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HomeMy WebLinkAboutIT13-113 - Original - INX LLC - CommVault Software Premier Support Coverage - 04/06/2013 KENT WASHINGTON GOODS & SERVICES AGREEMENT between the City of Kent and INX LLC. THIS AGREEMENT is made by and between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and INX LLC, a wholly owned subsidiary of Presidio Networked Solutions, Inc., organized under the laws of the State of Delaware, located and doing business at 1955 Lakeway Drive, Suite 220, Lewisville, TX 75057 (hereinafter the "Vendor"). AGREEMENT I. DESCRIPTION OF WORK. Vendor shall provide the following goods and materials and/or perform the following services for the City: CommVault Software Premier Support Coverage (24 hours a day, 7 days a week) for the Term of 04/06/2013 - 04/05/2014. Vendor acknowledges and understands that it is not the City's exclusive provider of these goods, materials, or services and that the City maintains its unqualified right to obtain these goods, materials, and services through other sources. II. TIME OF COMPLETION. Upon the effective date of this Agreement, Vendor shall complete the work and provide all goods, materials, and services April 5, 2014. A. Acceptance: Products are deemed automatically accepted on date of delivery, with the exception of receipt of defective product, then the RMA will govern. The Services performed by Vendor shall be deemed accepted as performed unless otherwise established in an applicable, mutually agreed upon Statement of Work or Proposal. III. COMPENSATION. The City shall pay the Vendor an amount not to exceed $30,138.47, including applicable Washington State Sales Tax, for the goods, materials, and services contemplated in this Agreement. The City shall pay the Vendor the following amounts according to the following schedule: Products to be paid within 30 days of shipment date; Services to be paid within 30 days of invoice date, pursuant to a Statement of work/Proposal. If the City objects to all or any portion of an invoice, it shall notify Vendor and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion. GOODS & SERVICES AGREEMENT - 1 (Over$10,000.00, including WSST) A. Any Products purchased hereunder will be subject to the terms and conditions of the Client Return Material Authorization Policy, attached hereto and incorporated herein as Attachment B. Unless otherwise agreed to in writing between the Parties, this Agreement shall apply to and control all purchase orders that City may submit to Vendor for Products during the term of this Agreement, including those purchase orders with preprinted terms and conditions on the back. Vendor shall be liable to the City for any additional, direct and documented costs incurred by the City in the event Vendor provides defective or unauthorized goods, materials or services to the City. "Additional costs" shall mean all reasonable costs, including reasonable legal costs and attorney fees, incurred by the City beyond the maximum Agreement price specified above. The City Further reserves its right to deduct these additional costs incurred to complete this agreement with other sources, from any and all amounts due or to become due the Vendor. B. Final Payment: Waiver of Claims. VENDOR'S ACCEPTANCE OF FINAL PAYMENT SHALL CONSTITUTE A WAIVER OF CLAIMS, EXCEPT THOSE PREVIOUSLY AND PROPERLY MADE AND IDENTIFIED BY VENDOR AS UNSETTLED AT THE TIME REQUEST FOR FINAL PAYMENT IS MADE, IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Vendor has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Vendor maintains and pays for its own place of business from which Vendor's services under this Agreement will be performed. C. The Vendor has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Vendor's services, or the Vendor is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. D. The Vendor is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. E. The Vendor has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Vendor's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington. F. The Vendor maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on GOODS & SERVICES AGREEMENT - 2 (Over$10,000.00, including WSST) the signature block of this Agreement. In the event of termination of this Agreement, the City will be obligated to pay the Vendor for all services performed, pre-approved travel, and out-of- pocket expenses incurred in connection with such terminated assignment, which occurred prior to providing such written notification to the Vendor. VI. CHANGES. The City may issue a written amendment for any change in the goods, materials or services to be provided during the performance of this Agreement. If the Vendor determines, for any reason, that an