HomeMy WebLinkAbout05.M- Information Technology 5.M
RESOLUTION (ID # 4515) DOC ID: 4515 C
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jason Suarez M/CC Meeting Date: 07/18/2016
Prepared by: Jason Suarez, (909) 384-
5947
Dept: Information Technology Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the City Manager to Execute a Vendor Services Agreement and the Issuance of an
Annual Purchase Order for Maintenance of the Police Department's Downtown Camera
Protection Zone System to CelPlan Inc. (#4515)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $123,782.92
Account No. 679-250-0062*5172
Account Description: Equipment Maintenance
Balance as of 07/17/2014: $618,059.00
Balance after approval of this item: $494,276.08
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred, but not yet processed. Also,
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
December 22, 2015 - Resolution #2015-284 - Approved parks expansion to the camera
protection zone system.
August 7, 2014 - Resolution #2014-299 -Approved the annual maintenance agreement
for the camera protection zone system.
Background:
During 2013, a downtown camera protection zone system was installed. The system
includes multiple wireless cameras that are placed within the City and camera
controlling equipment located at the Police Department. Initial costs for installing the
camera system were funded with Urban Area Security Initiative (UASI) grant. The
terms of grant require that the camera system is maintained for three years.
The next year of the maintenance plan is offered at $123,782.92, and covers the period
from July 1, 2016 through June 30, 2017. The offer covers all components as provided
by CelPlan, including cameras, wireless infrastructure, server, viewing work stations
and displays. The increase in maintenance costs are due to expansion of the camera
protection zone over the past two years and the addition of camera maintenance
Updated: 7/12/2016 by Georgeann "Gigi" Hanna C I Packet Pg. 270
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4515
services for the Police Department's building surveillance system.
CelPlan is the selected source provider of these services because they are the original
installer of the system and current integrator for the expansion of the current system.
CelPlan performed maintenance of the camera protection zone system during the
warranty period and CelPlan also has the detailed knowledge of how this system exists
in the Police Department and the City's infrastructure (i.e. cable installations, software
installations, server hardware, and wireless camera hardware).
City Attorney Review:
Supporting Documents:
Reso 4515 (DOC)
Agrmt 4515 (PDF)
CelPlan selected source (PDF)
Maintenance SAN160322 (City Surveillance System) (PDF)
City Camera System Invoice (PDF)
PD Building Surveillance System (PDF)
Quote_SAN160324 (Maintenance Building System) (PDF)
Updated: 7/12/2016 by Georgeann "Gigi" Hanna C Packet Pg.271
5.M.a
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A
3 VENDOR SERVICES AGREEMENT AND THE ISSUANCE OF AN ANNUAL
4 PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DEPARTMENT'S
DOWNTOWN CAMERA PROTECTION ZONE SYSTEM TO CELPLAN INC.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUCIL OF
6 THE CITY OF SAN BERNARDINO,AS FOLLOWS:
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SECTION 1. That the City Manager is authorized and directed to execute a Vendor
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Service Agreement with CelPlan, Inc. for maintenance of the City Camera Protection Zone
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and Police Department's Building Surveillance systems in the total amount of$103,787.92, a y
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11 copy of which is attached hereto as Exhibit"A". L
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12 SECTION 2. That the Director of Finance or his designee is authorized and directed v
13 to issue an annual purchase order for $103,787.92 to CelPlan Inc., of Reston, Virginia for
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14 maintenance services. The Purchase Order shall reference the number of this Resolution and o
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shall incorporate the terms and conditions of the Vendor Services Agreement which is on file a
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17 in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2016/2017 contract
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18 for annual software and hardware maintenance services. Not to exceed$103,787.92." 7
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19 SECTION 3. This purchase is exempt from the formal contract provisions of San
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20 Bernardino Municipal Code Section 3.04.010(B)(3), "Purchases approved by the Mayor and
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Common Council." E
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23 SECTION 4. The authorization to issue the above-referenced purchase order is a
24 rescinded if not issued within sixty(60) days of the passage of this Resolution.
