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HomeMy WebLinkAboutCC Resolution 12244 (Telephone System Equipment)RESOLUTION NO. 12244 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE FIVE YEAR AGREEMENT FOR TELEPHONE SYSTEM EQUIPMENT, INSTALLATION SERVICES, AND ANNUAL SYSTEM MAINTENANCE FOR AN AMOUNT NOT TO EXCEED $384,102.40 WITH PLANIT SOLUTIONS, INC. AND AUTHORIZING CITY MANAGER TO EXECUTE THE AGREEMENT. Whereas, the City recognizes the importance of effective and efficient telephone communications within the organization as well as with the citizens of San Rafael; and Whereas, the existing telephone system is not effective or efficient when compared to modern solutions; and Whereas, on Eighteenth day of December, 2006, the City Council authorized the City Manager to publish a Request for Proposal for a new Telephone System and select the most responsive and qualified proposal by use of competitive negotiation pursuant to San Rafael Municipal Code Sections 2.55.190 and 2.55.200; and Whereas, on the 2nd day of January, 2007, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids for proposals for the products and services hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did receive four sealed proposals for the Telephone System Solution; and Whereas, the proposal of PlanIT Solutions, Inc. in the amount of $384,102.40 was and is the best bid for an Telephone System Solution and the proposal by said bidder was determined to be the most advantageous to the City, taking into consideration price and the criteria established for evaluation set forth in the request for proposal. NOW, THEREFORE, IT IS HEREBY ORDERED AND RESOLVED that the bid of PlanIT Solutions, Inc., in the amount of $384,102.40, is hereby accepted and included as part of the Agreement attached to and made part of this resolution as Exhibit "I." IT IS FURTHER ORDERED AND RESOLVED that the City Manager or designee be authorized and directed to execute the Agreement with PlanIT Solutions, Inc. for said products, services, and 5 years of maintenance in the form attached hereto, in the amount of $384,102.40. I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council meeting held on the seventh day of May, 2007 by the following vote, to wit: AYES: COUNCILMEMBERS: Heller, Miller and Vice -Mayor Cohen NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Phillips DISQUALIFIED/ COUNCILMEMBERS: Mayor Boro (due to potential conflict of ABSENT: interest) A. JE NNE M. LEONCI I, City Clerk AGREEMENT FOR TELEPHONE SYSTEM INSTALLATION SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND PLANIT SOLUTIONS, INC. This Agreement is made and entered into this Seventh day of May, 2007, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and PLANIT SOLUTIONS, INC., a corporation (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY recognized the need to upgrade the existing City telephone system for the purpose of increased efficiency, capability, and cost effectiveness and on January 2, 2007, issued a Request for Proposal for a new telephone system, the included equipment, the installation of the included equipment, and the training necessary for the City to support the system; and, WHEREAS, the CONTRACTOR submitted a proposal in response to the Request for Proposal on February 6, 2007 which best meets the needs of the CITY as defined within the Request for Proposal and Evaluation Criteria by which all proposals were evaluated. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. DEFINITIONS A. After -Hours: All hours that are not included in On -Hours. B. Business Day: Monday through Friday inclusive, excluding holidays. C. Holidays: The following calendar days are recognized as holidays: New Year's Day, President's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day following Thanksgiving Day, Christmas Eve, Christmas Day, and New Years Eve. D. On -Hours: Between 8:00am and 6:00pm, Pacific Time, on every Business Day. E. System: The Shoretel IP Voice Communications System as included in Exhibit "C." F. Time of Coverage: Unless otherwise agreed in writing and signed by CITY and CONTRACTOR, the period of support hours are stated in Exhibit "D" — P1anIT ShoreCare Service Program Data Sheet. G. ShoreCare Support: the ongoing support of hardware and software identified in Exhibit "C" and detailed in paragraph 8. H. ShoreGear: the Shoretel hardware identified in Exhibit "C." I. Shoretel: the system Equipment and Software manufacturer. 2. PROJECT COORDINATION. A. CITY. The City Manager shall be the representative of the CITY for all purposes under this Agreement. The Information Technology Manager is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Jennifer King, is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR for any reason; the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 3. