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Home My WebLink AboutReso 70-16 Rec Management Software RESOLUTION NO. 70 - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AN AGREEMENT WITH VERMONT SYSTEMS, INC. FOR RECREATION MANAGEMENT SOFTWARE SERVICES WHEREAS, the Parks and Community Services Department utilizes a recreation management software system for enrolling participants in activities, classes, events, memberships, leagues, and to book facility rental reservations; and WHEREAS, the recreation management software system the Department is currently using, CLASS, a product of The Active Network, Ltd., is being phased out as of November 30, 2017; and WHEREAS, the Parks and Community Services Department distributed a Request for Proposals (RFP) for recreation management software systems to recreation software vendors; and WHEREAS, Vermont Systems, Inc. (VSI) was one of three software vendors that provided a complete response to the RFP by the deadline; and WHEREAS, VSI has successfully demonstrated the ability to provide the desired level of recreation management software features, functionalities, and services; and WHEREAS, VSI is available to perform the work as specified. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Agreement between the City of Dublin and Vermont Systems, Inc., attached hereto as Exhibit A, and authorizes the City Manager to execute the Agreement and take such further actions as may be necessary or appropriate to carry out the City Council's obligations pursuant to this Resolution. PASSED, APPROVED AND ADOPTED this 17th day of May 2016, by the following vote: AYES: Councilmembers Biddle, Gupta, Wehrenberg, and Mayor Haubert NOES: None ABSENT: Councilmember Hart ABSTAIN: None A141 . Mayor ATTE T: C4- City Clerk Reso No.xx-16,Adopted 5-17-16, Item 4.6 Page 1 of 1 EXHIBIT A TO RESOLUTION VERMONT SYSTEMS,INC. SOFTWARE LICENSE,MAINTENANCE AND SUPPORT AGREEMENT 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"or"Licensor",and City of Dublin, California(hereinafter"Licensee"or"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 Licensee and the Licensee 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. Licensee will not be obligated to pay any license or support fees beyond the costs outlined in Exhibit B. The Licensed Software includes Related Materials,such as online User Reference Manuals,Sample Reports,Installation Planning Guides, Installation Instructions,On-Line Help,and Sample Database with Tutorials. 1.2 VSI uses the Progress OpenEdge VI 1 Development software to develop its' applications and deploys using the OpenEdge Deployment software that includes Client Networking,Web Client,and Personal,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. 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. Since VSI is providing complete hosting services,Article 1.3 does not apply to this Agreement. 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. 1.5 At any time during the next 24 months,the City can license the RecTrac Add-Ons,MainTrac Maintenance Software, and/or FinTrac Time Management Software at the prices quoted by VSI in the original RFP quote. 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 shall include distribution of product update releases that include software repairs and enhancements subsequent to the initial purchase. Biennial software updates with database conversions will also be provided in accordance with VSI standard Sales and Support Policies,as described in Exhibit A,while periodic program only updates are available at any time on the VSI web site. If VSI is providing complete hosting services,VSI will provide software installation and upgrade services and coordinate both with each Customer. 2.3 The Software Maintenance and Support fee will be billed annually,and it becomes effective on the first day of your July 1s`fiscal year for one year. New customers will be charged on a prorated basis from the first day of the installation month through the end of the current fiscal year. The annual billing cycle may be changed from time to time by the mutual consent of the Parties. 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 annually. Customers can contact VSI in advance to obtain a firm quote for the next fiscal year. Licensee reserves the right to cancel the Software Maintenance and Support Agreement at any time with thirty(30)days written notice.If Licensee requests such cancellation,any prepaid annual funds will be refunded at a prorated monthly rate without penalty. VSI Initials Customer Initials ARTICLE 2—Annual Software Maintenance and Support Services-continued 2.5 The Customer is licensed to use the VSI software indefinitely,even if it terminates annual maintenance support. The Licensee 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 VSI standard Sales and Support Policies,Exhibit A. 