HomeMy WebLinkAbout2014-084BNEC NEC Corporation ofArnerica
INDIAN RIVER COUNTY
FIXED PRICE STATEMENT OF WORK
IRC Library SV8300 with Promotions
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This Statement of Work ("SOW") is govemed by and made part of the (the "Agreement") between
NEC Corporation of America, a Nevada Corporation, having its principal place of business at 6533
North State Highway 161, Irving, TX 75039-2402 ("NEC") and INDIAN RIVER COUNTY having its
principal place of business at ("Client") and is effective as of the date last signed below ("Effective
Date").
This SOW defines the Equipment and Services that NEC will deliver to, or perform for Client (the
"Project") in exchange for a fixed price.
INDIAN RIVER COUNTY
By:
Name.
Title:
Agreed and Accepted:
Peter D. O'Brvan
Chairman
Date: July 3, 2014
BCC Approved: 06-10-14
APPROVED AS, TO
ANLIFF
41t. SSIpy F
•"A •• WILLIAM K. DEBRAAt
'DEPUTY COUNTY ATT O R N E Y
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„Jeffrey R. Smith
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NEC CORPORATION OF AMERICA
By:
Name.
Title:
Date:
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NEC NEC Corporation of America
1. Project Summary
NEC to provide a SV8300 to replace 2000 IPS and Remote PIMs The system includes a new CPU, chassis, cards and
two SV8300 Remote -Plus Packages. The database will remain the same and be migrated therefore no end user training
is included. All phones will be reused. The Voicemail for the end users will be off UM4730 at the Courthouse. The price
includes an after-hours cutover. All of the equipment, software and NEC services per the attached quote will be provided
for the upgrade. The current maintenance agreement will cover any parts and labor after the upgrade and will be revised
on the anniversary date of the renewal.
2. Project Description
The following are the major tasks that will be performed for the migration:
Verify space availability for SV8300 system.
Download existing database from existing NEC 2000 systems and prepare the database for upload into 2000.
Unpack, mount and power up SV8300.
Download licensing from License Management Server (LMS) and install licensing into SV8300 CPU.
Upload the SV8300 database.
Connect SV8300 to network.
Install remote shelves and connect shelves to the network.
Test connectivity of main SV8300 to remote SV8300 shelves.
Verify and test SV8300 programming
Verify and test voicemail boxes from the Courthouse UM4730.
Prepare system for cutover.
Cutover all service to SV8300.
Monitor system onsite for first day in service.
Project complete.
Equipment list(s)
Site Name Product Description Quantity
IRC - Main Library 1600 218t Street Vero Beach, FL 32960
SHIPPING AND HANDLING
SV8300 SIP BASIC PLUS PKG
SV8300 REMOTE -PLUS PACKAGE(64)
5
1
1
2
NEC NEC Corporation of America
PZ-VM21 1
CD-8DLCA 1
CD-16DLCA 5
CD-4COTB 4
PZ-4COTF 4
CD-BLCA 2
CHS2U JOINT BRACKET KIT. 3
CHS1 U RACK MOUNT KIT 3
CHS2U RACK MOUNT KIT 3
RS CONSOLE CA -A 1
RS RVS-15S CA -F 1
INSTALLATION CABLE (MOD8 - 25 7
CHSIU INT BATT KIT 3
CHS2U INT BATT KIT 3
LS -SYS -PORT CAPACITY -LIC 49
LS-SYS-IPPADI6-LIC 5
LS-EXT-SP30-LIC 4
LS-TRK-P2PCCIS-LIC 1
LS-NW-CCIS-LIC 1
LS -NW -REMOTE UNIT -LIC 2
LS -SYS -R9 -LIC 1
DTERM SP350 SOFTWARE CD 1
MISC HARDWARE ONLY (TO GRAYBAR 1
6 Mod RJ61's to 25 PR. Pigtail 7
19 INCH FULL RACK 3
Service Ilst(s)
Labor
Site Name Task Description Total
IRC — Main Library 1600 21st Street Vero Beach, FL 32960
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NEC NEC Corporation of America
1. Site Survey SV8300
2. IP Ready Check
3. Obtain CDs and Download software - LMS Software Registration
4. Backup current system (upgrade only)
5. Unpack/Inventory/Disposal of Debris
6. Database conversion
7. Install new 2U chassis
8. Install LT Cables
9 Install remote Unit (includes program, power, IP address, connect)
10. Install CCIS
11. Install Analog Trunk Card - 8 circuits
12. Training Preparation
13. Digital Ports Installation
14. Analog Ports
15. Install Analog/Copper Trunks Cards
16. Cross Connections (NEC)
17. Migrate to New Network Connections
18. System Test
19. Post -Cutover Support - 1 day
21. Project Plan
Maintenance
$7,851.66
Site Name Product Description Quantity
IRC - Main Library 1600 21" Street Vero Beach, FL 32960
90 Days Project Labor Coverage 1
SWA (Software Assurance) SINGLE YEAR CONTRACT 1
SWA (Software Assurance) SV8300 75
Site Locations
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NEC NEC Corporation of America
IRC - Main Library 1600 21$' Street Vero Beach, FL 32960
3. Definitions
Capitalized terms not otherwise defined in this SOW or the Agreement have the following meanings:
3.1 "Deliverables" means the Equipment and Services plus any other tangible items (e.g.,
reports, project plans, checklists, etc.) to be provided to Client as specified in this SOW.
