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AG 18-1081/2018 RETURN TO: Thomas Fichtner EXT: 2547 CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM 1. ORIGINATING DEPT./DIV: Information Technology 2. ORIGINATING STAFF PERSON: Thomas Fichtner EXT: 2547 3. DATE REQ. BY: 7/24/18 4. TYPE OF DOCUMENT (CHECK ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) ❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT ® GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES/ CDBG ❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS) ❑ ORDINANCE ❑ RESOLUTION ❑ CONTRACT AMENDMENT(AG#): ❑ INTERLOCAL ❑ OTHER 5. PROJECT NAME: RecTrac Recreation Management System 6. NAME OF CONTRACTOR: Vermont Systems, Inc. ADDRESS: 12 Market Place, Essex Jct, VT 05452 TELEPHONE 877.883.8757 E-MAIL: SarahO@VermontSystems.com FAX: SIGNATURE NAME: Giles Willey TITLE President 7. EXHIBITS AND ATTACHMENTS: it SCOPE, WORK OR SERVICES A COMPENSATION A INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRACT/AMENDMENTS 8. TERM: COMMENCEMENT DATE: Upon Execution COMPLETION DATE: Perpetual 9. TOTAL COMPENSATIONS 1-Time: $110,000 / Annual M&O: $15,000 (INCLUDE EXPENSES AND SALES TAX, IF ANY) (IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES) REIMBURSABLE EXPENSE: ❑ YES It NO IF YES, MAXIMUM DOLLAR AMOUNT: S IS SALES TAX OWED A YES ❑ NO IF YES, $ 1-Time: $11,000 / Annual M&O $1,500 PAID BY: ❑ CONTRACTOR A CITY RETAINAGE: RETAINAGE AMOUNT: ❑ RETAINAGE AGREEMENT (SEE CONTRACT) OR ❑ RETAINAGE BOND PROVIDED Q PURCHASING: PLEASE CHARGE TO: 1-Time: 502-1100-046-518-88-643 / Annual M&O: 502-1100-046-518-88-414 10. DOCUMENT/CONTRACT REVIEW INITIAL/ DATE REVIEWED INITIAL/DATE APPROVED PROJECT MANAGER ' — A-D444!9� Tr — /9"I ❑ RISK MANAGEMENT (IF APPLICABLE) ❑ LAW llet-, 4125 Lt i 11. COUNCILAPPROVAL (IF APPLICABLE) SCHEDULED COMMITTEE DATE:-` COMMITTEE APPROVAL DATE: SC14EDULED COUNCIL DATE: COUNCIL APPROVAL DATE: 444 12. CONTRACT SIGNATURE ROUTING 1 / ❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D: /�S ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS ❑ CREATE ELECTRONIC REMINDER/NOTIFICATION FOR I MONTH PRIOR TO EXPIRATION DATE (Include dept. support staff if necessary and feel free to set notification more than a month in advance if council approval is needed.) INITIAL/ DATE SIGNED F�LA EPARTMENT 5 "I't - 4 ($ W41GNATORY (MAYOR OR DIRECTOR) Pw I�r-CITY CLERK 2M leo JKASSIGNED AG# AG# ❑ SIGNED COPY RETURNED DATE SENT: COM ENTS:q0bft--�W 1 - C4- o h � x W6..+ �l� ahA- IY� a _ 1/2018 n.,rmont July 24, 2018 Copyright Information © 2018 by Vermont Systems, Inc. This document is the property of Vermont Systems, Inc. and is provided in conjunction with an agreement between the customer and VSI for Licensed Software or Software as a Service (SaaS). The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice Vermont Systems, Inc. 12 Market Place Essex Junction, VT 05452 www. vermon tsystems. com 2018 by Vermont Systems, Inc. Vermont Standard Sales Agreement '-Syslem5 MWO�. ..; The attached VSI Software License, Maintenance and Support Agreement are for your review. The original of this Agreement, along with all modified Customer Agreements, are maintained in our VSI financial software database. You may use this Agreement to make any desired additions, deletions, or changes, and return to VSI for review (please use the Track Changes tool). VSI will print the final agreed upon version of this Agreement for signature by both parties. The licensed software can be installed on a customer's servers or on the VSI hosting servers. Along with licensed software, VSI provides the option for no hosting (customer or another vendor hosts software), WebTrac web server hosting only, or both web server and database hosting. Software licenses with annual maintenance are priced separately from hosting services. If you have any questions, please contact the VSI Sales department at your convenience. <c', 2018 by Vermont Systerns, Inc. Standard Sales Agreement July 24, 2018 Dear Thomas, Vermont �ISystems s. Thank you for making Vermont Systems your choice for application software and support services. We look forward to working closely with you and your staff. Enclosed please find the standard VSI Software License, Maintenance and Support Agreement with appropriate Exhibits. If you wish to make changes to the standard Agreement, please do so and return it to VSI for review and approval. If this Agreement meets with your approval, please complete the following: 1. Page 1 of the Agreement. Enter the executed date. 2. Page 1 of the Agreement, Article 2.3. Please check your preference for your annual maintenance cycle. If your fiscal year does not fall on any of the dates listed, please choose the one that best fits your cycle. 3. Sign the signature page 4. Initial each page as noted S. Fill out the Tax -Exempt Form and indicate your sales tax status 6. Return the original to VSI for signature. VSI will sign and send the original to you, while retaining a copy for VSI records. As soon as we receive your signed Agreement, April Leafey, our Project Manager will assign a Trainer to your account and contact you to schedule a conference call for planning your installation. April's contact information is aprill@vermontsystems.com or 800-883-8757 x3087. As part of the follow up, your primary Trainer will contact you to review the software Planning Guide in preparation for the training. If you should have any questions, please contact us at your convenience. Sincerely, Sarah Otoka Sales Administration Manager Resales•, Exempt Organization Certificateof i Suppliers Name: 2 kc> 2018 by Vermont Systems, Inc. Vermont Vermont Systems, Inc. 12 Market Place Essex Junction, VT 05452 Description of Purchased Articles: Software Please Check Applicable Lines: _Purchase by Retailer, Wholesaler for Resale _Purchase by 501C which is Religious, Educational or Scientific Direct Purchase by Governmental Unit _Purchase by Volunteer Fire Dept, Ambulance Co., Rescue Squad Are you exempt from paying sales tax?—Yes or —No Name/Address of Purchaser: Cust Add Standard Sales Agreement City, State, Zip: 'r CA (G1 nw4n ) W 1 S WI -6VU Federal ID Number: 11-' � � � d SSb Purchaser's Primary Business: Locc, �or�nr�C'11" I Certify that I am authorized to sign this certificate of exemption and that, to the best of my knowledge a b ief ' is true and correct and made in good faith. Signature: Title: M4. q-, Name: e rrt �' Date: 0,11"M I I-V b CC, 2018 by Vermont Systems, Inc. 3 i •,. .moi Maintenance i1M. aiMt i July 26, 2018 Copyright Information C 2018 by Vermont Systems, Inc This document is the property of Vermont Systems, Inc. and is provided in conjunction with an agreement between the customer and VSI for Licensed Software or Software as a Service (SaaS). The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice Vermont Systems, Inc. 12 Market Place Essex Junction, VT 05452 2018 by Veanoni Sy,,t�zrn% in,: SofhA(are License, Nizintenance and Support Aq,eerywn' 11111 r ` .1111111iiiiiii• ' This SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT ("Agreement"), is made and entered into on_ , by and between Vermont Systems, Inc., a Vermont corporation (hereinafter "VSI", and City of Federal Way, a Washington Municipal Corporation, (hereinafter "Customer"), collectively referred to herein as the "Parties" or singularly "Party". In consideration of the mutual covenants and obligations expressed herein, the Parties agree to the following: Article 1— Software License 1.1 VSI hereby grants the Customer and the Customer thereby accepts a perpetual, non -transferable, and non-exclusive right to use the Licensed Software and Related Materials, as described in the attached Exhibit B price quote. The Licensed Software includes Related Materials, such as online User Reference Manuals, Sample Reports, Installation Planning Guides, Installation Instructions, On -Line Help, and Sample Training Database with Tutorials. 