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as follows: A. The CONTRACTOR shall perform the tasks necessary to implement the proposed telephone system as specifically described in the Implementation Plan attached hereto as Exhibit «A,,. B. The CONTRACTOR shall furnish all personnel, supervision, materials, supplies, equipment, tools, facilities, transportation, testing, and other incidental items and services necessary for performance of the work. The CONTRACTOR shall deliver the materials, products, supplies, reports and residuals, as specified; C. The work shall be performed by the CONTRACTOR at the CITY facilities served by the telephone system, and at other locations approved by the CITY. 4. DUTIES OF CITY. A. Help Desk. The CITY shall establish their Help Desk as the support interface with CONTRACTOR. Employees who bypass the Help Desk will be referred back to the CITY'S Help Desk by CONTRACTOR'S staff. B. Authorized Contracts. CITY shall designate specific Authorized Contacts within the organization. CITY shall maintain the responsibility of notifying CONTRACTOR via fax, mail, or e-mail in the event of changes to the CITY'S previously designated Authorized Contacts are required. C. On Site Contacts. CITY shall provide at least one individual per location to work with CONTRACTOR personnel to resolve cases if initial efforts to resolve the incident with the CITY'S Help Desk are unsuccessful. D. Latest Releases. CITY shall maintain all System hardware and software within two versions of current release level including System held as replacement parts. Installation of new software and hardware not included in Exhibit "C" is the CITY'S responsibility unless otherwise arranged on a project basis, and will be installed in accordance with CONTRACTOR'S specification. Installation support for subsequent hardware and software purchases and/or releases are available as Professional Services and are priced separately. E. Access. CONTRACTOR reserves the right to remotely access CITY'S system to a) review the final installation for quality assurance purposes, b) provide remote installation support, and/or c) for system auditing and license compliance reviews. CITY may elect to provide this access to System server as well as any remote control software on the server as specified by CONTRACTOR; provided, however, that if CITY does not elect to provide remote access, CONTRACTOR shall charge CITY fees for on-site access in accordance with CONTRACTOR'S current price list. F. Maintenance of Systems. CITY shall maintain the Switch room cable plant, System server, client PCs, LAN/WAN equipment, telephone sets, and all third party products or applications. Upon request, CONTRACTOR will maintain Operating System patches on the System Server at no additional charge provided adequate remote access is permitted. G. The CITY shall pay the compensation as provided in Paragraph 6. 5. ACCEPTANCE AND RELIABILITY TESTING A. Acceptance. CONTRACTOR shall deliver, install, configure, and train two CITY designated Information Technology staff to operate and administer the basic components of the proposed systems prior to the beginning of the Acceptance Period. During the Acceptance Period, CITY will test all delivered subsystems of the project included in Phase Al as defined in Exhibit "A", by executing any or all of the features contained in the Feature/Function Checklist, attached hereto as Exhibit `B". During this time, the CONTRACTOR shall provide access (at no additional charge) to a qualified technician either on-site or via Virtual Private Network Access to assist CITY in the testing of the applications. If any part of the awarded subsystems should fail (i.e. not perform according to the CONTRACTOR'S Compliance score), CITY may: a) designate that portion as a Project for delivery at a later date; b) request that the Acceptance Period be extended until the component(s) in question can be brought into compliance; or c) declare the system unacceptable and open discussions with the next ranking Vendor. In the event the CONTRACTOR is rejected during the Acceptance Testing, CITY will agree to pay only those delivery, installation, configuration, conversion, and training costs associated specifically with Acceptance Testing as specified in the CONTRACTOR'S proposal. Costs for system removal, additional labor, insurance, etc. will not be paid by CITY. B. Reliability. Once the systems have passed the Acceptance Test and Projects have 3 been designated and agreed to, the implementation of the systems into productive use will begin. Once the CONTRACTOR has designated a subsystem as available for productive use (in writing), a 30 day Reliability Test will begin. During the Reliability Test period, the Reliability Test Checklist will be performed as identified in Exhibit "E." At the conclusion of the successful Reliability Test period, CITY shall issue and mail to the CONTRACTOR a Notice of Acceptance. 