amendment is necessary, Vendor must submit a written amendment request to the person listed in the notice provision section of this Agreement, section XIV(D), within fourteen (14) calendar days of the date Vendor knew or should have known of the facts and events giving rise to the requested change. If the City determines that the change increases or decreases the Vendor's costs or time for performance, the City will make an equitable adjustment. The City will attempt, in good faith, to reach agreement with the Vendor on all equitable adjustments. The Vendor shall proceed with the amended work upon receiving either a written amendment from the City or an oral order from the City before actually receiving the written amendment. If the Vendor fails to require an amendment within the time allowed, the Vendor waives its right to make any claim or submit subsequent amendment requests for that portion of the contract work. If the Vendor disagrees with the equitable adjustment, the Vendor must complete the amended work; however, the Vendor may elect to protest the adjustment as provided in subsections A through E of Section VII, Claims, below. The Vendor accepts all requirements of an amendment by: (1) endorsing it, (2) writing a separate acceptance, or (3) not protesting in the way this section provides. An amendment that is accepted by Vendor as provided in this section shall constitute full payment and final settlement of all claims for contract time and for direct, indirect and consequential costs, including costs of delays related to any work, either covered or affected by the change. VII. CLAIMS. If the Vendor disagrees with anything required by an amendment, another written order, or an oral order from the City, including any direction, instruction, interpretation, or determination by the City, the Vendor may file a claim as provided in this section. The Vendor shall give written notice to the City of all claims within fourteen (14) calendar days of the occurrence of the events giving rise to the claims, or within fourteen (14) calendar days of the date the Vendor knew or should have known of the facts or events giving rise to the claim, whichever occurs first-. Any claim for damages, additional payment for any reason, or extension of time, whether under this Agreement or otherwise, shall be conclusively deemed to have been waived by the Vendor unless a timely written claim is made in strict accordance with the applicable provisions of this Agreement. At a minimum, a Vendor's written claim shall include the information set forth in subsections A, items 1 through 5 below. FAILURE TO PROVIDE A COMPLETE, WRITTEN NOTIFICATION OF CLAIM WITHIN THE TIME ALLOWED SHALL BE AN ABSOLUTE WAIVER OF ANY CLAIMS ARISING IN ANY WAY FROM THE FACTS OR EVENTS SURROUNDING THAT CLAIM OR CAUSED BY THAT DELAY. A. Notice of Claim. Provide a signed written notice of claim that provides the following information: 1. The date of the Vendor's claim; 2. The nature and circumstances that caused the claim; 3. The provisions in this Agreement that support the claim; GOODS & SERVICES AGREEMENT - 3 (Over$10,000.00, including WSST) 4. The estimated dollar cost, if any, of the claimed work and how that estimate was determined; and 5. An analysis of the progress schedule showing the schedule change or disruption if the Vendor is asserting a schedule change or disruption. B. Records. The Vendor shall keep complete records of extra costs and time incurred as a result of the asserted events giving rise to the claim. The City shall have access to any of the Vendor's relevant records needed for evaluating the protest. The City will evaluate all claims, provided the procedures in this section are followed. If the City reasonably determines that a claim is valid, the City will adjust payment for work or time by an equitable adjustment. No adjustment will be made for an invalid protest. C. Vendor's Duty to Complete Protested Work. In spite of any claim, the Vendor shall proceed promptly to provide the goods, materials and services required by the City under this Agreement. D. Failure to Protest Constitutes Waiver. By not protesting as this section provides, the Vendor also waives any additional entitlement and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). E. Failure to Follow Procedures Constitutes Waiver. By failing to follow the procedures of this section, the Vendor completely waives any claims for protested work and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). VIII. LIMITATION OF ACTIONS. VENDOR MUST, IN ANY EVENT, FILE ANY LAWSUIT ARISING FROM OR CONNECTED WITH THIS AGREEMENT WITHIN THE APPLICABLE STATUTORY LIMITATIONS PERIOD. IX. WARRANTY. This Agreement is subject to all warranty provisions established under the Uniform Commercial Code, Title 62A, Revised Code of Washington. VENDOR WARRANTS ALL SERVICES WILL BE PROVIDED IN A PROFESSIONAL AND WORKMANLIKE MANNER CONSISTENT WITH INDUSTRY STANDARDS. DISCLAIMER OF WARRANTIES. ALL PRODUCTS PROVIDED BY VENDOR ARE PROVIDED "AS IS", WITH ALL FAULTS. VENDOR DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR PARTICULAR PURPOSES, OR NON-INFRINGEMENT. ANY AND ALL ORIGINAL EQUIPMENT MANUFACTURER WARRANTIES, CERTIFICATIONS AND GUARANTEES ARE PASSED THROUGH TO CITY. VENDOR SERVES AS A SINGLE POINT OF CONTACT BETWEE N THIRD PARTY OEMS AND CLIENTS TO ENFORCE SUCH PASSED THROUGH WARRANTIES, IF ANY. X. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any sub-contract, the Vendor, its sub-contractors, or any person acting on behalf of the Vendor or sub-contractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. GOODS &SERVICES AGREEMENT - 4 (Over$10,000,00, including WSST) Vendor shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. XI. INDEMNIFICATION. Vendor shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Vendor's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Vendor's work when completed shall not be grounds to avoid any of these covenants of indemnification. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE VENDOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. XII. INSURANCE. The Vendor shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit A attached and incorporated by this reference. XIII. WORK PERFORMED AT VENDOR'S RISK. Vendor shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Vendor's own risk, and Vendor shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XIV. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product. B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this GOODS &SERVICES AGREEMENT - 5 (Over$10,000.00, including WSST) Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section XI of this Agreement. D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment. This Agreement may not be assigned or otherwise transferred by either party in whole or in part without the prior written consent of the other party, provided that such consent shall not be unreasonably withheld, or necessary for assignment to a parent, wholly-owned subsidiary or legal successor of a party. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Vendor. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Limitation. TO THE EXTENT ALLOWED BY LAW, VENDOR'S ENTIRE LIABILITY AND CITY'S EXCLUSIVE REMEDY FOR DAMAGES FROM ANY CAUSE WHATSOEVER, INCLUDING, BUT NOT LIMITED TO, NONPERFORMANCE OR MISREPRESENTATION, AND REGARDLESS OF THE FORM OF ACTIONS, SHALL BE LIMITED TO THE INSURANCE LIMITS AS NOTED ON THE VENDOR'S CERTIFICATE OF LIABILITY. I. Non solicitation. During the term of the Agreement between the undersigned Parties, and for a period of 12 months thereafter, both Parties agree not to solicit for a permanent or other position any employee or subcontractor of the other party to whom that party was introduced or who worked on a project involving the Parties pursuant to this Agreement. The Parties acknowledge that in the event that either Party breaches the agreement not to solicit above, that the other Party would be irreparably damaged and such Party consents to injunctive relief being entered against it in favor of the non-breaching Party without the necessity of posting a bond in any court of competent jurisdiction which includes, but is not limited to, Dallas County, Texas. J. Confidentiality. The Parties agree that "Confidential Information" means any information disclosed by the disclosing party to the receiving party, either directly or indirectly, GOODS & SERVICES AGREEMENT - 6 (Over$10,000.00, Including WSST) in writing, orally or by inspection of tangible objects (including without limitation documents, prototypes, samples, plant and equipment, customer lists or other customer information not known to the public), which is designated as "Confidential," "Proprietary" or some similar designation, or is the type of information which should reasonably be recognized as Confidential or Proprietary. To the extent allowed by law, each party agrees to protect the other party's Proprietary and Confidential Information to the same extent that it protects its own Proprietary and Confidential Information. K. Compliance with Laws. The Vendor agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Vendor's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. L. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. VENDOR: CITY OF F�FV�: By: By: (signature) (signature) Print Name: Pri N uzette Cooke Its I a vor, (title) DATE: DATE: S / NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: VENDOR: CITY OF KENT: Andrew Rosenbaum Mike Carrington INX LLC. Information Technology Director 1955 Lakeway Drive, Ste. 220 City of Kent Lewisville, TX 75057 220 Fourth Avenue South 469-549-3800 (telephone) Kent, WA 98032 469-549-3888 (facsimile) (253) 856-4607(telephone) cc: Shannon Vanderford (253) 856-4700(facsimile) INX LLC. 10655 NE 41h St, Ste. 212 Bellevue, WA 98004 Phone: 425-468-6462 APPROVED AS TO rfOR rA, Ke t Law Department GOODS & SERVICES AGREEMENT - 7 (Over$10,000.00, including WSST) DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; The questions are as follows: 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. Dated this day of , 2013. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 1 of 3 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement.available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 2 of 3 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the_ (date) , between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. Dated this day of , 2013. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 3 of 3 EXHIBIT A INSURANCE REQUIREMENTS FOR SERVICE CONTRACTS Insurance The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Contractor shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The City shall be named as an insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. B. Minimum Amounts of Insurance Contractor shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate and a $2,000,000 products-completed operations aggregate limit. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Contractor's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. 2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after EXHIBIT A (Continued) thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Contractor's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than ANII. E. Verification of Coverage Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. F. Subcontractors Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Contractor. ATTACHMENT B CLIENT RETURN MATERIAL AUTHORIZATION POLICY General Return Pohcy All returns require a Return Material Authorization (RMA) number. The RMA team in PRESIDIO'S Client Assistance Center(CAC) issues RMA numbers following a review of each RMA request as they are submitted In certain instances, CLIENT may wish to deal directly with the OEM in order to expedite a return Each request will be approved or denied on the basis of the following guidelines Permissible Timeframe for Return PRESIDIO provides a fifteen(15)day return policy All requests for a RMA must be made within fifteen(15)days from the invoice date. RMA numbers issued by PRESIDIO are only valid for ten(10)days and the product must be returned to PRESIDIO within this tuneframe RMA numbers will not be extended or reissued The Cisco Trade-In Credit is subject to return of all equipment to Cisco Systems within 30 days of receipt of new Cisco product Failure to return the trade-in equipment within 30-days will result in forfeit of Cisco Trade-In Credit and payment of credit amount in full is due to PRESIDIO Inc Any extensions beyond this 30-day tumeframe will be considered an exception to PRESIDIO policy, and will be reviewed on a case-by-case basis Defective or DOA Product At PRESIDIO'S discretion, Product that is defective or dead on arrival (DOA) will be repaired, replaced, or credited according to the manufacturer's warranty Non-Defective&Stock Balance Returns Non-defective returns and returns of Product that exceed the actual quantity needed by CLIENT("Stock Balance Returns")are accepted for credit or exchange at PRESIDIO' discretion All non-defective returns and Stock Balance Returns must be returned in new, unused condition,without rips,tears,markings,writing,stickers or general defacement of exterior original manufacturer's box with manufacturer's seal left intact and are subject to a fifteen percent(15%)restocking fee Orderin¢Error Return If incorrect parts/Product(s)are ordered in error by PRESIDIO,the parts/Product may be returned if its condition meets the return standards outlined below Parts/Product ordered in error by CLIENT are subject to a fifteen (15%) percent restocking fee and must be returned in new,unused condition All Products returned must be complete This includes all original manufacturer's protective packaging(including electrostatic protection), manuals,software,documentation,cables,or other accessones originally shipped with the product,blank warranty cards,and original UPC codes on the box Incomplete returns may be returned to the CLIENT or assessed an mcomplete return fee of up to twenty-five percent (25%)in addition to any other fee(s). Returns received with the original manufacturer's box written upon or where the CLIENT did not use an adhesive