HomeMy WebLinkAbout2015-343 Agrmt - XC2 Software LLC
- MAINTENANCE / TECHNICAL SUPPORT
- Renewal Form
Your Renewal Date is: 03/01/16
City of Ashland, OR
Includes: 1-800 Live/Toll-Free (800.761.4999) Telephone Support - WebEx Remote Support
All program Updates to XC2@ Software available by download from our website
California customers needing an update CD are subject to sales tax.
Exception: all U.S. Government Agencies needing an update CD are not subject to sales tax.
XC2 Software LLC 122 Taylor Drive Fairfax CA 94930
Return Completed Renewal Form via E-Mail (sara.engle@xc2software.com), Mail, or Fax: 415.258.9561
Your Products:
Code Name Qty Recs Qty Users
XC2-01-BFP-UNL XC2V Backflow Prevention Software - Single-User Unlimited Re 8,000,000 1
Price BEFORE Price AFTER
Please indicate length of contract: 03/01/16 03/01/16
❑ *1 Year Maintenance/Tech Support/Updates $600 $775 Ssie, atJCVC Q
❑ *2 Years Maintenance/Tech Support/Updates $1,075 $1,250
❑ *3 Years Maintenance/Tech Support/Updates $1,500 $1,675
Save $125 on a 2 Year Contract! Save $300 on a 3 Year Contract!
Customer shad be invoia.d upon receipt of purchase order or contract for the entire period of the Contract. including Plulti-pear contracts
that include discounts. Customer agrees to pay the entire amount of the invoiced contract at the beginning of the contract period.
Canada and State of Washington Customers' Include Applicable Sales Tax on 50% of Renewal Cost on your
purchase order (aintenance is 50% of Cost - Support is 50% of Cost - Support is Non-Taxable)
$ -2 = $ X % _ $ $
(D Contract Amt. (2) Amt. of Maint. 03 Tax Rate ® Tax Amount (3) TOTAL LINE 1 + 4
Tarv~ Q-,1'Yl I ~ 1 e- - C-rx rrnt~05 941- SS2,- 2.14 2 C
Name: (Designated Contact Person) Phone:
~ OR YO am, UQ__ C 1
Authorized Signature Purchase Orber# Date
If you are paving by Credit Card, please include Credit Card Information below
Credit Card # Name On Card Exp. Date
Security # (3 digit number) Billing Street Address Zip Code
* Please Sign and Return Attached License and Warranty Agreement with Order
Customer is responsible for and agrees to pay any and all sales or use taxes or any penalties due to late or non-payment of those taxes imposed at
any time whatsoever on this transaction. The exhibits and schedules referred to in this agreement are to be included and constitute an integral part
of this agreement and are deemed to be included in any purchase order resulting from this proposal. AP7
o'YFRAS TO FORM
Ashl~nat/CItyAttoMy
nd Date
MAINTENANCE AND SUPPORT AGREEMENT
Maintenance (Software Updates) and Support is provided on a contract basis.
Maintenance and Support is available for terms of I to 5 years.
XC29 Software Maintenance/Support Includes:
Basic XC2 Maintenance/Support will be made available to Customer throughout the contracted term at the price
quoted. Customer must pay for the entire contract period at the beginning of the contract to receive multi-year
discounts.
Basic Technical Support for the use of XC2 will be provided by XC2 Software, LLC technical staff between the hours
of 7:00 AM and 4:00 PM Pacific Time. In the event that a technical support staff member is not immediately
available, a technical or customer service staff member will respond within 24 hours. This time is usually much less
and averages between I and 4 hours.
Technical support is available by telephone (Toll-Free in U.S.), fax, email and Webex remote support.
The basic XC2 Technical Support program provides technical assistance regarding the direct use of XC2 to manage
the customer's programs, e.g., backflow prevention, FOG management, hydrant management, valve maintenance, meter
testing, etc. This includes all standard functions and features listed in the XC2 Documentation, including:
Installation and updates to Software
Adding/modifying records: (examples)
Backflow: Devices, Facilities, Tests, Surveys, Testers, Test Kits, etc.
FOG: Interceptor records, Inspections, Inspectors, Waste haulers, manifests, etc.
Hydrant, Meter, Valve, Reclaimed, etc.
Searches (Query) for lists of records
Creating and Sending Notices, Follow-up Notices, Notices of Violation
Printing: Test Forms, Envelopes, Labels, Reports, etc., including "Quick Reports" and Exporting
Administrator Setup and Functions, Preferences and Resource/Lookup Lists Setup
Creating and modifying merge letters, setting up automatic notices
Creating Scheduled, Exports, Saved Searches, List Views.
Initial installation on servers and workstations
Setting up the embedded XC2 backup procedures
Installing updates from our web site
Note:
Updates are available on an on-going basis
We recommend installing the updates every 3-4 months to take advantage of the new enhancements,
features and functions that are constantly being added to XC2
Moving XC2 from one server and/or workstations to another
Setting up XC2 DataSync (for licensed systems)
Recovering the data file from an "XC2 Backup" file
Assistance with your "Update from Billing" process (for licensed systems)
Includes updates to XC2 Software, and the embedded database engine, available by web download only.