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10 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A
2 VENDOR SERVICES AGREEMENT AND THE ISSUANCE OF AN ANNUAL
PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DEPARTMENT'S
3 DOWNTOWN CAMERA PROTECTION ZONE SYSTEM TO CELPLAN INC.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
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Common Council of the City of San Bernardino at a meeting
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7 thereof,held on the day of , 2016,by the following vote, to wit:
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8 Council Members: AYES NAYS ABSTAIN ABSENT
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10 BARRIOS ch
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12 VALDIVIA E
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13 SHORETT c
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14 NICKEL o
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15 RICHARD
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16 MULVIHILL
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19 Georgeann Hanna, City Clerk IRr
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20 The foregoing resolution is hereby approved this day of 12016. 0
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R. Carey Davis, Mayor
23 City of San Bernardino `t
24 Approved as to form:
25 Gary D. Saenz, City Attorney
26 By:
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Exhibit"A”
VENDOR SERVICES AGREEMENT
This Vendor Services Agreement is entered into this 1st day of July,2016 by and
between CelPlan Inc., of Reston, Virginia("VENDOR") and the City of San Bernardino
("CITY" or"San Bernardino").
WITNESSETH:
WHEREAS, the Mayor and Common Council has determined that it is advantageous
and in the best interest of the CITY to contract for annual maintenance of the Police
Department's Downtown Camera Protection Zone system as outlined in VENDOR's
"Maintenance Proposal with reference to Downtown Surveillance Camera System for The City
of San Bernardino, CA " included with this agreement as Exhibit "1" and Exhibit "2";and E
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WHEREAS, renewal of the above referenced annual purchase order ; N
NOW,THEREFORE, the parties hereto agree as follows:
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1. SCOPE OF SERVICES. ci
For the remuneration stipulated, San Bernardino hereby engages the services of
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VENDOR to provide those products and services as set forth on Exhibit "I" and Exhibit "2" o
attached hereto and incorporated herein. 3
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2. COMPENSATION AND EXPENSES. '
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a.For the services delineated above, the CITY, upon presentation of an invoice, shall pay a
the VENDOR up to the amount of $103,787.92 for services set forth and quoted in
Exhibit "1" and Exhibit"2". v
b. No other expenditures made by VENDOR shall be reimbursed by CITY. r
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3. TERM; TERMINATION. ",
The term of this Agreement shall be for a period of one year, from July 1, 2016 to June
30, 2017.
This Agreement may be terminated at any time by thirty (30) days' written notice by a,
either party. The terms of this Agreement shall remain in force unless mutually amended. The a
duration of this Agreement may be extended with the written consent of both parties.
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4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, a
agents or representatives, free and harmless from all claims, actions, damages and liabilities of
any kind and nature arising from bodily injury, including death, or property damage, based or
asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or
subcontractors, relating to or in any way connected with the accomplishment of the work or
performance of services under this Agreement, unless the bodily injury or property damage was
Vendor Sry Agrmt(City - CelPlan).docx
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Exhibit L[A"
actually caused by the sole negligence of the City, its elected officials, employees, agents or
representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its
own expense, including attorney's fees, the City, its elected officials, employees, agents or
representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
indemnity against the City, its elected officials, employees, agents or representatives, with
respect to third party claims against the Vendor relating to or in any way connected with the
accomplishment of the work or performance of services under this Agreement.
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5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's
compensation coverage, and shall file copies of said policies with the CITY's Risk Manager m
prior to undertaking any work under this Agreement. CITY shall be set forth as an additional
named insured in each policy of insurance provided hereunder. The Certificate of Insurance cn
furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any
change in or termination of the policy. E
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6. NON-DISCRIMINATION. 3
In the performance of this Agreement and in the hiring and recruitment of employees,
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, o
discrimination in employment of persons because of their race, religion, color, national origin, o
ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
sexual orientation, or any other status protected by law.
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7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and r
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purposes VENDOR shall be an independent contractor and not an agent or employee of the
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of LO
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment 0
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
employees, and all business license, if any are required, in connection with the services to be a,
performed hereunder. a
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8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. _
VENDOR warrants that it possesses or shall obtain prior to execution of this Agreement,
and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and a
any other licenses, permits, qualifications, insurance and approval of whatever nature that are
legally required of VENDOR to practice its business or profession.
