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HomeMy WebLinkAboutC23-007 Accruent11500 Alterra Pkwy Tel:  (512) 861-0726 Suite 110 Web:  www.accruent.com Austin, TX 78758      Client Information Client Name:Eagle County Client Contact Name: Jan Miller Bill To:IT Office 500 Broadway St Eagle, CO 81631 USA Client Contact Email:  jan.miller@eaglecounty.us Ship To: IT Office 500 Broadway St PO Box 850 Eagle, CO 81631 USA Client Contact Phone: 19703288889 Billing Email: facinvoices@eaglecounty.us    Quote Information Quote #:Q-239144-3 Quote Expiration:12/30/2022 Start Date:1/1/2023 End Date:12/31/2025 Invoice Frequency:Annual Quote Type:SaaS   Software Information and Fees   Document Q-239144-3 Page 1 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 SaaS Information and Fees Product Subscription Fees Quantity/Metric Year 1 Invoice Period Beginning [1-1-2023] Year 2 Invoice Period Beginning [1-1-2024] Year 3 Invoice Period Beginning [1-1-2025] Total Fees Initial Term MC Annual Technical Support 1 2,600.00 2,730.00 2,866.50 USD 8,196.50 Technical support is renewable annually, and is provided by Maintenance Connection. Support includes the following items: Unlimited tech support and software version upgrades Toll-free Phone, email and chat access to Solution Engineers Support incidents managed through online ticket system Online access to Accruent Access Complete online documentation and tutorials MC Express On Premise Concurrent User License 10 Concurrent License(s) 13,000.00 USD 13,000.00 MC Express is Maintenance Connection's browser-based mobile application. Complete Work Orders and PM tasks from the field. Access complete asset history and attached documents. Utilize start/stop timer to easily log wrench time. Upload images instantly using the device's onboard camera. View complete PM procedures, update meter readings, and create work orders on the fly. Total Committed Fees USD 15,600.00 USD 2,730.00 USD 2,866.50 USD 21,196.50 Cost Breakdown   Type YEAR 1 One-Time Fees License USD 13,000.00 Professional/Software Services USD 2,070.00 Recurring Fees* Subscription USD 0.00 Hosting USD 0.00 Support & Maintenance USD 2,600.00 TOTAL USD 17,670.00 *Recurring fees may be subject to change based on additional purchases, contract term proration, and any price increases. Software Additional Terms 1 Accruent shall grant a license to access the SaaS Services for the non-cancelable period listed above ("Committed SaaS Term"). The maximum annual increase to fees during the Committed SaaS Term shall not exceed  5.00 percent. Thereafter, the SaaS Services shall automatically renew at the then current fees.  2 If the invoice period reflects a term of less than 12 months, the recurring fees are prorated and will renew as permitted under the Agreement at the annualized rate. 3 Unless Client has a separate negotiated master services agreement or other binding agreement in place with Accruent, by signing below, Client agrees that this Order Document is subject to the end user license agreement set forth at: https://www.accruent.com/end_user_license_agreement   Document Q-239144-3 Page 2 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 General Terms 1 All fees shall be due and payable within thirty (30) days of the date of Accruent's invoice. All fees listed exclude any applicable taxes.  2 The pricing and offer in this Order Document are provided in return for an executed Order Document received by Accruent by the Quote Expiration date listed above.    Document Q-239144-3 Page 3 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 Statement of Work Information Client Name:Eagle County Project Name: Term Information Term of Service Professional Services ordered hereunder will be available to Client for 365 days from Statement of Work Effective Date. After such date any unused portion of the Services defined will be forfeited unless otherwise agreed to by both parties. No forfeiture will occur as long as the parties are diligently working to completion.   Services shall not be scheduled or started pursuant to this SOW if Client has an Accounts Receivable balance with Accruent that is more than 30 days delinquent. Services Fees Time and Material Services Service Description Estimated Days Estimated Total MC Professional Services 1.00 USD 2,070.00 Service days to provide training and best practices. Typical sections include: Project Planning, Data Migration, Core Configuration, Process Design, Training and Go-Live, and Managing Results. TOTAL:USD 2,070.00 Payment Summary Time and Materials Estimates   Services Amount Prepaid Amount USD 0.00 Remaining Time & Materials Estimate USD 2,070.00 TOTAL USD 2,070.00   Expenses   Type Amount Expense Cap USD 0.00 TOTAL USD 0.00   Document Q-239144-3 Page 4 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 Summary   AMOUNT DUE UPON EXECUTION USD 0.00 TOTAL FOR PURCHASE ORDER (if applicable)USD 2,070.00     All invoices shall be due within Net 30 days of invoice date.     SOW Terms and Conditions 1 Defined Terms   The Parties agree, with respect to this Statement of Work, as follows:   “Business Day” is defined as a period when Accruent and its resources are available to perform Services, and the Accruent premises are open for operations.   “Change Control” is defined as the process by which requests for changes in deliverables, responsibilities, resources or Project Schedule are properly recorded, evaluated, distributed and incorporated into the SOW. Change Control process details are outlined below.   “Change Order” is defined as a document which captures any and all alterations to this SOW with regard to changes in deliverables, responsibilities, resources, Term Information or Services Fees.   “Non-Business Day” is defined as a period when Accruent and its resources are either unavailable, have restricted access to Accruent premises or may not perform Services. Accruent provides the terms of those restrictions under Non-Business Days below.   “Notification Period” is defined as the period of time in which the Client must notify Accruent of material non-conformance with Services provided herein.   “Party” is defined as Accruent or Client as the context may require, and “Parties” includes both Accruent and Client.   “Project” is defined as the collective operations of Accruent and Client resources pursuant to this SOW.   “Project Kick-Off” is defined as the date when both Parties become actively engaged in the performance of Services contained herein. Project Kick-Off is signified by attendance of a meeting between stakeholders of both Parties to review the project deliverables, introduce resources and begin coordination of the Project Schedule.   “Project Schedule” is defined as a mutually agreed upon document drafted by the Accruent Project Manager and signed by appropriate Client and Accruent representatives. The sign off of this document serves as a prerequisite for the completion of the Plan stage.   “Services” is defined as deliverables, resources, responsibilities and/or scope contained herein.   2 Conditions   2.1 Project Schedule   If at any time either party does not meet deadlines outlined within the Project Schedule, Parties both agree and acknowledge the following may occur,   Document Q-239144-3 Page 5 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553   Project Schedule will be revised to accommodate any delays, and a new, mutually agreed upon schedule will be drafted by the Accruent Project Manager and signed by appropriate Client and Accruent representatives.   Change Control process will be initiated.   Project will be placed on hold until both parties agree to remove the project from an on hold status.   Project resources will be reallocated to other engagements.   Escalation according to the appropriate parties as stipulated in the Governance Model.   2.2 Change Control Process   Hereupon, the following will govern the process, by which both Parties may agree, in writing and in advance, to changes of the Services contained herein:   During the course of the Project, if Accruent determines or could reasonably determine any Client actions or direction constitute a requirement to perform additional work, not otherwise specified herein, Accruent shall notify Client within 30 days that Client has requested Accruent to perform additional work.   Accruent agrees and acknowledges that it waives the right to request reimbursement for work already performed if Accruent fails to notify Client within 30 days of determining or reasonably being able to determine that Client actions or direction constituted a requirement to perform additional work.   Accruent will complete a Change Order, utilizing the Pro Forma Change Order, containing the changes to the Project, Project Schedule, deliverables and/or Services Fees contained in this SOW.   Client may request up to 10 Business Days to determine whether to execute the Change Order. After the 10 Business Days, the terms of the Change Order may be subject to change depending upon availability of resources, impact to Project Schedule or severity of impact on existing activities.   In the event Client chooses to execute the Change Order, Client must sign and return the provided Change Order to their assigned Accruent Project Manager. After execution, both Parties will incorporate the change into the Project. Accruent will update the Project Schedule as necessary, and both Parties will make adjustments as specified in the Change Order.   In the event Client chooses not to execute the Change Order, Accruent will continue to perform Services in accordance with this SOW. Neither Party will incorporate any alteration to Project Schedule or Project.   2.3 Travel and Expense   Accruent agrees to operate under the following guidelines, with respect to expenses associated with Services contained herein:   To provide notice of any requested travel that will occur on a Non-Business Day.   To present Client with any costs expected prior to securing travel, lodging or otherwise expected expenses prior to the provision of Services at another location.     Document Q-239144-3 Page 6 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 To provide Services via phone, internet, and email or otherwise remotely from the Accruent premises unless otherwise stated herein.   