HomeMy WebLinkAbout2003-258
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RESOLUTION NO.
2003-258
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT AN
ISSUANCE OF A PURCHASE ORDER TO EXPANETS OF CALIFORNIA, INC. FO
THE INSTALLATION Of A NEAXMAIL AD-40 VOICEMAIL SYSTEM TO THE
CITY'S TELEPHONE SYSTEM FOR THE FACILITIES MANAGEMEN
DEPARTMENT IN THE AMOUNT OF $39,120.00.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
7 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. Expancts of California, Inc. is the selected source vendor for thc
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installation of a NEAXMAI L AD _ 40 voiccmail systcm to the City's NEC tclephone systcm
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for the Facilitics Managcment Department. A contract is awarded accordingly to said bidder in
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the total amount of$39, 120.00. Such award shall be effective only upon being fully executed by
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both parties. The Mayor is hereby authorized and directed to execute said contract on behalf of
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the City; a copy of the contract is attached hereto as Exhibit A and incorporated herein. The
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Purchasing Manager is hereby authorized and directed to issue a purchase order to said vendor in
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thc amount of$39,120.00. The purchase order shall reference this Resolution and shall be issued
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to Expanets of California, Inc. for the installation of a NEAXMAIL AD-40 voicemail system in
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an amount not to exceed $39,120.00
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SECTION 2. This contract and any amendment or modification thereto shall not take
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effect or become operative until fully signed and executed by the parities and no party shall be
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obligated hereunder until the time of such full execution. No oral agreements, amendments,
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modifications or waivers are intended or authorized and shall not be implied from any other
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course of conduct of any party.
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SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
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within 90 days of the passage of this resolution.
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2003-258
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RESOLUTION . . . AUTHORIZING THE EXECUTION OF A CONTRACT AN
ISSUANCE OF A PURCHASE ORDER TO EXJ>ANETS OF CALIFORNIA, INC. FO
THE INSTALLATION OF A NEAXMAIL AD-40 VOICEMAIL SYSTEM TO TH
CITY'S TELEPHONE SYSTEM FOR THE FACILITIES MANAGEMEN
DEI) ART ME NT IN THE AMOUNT OF $39,120,00.
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I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a j oint regular meeting thereof,
held on the 15th day of September ,2003, by the following vote, to wit:
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Council Members:
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ESTRADA
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LONGVILLE
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13 MCGINNIS
14 DERRY
15 SUAREZ
16 ANDERSON
17 McCAMMACK
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20
AYES
NAYS
ABSTAIN
ABSENT
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x
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x
x
x
x
~~~~~cJt~~~ 'wf
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22 The foregoing resolution is hereby approved this J 17/'1- day of September, 2003.
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Approved as to form and legal content:
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Exhibit "An
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AGREEMENT FOR SERVICES
This AGREEMENT is made and entered into this 15th of September 2003, by and
between the CITY OF SAN BERNARDINO, California, a municipal corporation, hereinafter referred to as the
"CITY" and Expanets of California, Inc., hereinafter referred to as "VENDOR".
WITNESSETH
WHEREAS, City desires to replace the existing Centegram voicemail system with a NEAXMAIL AD-
40 voicemail system in City Hall in San Bernardino, California; and
WHEREAS, Vendor is a licensed communications contractor qualified to provide said services; and
WHEREAS, San Bernardino City Council has elected to engage the services of Vendor upon the terms
and conditions as hereinafter set forth; and
NOW, THEREFORE, it is mutually agreed, as follows:
1. SCOPE OF SERVICES
Vendor shall perform those services specified as contained in the proposal dated August 25,
2003, and proposed costs, a copy of which is attached hereto as Exhibit "1", and all of which are
incorporated herein as though set forth in full.
2. TERM OF AGREEMENT
Vendor shall commence within five (5) days after the City has authorized work to start by
issuance of a Notice to Proceed.
3. STANDARD OF PERFORMANCE
Vendor shall complete all work in conformance with Federal, State, and local regulations and
industry standards.
4. CHANGESIEXTRA SERVICES
A. Performance of the work specified in Exhibit 1 dated August 25,2003, are made an obligation of
Vendor under this Agreement, subject to any changes made subsequently upon mutual
agreement of the parties. All such changes shall be considered as additional tasks and shall be
incorporated by written amendments to this Agreement and include any increase or decrease in
the amount of compensation due Vendor for the change in scope. Any change, which has not
been so incorporated, shall not be binding on either party.
B. Vendor shall render no extra services under this Agreement unless City authorizes such extra
services in writing prior to performance of such work. Authorized extra services shaJl be
invoiced based on the authorized additional task amounts.
5. COMPENSATION
Exhibit "A"
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A. Upon satisfactory completion of the work, the Vendor will be paid time and material not
to exceed $39,120.00 in arrears, for all work and services performed under this contract
and upon receipt of itemized invoices, submitted in triplicate to the contract manager.
The invoice amount will be based on the actual work performed by task. Vendor will
submit an invoice to the City upon completion of each building or at the completion of
the project.
B. Said compensation shall not be altered unless there is significant alteration in the scope,
complexity or character of the work to be performed. City and Vendor shall agree upon
any such significant alteration in writing before commencement of performance of such
significant alteration by Vendor.