1.2 VSI uses the Progress OpenEdge V11 Development software to develop its applications and deploys using the OpenEdge Workgroup or Enterprise RDBMS (embedded database) with RDBMS support for 4GL, SQL, ODBC, JDBC, and Enterprise Cluster Manager Integration, and OpenEdge Application Server, Basic and Enterprise Editions with Replication. Therefore, Progress software with RDBMS is required to operate the application software by platform type, and pricing is included in the attached Exhibit B. The client uses a standard HTML and Java Script browser interface 1.3 The license granted herein authorizes the Customer to install the Licensed Software on the designated computer platform using one copy of the programs to support live processing, training, and disaster recovery databases without incurring additional license charges. Further, the Customer can make copies of the Licensed Software for safe keeping purposes. Article 1.3 does not apply, if VSI is providing full hosting services. 1.4 At any time, the Customer can add software and user licenses under the terms of this Agreement by paying the additional license and maintenance fees. The total number of authorized user workstations permitted to use the Licensed Software is limited to the number listed in Exhibit B pricing. Article 2 — Annual Software Maintenance and Support Services 2.1 VSI shall provide the Customer with Software Maintenance and Software Support services for the Licensed Software in accordance with VSI standard Sales and Support Policies, as described in Exhibit A. The extent of support services being provided to the Customer are specifically listed in Exhibit B pricing. 2.2 The Annual Software Maintenance & Support fee includes ongoing software repairs and enhancements, subsequent to the initial installation. VSI uses the Evergreen method for program updates. Minor "Builds" that do not require any downtime are released every 3-4 weeks. Two or three times per year, VSI "Updates" the database schema, which does require the database to be down briefly. In most cases Si irlitia customer Initials SoftbAiafe L cense: t0aintenance and Support AgrLetment Vermont Systerns the down time is limited to one hour or less. Both Builds and Updates are completed using automated scripts to minimize user interaction. If VSl is providing full hosting services, VSI will provide software "build" and "update" installation services and coordinate both with each Customer. Article 2 — Annual Software Maintenance and Support Services - continued 2.3 The Software Maintenance and Support fee will be billed annually, and it becomes effective on May 1, 2019, New customers will be charged on a prorated basis from the first day of the installation month through May 15t, 2019. 2.4 The required Software Maintenance and Support Agreement will automatically renew annually, unless the Customer notifies VSI in writing prior to the end of the fiscal year that the Customer is terminating VSI Maintenance Support. VSI reserves the right to increase the annual maintenance fees up to 3% annually, although VSI has rarely increased these fees in the past. Customers can contact VSI in advance to obtain a firm quote for the next fiscal year. 2.5 The Customer is licensed to use the VSI software indefinitely, even if it terminates annual maintenance support. The Customer is the sole owner of its data, whether Customer hosted or VSI hosted. If VSI hosted and the Customer terminates use of the VSI software, VSI agrees provide a copy of the database to the Customer in readable format. Article 3 — Software Training and Installation Services 3.1 Training is offered at the Customer site, at VSI (12 Market Place, Essex Junction, Vermont), and remotely based on a quoted daily or hourly rate, as described in the Exhibit A, VSI standard Sales and Support Policies. 3.2 Any training services and estimated charges for each Customer, including the number of training days, and travel, lodging, meals, and other expenses, are itemized in Exhibit B. All training dates must be mutually agreed upon by VSI and the Customer. The Customer can request a change of training dates and number of training days. However, if a change is made after travel arrangements have been completed, the Customer will be responsible for any additional costs incurred as a result of the changes. 3.3 If VSI is providing other Installation Services, such as hardware and network operating system installation and setup services, they will be listed in Exhibit B pricing, as well. 3.4 The Customer is responsible for reimbursing VSI for all reasonable expenses, such as travel, lodging, meals, and other expenses necessary to complete the training, as requested by the Customer. VSI quotes per diem for meals based on GSA rates, unless the Customer requests actual receipts. While the other estimated out-of-pocket expenses are also listed in Exhibit B, only the actual expenses will be billed to the Customer, unless the Customer requires a fixed price in advance. 3.5 VSi will honor training and other services quotes for up to 120 days but reserves the right to modify these rates thereafter. VS1 lniti l ____ customer Initials Vermont �t Article 4 — VSI Hosting Services 4.1 Web Server Hosting Service — Does not apply. 4.2 Full Hosting Services — Does not apply. Article 5 — Charges and Payment Software License, Nl aintenance and SUpport 5.1 Customer On -Premise Hosted Software — if the Customer is installing the software on its own servers, the Licensed Software charges will be billed to the Customer following the initial training session and will be due within 30 days. The initial Software License fee includes downloading the software and documentation from VSI`s FTP web site. All major software upgrades with database changes are obtained the same way. Customers are alerted when program only updates become available, so that they can download at their convenience. Article 5.1 does apply to this Agreement. 5.2 VSi Full Hosted Software: does not apply. 5.3 VSI Full Hosting Services: does not apply. 5.4 The Customer shall pay all applicable sales, consumer use, and other taxes required by law, unless it is exempt from any or all of these taxes. if tax-exempt, the Customer must provide a tax exemption certificate. 5.5 VSI will invoice the Customer for training and installation services, along with travel and other expenses, immediately following the completion of each occurrence of training or other services. Article 6 -- Security of Programs 6.1 The Customer shall be solely responsible for the supervision and control of the licensed Customer hosted software to ensure that it is stored in a secure location for Customer use only and that no unauthorized and unlicensed third -party gains access to it. VSI is responsible for the security of all VSI hosted software. 6.2 Under no circumstances shall the Customer be authorized to perform Reverse Engineering of the software object code, in order to illegally generate source code. Article 7 — Warranties 7.1 VSI warrants that it has the right to license the Licensed Software, and that there are no pending liens, claims, or encumbrances against the software. 7.2 VSI warrants that the software shall conform to its published specifications in the Related Materials, including, but not limited to, the Capabilities Summary, On -Line Help, Reports Manual, User Reference Manual, and Training Tutorials. VSI warrants that the software is merchantable, in that it will properly install and operate according to the specifications herein. E ..