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. While the estimated out-of-pocket expenses are 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 guarantee Exhibit B pricing for two(2)years to allow time for PCSD to adjust to new software. ARTICLE 4—VSI Hosting Services 4.1 Web Server Hosting Service-if the WebTrac software is being licensed,it requires a web server,either in-house or hosted,to link the Customer's transaction server with the internet. If the Customer selects the VSI web server hosting service,as described in Exhibit D,for a minimum of one year,the fee will be included in Exhibit B and it will be billed annually in advance. New customers will be charged on a prorated basis from the first day of the installation month through the end of the current fiscal year. Web Server Hosting does not apply to this Agreement. 4.2 Complete Hosting Services-if the Customer selects complete VSI hosting services,whereby the VSI application software and Progress software are installed on VSI servers at its' Western data center,the monthly fee for this option will be included in Exhibit B. Complete Hosting Services includes web server hosting,as described in Article 4.1. Since VSI will be providing complete hosting services for the Customer,Exhibit E hosting services specifications do apply to this Agreement. 4.3 The Hosting Services guaranteed rate for one year,includes the services and features,as described in Exhibit F. Licensee reserves the right to cancel VSI Hosting Services at any time with thirty(30)days written notice.If Licensee requests such cancellation,any prepaid annual funds will be refunded at a prorated monthly rate without penalty. ARTICLE 5—Charges and Payment 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 when shipped or following the initial training session,and will be due within 30 days. The initial Software License fee includes ground shipping of the DVD that contains the software and electronic copies of all documentation. If special shipping is requested,the Customer shall pay all associated additional charges. Article 5.1does not apply to this Agreement. 5.2 VSI Hosted Software: since VSI is providing Complete Hosting Services,it will install the software on VSI servers at either its' Western data center. The Licensed Software charges will be billed to the Customer when the software applications become available for Customer use,and will be due within 30 days. 5.3 VSI Hosting Services: Complete Hosting Services fees are due on the first day of each month,unless the Customer has agreed to an annual payment in advance. 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.VSI will charge sales taxes to the City and then remit same to the state of California. VSI Initials Customer Initials ARTICLE 5—Charges and Payment-continued 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. Invoices shall contain the following information: The beginning and ending dates of the billing period; A copy of the applicable time entries or time sheets shall be submitted showing the following: - Daily logs of total hours worked by each individual performing work under this Agreement - Hours must be logged in increments of tenths of an hour or quarter hours - If this Contract covers multiple projects,all hours must be logged by project assignment - A brief description of the work,and each reimbursable expense 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. 7.3 VSI warrants to the Customer that it is solvent,not in bankruptcy proceedings or receivership,nor is it engaged in any proceedings,which would have an adverse effect on its ability to perform its obligations under this Agreement. 7.4 VSI warrants that there has been no violation of copyrights or patent rights in connection with the Licensed Software in this Agreement. VSI 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 by counsel of its own choice. ARTICLE 8—Limitation of Liability 8.1 Except for the warranties specified in Section 7,VSI grants no warranties,expressed 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 by either Party. To the maximum extent allowed by law,Licensor shall indemnify and hold Licensee, its elected and appointed officials, and its employees, agents and representatives harmless against any and all suits,claims or actions arising out of any injury to persons or property including,but not limited to,death that may occur,or that may be alleged to have occurred,in the course of the performance of this Agreement to the extent caused by a negligent act or omission(active or passive negligence) or wrongful misconduct of Licensor or any of its employees,subcontractors,agents,or representatives. Licensor shall defend any and all such actions,suits,or claims and pay all attorneys' fees and all other costs and expenses arising therefrom or incurred in connection therewith. Licensor's responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnification obligations of this Agreement are undertaken in addition to,and shall not in any way be limited by,the insurance obligations contained in this Agreement. If any judgment is rendered against City or any of its elected or appointed officials or any of its employees,agents,and representatives in any such action,suit,or claim, Licensor shall,at its expense,satisfy and discharge the judgment. In the event that