Any adjustment of the total cost of services will only be permitted when the Vendor
establishes and City has agreed in writing that there has been, or is to be, a significant
change in:
1, Scope, complexity, or character of the services to be performed;
2. Conditions under which the work is required to be performed; and
3, Duration of work if the change from the time period specified in the Agreement
for completion of the work warrants such adjustment.
C. The Vendor is required to comply with all Federal, State and local laws and ordinances
applicable to the work. The Vendor is required to comply with minimum wage rates in
accordance with California Labor Code Section 1770.
6. PAYMENT BY CITY
A. The billings for all services rendered pursuant to this Agreement shall be submitted by
Vendor to City and shall be paid by City within twenty (20) days after receipt of same,
excepting any amounts disputed by City, Dispute over any invoiced amount shall be
noticed to the Vendor within ten (10) days of billing and a meet and confer meeting for
purposes of resolution of such dispute shall be initiated by the City within (10) days of
notice of such dispute. All tasks as specified in Exhibit "I" shall be completed prior to
final payment.
B. No payment will be made for any work performed prior to approval of this contract by
City and Notification to Proceed.
7. SUPERVISION AND ACCEPTANCE OF SERVICES
A. The Director of Facilities Management of City, or his designee, shall have the right of
general supervision over all work performed by Vendor and shall be City's agent with
respect to obtaining Vendor's compliance hereunder. No payment for any services
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Exhibit "An
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rendered under this Agreement shall be made without prior approval of the Director or' .
Facilities Management or his designee.
8. COMPLIANCE WITH CIVIL RIGHTS LAWS
Vendor hereby certifies that it will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, marital status, age, handicap or national origin.
Vendor shall comply with all State and Federal Civil Rights Laws in its hiring practices and
employee policies. Such action shall include, but not be limited to, the following: recruitment
and recruitment advertising, employment, upgrading, and promotion.
9. TERMINATION OF AGREEMENT
A. This Agreement may be terminated by either party upon thirty (30) days' written notice
in the event of substantial failure of the other party to perform in accordance with the
terms of this Agreement. Each party shall have twenty (20) days following the date of
such notice within which to correct the substantial failure, giving rise to such notice. In
the event of termination of this Agreement, City shall within thirty (30) days pay Vendor
for all the fees, charges and services performed to City's satisfaction by Vendor, which
finding of satisfaction shall not be unreasonably withheld. Vendor hereby covenants and
agrees that upon termination of this Agreement for any reason, Vendor will preserve and
make immediately available to the City, or its designated representatives, maps, notes,
correspondence, or records related to work paid for by the City and required for its timely
completion, and to fully cooperate with City so that the work to be accomplished under
this Agreement may continue within forty-five (45) days of termination. Any subsequent
use of such incomplete documents, other than their originally intended use, shall be at the
sole risk of the City, and the City agrees to hold harmless and indemnify Vendor from
any claims, losses, costs, including attorney's fees and liability arising out of such use.
Vendor shall be compensated for such services in accordance with Exhibit "I".
B. This Agreement may be terminated for the convenience of the City upon thirty (30) days
written notice to Vendor. Upon such notice, Vendor shall provide work product to City,
and City shall compensate Vendor in the manner set forth above.
C. Following the effective date of termination of this Agreement pursuant to this section, the
Agreement shall continue until all obligations arising from such termination are satisfied.
10. CONTINGENCIES
In the event that, due to causes beyond the control of and without the fault or negligence of
Vendor, Vendor fails to meet any of its obligations under this Agreement, and such failure shall
not constitute a default in performance, the City may grant to Vendor such extensions of time
and make other arrangements or additions, excepting any increase in payment, as may be
reasonable under the circumstances. Increases in payment shall be made only under the
"changes" provision of this Agreement. Vendor shall notify City within three (3) days in writing
when it becomes aware of any event or circumstances for which it claims or may claim an
extension.
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Exhibit "An
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11. INDEPENDENT CONTRACTOR
Vendor shall act as an independent contractor and shall not be considered an employee of the
City in the performance of the services provided for under this Agreement. Vendor shall furnish
such services in its own manner. This Agreement is not intended and shall not be construed to
create the relationship of agent, servant, employee, partnership, joint venture, or association
between Vendor and the City.
12. ASSIGNMENT OR SUBCONTRACTING
Vendor shall not assign this Agreement, or any portion thereof without the written consent of
City. Any attempt by Vendor to assign or subcontract any performance of this Agreement
without the written consent of the City shall be null and void and shall constitute a breach of this
Agreement. All subcontracts exceeding $10,000 shall contain all provisions of this contract.
13. NOTICES
All official notices relative to this Agreement shall be in writing and addressed to the following
representatives of Vendor and City:
VENDOR
CITY
Joe Wigmore
Expanets of California, Inc.
15641 Red Hill Avenue, Suite 200
Tustin, CA 92780
Jim Sharer
Director of Facilities Management
300 N. "D" Street
San Bernardino, CA 92418
14. RESPONSIBILITIES OF PARTIES
A. The Vendor may reasonably rely upon the accuracy of data provided by the City or its
agents,
B. Upon completion of all work under this contract, ownership and title to all reports,
documents, plans, specifications, and estimates produced as part of this contract will
automatically be vested in the City and no further agreement will be necessary to transfer
ownership to the City.