shipping label will be assessed a defaced carton fee of fifteen percent (15%) in addition to any other fee(s) and may not be subject to return to the original equipment manufacturer for a full refund The following is an example of products not authorized for return: • Hewlett Packard Configure To Order(CTO) • Build To Client Order(BTCO), • Opened software • Software licenses unless first authorized by the manufacturer • Special order product • Product with broken manufacturer's seal • Excessive defacement of OEM packaging • Discontinued or obsolete product • Duplicate CD's • RMA with a total value of less than$50 • Product not purchased through PRESIDIO EEO COMPLIANCE DOCUMENTS - 4 of 3 The following is an example of items that will not receive credit: • Configuration charges • Freight charges Shipping Damage If product arrives with damage that is visible or likely to have affected the contents of the boxes,the preferred method of handling it is to refuse delivery of the shipment due to damage by the carrier The carrier will be responsible for returning it to PRESIDIO The CLIENT must note the reason for refusal on the carrier's `attempted delivery' record If the damaged shipment is accepted,the recipient must note all known and visible damage on the carrier's `delivery record' in order for PRESIDIO to file a damage claim The recipient must save the product and all packing it arrived in and notify their PRESIDIO CAC representative immediately so a carrier inspection and pickup can be arranged Failure to follow these instructions or to report damage within fifteen(15) days from the invoice date will result in the request being denied as out of return eligibility Over-goods Over-goods are unauthorized returns. Any products returned to PRESIDIO without a valid RMA number will be considered Over-goods. The Over-goods may be returned to the CLIENT and the CLIENT may be charged a$50 processing fee per shipment returned,plus related freight charges If the CLIENT refuses the shipment of Over-goods from PRESIDIO or returns the Over-goods to PRESIDIO a second time without PRESIDIO' prior authorization, the CLIENT agrees to relinquish all right and title to and waives all claims against PRESIDIO for credit related to such products CLIENT Responsibilities The PRESIDIO RMA team can be reached at PRESIDIO-Retums(a PRESIDIO coin or 469.549 3880 and they will determine if the product is eligible for a RMA No returns of any type will be accepted without a RMA number. For prompt service,please have as much of the following information available as possible. CLIENT name, CLIENT account number, original invoice number(s), CLIENT purchase order number(s),part number(s),serial number(s),SKU(s)and quantity,product condition,and reason for the return request The CLIENT is responsible for shipping charges on returned items and all risk of loss. PRESIDIO recommends that all shipments have full insurance coverage. PRESIDIO will provide prepaid shipping labels or credit CLIENT'S one-way shipping charges for returns that are caused by PRESIDIO error. If the original box is not suitable for shipping, the CLIENT is responsible for repacking the product to avoid damage to the original packaging and the product itself. Boxes made of thin cardboard with clear plastic wrapping are an example of boxes that may need to be repackaged or over-boxed. The possibility of restocking fees being assessed should be discussed between the CLIENT and its PRESIDIO RMA representative. The RMA representative will be able to provide the amount of and reason for the fee(s) on a case-by-case basis. If approved, the RMA team will provide the RMA number, "ship to," and other pertinent information. Clearly mark an adhesive shipping label with this information and place it on the box. THE ORIGINAL MANUFACTURER'S BOX MUST NOT BE WRITTEN ON EEO COMPLIANCE DOCUMENTS - 5 of 3 REQUEST FOR MAYOR'S SIGNATURE KENT Please FIII In All Applicable Boxes Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT) Originator: Tamara Rose Phone (Originator): 4602 Date Sent: 2/28/2013 Date Required: 3/4/2013 Return Signed Document to: Tamara CONTRACT TERMINATION DATE: 4/5/2014 VENDOR NAME: Presidio/INX DATE OF COUNCIL APPROVAL: 12/11/2012 Brief Explanation of Document: Annual renewal for CommVault maintenance data backup software. Included In the 2013 Operating Budget. Approved by Council. -44�� L All Contracts Must Be Routed Through The Law Department t (\sareby the Law Department) Received: % �! trp `��A'� Approval of Law Dept.: APR 0 3 Law Dept. Comments: 2013 f € Date Forwarded to Mayor: Shaded Areas To Be Completed By Administration Staff Received: Recommendations and Comments: ) Disposition: .����-3 FC� /ZU�i�2�7`�L C�-�C'•�� "'��'� �� Date Returned: `