3.2 "Equipment" means both hardware products and Software sold, licensed, or installed as
specified in this SOW.
3.3 "Project Completion" refers to that point in the Project when NEC has completed the
Services and provided the Deliverables to Client.
3.4 "Services" means the installation, maintenance, professional, or other related services as
specified in this SOW.
3.5 "Software" means the machine-readable object code software programs - if any -
Iicensed by NEC or its suppliers as specified in this SOW.
4. Project Schedule
NEC will confer with Client within five (5) business days after the Effective Date of this SOW, to define
a Project schedule. The Project schedule will include, but is not limited to, the Project commencement
date, any significant Project milestones, and the anticipated Project Completion date.
5. Responsibilities of the Parties
5.1 NEC responsibilities
•
5.1.1 NEC will assign a project manager ("NEC Project Manager") to serve as NEC's
primary contact for all aspects of this Project, including: Project scheduling, defining
Project requirements, change control, escalation, implementation planning, and
Project Completion.
5.1.2 NEC will designate a back-up contact when the NEC Project Manager is not available.
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NEC NEC Corporation of America
5.1.3 On or after Project Completion, NEC will notify the Client that the Project is complete
by presenting the Project Completion Checklist (Schedule A).
5.1.4 NEC will promptly correct Punchlist items properly identified by Client in accordance
with the requirements of Section 5.2.9 below, and upon completion, NEC will resubmit
the Project Completion Checklist to Client.
5.1.5 Additional NEC responsibilities may be itemized in the Project Description (Section 2)
above.
5.2 Client Responsibilities
5.2.1 Client will assign an individual to serve as Client's primary contact ("Primary Contact")
for all aspects of the Project, including: Project scheduling, defining Project
requirements, ensuring availability of necessary Client staff and delivery of all
necessary information, arranging all necessary site access, change control,
escalation, implementation planning, and Project Completion.
5.2.2 Client will designate a back-up contact for occasions when the Primary Contact is not
available ("Secondary Contact"). The Secondary Contact must have the authority to
act on Client's behalf for all aspects of the Project in the absence of the Primary
Contact.
5.23 For Services performed on Client premises, Client will provide NEC staff with building
access and an adequate work environment, including LAN and Internet connectivity,
desks, phones, printer, whiteboard, and other standard office resources as reasonably
required for NEC to perform the Services.
524 For Services performed remotely from Client premises, Client will provide NEC staff
with a remote access solution that has sufficient performance and reliability as to allow
NEC to complete the Services in a timeframe that is consistent with the mutually
agreed upon Project schedule.
5.25 Client will review all Deliverables provided in accordance with the mutually agreed
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IVES NEC Corporation ofAmerica
upon Project schedule, and will communicate any perceived material deficiencies in a
timeframe that will allow NEC to validate such deficiencies, and if validated, correct
and resubmit the Deliverables so that subsequent activities that will not be materially
delayed.
5.2.6 Client will ensure that any Client staff needed to allow NEC to complete the Project
will be made available on an as -needed basis.
5.2.7 Client will ensure that Client staff are sufficiently qualified and familiar with the goals of
the Project, and the products, techniques, and technologies used in the Project to
allow them to carry out their respective duties and assignments.
5.2.8 Client will provide all documentation to NEC, that is needed for NEC to complete the
Project including but not limited to copies of Client's standards, policies, and
specifications applicable to the Project. This documentation will be provided in a
timeframe that is consistent with the Project schedule.