C. For the purpose of determining compliance with Public Contract Code Section 10115, et.
seq. and Title 21, California Code of Regulations, Chapter 21, Section 2500 et. seq.,
when applicable, and other matters connected with the performance of the contract
pursuant to Government Code Section 8546.7, the Vendor, subconsultant, and the City
shall maintain all the books, documents, papers, accounting records, and other evidence
pertaining to the performance of the contract, including but not limited to, the costs of
administering the contract.
All parties shall make such materials available at their respective offices at all
reasonable times during the contract period and for three years from the date of final
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Exhibit "A"
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payment under the contract. The State, the State Auditor, or any duly authorized
representative of the Federal government having jurisdiction under Federal laws or
regulations (including the basis of Federal funding in whole or in part) shall have
access to any books, records, and documents of the Vendor that are pertinent to the
contract for audits, examinations, excerpts, and transactions, and copies thereof shall
be furnished if requested,
15. HOLD HARMLESS CLAUSE
A. Vendor shall indemnify, defend and hold free and harmless the City, its officers, and its
employees from all claims, damages, costs, expenses, and liability, including, but not
limited to attorney's fees, imposed upon them for any alleged infringement of patent
rights or copyrights of any person or persons in consequence of the use by City, its
officers, employees, agents, and other duly authorized representatives, of programs or
processes supplied to City by Vendor under this Agreement.
B. The prevailing party in any legal action to enforce or interpret any provisions of this
Agreement will be entitled to recover from the losing party all reasonable attorneys' fees,
court costs, and necessary disbursements in connection with that action. The costs,
salary, and expense of the City Attorney and members of his office, in connection with
that action shall be considered as attorneys' fees for the purposes ofthis Agreement.
16. INDEMNITY
Vendor shall indemnify, defend and hold harmless City from and against any and all claims,
demands, suits, actions, proceedings, judgments, losses, damages, injuries, penalties, costs,
expenses (including reasonable attorney's fees), and liabilities, of, by, or with respect to third
parties, which arise from Vendor's negligent performance of services under this Agreement.
Vendor shall not be responsible for, and City shall indemnify, defend, and hold harmless Vendor
from and against, any and all claims, demands, suits, actions, proceedings, judgments, losses,
damages, injuries, penalties, costs, expenses (including reasonable attorney's fees) and liabilities
of, by or with respect to third parties, which arise from the City's negligent performance under
this Agreement. With respect to any and all claims, demands, suits, actions, proceedings,
judgments, losses, damages, injuries, penalties, costs, expenses (including reasonable attorney's
fees) and liabilities of, by or with respect to third parties, which arise from the joint or concurrent
negligence of Vendor and City, each party shall assume responsibility in proportion to the degree
of its respective fault.
17. LIABILITYIINSURANCE
Vendor shall maintain insurance policies meeting the minimum requirements set forth herein. All
insurance maintained by the Vendor shall be provided by insurers satisfactory to the City.
Certificates evidencing all insurance coverage required herein shall be delivered to the City prior to
the Vendor performing any of the services under this Agreement. All insurance certificates required
herein shall name the City as an additional insured and provide for thirty-(30) days written notice
from the insurer to the City prior to cancellation of any insurance policy of the Vendor.
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Exhibit II An
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A. Comprehensive General Liabilitv and Automobile Insurance. The Vendor shall
maintain comprehensive general liability and automobile liability insurance with a combined
single limit of not less than One Million Dollars ($1,000,000.00) per occurrence.
B. Worker's Compensation Insurance. The Vendor shall maintain worker's compensation
insurance in accordance with the laws of the State of California for all workers employed
by the Vendor.
18. VALIDITY
Should any provision herein be found or deemed to be invalid, this Agreement shall be construed as
not containing such provision, and all other provisions which are otherwise lawful shall remain in
full force and affect, and to this end the provisions of this Agreement are declared to be severable.
19 ENTIRE AGREEMENT
This Agreement represents the entire and integrated agreement between the parties hereto and
supersedes all prior and contemporaneous negotiations, representations, understandings, and
agreements, whether written or oral, with respect to the subject matter thereof. This Agreement may
be amended only by written instrument signed by both parties.
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AGREEMENT FOR Services with Expanets of California, Inc.
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Exhibit "An
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date
written above by their duly authorized officers on their behalf.
ATTEST:
BY: RClO~ (!JJW\.i;
Rachel Clark, City Clerk
City of San Bernardino
tJ sjO/YlcLu0YtectWH~7 hp~
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
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CITY OF SAN BERNARDINO
BY:
/;Ud' h Valles; Mayor
~ Ci of San Bernardino
Expanets of
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BY: (j-'
Sig
NAME: Gf~ Gl ~-~~LM ~1:-i~
TITL~~~f ~~0fJf~DI
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EXHIBIT "1"
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LINE #
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S,ystem Line Item List
for
~,~:,:::';~;;~:~;/q.~; Cit)' OfStl11 Benlllrdillo
SCHEDULE A - ORDER SUMMARY - NE4XMail 040-40 SJ'stem
PART #
200247-01
[60116
161756
161762
161764
161895
161950
QTY
2
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DESCRIPTION
SPA.16ELCJB-B 16CH DIGITAL STATION CARD
AD-40 24 PORT SOFTWARE PACKAGE
AD-40/64 & REP EXPANSfON CHASSIS
AD-40/64 & REP EXT MODEM
AD-40/64, REP SCSI ADAPTER
lS!N DELL COLOR MONITOR
DELL OX260 FOR AD-40/64 & REP.