To receive Client requests to provide Services at another location, provided both parties have access, knowledge and have previously agreed upon the location. If such a request is made, all actual and reasonable travel, lodging, meals and applicable taxes will be added to the total cost of Services.   To calculate travel time as the time between departure from Accruent premises, local airport or home office and arrival at destination address, as determined by both Parties prior to departure, or destination airport.   In the event Client cancels or reschedules any travel with less than 30 days of notice prior to the scheduled travel date, Client is responsible for up to 50% of any additional fees associated with rebooking or cancelling the arrangements.   In the event Client cancels or reschedules any travel with less than one week of notice prior to the scheduled travel date, Client is responsible for up to 100% of any additional fees associated with rebooking or cancelling the arrangements.   2.4 Non-Business Days   Client agrees and acknowledges that the dates provided are subject to change, and the Accruent Project Manager will notify Client of any dates not specified below. The following provides the conditions for Non- Business Days:   A weekend day is any time between 12:00 AM Saturday and 12:00 AM Monday, relative to the respective local time zone of the individual resource(s).   A holiday day is any time that the Accruent offices are not open for normal business operations. The standard American holidays which Accruent observes are as follows:   New Year’s Day (January 1)    President's Day (Third Monday in February)    Spring Holiday (Friday before Easter)    Memorial Day (Last Monday in May)    Independence Day (July 4)    Labor Day (First Monday in September)    Thanksgiving (Fourth Thursday and Friday in November)    Christmas Eve (December 24)    Christmas Day (December 25)     2.5 Project Close   Parties both agree and acknowledge the following:   The Notification Period prior to the closure of the project is 10 Business Days from the date that Accruent provides written notice to Client that states the delivery of Services is complete.     Document Q-239144-3 Page 7 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 In the event Client does not provide notice of material non-conformance or request for change during Notification Period, the project will be closed and no additional work will be performed by Accruent pursuant to the Services contained herein.   In the event Client does provide notice of material non-conformance or request for change after the expiration of Notification Period, such work shall only be performed under a new contractual arrangement.   In the event material non-conformance is identified within the Notification Period, Accruent shall promptly correct such non-conformance, which was due to fault or negligence of Accruent, at no additional cost to Client.   3 Services and Expense Fees   3.1 Expense Fees   Where additional expenses are necessary to perform Services, the following will apply unless otherwise stated herein:   3.1.1 Previously known expenses including airfare, lodging, or employee meals as well as sales, use, or similar (VAT, GST) taxes associated with those expenses are not included in Services Fees above.   3.1.2 Client accepts any actual and reasonable expenses which are not included in the Services Fees above.   3.2 Services Estimate   Accruent estimates the Services contained herein to require 1.00 days to be invoiced at the Daily Rate. The total estimate for Services contained herein is USD 2,070.00.   3.3 Daily Rate   Accruent shall charge for each Day incurred, pursuant to the Services herein, a rate of USD 2,070.00 per day with technical services at a rate of USD 2,640.00.   3.4 Travel Fees   Where travel is required to perform Services, Accruent charges travel at a rate of USD 0.00. Any travel on a Non-Business Day will be charged at a rate of USD 0.00.   4 Invoice Terms   Parties both agree and acknowledge the following, regarding invoices for fees resultant of this SOW:   4.1 Prepaid Amount   USD 0.00, plus any applicable sales, use, or similar (VAT, GST) tax, will be due immediately and invoiced upon execution of this SOW.   4.2 All fees incurred for Services rendered herein, in excess of the Prepaid Amount stipulated above, will be billed in arrears and invoiced based on Client Billing Information on a monthly basis.    4.3 All actual and reasonable travel, lodging, and living expenses incurred as result of this SOW will be invoiced based on Client Billing Information on a monthly basis.     Document Q-239144-3 Page 8 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 Acknowledged and Agreed by the Duly Authorized Representatives of the Parties Client: Eagle County Accruent, LLC Signature: Signature:  Print Name: Print Name:  Title: Title:  Date: Effective Date:  Accruent requires a PO, send PO to your Accruent representative or customerpo@accruent.com.    If you are tax exempt, provide exemption certification to your Accruent representative or salestax@accruent.com.     Document Q-239144-3 Page 9 of 9 DocuSign Envelope ID: FFF47168-5680-4E9A-9C7E-A9B0113A0896 12/30/2022 Manager, Operations Alicia Musgrove DocuSign Envelope ID: 13478C6D-95E5-4DBA-8249-E16459042553 12/30/2022 Jeff Shroll County Manager