6. COMPENSATION. A. For the full performance of the services described herein by CONTRACTOR and the equipment provided by CONTRACTOR as identified in Exhibit "C", including the annual maintenance and support, CITY shall pay CONTRACTOR in an amount not to exceed a total amount of $369,102.40 plus a $15,000 project contingency allowable for modification of scope. Payment for equipment and services shall follow the below given payment schedule: Project Phase Equipment Equipment Successful Successful Ordered Installed and Conclusion of Conclusion Configured Acceptance of Reliability Testing Testing Phase A1: City Hall & Terra 25% 25% 30% 20% Linda Comm Ctr. Phase A2: Fire Station 1 & 50% 20% I 30% Redevelopment Phase B: Police Annex 50% 20% I 30% Phase C: Public Library 50% 20% 30% Phase D: Public Works Corp 50% 20% 30% Yard Phase E: Pickleweed 50% 20% 30% Phase F: B Street 50% 20% 30% Phase G: Falkirk 50% 20% 30% B. Add -On Purchases: Support for add-on purchases will be billed at the time of shipment and pro -rated for the remaining term of the annual support charge. All applicable taxes, if any, will be billed at the time Support Charges are invoiced. The annual support cost of each add- on purchase will be 12% of the retail price of the device at the time of purchase. The annual support cost for each device purchased will not increase for the term of the contract. C. Payments: All payments are due within 30 days of CITY's receipt of invoice. Accounts thirty (30) days past due will be subject to a monthly charge at a rate equal to the lesser of one and eight -tenths percent (1.8%) per month or the maximum legal rate permitted under applicable law. D. Annual Support Charges: Pricing for all equipment and software support is identified in Exhibit "D" — P1anIT ShoreCare Service Program Data Sheet. Annual Support charges for all equipment and software identified in Exhibit "D" shall not exceed the amount 4 identified for the entire term of the contract. 7. WARRANTY. CONTRACTOR warrants that the materials supplied by CONTRACTOR and the workmanship performed by CONTRACTOR hereunder shall be free from defects, and CONTRACTOR agrees to correct at its own expense any defects in such materials and workmanship for a period of one (1) year following the date of issuance of the Notice of Acceptance. 8. SUPPORT A. Third Party Product Issues. In the event that product issues assigned to CONTRACTOR are ultimately defined as third party issues, the CITY may be charged an appropriate hourly rate from CONTRACTOR'S then current price list for CONTRACTOR'S efforts. B. Telephone and E-mail Support. Telephone and E-mail support is available during On -hours. Any provisions for After -hour or Holiday support are outlined in Exhibit "D" — P1anIT ShoreCare Service Program Data Sheet. Requests for support of telephone additions, moves, and changes will be subject to an appropriate hourly rate from CONTRACTOR'S then current price list for CONTRACTOR'S efforts. C. Hardware Support. Hardware support includes support described above plus replacement of failed ShoreGear units. Replacement of failed units will be installed by CONTRACTOR within 24 hours if requests are received by no later than 2:00pm Pacific Time. D. Response Standards. Response standards define the level of support that shall be delivered by CONTRACTOR. The standards are defined in Exhibit "D" — P1anIT ShoreCare Service Program Data Sheet. E. Covered Equipment. Equipment and Software covered under this agreement is detailed in Exhibit "A." F. Software Updates and New Releases. CITY will receive new software release and applicable software maintenance updates during the term of the agreement as defined in paragraph 9. Upon request, CONTRACTOR technicians will remotely install new software releases at no additional charge so long as the installation can be performed during On -hours. Software support does not entitle CITY to new software that is designed to add additional applications or to provide functions that were not included in the originally licenses software. Such new software may be licensed separately from ShoreTel. G. Hardware Updates. In the event Shoretel deems it necessary to issue critical Engineering Change Orders ("ECO's"), CITY will receive replacement Shoretel equipment with the ECO's installed during the term of the agreement. The installation of replacement ShoreTel 5 switches is included as part of ShoreCare Support. H. No Installation or Delay. The CITY may elect to not install or to delay the installation of ShoreWare System software or ShoreGear updates. If the CITY elects not to install two successive updates of either hardware or software, CITY will be subject to an update charge or may incur additional charges for support due to additional costs associated with supporting older versions of the product. 