5.2.9 Within ten (10) days after receipt of the Project Completion Checklist, Client will either:
(a) promptly sign the Project Completion Checklist (Schedule A) and retum it to NEC
or (b) provide NEC with a written notification ("Punchlist") detailing how the Project
fails to materially conform with the then -current requirements of this SOW. Items that
are not expressly included in the then -current scope of the Project shall not qualify as
Punchlist items. If Client fails to provide a Punchlist or sign and return the Project
Completion Checklist to NEC within ten (10) days of receipt, the Project will be
complete and NEC will be entitled to invoice Client in accordance with the payment
schedule in Section 6 below.
5.2.10 Upon NEC's correction of all bona fide Punchlist items, Client will promptly sign the
Project Completion Checklist (Schedule A) and return it to NEC_ If Client fails to sign
and return the Project Completion Checklist to NEC within five (5) days of NEC's
completion of Punchlist items, the Project will be complete and NEC will be entitled to
invoice Client in accordance with the payment schedule in Section 6 below.
5.2.11 Additional Client responsibilities may be itemized in the Project Description (Section 2)
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NEC NEC Corporation ofAmerica
above.
6. Pricing and Payment
The total price for the Project is $28,868.38 (the "Project Price"). Sales taxes, if applicable, are not
included in the Project Price but will be invoiced separately unless Client has provided NEC with a
valid sales tax exemption certificate prior to the date of invoice.
NEC will invoice Client for the Project Price (plus applicable sales taxes) in accordance with the billing
schedule below. Unless otherwise expressly agreed to by NEC in writing, payments are due within
thirty (30) days from the date of invoice.
Equipment: $19,127 88
Equipment Price invoiced upon delivery of Equipment (in whole or in part) to the site specified by
Client.
Services: $9,740.50
50% of Services Price ($4,870.25) invoiced upon the execution of this SOW.
50% of Services Price ($4,870.25) Invoiced upon Project Completion.
CLIENT PURCHASE ORDER REQUIREMENTS - Please select one of the following below, as
appropriate:
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Client will require NEC to reference a valid purchase order ("PO") as a pre -condition for
payment under this SOW, and is providing a copy of the PO concurrent with Client's
execution of this SOW.
PURCHASE ORDER #
Client will require NEC to reference a PO as a pre -condition for payment under this
SOW, but is not providing the PO with this SOW. Client will issue the PO to NEC for
the Project Price within ten (10) days after Client's execution of this SOW. NEC is NOT
NEC NEC Corporation of America
obligated to commence performance on the Project until NEC has received a valid PO,
issued in accordance with the Client's procurement policies.
Client will NOT require NEC to reference a PO as a pre -condition for payment under
this SOW. The lack of a PO reference will not constitute cause for invoice dispute or
withholding of payment.
OPTION FOR THIRD PARTY FUNDING - In lieu of remitting payments directly to NEC, Client may
elect to finance the Project Price through a third party financing company ("Lessor") of Client's
choosing. In such event, Client agrees to enter into a binding financing agreement with the Lessor
for that portion of the Project Price that will not be paid directly by Client, and shall take all actions
required to cause the Lessor to remit payments to NEC in full accordance with the billing schedule
and the payment terms of this SOW. Client acknowledges that NEC may be required to contact the
Lessor directly to obtain information for billing and credit purposes, and agrees to reasonably
cooperate with, and assist NEC in the process of obtaining such information. Client shall remain
directly liable to NEC for any payments not made by the Lessor in full accordance with the terms of
this SOW. Client shall indicate its intention to exercise this option by providing the name of the
Lessor and initialing in the space below.
Client Initials
NEC is not obligated to commence performance of the Project until Client has remitted, or (if
applicable) caused Lessor to remit, the initial payment for Services as described above. The
Project Price does not include Change Orders. Unless otherwise expressly agreed to by the parties
in writing, all Change Orders will be invoiced upon Project Completion.
7. Assumptions and Limitations
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NEC NEC Corporation of America
7.1 If Equipment is being installed, Client will supply, at its sole cost and expense, an
environment that meets all the applicable requirements for the Equipment.
7.2 Client will fulfill all Client responsibilities outlined above. NEC's ability to provide
Deliverables may be affected if Client does not fulfill its responsibilities in Section 5.2
above and (if applicable) the Project Description.