-° VS initials ustorner Initials �__ It 5oftwareLicense, xAainti-Inancca"dSupport Agreement B \SImmnarts tothe Customer that it issolvent, not inbankruptcy proceedings orreceivership, nor is it engaged in any proceedings, which would have an adverse effect on its ability to perform its obligations under this Agreement, 7A VSI warrants that there has been nmviolation ofcopyrights nrpatent rights inconnection with the Licensed Software inthis Agreement. VS|shall indemnify and save harmless the Customer from any suit or proceeding brought against the Customer by reason of any such infringement or any wrongful use. VSI will defend or settle any such claim, although the Customer shall be entitled to be independently represented bycounsel ofits own choice. 81 Except for the warranties specified inSection 7,VS|grants nowarranties, or implied, including, but not limited to any implied warranties of fitness for a particular purpose.Notwithstanding anything to the contrary in this Agreement, it is expressly agreed that neither VSI nor the Customer shall be liable to the other Party for special, incidental, indirect, or consequential damages, or for any loss or claim byeither Party. 82 Liability Insurance. VSI provides the Customer with a Certificate ofLiability Insurance with the Customer named asthe Certificate Holder. The standard coverages with limits and |nsurer(s)are listed inthe attached Exhibit C. If a customer requires insurance coverage beyond the standard limits provided by the VS/Certificate ofInsurance, then the customer can either accept the VS| standard coverage at no additional charge nrpay for the additional insurance coverage atVJ|cost. 8.3 Cyber Liability Insurance. The Certificate of Liability Insurance, Exhibit C, also includes Cyber Liability Insurance with upto $2,00D,00Ofor each occurrence. 8.1 For Customer hosted installations, the risk of loss or destruction, regardless of the cause, shall be the responsibility of VSI until the Licensed Software and Related Materials have been delivered to the Customer's premises or downloaded to the Customer's servers - 92 For Customer hosted installations, the Customer shall be responsible for verifying that the Licensed Software and Related Materials have been received, installed on the designated computer(s), and are operational, unless the Agreement specifies that VSI will install the Licensed Software as part of the on- sitetraining. 11 U113130ORT Sri 10.1 Customer On -Premise Hosted Software 8/Database: ifthe Customer installs the V8application software onits own servers, the Customer will beresponsible for the SSL (Secure Socket Layer) toprotect confidentiality of patron data flow between the server and the user workstations. To protect data at rest, VSI offers the chargeable Progress TDE (Transparent Data Encryption) software option to encrypt user - selected sensitive data fields to secure them from unauthorized access. 102 V9|Hosted Software & Database: does not apply S1 Initialy(-L- Custorner Initials Software License, Mair;ten,) ce and Sueapo t Agreement 10.3 VSI is covered with Cyber Liability Insurance up to two million dollars for each occurrence. This applies primarily to Network Security and Privacy Liability, as part of Exhibit C described in Article 8. Article 11— Application Source Code 11.1 The Source Code for all VSI application software, along with a list of licensed customers, is held in escrow by VSI's Escrow Agent, Kolvoord, Overton, & Wilson, Attorneys, at 6 Joshua Way, Suite B, Essex Junction, Vermont 05452, Attn: Jason Ruwet 802-878-3346, x_ ;: cr,, The source code held in escrow is updated after each software release. If VSI defaults in providing software maintenance support due to company failure, or bankruptcy, or discontinuance of said service by VSI, it will notify the Customer and the Escrow Agent that it is in default. The Escrow Agent will then make the source code available to the Customer within thirty days of written notice for Customer support use only. Article 12 — Independent Contractor 12.1 In performing the work under this Agreement, VSI acts as an Independent Contractor and is solely responsible for necessary and adequate workers' compensation insurance, as well as personal injury and property damage insurance. Article 13 — Change Orders or Extensions 13.1 The Customer may require changes in the scope of services to be performed by VSI. Such changes, including any increase or decrease in compensation amount, must be mutually agreed upon in writing by the Customer and VSI. VSI shall be compensated for all authorized changes in services. Article 14 — Governing Laws & Venue 14.1 The Parties agree that the laws of the State of Vermont will govern this Agreement, and that the venue for legal resolution shall be in King County, Washington. Article 15 — Authorization and Entire Agreement 15.1 Each party represents and warrants that it has the power and ability to enter into this Agreement, to grant the rights stated herein, and to perform the duties and obligations described herein. 15.2 This Agreement and the attached Exhibits A, B, & C constitute the entire Agreement between Vermont Systems and the Customer. 15.3 If any term or other provision of this Agreement is invalid, illegal or incapable of being enforced, then all other conditions and provisions of this Agreement shall nevertheless remain in full force and effect. __ VSI Initials _ cus ___tomer Initials 7 Sol" .care License, M 4itonance and Agreement Signatures Vermont Systems, Inc. r Authori' d Signature F` John Willey VP dales Printed Name and Title t D Vermont 'VSysterns U1vr1 Ferrell (AeAV)&Ir- Printed Name and Title" �— UdW I V, Date Q�' SISI Initials Ciistom r Initials Sales And Support Policies Exhibit A June 28, 2018 Copyright Information © 2018 by Vermont Systems, Inc. This document is the property of Vermont Systems, Inc. and is provided in conjunction with an agreement between the customer and VSI for Licensed Software or Software as a Service (SaaS). The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice. Vermont Systems, Inc. 12 Market Place Essex Junction, VT 05452 www.vermontsystems.com © 2018 by Vermont Systems, Inc. Vermont 1. Software License Sales And Support Policies Exhibit A The application software license is a one-time fee, which provides for the perpetual use of the software. While a deposit may not be required, the full software license fee is due for all accounts within 30 days of completion of the first training session. The Progress OpenEdge V11 Application Server software and Personal, Workgroup, or Enterprise Relational Database Management System (RDBMS imbedded database) software licenses are also required to operate the VSI application software using a browser. 2. Annual Software Maintenance and Support The required annual maintenance support fee is prorated from the first day of the installation month to the end of the first fiscal year, and thereafter, it is due annually on the first day of each new fiscal year. This fee includes the following: Worldwide telephone (800 US & Canada) and web support for VSI and Progress software five (5) days/week, Monday -Friday, 8am-8pm ET, and availability of chargeable Extended Hours Pager Support Monday — Friday, 8pm-10pm ET, and Saturday, Sunday, & Holidays 8am-5pm ET. Further, Pre -Arranged Standard & Non -Standard Hours Standby Telephone Support is available, as described in Section 4 below. The following are included as part of the annual maintenance fee: • Maintenance and repair of application software malfunctions with an acknowledgement response, as described in the Call Process, Section 5 below. One major application software upgrade every two years, along with multiple periodic updates. Major upgrades usually require a database conversion, while other periodic updates are program only. Enhancements are based primarily on user requests, but they also include an extensive number of VSI initiated improvements, all of