Equipment Total
Sales Tax 7.75"10
Labor/Services Total
Total Investment
1J
en! Term I 50% I $154 .88 l:' ~ ,(
Paym,ntT,un240%/$ 54.3] It00,,;ti'f
aymentTermJ 10% 3088.58 V' /1'"'
Payment Term4 0" 1$0
ustomers s gnatu ac owled es that the Customer has read and accepted the terms and conditions of the above
referenced contract, the customer authorizes Expanets to obtain credit information prior to accepting this order.
City orSan Bernardino AD-4(I S.25.Q3.xls
Exp@Jncta,Proprietarylnformation
S/Total
3,503.69
14,904.38
1,427.48
136.86
209.40
243.62
1,424.74
21,850.18
1,693.39
7142.20
30,885.77
s:....
lorl
812512003
~ets
Labor
System Line Item List
for
City (~f San Bernardino
Schedule A - NEe He-numbering ,~vstem
Labor to fe-number system/Of Voicemai/
QTY DESCRIPTION
Miscellaneous Eauinment
Software Numbering plan reconfiguration
SITotal
EX~x.'rienc('d At
NetlN,:;rked S()!Urjl)n~;
L[NE#
1
2
3
PART #
Equipment Total
Sales Tax 7.75%
Labor/Services Total
Total Investment
3.132.00
3,[32,00
This price includes material, installation labor, 7.750/0 sales tax, and a one year warranty.
This quote is valid uutj( Octo her 24, 2003
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Payment Term 1 50% / $15
Payment Term2 40% / $ 52.8
Payment Term3 10% / 13.2
Payment Term4 0% l 0
1t7;)~
City of San Bernardino Renumber 8-25-031.xls
Exp@nets, Proprietary Infonnation
lofl
8/25/2003
'R'~ets
-'-M.~~-I
Pagel
Experienced At Netvvorked Solutions
Client Legal Name: City of San Bernardino Expanets Address: 15641 Red Hill Avenue, Suite 200
Client Contact Irene Bryson, Admin, Operation Supervisor City Tustin
Client Contact Tel. No. 909-384-5165 State CA Zin Code 92780
Client Address: Expanets Contact
Street: 300 North D Street Name: Joseph A. Wigmore
City: San Bernardino Tel #: 949-265-6113
State. Zin;- CA 92418-0001 Fax #: 949-265-6102
Installation/Delivery Address (if different)
Street: 300 North D Street Method of Payment
City: San Bernardino, CA 92418-0001 - Check No:
EMAIL: bn'son irl1TlcLsan-bernardino.ca.us Credit Card No.: Exn Date:
Contract No.1 Order No.1
SCHEDULE A-ORDER SUMMARY
Client's order for Products is summarized as follows:
Product Descri tion ......uu.... Order Code Quanti
Unit Price/License Fee
Total Price/License Fee Installation Cha es
Warran Term MO
Schedule A.NEe Renumberin s stem
Schedule A.AD-40 s stem
$
$
3132.00 $
30885.77 $
$0.00 $
$0.00 $
$0.00
0.00 $
$0.00 $
$0.00 $
$0.00 $
$0.00 $
$0.00 $
$0.00 $
$0.00 $
$0.00 $
$0.00 $
$34 017.77
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Subtotal
Subtotal Other Pa es
Estimated Shi in Cha es
Total ludln a Iicable taxes
Advance Pa ment TIme of Order
Pro ress Pa ment - Dellve
Pro ress Pa ment - Other
Balance Due
Estimated Delive Date:
Estimated In-Servlce Date:
Remark~
~/19% payment terms :J
/M;0 ",v /'i'<%'.(:Jr~
34017.77
17008.88
13607.10
3401.77
Client's order for Services is summarized as follows'
Descri tlonofServlce
Order Code
Term Months
Hours Performed
One-time char es
Monthl Char es
CLIENT INITIAL HERE TO 01
CUENT'S SIGNATURE BELOW ACKNOWLEDGES THAT CLIENT HAS READ AND ACCEPTED THE TERMS AND CONDITIONS OF THE ABOVE REFERENCED CONTRACT, THE CLIENT AUTHORIZES EXPANETS
TO OBTAIN CREDIT INFORMATION PRIOR TO AC PTING THIS ORDER.
CLIENT: EXPANETS ENTITY;
Cil of San Be mardi no
Le alEnti Name
ha Director Sales & 0 eralions
AuthorizedSi nature
T ed or Printed Name Title
T ed or Printed Name TIUe
Data
Au usl25 2003
Dale
Au ust25 2003
ScheduleM_C2_C1_'ev-4
Pagel
City of San Bernardino
Expanets Scope of Work
NEAXMail AD-40 Voicemail
Contracts
Upon contract signature and acceptance, Expanets Installation group forms a team of
skilled personnel to rnanage the design and installation of your telecommunications
voicemaiJ system.
A Project Manager, and Lead Technician are assigned as your installation team. An in-
house kick-off meeting is lead by the Sales person to relay pertinent information about
City of San Bernardino special requirements and to confirm and establish order dates of
Hardware for the installation and cutover requested by the customer.
