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HomeMy WebLinkAbout2014-084CNEC NEC Corporation of America INDIAN RIVER COUNTY FIXED PRICE STATEMENT OF WORK IRC Courthouse SV8300 This Statement of Work ("SOW") is governed by and made part of the (the "Agreement") between N EC Corporation of America, a Nevada Corporation, having its principal place of business at 6533 N orth 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: Date: Agreed and Accepted: NEC CORPORATION OF AMERICA -22ex,.6 6er BY Peter D. O'Bryan Chairman July 3, 2014 BCC Approved: 06-10-14 r•+re..r .Go��Miss/p;F.,.•APPROVED AS TO FORM A.A•• ''2s'•ANDLf rI.SUFF�IC!E :tea ..*_ ..�% Oo' • Kt� S t• : op WILLIAM K. DEBRAAL 1./• •• • S + :4 DEPUTY COUNTY ATTORNEY :OE'$ta RCod •...",...• Attest: Jeffrey R. 8 Ith, Clerk 01 f,^,itGlit Court R. . , ar 4 •i� N ame. Title: D ate: 0.117p7 •RS •. rte.• y +�• k ig•CC NEC NEC Corporation of America 1. Project Summary NEC to provide a SV8300 to replace 2000 IPS and Remote PIMS. The system includes new Dual CPUs, chassis, cards and SV8300 Remote -Plus Package. The database will remain the same and be migrated therefore no end user training is included. All phones will be reused. NEC to provide UM4730 to replace AD -64. 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: SV8300: Verity 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. Prepare system for cutover. Cutover all service to SV8300. Monitor system onsite for first day in service. UM4730: Verify installation location of UM4730. Download information from AD64 database. Unpack, install and power up UM4730. Download and install licensing from LMS. Upload converted database Connect UM4730 to SV8300. Test integration from UM4730 to SV8300 including greetings and message waiting lights. Prepare system for cutover. 5 IV EC NEC Corporation of Arnenca Cutover voicemail system from AD64 to UM4730. Monitor system onsite for first day in service. Project Complete Equipment list(s) Site Name Product Description Quantity --Address to be determined SHIPPING AND HANDLING 1 CHS2U-US 3 SV8300 REMOTE -PLUS PACKAGE(64) 1 SV8300 REMOTE -PLUS PACKAGE (12 1 PZ-BS11. 3 PZ-VM21 2 CD-BDLCA 1 CD-16DLCA 16 CD-4COTB 4 PZ-4COTF 4 CD-BLCA 4 PZ-8LCE 3 CD-PRTA 3 CD-CCTA 2 SV8300 DUAL CPU SIP BASIC PLUS 1 CHS2U JOINT BRACKET KIT. 6 CHS1U RACK MOUNT KIT 2 CHS2U RACK MOUNT KIT 7 RS CONSOLE CA -A 2 RS RVS-15S CA -F 1 INSTALLATION CABLE (MOD8 - 25 17 CHS1U INT BATT KIT 2 CHS2U INT BATT KIT 6 6 NEC NEC Corporation of America CHS2U(D)INT BATT KIT 1 LS -SYS -PORT CAPACITY -LIC 441 LS-SYS-IPPADI6-LIC 2 LS-SYS-IPPADI6-LIC 7 LS-EXT-IPPHONE-LIC 40 LS-EXT-SP30-LIC 4 LS-TRK-P2PCCIS-LIC 1 LS-NW-CCIS-LIC 1 LS -NW -REMOTE UNIT -LIC 1 LS -SYS -DUAL CPU -LIC 1 LS -SYS -R9 -LIC 1 DTL-12D-1 (BK) TEL 15 DESI ITL/DTL-12D (PKG 25) 1 6 Mod RJ61's to 25 PR. Pigtail 17 MISC HARDWARE ONLY (TO GRAYBAR 1 19 INCH FULL RACK 2 1 PR 24AWG CROSS CONN WH/BLUE 2000 IPRC 24 HOUR LICENSE 1 UM4730, IP PROTIMS INTEGRATION 1 UM4730. PER 4 PORTS (4-8) 2 UM4730, PER 4 PORTS (12-32) 6 DELL R2101IXL OEM (1U) - UM473 1 DTERM SP350 SOFTWARE CD 1 Service list(s) Labor Site Name Task Description Total Address to be determined 1. Site Survey SV8300 2. Obtain CDs and Download software - LMS Software Registration 3. Backup current system (upgrade only) 7 NEC NEC Corporation of America 4. Unpack/Inventory/Disposal of Debris 5. Database conversion 6. Install new 2U chassis 7. Install LT Cables 8. Install CSU's 9 Install remote Unit (includes program, power, IP address, connect) 10. Install CCIS 11. UM4730 - Includes auto attendant 12. UM4730 mailbox migration 13. Install Analog Trunk Card - 8 circuits 14. Install T1/PRI Spans (ISDN interfaces) 15. Training Preparation 16. Digital Ports Installation 17. IP License Ports 18. Analog Ports 19. Install Analog/Copper Trunks Cards 20. Cross Connections (NEC) 21. Migrate to New Network Connections 22. System Test 23. Post -Cutover Support - 1 day 24. Post -Cutover Support - 1 day 25. Project Management Maintenance $13,813.26 Site Name Product Description Quantity IRC - Courthouse — 2000 16th Ave Vero Beach, FL 32960 90 Days Project Labor Coverage 1 SWA (Software Assurance) SV8300 Premium SW 64 -Port 75 SWA (Software Assurance) SINGLE YEAR CONTRACT 1 8 NEC NEC Corporation of America SWA (Software Assurance) UM/4730 PREMIUM SW APS 210 SWA (Software Assurance) UM/4730 1 -YEAR CONTRAC 1 Site Locations IRC - Courthouse 2000 16th Ave Vero Beach, FL 32960 9 NEC NEC Corporation ofAmerica 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 Completlon" 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 - licensed 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. 