 30 / 2025
14:38:27 UTC-5
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
04 / 30 / 2025
15:33:12 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
04 / 30 / 2025
15:33:39 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
The document has been completed.04 / 30 / 2025
15:33:39 UTC-5