Pre-Installation
The Project Manager will then contact City of San Bernardino for the first group meeting.
The object of the meeting is to establish a point of contact within your personnel to assist
with information gathering, dissemination offollow-up details, and responsibilities of
City of San Bernardino and Expanets. Subsequent meetings may be arranged with the
Project Manager and or the Lead Technician and the designated point of contact for
further information sharing.
Installation
Prior to installation the Project Manager will ensure the order is complete and staged for
shipment to the customer site. The cutover date is then confirmed, and the equipment is
shipped. Expanets will connect the AD-40 voicemail system to the NEAX 2400 PBX via
two 16ELCJ Digital Station cards. Expanets will connect test stations for training users
on how to use the new voicemail system. The Project Manager will coordinate a training
schedule to insure users get fully trained on the voicemail features and use prior to
cutover.
Any call processing applications on the previous voicemail system with be configured
and tested on the new system. (This is a great opportunity to provide any changes or
enhancements. )
Once training has been completed and the system has been tested, a cutover date will be
scheduled. (This date should be set as soon as the user training is completed.) The new
system will then assume the old access numbers to take over operations. The old system
may remain connected for period of time to allow those who could not retrieve their
messages from it. Messages cannot be transferred between systems. System
administration training will be provided onsite for Moves, Adds, and changes.
Enhancements
The NEAXMail AD-40 comes with 50 free client license seats of View Mail for
Microsoft Messaging. In order to provide this, the NEAXMail server will require a LAN
connection to your existing infrastructure. A static IP address would be required for
assignment to the V oicemai1 server from the IS department. Labor has been calculated to
provide the Voicemai1 server setup and one client installation. The IS department
personnel would then be responsible for implementing on other client workstations.
Scope of Work-City of San Bernardino
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City of San Bernardino
This would be a Train The Trainer client workstation installation for the IT person to
manage going forward.
The technician will setup the schedule backup to the tape drive of the NEAXMail system.
The Lead Technician monitors the system install for completeness of materials and
functionality of hardware and software. The day of the cutover, system acceptance is
signed and the warranty of parts and labor begin. Post cutover support will be provided
for the first day in service.
Switch Room ReQuirements
The customer will ensure that the Switch Room is prepared to support the NEC
NEAXMail AD-40 equipment. A dedicated 120V AC outlet is required to support the
AD-40 equipment located in the Switch Roorn. UPS 120 V AC backup is highly
recommended for any voicemail system. An analog modem port would be required for
remote access. Ifthere is one in place on the existing voicemai1 tan this can be reused.
Maintenance
Should maintenance be required after acceptance, a customer service telephone number is
available twenty-four hours a day for reporting problems. When the customer calls this
number, a ticket is opened to resolve the problem. Problems may be resolved in three
ways:
1. A major trouble is reported and a technician is dispatched within 4 hours to resolve.
2. A minor trouble is reported and a technician is dispatched within 24 hours.
3. A trouble is reported and is repaired via rnodem by the Technical Assistance Center.
Should additional problems be noted, and a resolution is not accomplished within an
acceptable period of time, the problem is escalated to management, then to Officers of the
company until a resolution is made.
It is Expanets desire to provide the best relationship possible with our customers. A
regular flow of information according to the above guideline, results in an experience that
can meet and exceed expectations for you and your customers.
Scope of Work-City of San Bernardino
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City of San Bernardino
Signatures below constitute agreement that the above services and activities fully describe the project
deliverables and working agreement between Client and Expanets.
Date: 1--/f'-P3
~"'#
Date:
Name
Expanets
Project Manager
l
City of San Bernardino
Expanets Scope of Work
Re-number Remote Extensions for Voicemail
Pre-Installation
A NEC Lead Technician would be assigned for your installation. An in-house kick-off
meeting is lead by the Sales person to relay pertinent information about the City of San
Bernardino special requirements and to confirm and establish order date for the changes
requested per this Scope of Work.
The Lead technician will establish a point of contact within your personnel to assist with
information gathering, dissemination of follow-up details, and responsibilities of
Expanets.
Scope of Work Detail
Expanets will re-configure the numbering plan at the NEAX 2400 that handles the DID
range 5xxx associated with the remote CCIS sites.
The remote CCIS sites will also be re-programmed for the routing.
This will require deleting the remote virtual extension within the NEAX 2400 PBX, then
entering the remote extension in the Route database.
Presently the system is designed with virtual extensions ofthe DID range 5xxx
forwarding to the remote CCIS site.
This will all have to be removed to enable the NEAX 2400 route the remote 5xxx DID
range via the route.
The fact that the initial DID call is forwarding, is causing the re-transfer issue presently
being experienced.
Expanets will verify the software and call routing after the changes have been entered.
Once testing and customer acceptance is agreed upon, a backup of the configuration will
be rnade on the system.
Switch Room Requirements
None required
Implementation
Prior to implementation the Lead Technician will ensure the objectives required.
The Lead Technician we ensure the date and time schedule to perform the re-numbering
process.
Expanets will re-configure the numbering plan at the NEAX 2400 that handles the DID's
associated with the remote CCIS sites.
The remote CCIS sites will also be programmed for the routing.