9. NOTICES.
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Vendor Sry Agrmt (City - CelPlan).docx
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Exhibit"A"
Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service, postage prepaid and addressed as follows:
TO THE CITY: TO THE VENDOR:
Jason Suarez Mr. Jasper Bruinzeel
City of San Bernardino CelPlan Technologies, Inc..
300 North"D" Street 1897 Preston White Drive
4th Floor—IT Department Reston, VA 20191
San Bernardino, CA 92418 (760)274-4214
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Telephone: (909) 384-5947 2
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10. ATTORNEYS' FEES E
In the event that litigation is brought by any party in connection with this Agreement, the N
prevailing party shall be entitled to recover from the opposing party all costs and expenses, Cn
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its m
rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions E
hereof. The costs, salary and expenses of the City Attorney and members of his office in v
enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
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purposes of this paragraph. °
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11. ASSIGNMENT. o
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior a
written consent. Any attempted assignment, transfer, subletting or encumbrance shalt be void v
and shall constitute a breach of this Agreement and cause for the termination of this Agreement.
Regardless of CITY's consent, no subletting or assignment shall release VENDOR of r.
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VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder
for the term of this Agreement. LO
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this a,
Agreement shall be tried and litigated either in the State courts located in the County of San a
Bernardino, State of California or the U.S. District Court for the Central District of California,
Riverside Division. The aforementioned choice of venue is intended by the parties to be E
mandatory and not permissive in nature,
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13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
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Exhibit"A"
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs, representatives, successors, and assigns.
15. HEADINGS.
The subject headings of the sections of this Agreement are included for the purposes of
convenience only and shall not affect the construction or the interpretation of any of its
provisions.
16. SEVERABILITY. a�
If any provision of this Agreement is determined by a court of competent jurisdiction to
be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any =
other circumstance, and the remaining provisions of this Agreement shall remain in full force
and effect. E
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17. REMEDIES; WAIVER. cn
All remedies available to either party for one or more breaches by the other party are and
shall be deemed cumulative and may be exercised separately or concurrently without waiver of E
any other remedies. The failure of either party to act in the event of a breach of this Agreement U
by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless 3
such waiver shall be in writing and signed by the party against whom enforcement is sought. °
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Exhibit LG A 77
18. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject matter of
this Agreement. This Agreement may be modified or amended only by a written instrument
executed by all parties to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below.
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Dated: , 2016 VENDOR.
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Dated , 2016 CITY OF SAN BERNARDINO v
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Mark Scott,City Manager o
Approved as to Form: ca ca
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Gary Saenz, City Attorney v
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10 CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: Purchasing Manager
FROM: Jason Suarez, Public Safety IT Manager
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DATE: July 1, 2016 c
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SUBJECT: Justification for Selected Source Purchase—CelPlan Systems
A Selected Source purchase for the maintenance and support of the City's surveillance
system and the Police Department's building surveillance system through CelPlan is
justified because CelPlan performed maintenance during the warranty period. In M
addition, CelPlan has the detailed knowledge of how this system exists in the Police E
Department and the City's infrastructure (i.e. cable installations, software installations,
server hardware, and wireless camera hardware).
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X ems, (Print Name) Jason Suarez
Signature
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Requisition#
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Maintenance Proposal
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with reference to
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Downtown Surveillance Camera LO
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for
The City of San Bernardino CA
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March 22, 2016
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Introduction
CelPlan Technologies, Inc. ("CelPlan")is pleased to provide the City of San Bernardino,
California("Customer"or"City")with this proposal for continuation of maintenance
services for the period of 7/1/2016 through 6/30/2017 for the CelPlan provided 22-
camera wireless Downtown Surveillance Camera System as per Phase 1, and follow
Phases 2 through 8,providing 5-camera expansion system,work station expansion, 5-
camera expansion,back-end/mobile server expansion, 15-camera expansion and 4- E
camera expansion,respectively. N
Offer
In the proposal, CelPlan offers continuation of maintenance& support services for items
provided as part of Phase 1 through 8 contracts. 3
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The maintenance plan is offered at$99,292.92, and covers the period from July 1, 2016 0
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through June 30, 2017. The offer covers all components as provided by CelPlan,
including cameras,wireless infrastructure, server, viewing work stations and displays.