which are added at the discretion of VSI. The status of all VSI software releases is available on VSI's web site at www.vermontsystems.com. Further, VSI notifies all Customers regarding the status and availability of all software releases in its' quarterly newsletter. Customers must contact VSI to schedule major software upgrades, which are downloaded from VSI's FTP site by Customers that host on premise. VSI upgrades software for all VS1 hosted Customers. One biennial database conversion by VSI via FTP or WebEx during standard VSI business hours. VSI FTP/WebEx database conversion services are only chargeable, if started and/or completed during non-standard VSI business hours (before 8am and after 5pm ET, Monday through Friday and on weekends and holidays). Please note that all non- production database conversions are billable at standard VSI support rates. VSI provides coordinated software upgrade and database conversion services for VSI hosted Customers. • Federal and State regulatory requirement changes. © 2018 by Vermont Systems, Inc. Sales And Support Policies Vermont Exhibit A 'NI'Systems • User ID and Password login access to Customer Support and Downloads sections on VSI web site. • Phone support to explain how to configure database, how system works, and how to prepare for implementation of certain functions, such as those listed below under Extended Dedicated Support. • Updates to financial and other interfaces due to VSI application software modifications and not due to application software modifications by other vendors. Any of the following costs associated with customer support are not included: • Actual usage of Standard Hours Pager Support, 8pm-10pm ET, Mon -Fri and Sat, Sun, & Holiday 8am-5pm ET. • Pre -Arranged Standard Standby Telephone Support, Monday -Friday, 8am-5pm ET, and Non -Standard Standby Telephone Support are chargeable at different rates per hour. • Any associated travel and out-of-pocket expenses for installation and training services. • Installation and configuration of product enhancements or releases, database repairs, and more than one biennial database conversion are chargeable, unless VSI is providing hosted services. • Telephone support related to computer hardware, operating systems, networking, and reinstallation and configuration of application software is chargeable. If the hardware and software configurations are modified after VSI has completed on-site or telephone installation services, additional requested support services are chargeable. • Telephone training, as a substitute for on-site training or classroom training at VSI, as well as for untrained operators, is chargeable. Refer to Sections 6 and 7 below and to standard VSI hourly services pricing. • VSI application software WAN access configuration. • Customized print programs and updates are chargeable. • Interfaces to export or import data from or to other application software databases are chargeable. • Extended Dedicated Support to implement or change certain functions, such as 1) Switching from Cash to Accrual Accounting; 2) Reinstall WebTrac software on server, 3) Customize Splash Page; 4) Create Web Bypass Links; 5) WebTrac Style Sheets changes; and, 6) Database Support to analyze and correct extensive out -of -balance condition. • Hosting services are not included in the VSI application software maintenance fees. 2 CO 2018 by Vermont Systems, Inc. Vermont Sales And Support Policies i• a`�ySt�ri15 f Exhibit A I Programming Enhancements Although VSI policies provide for charging for special programming, we generally do not charge for individual enhancement requests. All approved enhancements and repairs are automatically included in all updates as part of the annual maintenance fee. 4. VSI Extended Hours Pager & Standby Telephone Support Services Standard Extended Hours Pager Telephone Support Monday - Friday 8pm — 10pm ET, and Saturday, Sunday, & Holidays 8am-5pm ET. If extended hours support is actually provided, it is chargeable with a minimum per call or multi -call issue. Pre -Arranged Standard and Non -Standard Hours Standby Telephone Support Standard Standby Telephone Support, Mon -Fri, 8am-5pm ET and Non -Standard Standby Telephone Support can be pre -arranged by calling VSI at least one full business day in advance. Standard & Non -Standard Standby Support is provided at different rates per hour. 5. Support Call Process To provide high quality support and to effectively assign resources to incoming calls, three types of call priorities are identified as follows: Priority 1 is considered Urgent or High Priority, Priority 2 is classified as Medium Priority, and Priority 3 is deemed to be Low Priority. The criteria used to establish guidelines for these priorities are as follows: Priority 1— High Consists of errors that cause unrecoverable loss or corruption of data or loss of essential software functionality that prevents Customer processing, and there is no workaround. Generally, the system would be down. Priority 2 — Medium Consists of errors that cause loss of essential software functionality that prevents Customer processing, but has a workaround, or loss of non-essential software functionality that does not have a workaround. Generally, the system is not down, but the problem is causing staff inconvenience. Priority 3 — Low Consists of errors that may be causing loss of non-essential software functionality, but have a workaround. While the system is not down generally, the Customer's operational questions need to be resolved. O 2018 by Vermont Systems, Inc. Sales And Support Policies Exhibit A Response Times Vermont IVSystems VSI will respond to Priority 1-3 support calls in accordance with The Table of Service below, and all time references are clock hours or calendar days, unless otherwise specified. The Customer will use the VSI telephone number or support email address during standard VSI business hours, as described in Section 2, or the VSI pager number during standard pager support hours, as described in Section 4. The Customer can also call the pager number to request support during pre -arranged non-standard pager support hours, as described in Section 4. The Customer and VSI support person may also use cell phones for more efficient responses. All issues or questions reported to support are tracked via a logged support call that contains at a minimum the Customer name, contact person, software product and version, module and/or menu selection, nature of issue, detailed description of the question or issue, and any other pertinent information. The support person will provide the Customer with a call number to track each call issue. Each call will be stored in a queue and the first available support representative will be assigned to the next call issue. While reviewing the call issue, the assigned support person will contact the Customer, if additional information is needed. The VSI support person will either resolve the issue with the Customer or advise the Customer regarding the status and the course of action being taken to resolve it. All correspondence and actions associated with a call are tracked in the support database. If the issue needs to be escalated to a development resource_, the Customer will be informed. While issues escalated to development will be scheduled for resolution, they may not be resolved immediately depending on the nature and complexity of the issue. The Customer may contact the support department at its convenience for a status update on development issues. Escalation Process In the event that VSI is unable to provide either a permanent or a mutually acceptable temporary resolution within the applicable timeframes set forth in the Table of Service below, VSI will initiate escalation procedures at VSI's sole expense, except if due to hardware