7.3 Except as otherwise specified in the Project Description, all Services to be performed
Monday through Friday 8:00 AM to 5.00 PM local time (for the applicable site), excluding
any NEC observed holidays ("Normal Business Hours"). If Client requires Services to
be performed outside of Normal Business Hours, such Services will be subject to
additional charges based on NEC's prevailing rates for overtime, weekends or holidays,
as applicable.
7.4 Unless otherwise agreed to by NEC in writing, the Client's network architecture design
will not change between the date of Client's execution of this SOW and Project
Completion.
7.5 Unless otherwise agreed to by NEC in writing, NEC does not guarantee the assignment
of arty specific personnel for this Project. NEC requires a minimum Project schedule
extension of 30 days for any personnel change requests made by Client.
7.6 NEC will be relieved of a milestone commitment if Client's tasks or milestone dates for
that milestone are not met.
7.7 If the scope of the Project expands beyond the Deliverables defined in this SOW, Client
may be required to pay NEC additional fees and expenses incurred by NEC
The following are not covered under this SOW:
7.8 Support or replacement of any Equipment due to (a) Client's unauthorized maintenance
or repair of the Equipment, (b) Client's unauthorized add, move, or changes to the
Equipment, (c) unusual physical, electrical or electromagnetic stress (d) Client
negligence or abuse of the Equipment, including connection to inappropriate power
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NEC NEC Corporation of America
supplies, (e) fire, flood, wind, lightning or other similar acts of God, (f) failure of Client to
maintain proper environmental conditions for the Equipment (g) improper wiring,
installation, repair, or alteration of the software or hardware by anyone other than NEC or
its agents (h) software changes or attempted changes in the Equipment by persons not
authorized by NEC (i) database reprogramming required because of Client error of any
kind 0) failure of rotation media not furnished by NEC (k) operation of the Equipment with
other third party products not in accordance with the Equipment manufacturer's
specifications (I) failures or other problems caused by products for which NEC is not
otherwise contractually responsible or (n) Equipment failures due to causes other than
ordinary use.
7.9 Any hardware upgrades, not specifically included in this SOW, but required to run new or
updated Software.
8. CHANGE MANAGEMENT PROCEDURES
1t may be necessary to amend this SOW for reasons including, but not limited to, the following:
8.1 Client's proposed changes to the scope of the Project or proposed changes to the
specifications for the Services or other Deliverables.
8.2 Client's proposed changes to the Project plan or Project schedule,
8.3 Unavailability of resources which are beyond either party's control; or,
8.4 Environmental or architectural conditions not previously identified.
In the event either party desires to change this SOW, the following procedures will apply:
8.5 The party requesting the change will deliver a "Change Request" (Schedule B) to the
other party. The Change Request will describe the nature of the proposed change; the
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N EC NEC Corporation of America
reason for the change, and the effect the change will have on the Project, which may
include changes to the Deliverables and the Project schedule.
8.6 A Change Request may be initiated by either party for any changes to the SOW. The
NEC Project Manager and the Primary Contact will review the Change Request and
negotiate, in good faith, any changes to the Deliverables and additional charges, if any,
required to implement the Change Request.
8.7 If both parties agree to implement the Change Request, an authorized representative of
each party will sign the Change Request, and (if applicable) Client will issue a revised
PO to NEC Upon execution of the Change Request by both parties, it will be made a
part of this SOW and become a binding change order ("Change Order").
8.8 NEC is under no obligation to proceed with any Change Request until such time as the
Change Request has been agreed upon by both parties, and Client has issued a revised
PO (if required for Client's invoice approval process).
8.9 If there is a conflict between the terms and conditions in any Change Order and the
terms and conditions of this SOW, or the terms and conditions of any other Change
Order, the terms and conditions of the most recent Change Order will prevail.
9. POST -PROJECT LABOR SUPPORT
If elected by Client, and included in the Project Description (Section 2), NEC agrees to provide on-site
or remote labor coverage for the term specified in the Project Description (not to exceed 60 months)
commencing on the date of Project Completion (Post Project Coverage Term). Unless due to causes
excluded from coverage in subsection 7.8 and 7.9 above, NEC agrees to provide support without
additional charge for labor if any portion of the Equipment fails to work during the Post Project
Coverage Term. NEC may provide the Services under this Section from a remote location.