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The comprehensive maintenance offer includes:
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• Complete service support for all maintenance activities (phone, visits, repairs,
equipment rentals, etc.)
• Maintenance of local spares (at discretion of CelPlan) N
• Software patches (if applicable)
• Remote network health monitoring and diagnostics services (based on availability
of VPN) v
• Annual lens cleaning
The following terms and conditions apply: ,
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• Offer is valid until June 30, 2016 U
• The maintenance coverage excludes acts of miss-handling and/or vandalism N
• Remote access assumed for CelPlan Technologies o
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CelPlan Technologies,Inc.,1920 Association Dr.,Reston, VA 20191 Page I
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Customer: City of San Bernardino 0
Project: Extended Maintenance 2016/2017
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Date: 22-Mar-16 =
Reference: SAN160322
Product Group Product Code Description Quantity Unit Total y
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Extended System Maintenance cj
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SAN-MNT-PH1a Comprehensive Maintenance Plan(Phase I except C8/13/19;July 1,2016-June 30,2017) 1 $40,395.14 $40,395.14
SAN-MNT-PH1b Comprehensive Maintenance Plan(Phase I only C8/13/19;July 1,2016-June 30,2017) 1 $4,452.96 $4,452.96 m
SAN-MNT-PH2 Comprehensive Maintenance Plan(5-cam expansion;July 1,2016-June 30,2017) 1 $10,678.12 $10,678.12 U
SAN-MNT-PH3 Comprehensive Maintenance Plan(3x WS expansion;July 1,2016-June 30,2017) 1 $1,539.18 $1,539.18
SAN-MNT-PH4 Comprehensive Maintenance Plan(5-cam expansion;July 1,2016-June 30,2017) 1 $10,678.12 $10,678.12 0
SAN-MNT-PH5 Comprehensive Maintenance Plan(back-end expansion;July 1,2016-June 30,2017) 1 $1,382.71 $1,382.71 r-
-Comprehensive Maintenance Plan(15-cam expansion;July 1,2016-June 30,2017) 1 $32,034.35 $32,034.35 p
SAN-MNT-PH7 Comprehensive Maintenance Plan(4-cam expansion;July 1,2016-June 30,2017) 1 $9,164.89 $9,164.89
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Baseline Maintetance Total 201612017 $110,325.47 t0
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Discount $11,032.55 U
Discounted Total $99,292.92
Note;Terms 8 Conditions.
Offer is excluding taxes.
Maintenance plan provides for continuation of maintenance support plan,including ext.warranty,remote diagnostics,patches and services. y
Plan does not cover misuse,vandalism,etc. N
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Ce/Plan Technologies,Inc.,1920 Association Dr.,Reston, VA 20191 Page 2
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fl nw "elPlan 1 NVO IC
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Number: 2016062102 BE R
920 Association Drive Main Contact Name__ Jun 8,2016
4th Floor � Date:
Reston,VA 20191-1594 San Bernardino
USA Page: 1
Voice: 703-259-4020 City of San Bernardino Police Dept.
Fax: 703-476-8964 -- -- --
�Gff; Ship to 1
City of San Bernardino Police City of San Bernardino Police Dept.