malfunctions, utility failures, air conditioning malfunctions, non VSI software problems, communications malfunctions, environmental problems, user errors or any other cause outside VSI's reasonable control, in which case VSI may charge the Customer at the hourly rates listed in VSI services pricing. However, VSI will continue to assist the Customer to resolve the problem, even when VSI and Customer may not agree on the cause of the problem. © 2018 by Vermont Systems, Inc. Vermont '%*4fSyStemS Sales And Support Policies Exhibit A Table of Service Requirements. The table below lists the service level required by the three Priority levels described above: Service Level Required Priority 1 Priority 2 Priority 3 (time measured from initial call to VSI) Initial Response Due 1 hour 4 hours 5 days Correction identified and a mutually 24 hours 7 days As agreeable correction plan will be mutually developed within agreed Escalation Stage 1 (Support Managers) 12 hours 7 days N/A Stage 1 Status Report Intervals Every 4 hours daily N/A during standard business hours Escalation Stage 2 (Vice President of 24 hours 7 days N/A Support) Stage 2 Status Report Intervals Every 4 hours daily N/A during standard business hours Escalation Stage 3 (President) 72 hours 10 days N/A 6. VS1 Support Services Pricing VSI charges a daily fee for on-site training based on an 8 -hour day, plus out-of-pocket travel expenses. VSI charges the same daily fee for classroom -training at VSI for the first two Customer trainees, along with a reduced rate for each additional trainee. Other services include 800 telephone training, programming, hardware, and network configuration support services. Travel time, which includes two-way travel for trips lasting less than 4 hours, is also chargeable. VSI reserves the right to modify these rates at any time. Contact VSI for a quote. O 2018 by Vermont Systems, Inc. 5 Sales And Support Policies Vermont Exhibit A 'lSystemS 7. VSI Weekend Support Services Pricing The daily and hourly weekend training rates are based on one and one half times the standard weekday rates. If the Customer asks a VSI Trainer to stay over a weekend, in order to save on travel costs, and no training is provided, the Customer will be charged a reduced daily fee, plus all normal travel expenses. VSI reserves the right to modify these rates at any time. Contact VSI for a quote. 8. On -Site Training Short Notice Cancellation Penalty If scheduled on-site training is cancelled with less than 2 weeks' notice, the Customer will be responsible for any travel expense losses, as well as a penalty to partially offset VSI Trainer rescheduling costs. This penalty will be applied reasonably. 9. Training Cancelled During Scheduled Onsite Training Week If the Customer cancels or delays training for any reason (weather, trainee sickness, etc) while the VSI Trainer is onsite, Customer must still pay VSI daily rates for training and travel expenses. 10. Telephone Support Telephone support worldwide, during VSI standard business hours, is included in the Annual Software Maintenance and Support fee, provided that VSI has previously trained the individuals being supported. Otherwise, chargeable telephone or on-site training must be completed. 11. Documentation All documentation is provided electronically via FTP with the application software and it includes the online User Reference Manual, Installation Planning Guide, Sample Reports, Installation Instructions, On -Line Help, and Sample Database with Tutorial. Customers can print any number of copies needed to train their staffs and manage their operations. 12. Installation Planning After receiving your order, VSI will assist you to develop a plan, which will assign Customer and VSI responsibilities for the various elements required to successfully complete the installation and training. © 2018 by Vermont Systems, Inc. Vermont Sales And Support Policies jsystems Exhibit A 13. Third Party Vendor General Ledger/Cash Receipts Interface Procedures The VSI Trainer will configure RecTrac/GolfTrac/CYMTrac software for the appropriate vendor interface and will show the Customer how to generate the batch export file that contains the summary or detailed transactions for the day or any date range. At this point, it is the Customer's responsibility to contact the financial software vendor to arrange for assistance to import the daily batch file for automatic posting to the cash receipts or general ledger system. The VSl trainer is not responsible for importing the batch files into any third party application software or for contacting the vendor. 14. Hardware Payment & Warranty Full payment for the hardware and systems software is due following delivery and verification of the order. The verification process must be completed, so that all payments can be made within 30 days of delivery. The VSI supplied hardware includes warranties from the manufacturers or distributors for specified periods. Please review the quotes and warranty chart provided by VSI. After the warranty period or add-on warranty period, hardware vendors also provide time and materials maintenance support. Warranty and maintenance contract service provided on a Depot Basis can require several days to complete. Therefore, plan your purchases to include spare critical units, in order to provide your users with uninterrupted operations. Hardware returns in the original packaging are only accepted during the first 30 days following delivery. 15. VSI POS Hardware Support To support our POS software applications, VSI offers a broad range of hardware computers and peripherals that we have evaluated, qualified, and configured to function properly with our software. This requires an extensive investment of resources including labor and the purchase of one or more of each type hardware product. Further, these hardware products are essential to support our customers and for testing each software upgrade. Most customers appreciate the availability of these qualified products, since it saves them from experiencing the same expensive process. Our priority is to offer only high quality products with extended warranties at competitive prices, but not necessarily at the lowest prices. A qualified product that is competitively priced is much more important than the lowest price. More often than not a lower priced, unqualified product will eventually cost much more for all concerned. VSI hardware support policies are as follows: Qualified POS Hardware Purchased From VSI — Full Support VSI will be responsible for ordering the properly configured hardware with the correct cables and other features, delivery, installation and configuration assistance, toll free telephone support, and warranty service arrangements, as needed. Full Support is defined as assisting the Customer to successfully implement the first one or two units of the same product. Oc 2018 by Vermont Systems, Inc. Sales And Support Policies Vermont Exhibit A "Ito ems Qualified POS Hardware Purchased From Another Source — Partial Support VSI is not responsible for resolving problems resulting from incorrectly ordered hardware, resulting installation and configuration problems, and warranty service arrangements. However, VSI will provide limited guidance and support, during the installation of the hardware. If issues are not resolved within a few minutes, then VSI will continue to provide 800 phone assistance at the standard VSI support rate. Non -Qualified POS Hardware Purchase From Another Source — Limited Support VSI does not support non-VSI qualified POS hardware using our 800 support lines. However, if a customer calls for assistance and the VSI support person determines that the request is for a non-qualified product, he/she will discuss options as follows: 1) Select qualified hardware on the VSI price