The Lead Technician will test the dialing plan and monitor the system reprogramming for
completeness and functionality of software and call routing.
Scope of Work-City of San Bernardino
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City of San Bernardino
Maintenance
Should maintenance be required after acceptance, a customer service telephone number is
available twenty-four hours a day for reporting problems. When the customer calls this
number, a ticket is opened to resolve the problem. Problems may be resolved in three
ways:
I. A major trouble is reported and a technician is dispatched within 4 hours to resolve.
2. A minor trouble is reported and a technician is dispatched within 24 hours.
3. A trouble is reported and is repaired via modem by the Technical Assistance Center.
Should additional problems be noted, and a resolution is not accomplished within an
acceptable period of time, the problem is escalated to management, then to Officers ofthe
company until a resolution is made.
It is Expanets desire to provide the best relationship possible with our customers, A
regular flow of information according to the above guideline, results in an experience that
can meet and exceed expectations for you and your customers.
Scope of Work-City of San Bernardino
, ,
City of San Bernardino
Signatures below constitute agreement that the above services and activities fully describe the project
deliverables and working agreement between Client and Expanets.
Acknowledged for Client:
Date:
,v~
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Date:
Name
Expanets
Project Manager
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Exhibit C
CUSTOMER SOFTWARE LICENSE AGREEMENT
This Customer Software License Agreement is between Exp@ncts.. an authorized NEe
America, Inc., Associate (hereinalier "UCENSOR'") and the City of San Bernardino
(herealter "LICENSEE").
I. DEFINITIONS
1.01 "CPU" means a central processing unit in the System or Subsystem as described by
the Software License Attachment.
1.02 '.Computer Program" means any instnlction or instructions in object-code fomlal for
controlling the operation ofa CPU.
1,0J "Licensed Product" means:
a: The Computer Program furnished hereunder to the LICENSEE as set forth in
Schedule A attached.
b: The Computer Program manuals. docwnentation and any other material for the
licensed Computer Program.
THE TERM "LICENSED PRODUCT" DOES NOT MEAN OR INCLUDE THE SOURCE-
CODE FORMAT FOR THE COMPUTER PROGRAM SET FORTH ON SCHEDULE A.
2. GRANT OF RIGHTS
2.0l LICENSOR hereby grants the LICENSEE, and the LICENSEE hereby accepts, a
persona], llon-transferable and non-exclusive right to use the LICENSED PRODUCT on one
(1) CPU at a time, or a single system where multiple CPU's are provided in the configuration
set forth on Schedule A, sole]y for its business purposes. The LICENSEE Wlderstands that the
Licensed Product furnished to the LICENSEE is furnished solely for use in conjWlction with
the related hardware PRODUCTS sold by LICENSOR to LICENSEE. The LICENSEE has no
right to use the Licensed Product so furnished on any CPU other than that such CPU or for any
purpose not specified herein.
2.02 No right, title or interest to the intellectual property in the Licensed Product is hereby
transferred to the LICENSEE, except as expressly granted herein.
2.03 The LICENSEE shall not copy the Licensed Product except as necessary for
archivallback-up purposes. When the LICENSEE makes any copy of the Licensed Product,
such copy must include the copyright notice appearing on the Licensed Product furnished to the
LICENSEE.
2.04 The LICENSEE shall not transfer possession of the Licensed Product, nor any rights
conferred herein to any Utird party, except to a third party who acquires title to the
LICENSEE'S related hardware PRODUCTS, provided such transferee has executed and
provided to NEC America, Inc., a signed copy of this Agreement and has tendered to NEC
America, Inc., the then current license transfer fee.
2.05 LICENSEE hereby assures LICENSOR that LICENSEE does not intend to, and will
not knowingly, within prior written consent, if required, of the Office of Export Administration
of the United States Department of COnnllerce, Washington D.C. 20230, transmit, directly or
indirectly the Licensed Product to Iran, Iraq, Syria, the People's Republic of China or any
Group Q, S, Y or Z country specified in Supplement No. 1 to Section 770 of the Export
Administration Regulations issued by the United States Department of Connnerce or to any
other country to which such transmission is restricted by such Regulations.
2.06 LICENSEE hereby agrees that it shall not reverse compile, disassemble, alter, add to,
delete from. or otherwise modify the LICENSED PRODUCT, except to the extent that such
modification capability is an intended feature of the LICENSED PRODUCT.
3. LIM]TED WARRANTY AND REMEDIES
3.01 For a period of fourteen (14) months from date of shipping at the LICENSEE's site
specified in Schedule A, LICENSOR warrants that the Licensed Product will confonn to
published perfonnance specifications applicable as of the date of this agreement and will be
free from defects in workmanship, under normal use and seTYice, when correctly installed and
maintained.
3.02 LICENSOR'S liability for any LICENSED PRODUCT which is shown to be
defective during its warranty period is limited to:
a: replacing the LICENSED PRODUCT or part thereof with a functionally
equivalent LICENSED PRODUCT or part,
b: repairing the LICENSED PRODUCT, or
c: issuing credit for the LICENSED PRODUCT
The choice of which of the above warranty remedies to utilize concerning any particular
LICENSED PRODUCT shall be LICENSOR'S.