Updates to the XC2 program:
NOTE: Updates to XC2 Software will ONLY be available via a download from the XC2 Website:
Exception: This does not apply to any U.S. Government Agencies needing an update CD due to security restrictions for
downloading from websites.
California Customers will no longer be charged Sales Tax for the maintenance portion of their contract provided no
tangible material, e.g. CDs, written manuals, etc. are provided to customer.
California customers needing an update CD may be subject to sales tax.
Continued on Next Page:
Importing XC2 Data from or interfacing with external systems:
The standard XC2 maintenance/support contract does not include assistance with importing or interfacing XC2 data with
other programs or systems unless specifically stated in this contract or an additional specific service contract.
3rd Party Web Users:
The standard XC2 maintenance/support contract does not include assistance to 3rd Party users of the web based functions
of XC2 Web, e.g. Testing Contractors using your XC2 Web interface for Backflow Test Entry.
Accessing XC2 data from external systems, databases, GIS, applications:
XC2 Software provides a free ODBC driver for XC2 Server (requires XC2 Server version).
Standard XC2 support does not include assistance with accessing XC2 data from other systems beyond assistance with
providing and installing the ODBC driver. It is assumed that Customer staff is familiar with ODBC data sources and
SQL language.
XC2 Staff can answer table and field specific questions regarding the data structure of XC2 and locations of
specifically requested data. A data structure document is available on-line via the XC2 Knowledge Base. This is an
html document with a list of all tables, field names, field data types, triggers, relationships, indices and field attributes.
Assistance with items not included in the standard support contract may be available with an additional specific
service contract.
Expired Maintenance/Support Contract:
XC2 Staff will not be able to provide assistance without a current maintenance/support contract.
This includes any type of assistance including but not limited to, moving the program to another computer, downloading
the installers, re-installing the program, lost data, forgot user log-in or password, questions about the structure of the data,
data entry, reports, exports, or any issues associated with using the program, et al.
However, assistance may be available on a per incident basis, for a fee, depending upon the nature of the request.
In some cases, XC2 Staff may not be able to provide assistance with older, non-supported versions.
Updates to the current version are available for a fee without an ongoing support contract. These types of updates are
available with limited time support, determined at the time of the purchase of the update.
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CITY OF
LA 7'-,.S H LAND DATE PO NUMBER
~20 E MAIN ST. 12/21/2015 13302
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 013944 SHIP TO: Ashland Public Works
XC2 SOFTWARE, LLC (541) 488-5587
122 TAYLOR DR 51 WINBURN WAY
FAIRFAX, CA 94930 ASHLAND, OR 97520
FOB Point: Ashland, Oreqon Req. N,>.:
Terms: Net Dept.:
Req. Del. Date: contact: Tami DeMille-Campos
Special Inst: Confirmini3? No
Quantity Unit Description Unit Price Ext. Price
4.00 MO Backflow Software 50.00000 200.00
Maintenance Technical Support
Term: March 2016 to June 2016
12.00 MO Maintenance Technical Support 50.00000 600.00
Term: July 2016 to June 2017
i
i
SUBTOTAL 800.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 800.00
ASHLAND, OR 97520
Account Number Project Number Amount Account ;Dumber Project Number Amount
E 670.08.18.00.60570 800.00
12
Authorized`Signature VENDOR COPY
:0:: R 0 crrr OF
EF:
ASHLAND
a rti+'cju es' 9 V •L 17jI g'l+ ®J~~ as-= r~
REQUISITI®l.
- :Date of request:
Required date for delivery:
Vendor Name XC 2 ~0~~ W 0.Y LG
Address, City, State, Zip 1"~a -T \ Y y j v C -A Name & Telephone Number -say A ENO~I f 00 161 , Lic,CICt
Fax Number
SOURCING METHOD
Exem lot from Competitive Bidding ❑ Emergency
Reason for exemptio~lr --=f '0 Invitation to Bid (Copies on file) El Form #13, Written findings and AuthonzaUon
[!]--AMC: 2.50, = r ) ? Date approved by Council:
❑ Written quote or proposal attached
0--written quote or proposal a6ched Attach co of council communication If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file)
Date approved b Council: ❑ State of Oregon
❑ Direct Award _(Attach co of council communication Contract #
❑ VerbaWVritten quote(s) or proposal(s) copy ) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES Inter ovemmental Agreement
$5,000 to $75.000 ❑ Special Procurement 9
❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication)
Description of SERVICES Total Cost
K~10W 00WNPVA-rW pYoC)vaxv% Yc,Ne we
$ g 0.0 . Cu
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
Ll MQ- ►t orl sv~bscY; o~ 3I4D►l~-~13o/tL 50.E aoo co
1 rY10 • r vl SU •t-1 F Y 11> oo L100 , cso
TOTAL COST
Per attached quotelproposal
Project Number Account Number
Account Number0 p- -1g- Account Number___-__-_ - -
"Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support -Yes/No
By signing this requisition foam, I cartify~th(~at the City's public contracting requirements have been satisfied.
Employee&n IJ¢.1~11~ XXZ - raft Zen Department Head:
(Equal to or greater than 35,000)
Department Manager Administrator.
(Equal to or greater than $25,000)
Funds appropriated for current riscal year: YES / NO
Finance Director- (Equal to orgreater than $5,000) Date
Comments:
Form #3 - Requisition