9. TERM OF AGREEMENT. Except as terminated pursuant to Paragraph 10, the term of this Agreement shall commence as of the date first hereinabove written and shall continue until five years from the date of the CITY's issuance of the Notice of Acceptance as provided in Paragraph 5. 10. TERMINATION. A. Cause. Either party may terminate this Agreement for cause upon thirty (30) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such thirty (30) day time period. B. Rejection During Acceptance Testing. In the event the CONTRACTOR is rejected during the Acceptance Testing as provided in paragraph 5, the CITY may terminate the Agreement upon written notice mailed or personally delivered to the CONTRACTOR. C. Without Cause. After the CITY's issuance of the Notice of Acceptance as provided in Paragraph 5, either party may terminate this Agreement without cause upon ninety (90) days written notice mailed or personally delivered to the other party. D. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. The termination of the agreement shall not affect the manufacturer's hardware warranty or license to use software purchased through the agreement. E. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 11. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 12. INSPECTION AND AUDIT. 9 12. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 13. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 14. INSURANCE. A. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A comprehensive general liability insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property damage; 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence; 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. B. The insurance coverage required of the CONTRACTOR by section 15. A., shall also meet the following requirements: 1. The insurance shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution; 2. Except for professional liability insurance, the insurance policies shall be endorsed for contractual liability and personal injury; 3. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 4. CONTRACTOR shall provide to City's Risk Manager, (a) Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific endorsements naming 7 policies. 5. The insurance policies shall provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon thirty (30) days written notice to City's Risk Manager. 6. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years; 7. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement; 8. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. C. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the City's Risk Manager and the City Attorney. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. 15. LIMITATION OF LIABILITY In no event shall CONTRACTOR be liable in Contract, Tort, or otherwise for incidental, consequential, special or indirect damages, including without limitation, any interruption of Business, damage, or destruction of data even if CONTRACTOR has been advised of the possibility of the same. The maximum aggregate amount of money damages for which CONTRACTOR may be liable pursuant to this Agreement or arising out of any services provided by CONTRACTOR to CITY resulting from any cause whatsoever shall be the amount actually paid to CONTRACTOR by CITY in the twelve months prior to the date that the claim is presented to CONTRACTOR. CITY agrees to provide CONTRACTOR with prompt written notification, which specifies in detail, any claim for damages and to provide CONTRACTOR with the reasonable opportunity to investigate and mitigate any such claimed damages. Any attempt to mitigate such damages shall not be deemed an admission of responsibility for the claimed damages. CITY further acknowledges that the pricing of services is based in part upon this limitation of liability and CONTRACTOR has relied on such limitation in setting the price to be charged for its services under this Agreement or otherwise. 16. INDEMNIFICATION. 