3.03 In the event that any LICENSED PRODUCT is shown to be defective during the
warranty period, the LICENSEE shall:
a: notify LICENSOR or any other authorized NECAM Associate providing service
to LICENSEE Promptly in writing of any claims,
b: provide LICENSOR or such other authorized NECAM Associate and/or NEC
Anlerica, Inc., with an opportunity to inspecl and test the LICENSED
PRODUCTS claimed to be defective, and
c: (if repair or replacement of the UCENSED PRODUCT is selected) return the
LICENSED PRODUCT to LICENSOR or such other authorized NEC associate
or NEC America, Inc., in accordance with 'nstructions provided.
LICENSOR:
BY,
NAME,
TITLE:
DATE'
1'-.--.
WHEREFORE. , e
J.04 The above warranty excludes coverage for LICENSE PRODUCTS which were
insta]~ed, repaired or. mailltaine~ by an. unauthorize~ service.provider or which were subjected
to nll~use, ab~e, Improper .lllstallatl?ll or applicatIon, Improper maintenance or repair,
alteratIOn, aCCIdent or negligence III use, improper temperature, humidity or other
envlronnle~tal conditi~n (includmg, but not limited to, lighting or water damage), storage,
transportation or handlmg.
3.05 THE LICENSED PRODUCT WARRANTY CONTAINED IN THIS AGREEMENT
]S IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR rMPLlED, rNCLUDlNG (BUT
NOT LIMITED TO) ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR
F1TNESS FOR A PARTICULAR PURPOSE, INCLUDrNG BUT NOT LIMrTED TO
PREVENTION, DETECTION OR DETERRENCE OF TOLL FRAUD, COMPUTER
VIRUSES OR OTHER UNAUTHOR]ZED OR IMPROPER USE OF THE SOFTWARE
PRODUCTS.
3.06 LICENSOR'S liability fOf any LICENSED PRODUCT malfunction, shall be limited
to perfonning one of Ihe remedies specified herein, provided that the malfunctioning
LICENSED PRODUCT is covered by the applicable warranty. LICENSOR and LICENSEE
hereby agree that if such limitation is declared invalid by a court of competent jurisdiction, then
LICENSOR'S liability shall be limited solely to a U.S. dollar amount equal to the cost of the
malfWlctionmg LICENSED PRODUCT to the LICENSEE. These remedies shall be exclusive
and shall be the LICENSEE'S sole remedies against LICENSOR or NEC America, Inc., or any
ofils affiliates, Associates or suppliers for LICENSED PRODUCT malfunction.
4. INFRINGEMENT
4.0] LICENSOR represents and warrants that no patent, copyright, trade secret,
trademark, trade name or other proprietary right has been or will be infringed by the
LICENSEE'S use of the LICENSED PRODUCT pursuant to this license.
4.02 If such infringement is alleged or does occur, LICENSEE shall be defended against
any and all claims arising from such allegations or findings ofinfiingement. LICENSOR shall,
at its expense and sole decision, as the sole remedy to which LICENSEE shall be ell titled:
a: procure for LICENSEE the right to use the LICENSED PRODUCT, or
b: replace such LICENSED PRODUCT with a comparable, non-infringing product,
0'
c: mod~fy such LICENSED PRODUCT to be non-infringing, or
d: temunate the LICENSE for the LICENSED PRODUCT and refwld the LICENSE
fee for such LICENSED PRODUCT to LICENSEE
5, TERM AND TERM]NATION
5.01 This Agreement shall take effect on the date LICENSED PRODUCT is shipped by
NECA.\1, and shall remain in effect Wltil temunated as provided below.
5.02 If the LICENSEE should breach any of its obligations under this Agreement,
LICENSOR may (in addition to any other remedies available at law or in equity) temunate this
Agreement upon written notice to LICENSEE.
S.OJ Upon termination of this Agreement, the LICENSEE shall inunediately discontinue
the use of the LICENSED PRODUCT and shall return all copies of the LICENSED
PRODUCT to LICENSOR.
6. MISCELLANEOUS
6.0 I This Agreement, including the addenda listed below, sets forth the entire agreement
and understanding between the parties; neither party shall be bOWld by any conditions,
definitions, warranties, Wlderstandings or representations with respect to such subject matter
other than as expressly provided herein or as duly set forth on or subsequent to the date hereof
in writing and signed by a proper and duly authorized representative of the party to be bound
thereby.
The following AddendalExhibits are a part of this Agreement:
Addenda/Exlllbits
Licensor
].ijhl
~~
1/
Liceusee
Initials
Schedule A
ScheduleS
6.02 IN NO EVENT SHALL LICENSOR OR NEC AMERICA, INC., OR ANY OF ITS
AFFILIATES OR SUPPUERS BE LIABLE FOR CONSEQUENTIAL, SPECIAL,
INCIDENTAL OR SIMILAR DAMAGES, SUCH AS (BUT NOT LIMITED TO)
"DOWNTIlvfE", EXCESS COSTS OR LOST BUSINESS REVENUES RESULTING FROM
A LICENSED PRODUCT MALFUNCTION FROM UNAUTHORlZED OR IMPROPER
USE OF LICENSED PRODUCT INCLUDING, BUT NOT LIMITED TO, TOLL FRAUD
OR COMPUTER VIRUSES OR FROM LOSS OF USE OF LICENSED PRODUCT DUE TO
INFRINGEMENT CLAIMS,
7. STATISTICAL INFORMATION
7.0] NEC requests that the LICENSEE complete the Statistical Infomiatioll contained
within that section on Schedule A to this Agreement This infomliltion may be used by
NECAM for nlilrketing purposes.
ent through their authorized representati
"
Director Sa'lell & Ooerations
AU2uSt 25 2003
AU2USt 25, 2003
., ,
.