list, or 2) Discuss qualifying a new product with VSI management. If a customer requests VSI to consider qualifying a non-qualified product, we will evaluate the circumstances, and if justified, will attempt to qualify. In order to proceed, the customer must send an evaluation unit to VSI and we will attempt to qualify it at standard VSI support rates. The customer must specify a qualifying spending limit. If successful, VSI may or may not add the product to our price list. If added, VSI will continue to support the product, as described under qualified hardware options. If not, any on-going qualifying that might be required, as a result of hardware or software upgrade changes will be chargeable. POS Hardware Onsite Installation Support If you expect the VSI Trainer to install POS hardware during an onsite training trip, you must allocate sufficient time in the schedule to complete the software training and the hardware installation and configuration. The time allocated will vary based on the three situations described above, but the most time-consuming will involve hardware that VSI has not qualified. The time allocated will also vary depending on the number units to be installed. If the VSI Trainer installs and configures the hardware during a normal 8 -hour workday, then this would be included in the previously approved onsite training fee. If the VSI Trainer is required to work in excess of 8 hours on any given day, in order to complete the hardware setup and software training during the scheduled onsite visit, then the Customer will be billed for overtime fees. 8 © 2018 by Vermont Systems, Inc. vermonx A Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Contact Email: thomas.fichtner@cityoffederalway.com Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Proposal Summary Pricing VSI Quote Number: 70923 Please See Detail Breakdown on Following Pages Phone Number: (253)835-2547 Fax Number: Quote Date: 08/21/2018 Purchase Annual Estimated Total Description Price Maint/Svs Shipping* Price RecTrac - Workgroup Multi -User Software Application Software Progress OpenEdge Software VSI-Add-Ons Support Services - Training & Expenses Total RecTrac: ID Systems - Workgroup Multi -User Software Application Software Progress OpenEdge Software Total ID Systems WebTrac - Workgroup Edition Application Software Progress OpenEdge Software VSI-Add-Ons Support Services -Training & Expenses PayTrac - Workgroup Multi -User Software Application Software Hardware - (VSI Qualified) Printers Receipt Cash Drawers Barcode Readers Total WebTrac: Total PayTrac: Total Hardware: $19,800.00 $4,110.00 $0.00 $23,910.00 $3,960.00 $822.00 $0.00 $4,782.00 $3,000.00 $600.00 $0.00 $3,600.00 $24,005.00 $0.00 $0.00 $24,005.00 $50,765.00 $5,532.00 $0.00 $56,297.00 $1,080.00 $190.00 $0.00 $1,270.00 $216.00 $38.00 $0.00 $254.00 $1,296.00 $228.00 $0.00 $1,524.00 $14,800.00 $3,210.00 $0.00 $18,010.00 $2,960.00 $642.00 $0.00 $3,602.00 $1,675.00 $0.00 $0.00 $1,675.00 $7,735.00 $0.00 $0.00 $7,735.00 $27,170.00 $3,852.00 $0.00 $31,022.00 $3,000.00 $600.00 $0.00 $3,600.00 $3,000.00 $600.00 $0.00 $3,600.00 $1,100.00 $0.00 $64.00 $1,164.00 $700.00 $0.00 $96.00 $796.00 $670.00 $0.00 $26.00 $696.00 $2,470.00 $0.00 $186.00 $2,656.00 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 1 Vermont Proposal Summary Pricing VSI Quote Number: 70923 W Please See Detail Breakdown on Following Pages Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Phone Number: (253)835-2547 Contact Email: thomas.fichtner@cityoffederalway.com Fax Number: Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 08/21/2018 Purchase Annual Estimated Total Description Price Maint/Svs Shipping* Price VSI TOTALS Application Software $38,680.00 $8,110.00 $0.00 $46,790.00 Printers Receipt $1,100.00 $0.00 $64.00 $1,164.00 Progress OpenEdge Software $7,136.00 $1,502.00 $0.00 $8,638.00 Cash Drawers $700.00 $0.00 $96.00 $796.00 Barcode Readers $670.00 $0.00 $26.00 $696.00 VSI-Add-Ons $4,675.00 $600.00 $0.00 $5,275.00 Support Services -Training & Expenses $31,740.00 $0.00 $0.00 $31,740.00 Grand Totals: $84,701.00 $10,212.00 $186.00 $95,099.00 ' NOTE: Shipping is FOB - Ori in (Plus Tax Where Applicable / Includes Shipping FOB - Ori in INSTALLMENT PURCHASE PLAN OPTIONS - NO INTEREST CHARGES (Total Software License Figure Used For Installment Calculation) $50,491.00 Two Year Payment Plan Purchase Option (Software License Portion Of Installment Amount) $25,246.00 Year 1 (Includes One Half The Software License + All Training + All Travel Expense + All Shipping + Annual Maintenance) $6 Year 2 (Includes One Half The Software License + Annual Maintenance) $3 Year 3+ (Annual Maintenance Only) $1 Three Year Payment Plan Purchase Option (Software License Portion Of Installment Amount) $16,830.00 Year 1 (includes One Third The Software License + All Training + All Travel Expense + All Shipping + Annual Maintenance/Services) $61,43 Year 2 (Includes One Third The Software License + Annual Maintenance/Services) $27,04 Year 3 (Includes One Third The Software License + Annual Maintenance/Services) $27,04 Year 4+ (Annual Maintenance/Services Only) $10,21 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 2 M Ir RecTrac Workgroup Multi-User Software Recreation Tracking Software VSI Quote Number: 70923 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Phone Number: (253)835-2547 Contact Email: thomas.fichtner@cityoffederalway.com Fax Number: Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 08/21/2018 Unit Extended Annual Qty Unit Description Price Price Maint/Svs 1 1 1 1 1 1 1 28 Each Each Each Each Each Each Each Each 1 Each 1 Each 1 Each 15 Day(s) 3 Day(s) 21 Each 21 Each 3 Each 8 Hour(s) ADDlication Software Activity Registration (V -RT -MU -AR) $2,750.00 $2,750.00 $490.00 Facility Reservations (V -RT -MU -FR) $2,750.00 $2,750.00 $490.00 Pass Management (V -RT -MU -PM) $2,750.00 $2,750.00 $490.00 1 Point-of-Sale/Inventory Control/Tickets (V -RT -MU -PS) $2,750.00 $2,750.00 $490.00 2 League Scheduling (License Fee Waived) (V -RT -MU -LS) $0.00 $0.00 $350.00 Incident Processing and Reporting (V -RT -MU -IC) $0.00 $0.00 $0.00 Systems Administration (required) (V -RT -MU -SA) $400.00 $400.00 $400.00 3 Additional Users Over 2 (30 TOTAL concurrent) (V -RT -MU -AU) $300.00 $8,400.00 $1,400.00 Total Application Software: $19,800.00 $4,110.00 Progress OpenEdge Software OpenEdge Workgroup Appl Server & RDBMS (T -PG -MU -OE) $3,960.00 $3,960.00 $822.00 4 Total Progress OpenEdge Software: $3,960.00 $822.00 VSI-Add-Ons RecTrac General Ledger Interface (V -RT -IN -GL) $1,500.00 $1,500.00 $300.00 6 Activity Registration Custom Brochure Interface (V -RT -IN -AR) $1,500.00 $1,500.00 $300.00 Total VSI-Add-Ons: $3,000.00 $600.00 Support Services - Training & Expenses Installation/Training, Municipal, On-Site/Day (X -S -TNG -01) $770.00 $11,550.00 $0.00 Travel Time (X -S -TNG -09) $375.00 $1,125.00 $0.00 Expense Meals Per Diem (X-X-MLS-PDIEM) $69.00 $1,449.00 $0.00 6 Travel Expenses - per day (estimated) (X -X -EXP) $261.00 $5,481.00 $0.00 7 Expense Airfare (estimated -pay actual only) (X -X -AIR) $1,200.00 $3,600.00 $0.00 Phone/Webex Setup or Training/Hr. (Min 15 Min/$25) (X-S-TNP-01) $100.00 $800.00 $0.00 8 Total Support Services -Training 8r Expenses: $24,005.00 $0.00 Total Software, Hardware and Support Services $50,765.00 $5,532.00 Grand Total - RecTrac: $56,297.00 NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin) - 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 3 ID Systems Workgroup Multi -User Software Vermont Pass Management Photo/Plastic Photo ID Card System N VSI Quote Number: 70923 Please Review Notes on Last Page �r �,"� Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Phone Number: (253)835-2547 Contact Email: thomas.fichtner@cityoffederalway.com Fax Number: Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 08/21/2018 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping* Maint/Svs Application Software 1 Each Pass Mgmt ID Integration - Photo ID Card/Biometric (V -RT -MU -PMI) $1,080.00 $1,080.00 $0.00 $190.00 Total Application Software: $1,080.00 $0.00 $190.