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NEC NEC Corporation ofAmerica
If the Post Project Coverage Term is longer than 12 months from the Project Completion Date, NEC
reserves the right to conduct an annual review of the installed Equipment and may require additional
fees as a condition for providing labor coverage for any equipment installed subsequent to Project
Completion.
10. COMPLETE CONTRACT
This SOW, along with the Agreement, is the complete agreement between the parties concerning the
Project and supersedes any prior oral or written communications between the parties with regard to
the subject matter contained herein. The provisions of this SOW govern only the subject matter
hereof and shall not apply to any other subject matter covered by the Agreement.
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AIEC NEC Corporation of America
SCHEDULE A
Project Completion Checklist
When NEC has achieved Project Completion, NEC will submit this checklist to Client Within 10 days
of receipt, Client will either (a) sign and retum this checklist to NEC as confirmation that the Project is
complete, or (b) provide NEC with written notice ("Punch list") specifically detailing how the Project
fails to materially conform to the specifications of this SOW. If Client fails to provide a Punch list or
sign and return this checklist to NEC within 10 days of receipt, the Project will be complete and NEC
will be entitled to invoice Client in accordance with the payment schedule in Section 6 of the SOW.
NEC will promptly correct any Punch list items properly identified by Client in accordance with the
requirements of the SOW and upon completion, resubmit this checklist to Client.
Upon NEC's correction of all bona fide Punch list items, Client will promptly sign this checklist and
return it to NEC If Client fails to sign and return this checklist to NEC within five (5) days of NEC's
correction of Punch list items, the Project will be complete and NEC will be entitled to invoice Client in
accordance with the payment schedule in Section 6 of the SOW.
Address to be determined
IMPLEMENTATION TASKS/DELIVERABLES
1. Site Survey SV8300
2. IP Ready Check
3. Obtain CDs and Download software - LMS Software
Registration
4. Backup current system (upgrade only)
5. Unpack/Inventory/Disposal of Debris
6. Database conversion
7. Install new 2U chassis
8. Install LT Cables
9. Install remote Unit (includes program, power, IP
address, connect)
10. Install CCIS
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COMPLETED? DATE
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NEC NEC Corporation of America
11. Install Analog Trunk Card - 8 circuits
12. Training Preparation
13. Digital Ports Installation
14. Analog Ports
15. Install Analog/Copper Trunks Cards
16. Cross Connections (NEC)
17. Migrate to New Network Connections
18. System Test
19. Post -Cutover Support - 1 day
20. Post -Cutover Support - 1 day
21. Project Plan
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This is to confirm that as of _L./20_ NEC has completed Services and provided the Deliverables
under the IRC Library SV8300 with Promotions SOW effective _/ /20 .
Agreed and Accepted:
INDIAN RIVER COUNTY NEC CORPORATION OF AMERICA
By: By*
Name. Name.
Title: Title:
Date: Date:
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NEC NEC Corporation of America
SCHEDULE B
Change Request
In accordance with Section 8 of the SOW (Change Management Procedures), NEC Corporation of
America, Inc. ("NEC") and INDIAN RIVER COUNTY ("Client"), certify, by the signature of an
authorized representative, that this Change Management Request will amend and be fully
incorporated into the existing Statement of Work (SOW) for IRC Library SV8300 with Promotions.
1. Change Request Number:
2. Reason for Change Request:
3. Changes to SOW:
4. Schedule Impact:
5. Cost Impact:
SOW/Change Request Equipment Services Total
a. Previous Project Price $_._ $_,_ $.
b. Change Order Price $__._ $ . $_,
c. New Value of SOW: $. $ $_,
Unless otherwise expressly agreed to by the parties in writing, all Change Orders will be invoiced or
credited upon Project Completion. Sales taxes, if applicable, are not included in the Change Order
Price but will be invoiced separately unless Client has provided NEC with a valid sales tax exemption
certificate prior to the date of invoice.
6. Purchase Order Issuance (check here, if applicable) 0 Client will issue a wntten PO to
NEC, or will issue an amendment to the original PO issued under this SOW, for the total
Change Order Price
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NEC NEC Corporation of America
Except as changed herein, all terms and conditions of the SOW remain in full force and effect.
Upon execution by authorized representatives of the parties, this Change Request becomes a binding
change order ("Change Order").
INDIAN RIVER COUNTY NEC CORPORATION OF AMERICA
By: By
Name. Name.
Title: Title:
Date: Date:
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