Contract/Job Package Checklist - Sales Checklist
~_t:5~~_~~.~LY_~.~~_,..J
{1~l_"""~1
~
Account Name: City of San Bernardino
In.wallAdtiress.. 300 North D Street
City: San Bernardino Stull:!: CA
AE Name: Joseph Wigmore
AE Phone Number: 949-265-6113
Sales ivlanllger: Ross Jones
Contract/Order Amount $34,017.77
_ 1-11Q2CX/I-IIQ2CZ
Zip: 92418-0001 Pr(Jject/Jn,~/allNumber:
PM /'lame:
1',"1 Phoue Number:
1ll-IPL. Manuger:
All Applicable Docs must be included in the paper package and be originals with INK signatures. All
docs included in the Hard copy pack~ge must also be attached in Seibel as part of the Opportunity
attachments.
Comoleted
For documents. forms, Expanets Contract Policy, Advance Payment Policy and other information. go 10 Exchange>Contracl Administration
Item:
Contract Terms and Conditions (T&C's): PSPA, SA, lVlA (two signed originals)
'0
2'0}
2b0 heckal leasl one
200
3D
40
50
eE)
Advance Payment Check (wI invoice if applicable)
Advance Payment Waiver (signed if AP waived) (Term of AP filled in)
Signed Customer Purchase Order w/waiver, (if applicable (must reference signed T &C's))
* QuoteGen Including Job Price Worksheet
Schedule A Order Summary (signedlboth parties)
NA
. (Sched A / Contract, QuoteGen, & Order Oollar Value MUST match)
$34,017.77
Amount:
70
'0
'0
100
"0
120
130
(Option Checked/ Term andpricefilled in)
Schedule C Scope of Work (Signed by AE, PM, & Customer)
Schedule D Sofhvare License, if applicable (signed)
Signed Lease Documents with XQ number
Leasing Compan~':
Tax exempt certificate, if applicable
. Copy 01 Bid bond, II applicable
* Price Relief Documents Attached
Expiration Dltte
* New Installation - Project Information page 2 completed
NOTES: (include explanation for ALL missing required documentation)
Attach copies of GM, VPGM, or BUe e-mails to the job package verifying OK 10 proceed with missing requirments
Reviewed By:
o
[Z]
o
Account Executive Joseph Wigmore
Sales Manager Ross Jones
Operations Manager Brian Brunette
Date:
Date:
Date:
09/29/03
09/29/03
09/29/03
'r"~~_~
NEW INSTALLATION - PROTECT INFORMATION
Project/Install Number:
Bid Number:
Account Executive: Joseph Wigmore
Customer Number:
Project Manager:
Applications Engineer: Tony Casillas
CMAS:
y"
l
J No l X J
[ X] Please check if already an existing customer
Billinr Information: (please indicate present address for purposes of present billings)
Name: City of San Bernardino
Address: 300 North D Street
City: San Bernardino
State: CA
Zip Code: 92418-0001
Title: Admin" Operations Supervisor
Primary Contact: Irene Bryson
E_rnailaddress:~(@ci.san_bernardinoca.u_~
Telephone #: 909-384-5165 FAX: 909-384-5012
Billinr Information: (please indicate future address for purposes of future billings)
Name: City of San Bernardino
Address: 300 North 0 Street
City: San Bernardino
State: CA
Zip Code: 92418-0001
Title: Admin., Operations Supervisor
Primary Contact: Irene Bryson
E-mail address: brvson ir<<J)ci.san-bernardino ca.U5
Telephone #: 909-384-5165 FAX: 909-384-5012
Jnb I.ocation: (If different from Billing Tnfonnatioo)(List additiooallocations 00 separate sheet if needed)
Name: City of San Bernardino
Address: 300 North 0 Street
City: San Bernardino
State: CA
Zip Code: 92418-0001
Title: Admin., Operations Supervisor
Primary Contact: Irene Bryson
E-mailaclclre%: Pivson irK.ilcisan-bernar~
Telephone #: 909-384-5165
lob Information"
FAX: 909-384-5012
Job Description: Renumbering for voicemail and NEAXMail AD-40
Estimated Cut Date: 10/15/03 Actual Cut Date: 10/15/03
150%-40%-10% I.:
Contract Payment Terms: ' . '
down payment will be paid in 30 days
~---M
I Unll Prlce Schedule i.1
standard one year warranty
List Unit pricing/Other Terms:
MAC Labor Rates: __ Hourly Rate: $96.00
Original Contract Amount: $34,017.77
---------+- Trip Charges: $44.00
Inventory Adjustment:
) Check-Fill in amount;
) Hard Copy Leasing P.O.
Final Mark Up: 1.50/1.38
Waived by: Deron Pearson/Sabrina Anderson
Contract Billinr Schedule: (TO BE USED BY ACCOUNTING ONLY)
llitt Invoice #
Ammml
%.lliIl<d