Dept.-710 North D.Street 710 North D. Street M
San Bernardino, CA 92401 San Bernardino, CA 92401 c
USA (USA
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Customer ID Customer PO Payment Terms Federal ID Number
Net 30 Days 54-1766195
Sales Rep ID Shipping Method Ship Date Due Date m
- July 8, 2016 U
Quantity Item Description Unit Price Amount
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1.00 Downtown Camera Project: Comprehensive 99,292.92 99,292.92
Maintenance Plan July 1,2016 to June 30, 3
2017 (Phase 1 through 7)- Discounted o
(with reference to CelPlan proposal c
SAN 160322) a
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'Make all checks payable to CelPlan Technologies, Inc Subtotal 1 99,292.9, a
Wire transfer instructions: Sales Tax
Beneficiary Bank: Citibank FSB - -
Bank Address: 600 Pennsylvania Ave. SE Total Invoice Amount 99,292.92
Washington, D.C. 20003 Shi in
(SWIFT Code: CITIUS33 pp g
ank Routing: 2540-7011-6 Other applied Credits
Ieneficiary: CelPlan Technologies, Inc. THANK YOU FOR YOUR TOTAL in US$ 99,292.92
Beneficiary Acc: 15158421 BUSINESS!
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t✓�L�N+rL INVOICEF5.M.f
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'920 Association Drive G �� '
Number: 2016062103 BER
nth Floor #�HatnContaGtl`Jr "" Date: Jun 6,2016
Reston,VA 20191-1594 San Bernardino
USA Page: 1
Voice: 703-259-4020 City of San Bernardino Police Dept.
Fax: 703-476-8964 - -- - --
Ship to:
Inf. Tech-City Hall City of San Bernardino Information
Tech-City Hall-300 N.D. c
300 N.D.Str.-FloorB-Basement
San Bernardino, CA 92418 Street- Floor B-Basement
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USA San Bernardino, CA 92418
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Customer ID Customer PO Payment Terms Federal ID Number cn
Net 30 Days 54-1766195
Sales Rep ID Shipping Method Ship Date Due Date E
JASPER BRUINZEEL July 6, 2016 U
Item Description Unit Price Amount
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1.00 PD Building Surveillance System:Annual 4,495.00 4,495.00 3
Base Maintenance/Support Plan July 1, p
2016 to June 30, 2017(with reference to
CelPlan proposal SAN160324) ca
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Make all checks payable to CelPlan Technologies, Inc. Subtotal 4,495.00
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Wire transfer instructions: Sales Tax Q
Beneficiary Bank: Citibank FSB
Bank Address: 600 Pennsylvania Ave.SE Total Invoice Amount 4,495.00
Washington, D.C. 20003 Shipping
Sank R ut Routing: 2540-7011-6 3 Other applied Credits
;ene iciary: CelPlan Technologies, Inc. THANK YOU FOR YOUR TOTAL in US$ 4,495.00
Beneficiary Acc: 15158421 BUSINESS!
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CelPlari
Wireless Global Technologies
CelPlari Technologies, Inc.
Wi4Net Division DATE 3/24/2016
1920 Association Dr.,4th Floor Quotation# SAN 160324 °
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Reston, VA, USA 20191 Customer ID SAN °
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Phone(760)274-4214 Fax(703)476-8964 c
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Quotation For: City of San Bernardino Quotation valid until: 5/23/2016 E
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Project: Base Technical Support and System Service Assessment
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(for SBPD in-building system) °
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Comments or Special Instructions: E
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Indicates taxes based on estimates. V
Terms: 100% at start of terms. 3
Offer includes first line technical support, remote problem assessment&initial diagnosis, and field °
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assessment(8 hours)to determine recommended system adjustments. 3
Proposal indicates suggested, estimates contigency for repairs on T&M basis. °
Assumes remote connection for CelPlan into system.
Necessary repairs(if required)will be on T&M basis. It is hard to foresee the repairs and upgrades M
that might be required, but we suggest to budget a contengency budget in the range of$15-25k. a-
Genetec software upgrades not included. U
SALESPERSON WARRANTY SHIP DATE SHIP VIA F.O.B. POINT TERMS
JB (N/A) (N/A) (N/A) (N/A) 30 days net .r
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QUANTITY DESCRIPTION UNIT PRICE TAX AMOUNT
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1 Base Support and Maintenance 4,495.00 4,495.00 m
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SUBTOTAL $ 4,495.00
TAX RATE 8.250%
SALES TAX E
SHIPPING -
TOTAL $ 4,495.00 Q
THANK YOU FOR YOUR BUSINESS!
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