5.1.3 On or after Project Completion, NEC will notify the Client that the Project is complete 10 NEC NEC Corporation of America by presenting the Project Completion Checklist (Schedule A). 5.1.4 NEC will promptly correct Punch list 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. 5.2.3 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. 5.2.4 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. 52.5 Client will review all Deliverables provided in accordance with the mutually agreed upon Project schedule, and will communicate any perceived material deficiencies in a 11 NEC NEC Corporation of America 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. 52.9 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 ("Punch list") 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 Punch list items. If Client fails to provide a Punch list 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. 5210 Upon NEC's correction of all bona fide Punch list items, Client will promptly sign the Project Completion Checklist (Schedule A) and retum 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 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 below. 5.211 Additional Client responsibilities may be itemized in the Project Description (Section 2) above. 12 NEC NEC Corporation of America 6. Pricing and Payment The total price for the Project is $70,990.69 (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: $52,189.96 Equipment Price invoiced upon delivery of Equipment (in whole or in part) to the site specified by Client. Services: $18,800.73 50% of Services Price ($9,400.36) invoiced upon the execution of this SOW. 50% of Services Price ($9,400.36) invoiced upon Project Completion. CLIENT PURCHASE ORDER REQUIREMENTS - Please select one of the following below, as appropriate: D ■ 13 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 obligated to commence performance on the Project until NEC has received a valid PO, NEC NEC Corporation of America 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 14 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 any 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 15 NES 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 (I) 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 It 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 16 IVES 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. 17 NEC NEC Corporation of America 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 govem only the subject matter hereof and shall not apply to any other subject matter covered by the Agreement. 18 NES 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 return 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. N EC 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. U pon 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. Obtain CDs and Download software - LMS Software Registration 3. Backup current system (upgrade only) 4. Unpack/Inventory/Disposal of Debris 5. Database conversion 6. Install new 2U chassis 7. Install LT Cables 8. Install CSU's 9. Install remote Unit (includes program, power, IP address, connect) 10. Install CCIS 19 COMPLETED? DATE a a 0 0 0 i 0 NEC NEC Corporation of America 11. UM8000 - Includes auto attendant and 4 trees 12. UM8000 mailbox programming 13. Install Analog Trunk Card - 8 circuits 14. Install T1/PRI Spans (ISDN interfaces) 15. Training Preparation 16. Digital Ports Installation 17. IP License Ports 18. Analog Ports 19. Install Analog/Copper Trunks Cards 20. Cross Connections (NEC) 21. Migrate to New Network Connections 22. System Test 23. Post -Cutover Support - 1 day 24. Project Management 0 0 ■ 0 0 0 0 0 a 0 0 0 0 0 This is to confirm that as of / /20 NEC has completed Services and provided the Deliverables under the IRC Courthouse SV8300 SOW effective /__/20 . Agreed and Accepted: INDIAN RIVER COUNTY NEC CORPORATION OF AMERICA By: By: Name. Name: Title: Title: Date: Date: 20 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 INDIANRIVER 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 Courthouse SV8300. 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) D Client will issue a written PO to NEC, or will issue an amendment to the original PO issued under this SOW, for the total Change Order Price 21 IVES 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: 22