0 CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers, agents, employees, and volunteers, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees and administrative costs, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR'S officers, agents and employees in the performance of their duties and obligations under this Agreement, or from infringement of any patents or other intellectual property rights relating to the software or hardware provided by CONTRACTOR to CITY under this agreement. 17. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 18. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 19. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 20. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY: Mark Rinkel, Project Manager City of San Rafael 1400 Fifth Ave. San Rafael, CA 94901 9 TO CONTRACTOR: Jennifer King, Project Manager P1anIT Solutions 3920 Cypress Dr., Ste. D Petaluma, CA 94954 21. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 22. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 23. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 24. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or 10 other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 25. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 26 TAXES. CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes that may become due in connection with the work performed hereunder. 27. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL It/,-, 0 al $ Nordhoff, City Manaer ATTEST: JACNE M. LEONCINI, City Clerk APPROVED AS TO FORM: GARY T. RAGGH ANTI, City Attorney 11 PLANIT Exhibit C Training AdministEnd userrator Training Training I 6 I $495.00I $2,970.00I $4,960.00 " Installation - Includes configuration and installation of all ShoreTel Switches, ShoreTel Server and 20% of all ShoreTel Phones. This also includes Network Assessment for VOIP readiness (WAN analysis, Router Configurations, Traffic Flow, etc.). Page 3 of 4 EXHIBIT D PlanIT ShoreCare Service Program Data Sheet Customer Response Center Base Hours of Service (Remote Service) During Business Hours After Hours Authorized Contacts Software Updates Published Patches and Fixes Software Updates Extended Software Warranty Maintain Remote Access Hardware Maintenance Extended Warranty Advanced Exchange Price Equipment Description Extension & Mailbox License Operator Call Manager ShoreGear 120/24 - 24 Port IPBX Switch ShoreGear 40/8 - 8 Port IPBX Switch ShoreGear 60/12 - 12 Port IPBX Switch ShoreGear T1 - T1/PRI Switch Site License Voice Mail only License IP110 Phone set IP230 Phone set IP560 Phone set IP560 Phone set with BB24 Shoretel Gold Maintenance Monday through Friday 8:OOam to 6:OOpm Pacific Time 1 hour remote response (included) 2 hour onsite reponse for system outage ($165/hour, 2 hour minimum) 1 hour remote response ($225/hr, 1 hour minimum) 4 hour onsite reponse ($225/hour, 2 hour minimum) Up to Three Contacts may be designated Yes Yes Yes Yes Yes Yes $ 23,412.84 Covered Equipment and Software Quantity Price 284 $ 6,456.00 20 $ 1,428.00 2 $ 1,198.80 5 $ 1,197.00 4 $ 1,437.60 3 $ 1,258.20 9 I $ 534.60 80 I $ 928.80 52 I $ 947.64 164 I $ 4,879.56 41 I $ 1,591.44 20 $ 1,555.20 Total: $ 23,412.84 Exhibit E Reliability Test Checklist During the Reliability Test period, as defined by the Paragraph 5 of the Agreement for Telephone System Installations Services, the Reliability Test Checklist will be performed. The following functions must be completed in each of two tests scenarios between the two City facilities as defined by Phase Al of the Implementation Plan (Exhibit A). The first scenario will be conducted while an active network connection exists between the two City facilities. After successful completion of each task, the second scenario will be conducted. During the second scenario, the active network connection between the two City facilities will be intentionally interrupted for the term of the second scenario. Each task will be completed again during the second scenario. A successful reliability test requires the tasks to be completed successfully during both scenarios of the test. 1st Scenario 2nd Scenario (Active Network) (Interrupted Network) Place a telephone call to a City telephone in the same City facility Place a telephone call to a City telephone in another City facility Place a telephone call to a City telephone in the same City facility using 4 -digit dialing Place a telephone call to a City telephone in another City facility using 4 -digit dialing Place a telephone call to a public telephone Place a telephone call to 911 Call voice mail to retrieve messages Accept incoming telephone call from another City facility Accept incoming telephone call from another City facility which used 4 -digit dialing Accept direct incoming telephone call from a public telephone Accept a transferred telephone call from another City facility