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appl Server & RDBMS (T -PG -MU -OE) $216.00 $216.00 $0.00 $38.00 4 Total Progress OpenEdge Software: $216.00 $0.00 $38.00 Total Software, Hardware and Support Services $1,296.00 $0.00 $228.00 Grand Total - ID Systems: $1,524.00 NOTE: Shipping Is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin) 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 4 WebTrac Workgroup Edition VermontReal-Time Internet Software VSI Quote Number: 70923 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days ' Hardware Pricing Is Subject to Change Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Phone Number: (253)835-2547 Contact Email: thomas.fichtner@cityoffederalway.com Fax Number: Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 08/21/2018 Unit Extended Annual Qty Unit Description Price Price MaintlSvs Each Each Each Each Each Each Each Each 1 Each 1 Each 1 Each 5 Day(s) 1 Day(s) 7 Each 7 Each 1 Each Application Software WebTrac Internet Software 26-39 RecTrac Users (V -WT -MU -IS -26) $7,750.00 $7,750.00 $1,550.00 9 WebTrac Activity Registrations (V -WT -MU -AR) $1,450.00 $1,450.00 $290.00 io WebTrac Facility Reservations (V -WT -MU -FR) $1,450.00 $1,450.00 $290.00 io WebTrac Pass Registrations/Renewal (V -WT -MU -PM) $1,450.00 $1,450.00 $290.00 io WebTrac Point of Sale/Tickets (V -WT -MU -PS) $1,450.00 $1,450.00 $290.00 to WebTrac League Scheduling (License Fee Waived) (V -WT -MU -LS) $0.00 $0.00 $250.00 io Mobile WebTrac (V-WT-MU-MWT) $0.00 $0.00 $0.00 >> WebTrac/RecTrac Workgroup Agents (V -WT -MU -AU) $1,250.00 $1,250.00 $250.00 12 Total Application Software: $14,800.00 $3,210.00 Progress OpenEdge Software OpenEdge Application Server Software (T -PG -MU -WB) $2,960.00 $2,960.00 $642.00 4 Total Progress OpenEdge Software: $2,960.00 $642.00 VSI-Add-Ons WebTrac Splash Page Template (V-WT-CP-SP2) $925.00 $925.00 $0.00 13 WebTrac First Style Sheet Service Intital & Major (V -WT -IN -SS -1) $750.00 $750.00 $0.00 14 Total VSI-Add-Ons: $1,675.00 $0.00 Support Services - Training & Expenses Installation/Training, Municipal, On-Site/Day (X -S -TNG -01) $770.00 $3,850.00 $0.00 Travel Time (X -S -TNG -09) $375.00 $375.00 $0.00 Travel Expenses - per day (estimated) (X -X -EXP) $261.00 $1,827.00 $0.00 7 Expense Meals Per Diem (X-X-MLS-PDIEM) $69.00 $483.00 $0.00 6 Expense Airfare (estimated -pay actual only) (X -X -AIR) $1,200.00 $1,200.00 $0.00 Total Support Services - Training & Expenses: $7,735.00 $0.00 Total Software, Hardware and Support Services $27,170.00 $3,852.00 Grand Total - WebTrac: $31,022.00 NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin) 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 5 PayTrac Workgroup Multi -User Software Veront - VS1 Quote Number: 70923 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days iHardware Pricing Is Subject to Change Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Phone Number: (253)835-2547 Contact Email: thomas.fichtner@cityoffederalway.com Fax Number: Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 08/21/2018 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping* Maint/Svs Application Software 1 Each VS] Workgroup ERI Credit Card Interface (V -PT -MU -ERI) $3,000.00 $3,000.00 $0.00 $600.00 15 Total Application Software: $3,000.00 $0.00 $600.00 Payment Card Readers 0 Each CCard EMV (Chip Device - Budget Purposes Only (H -PIN -99) $860.00 $0.00 $0.00 $0.00 16 Total Payment Card Readers: $0.00 $0.00 $0.00 Total Software, Hardware and Support Services $3,000.00 $0.00 $600.00 Grand Total - PayTrac: $3,600.00 NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin) Credit card processing hardware is determined based upon the approved Gateway you choose to utilize. The hardware will need to be purchased directly from Gateway. 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 6 vermonx C' (j 1 Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Contact Email: thomas.fichtner@cityoffederalway.com Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Hardware (VSI Qualified) VSI Quote Number: 70923 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Phone Number: (253)835-2547 Fax Number: Quote Date: 08121/2018 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping" Maint/Svs Total Software, Hardware and Support Services $2,470.00 $186.00 $0.00 Grand Total - Hardware: $2,656.00 NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin) Note: Please note that the hardware is optional, we normally order the hardware 2-3 weeks before the first scheduled trip. If you decide to cancel these items or change quanitities please let us know well in advance of the first trip. 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 7 Printers Receipt 4 Each StarTSP14311U, 40 col Thermal, USB, Cutter (H -PRT -ST -05 -U -B) $265.00 $1,060.00 $52.00 $0.00 17 4 Each Drawer 1 Cable for Epson & Star Printer (H-DRW-MM-X-CBI-EPST) $10.00 $40.00 $12.00 $0.00 Total Printers Receipt: $1,100.00 $64.00 $0.00 Cash Drawers 4 Each MMF Advantage 17.4Wx18.7D Dumb Drw Paint Front Blk (H-DRW-MM-11-D-BK)$175.00 $700.00 $96.00 $0.00 Total Cash Drawers: $700.00 $96.00 $0.00 Barcode Readers 2 Each Honeywell MK7580G 1 D/21) Genesis Imager, USB Cable (H-BCR-HY-10) $335.00 $670.00 $26.00 $0.00 18 2 Each MK7580 Custom Configuration for VSI software (H-BCR-HY-11-X-C) $0.00 $0.00 $0.00 $0.00 19 Total Barcode Readers: $670.00 $26.00 $0.00 Total Software, Hardware and Support Services $2,470.00 $186.00 $0.00 Grand Total - Hardware: $2,656.00 NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin) Note: Please note that the hardware is optional, we normally order the hardware 2-3 weeks before the first scheduled trip. If you decide to cancel these items or change quanitities please let us know well in advance of the first trip. 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 7 • Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Contact Email: thomas.fichtner@cityoffederalway.com Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Proposal Summary Pricing VSI Quote Number: 70923 Please See Detail Breakdown on Following Pages Phone Number: Fax Number: Quote Date: (253)835-2547 08/21/2018 1 Standard PMP software enables (optional) capture of photo image during registration, and display of photo during Visit Check -In. You can also add the PMP ID software interface to print multi -color plastic photo ID cards. 2 In order to use the graphical touch screen option in other modules, you must also license the POS Inventory module. 3 The Workgroup System is quoted for those organizations with 2-39 concurrent users. The pricing for the actual number of licensed concurrent users is found on the RecTrac quote page under the Application Software section. Two concurrent users are included with the purchase of the first RecTrac module. Additional concurrent users are priced as Additional Users Over 2 (concurrent). 4 VSI uses Progress OpenEdge software to develop and deploy its' software applications, and also embeds the required Progress OpenEdge Enterprise or Workgroup RDBMS (Relational Database Management Software) with its' applications. 5 You can select any of the over 100 standard GL interfaces and AP interfaces at this price. If a custom interface is needed, VSI will provide a quote, after reviewing the requirements. The implementation procedures for all interfaces are as follows: The VSI trainer will select (default) the appropriate vendor interface in RecTrac/GolfTrac and show customer how to generate the batch export file that contains the summary or detailed transactions for the day (or any date range). At this point, it is the customer's responsibility to contact the financial software vendor to arrange for assistance to import the batch file for posting to the cash receipts or general ledger system. 6 The Meal Per Diem rate is based on the GSA/DOD rates for your location. 7 The included expenses are ESTIMATED for airfare, lodging, meals, parking, tolls, and rental vehicle (for non -flying trips, car rental can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls, there may be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is complete. 8 Time quoted is estimated. Actual time used will be billed. 9 WebTrac Internet Software, which includes all patron mobile WebTrac functions, enables your patrons to process WebTrac transactions real-time using a browser. The WebTrac software does NOT include hosting services, which are quoted separately. I your IT department or your off -premise web hosting vendor doesn't allow third party software to be installed on its web server, then VSI can provide this web hosting service for a nominal monthly fee. Please discuss this issue with your IT department or your off -premise web hosting vendor to determine whether or not VSI should quote the web hosting fee. VSI bills the web only hosting fee on an annual basis. After the first year, this amount is added to your annual maintenance invoice. 10 WebTrac modules require respective RecTrac licensed modules in order to process web transactions. 11 Mobile WebTrac provides patron access to select functions using a smart phone mobile browser. The Mobile WebTrac browser is device/operating system independent. Functions such as booking a tee time, enrolling in a class, viewing a calendar of events, making a payment, and displaying a pass barcode are a few of the functions that patrons will be able to access using a smart phone. All current and future Mobile WebTrac patron related functions developed for all WebTrac modules by VSI are included in this one-time license fee, providing that the annual maintenance and support fees are paid. 12 WebTrac Agents needed are provided to process WebTrac online transactions. Each Agent can service approximately 10-20 simultaneous requests. 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 8 ,�morit Proposal Summary Pricing VSI Quote Number: 70923 Please See Detail Breakdown R"non Following Pages Description: Exhibit B - RecTrac, WebTrac, PayTrac (30 Users) Prepared For: Federal Way Parks & Recreation, Federal Way, WA Contact Name: Thomas Fitchtner, IT Manager Phone Number: (253)835-2547 Contact Email: thomas.fichtner@cityoffederalway.com Fax Number: Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 08/21/2018 13 Splash Page Options 14 templates available for 10.3 18 templates available for 3.1 These templates are available on the VSI website for your review. All 18 templates have been created using responsive design. The $1000 fee includes access to one template of your choice along with VSI support to implement the template on your site. This typically takes 2-4 hours. Any time over 4 hours due to change requests will be charged at $150/hour. Any design changes to a template that requires custom programming will be charged at $175/hour. The Splash Page will display using responsive design. If you are licensed for Mobile WebTrac, all WebTrac screens, in addition to the Splash page, will display properly for patrons accessing WebTrac from their mobile device (responsive design). Please contact sales for additional information about Mobile WebTrac. 14 VSI will customize the WebTrac stylesheet to match the appearance of your web site as closely as possible. After you have finalized your WebTrac page specifications, you will be asked to sign an approval form. VSI will provide the stylesheet programming services and then ask you to verify that the results match your specs. If you ask for additional changes following the completion of the initial styling then each major change request is priced at $750.00. Minor & Seasonal change requests are priced at $375.00 each. 15 The VSI ERI (External Redirect Interface) fee applies to any of the credit card vendor options. 16 The specific credit card EMV (Chip and Pin) device delivered depends on the PayTrac solution you select. This line item is used as a placeholder for budgeting purposes. The different devices range in price from $500-$860. The device in most cases will be purchased directly from the approved Gateway of your choice. 17 Includes power supply, power cord, auto cutter and cable. Wall mountable. 18 Honeywell MK758OG-2 Genesis Bar Code Imager USB Kit, 1 D/2D, PDF17, Gray, Type A 3M Cable (9.5'- Cbl -500-300-S00)), Power Supply, EasylD Software, Documentation, and VSI Custom Configuration. USB keyboard emulation is standard with optional Serial or Parallel emulation. Standard keyboard emulation used to connect reader to dedicated computer. This scanner can be used for RecTrac Background Visit Check-in by configuring it for Serial Emulation using the same USB cable. This enables the computer to be used for other functions, while it is also being used to scan visitor ID cards. 19 Custom Configuration for VSI application software, so plug and play out of the box. 12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 9 VERMSYS-01 LSTURGIS ACORD`" CERTIFICATE OF LIABILITY INSURANCE DATE (MM/ �.,.� 06 / 11/2018 Y) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME CT Elizabeth Harlow Kinney Pike Insurance Inc. ) 62 Knight Lane (A/CONNo, Ext) (802 662-2976 2976 (A/C, No): - --- Williston, VT 05495 E-MAIL eharlow@kinneypike.com INSURED Vermont Systems, Inc. 12 Market Place Essex Jct, VT 05452 -INSURER A:Hanover insurance t;ompan_y__ _ JAZZ - _ INSURER B:_Underwriters _at Llovds,_London 15642 INSURERc hia PhiladelpIndemn Insurance _-_ 18058 INSURER D: INSURER F: w- nCMl ICIrATC wLUAOCM. DC\/IClr%Kl All IRACI=0- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. DL! ! TYPE OF INSURANCE IN LTR INSD SUBR LTRWVD POLICY EFF POLICY EXP POLICY NUMBER LIMITS ! MMA)DIYYW '� MMIDDIYYYY A X COMMERCIAL GENERAL LIABILITY1,000,000 X EACH OCCURRENCE _ $ DAMAGE TO RENTED ! _ 300,000 CLAIMS -MADE OCCUR OBV 9813141 05 01/01/2018' 01/01/2019 ! $ PREMISES_(Ea occurrence)_ —~ - MED EXP�Any one person) $ - - 5,000 _ - r PERSONAL & ADV INJURY $ - $EERALAGGREGATE 1,000,000 2,000,000 0'000 GENGATEii PRO - - 2r ,000,000 POLICY JECT LOC -- - - PRODUCTS - P _ ,__- -- -- - OTHER: !' $ A A '.. AUTOMOBILE LIABILITY - _ . COMBINED SINGLE LIMIT I_(Ea accident) -__- _ $._ 1,000,000 X',ANY AUTO AWVA81726202 01/01/2018 01/01/2019'�BODILYINJURYSPerperson) _$_ OWNED r SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident)t$ ; p X HIRED AUTOS ONLY LX ANON- WUTOS NED ONLY PROPERTY DAMAGE i ! �, (Per accident) _ $ $ A X UMBRELLA LIAB X OCCUR ! '' EACH OCCURRENCE!, $ - -- 5'000'000 -- LIAB CLAIMS MADE'. ! OBV 9813141 05 01/01/2018 01/01/2019 ' ! AGGREGATE. $ _EXCESS DED X �iRETENTION$ 0!. . _ '., ,Aggregate $ 5,000,000 COMPENSATION AND EMPLOYER ABI �TM All X PER 1 EORH _._-- ' - ANOYRKERS YIN PROPRIETOR/PARTNER/EXECUTIVE WHV 9813126 05 01/01/2018 01/01/2019 E.L. EACH ACCIDENT $ 1,000,000 OFFICER/ME NH) EXCLUDED? N/A, _ . E.L. DISEASE - EA EMPLOYEE. $ 1,000,000 _ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT ! $ 1,000,000 B General Liability UCS2606354.17 12/31/2017, 12/31/2018 Professional Liab 2,000,000 C Cyber Liability PHSD1308837 01/01/2018 01/01/2019 ',Cyber Liability 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Requests for additional or increased coverage will be quoted on a case by case basis. I f•CGTICIf`ATC LIf\I r%CD f AKIr'I=I 1 ATI(lkl SAMPLE i SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. Ali rights reserved. The ACORD name and logo are registered marks of ACORD