Licensor or any employee,agent, or subcontractor of Licensor providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System(PERS)to be eligible for enrollment in PERS as an employee of City,Licensor shall indemnify,defend,and hold harmless Licensee for the payment of any employee and/or employer contributions for PERS benefits on behalf of Licensor or its employees,agents,or subcontractors,as well as for the payment of any penalties and interest on such contributions,which would otherwise be the responsibility of Licensee. VSI Initials Customer Initials ARTICLE 8—Limitation of Liability-continued 8.2 Liability Insurance.If Licensor employs any person to perform work in connection with this Agreement,Licensor shall procure and maintain at all times during the performance of the work Workers' Compensation Insurance in conformance with the laws of the State of California and Federal laws,where applicable. Employers' Liability Insurance shall not be less than One Million Dollars($1,000,000)per accident or disease. Licensor shall also procure and maintain at all times during the term of this Agreement General Liability Insurance(including automobile operation)and Automobile Insurance covering Licensor and Customer for liability arising out of the operations of Licensor and any subcontractors. Each policy shall include coverage for all vehicles,licensed or unlicensed,on or off Customer's premises,used by or on behalf of Licensor for the performance of work under this Agreement. General liability Insurance shall provide coverage of not less than One Million Dollars($1,000,000)per occurrence and Two Million Dollars($2,000,000)aggregate.Automobile Insurance should be no less than One Million Dollars ($1,000,000)per accident.Both General Liability and Automobile Insurance shall name as additional insured,in connection with Licensor's activities,Customer,its elected and appointed officials,and its employees,agents,and representatives.Proof of coverage is attached as Exhibit C. 8.3 The Parties agree that the laws of the State of California will govern this Agreement, and that the venue for legal resolution shall be in the City of Dublin,California. ARTICLE 9—Risk of Loss 9.1 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. For VSI hosted installations,VSI will be responsible for the risk of loss or destruction. 9.2 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-site training.For VSI hosted installations,VSI will be responsible for installing the software on either the Eastern or Western data center server. ARTICLE 10—Personal Information Protection 10.1 Customer On-Premise Hosted Software&Database:if the Customer installs the VSI application software on its'own servers,the Customer will be responsible for the SSL(Secure Socket Layer)to protect 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. 10.2 VSI Hosted Software&Database:VSI will provide the SSL(Secure Socket Layer)Certificate for the hosting servers to protect the flow of data between the hosting servers and the Customer's remote users,as described in Exhibit E. The chargeable Progress TDE is also available to protect data at rest,as well.If a breach occurs,VSI will notify the Customer immediately regarding the extent of the breach,so that the Customer can notify its'patrons at no charge that a breach of security has occurred 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,ifraessexvtlaw.com. 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. VSI Initials Customer Initials 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 Licensee and VSI. VSI shall be compensated for all authorized changes in services. ARTICLE 14—Authorization and Entire Agreement 14.1 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. 14.2 This Agreement and the attached Exhibits A,B,C,D,E,&F constitute the entire Agreement between Vermont Systems and the Licensee. 14.3 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. Vermont Systems,Inc. Customer Authorized Signature Authorized Signature Giles N.Willey,President Printed Name and Title Printed Name and Title Date Date Vermont PVSI Quo a Number: 56491 rF /�tiu)�� p.t✓.r�.. . 4+n4rry� i��y.a.wi, f ,---I _€,--_,-,1 ' ) Please See Detail Breakdown Recreolion 6, Forks Sotiwore on Following Pages Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin,Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Purchase Annual Estimated Total Description Price Maint/Svs Shipping* Price RecTrac -Workgroup Multi-User Software Application Software $24,130.00 $4,750.00 $0.00 $28,880.00 Progress OpenEdge Software $4,826.00 $950.00 $0.00 $5,776.00 VSI-Add ons $6,000.00 $900.00 $0.00 $6,900.00 Support Services-Training&Expenses $21,915.00 $0.00 $0.00 $21,915.00 Hosting Services $0.00 $29,100.00 $0.00 $29,100.00 Total RecTrac: $56,871.00 $35,700.00 $0.00 $92,571.00 MainTrac-Workgroup Multi-User Software Application Software $10,000.00 $2,460.00 $0.00 $12,460.00 Progress OpenEdge Software $1,510.00 $394.00 $0.00 $1,904.00 Support Services-Training&Expenses $11,790.00 $0.00 $0.00 $11,790.00 Total MainTrac: $23,300.00 $2,854.00 $0.00 $26,154.00 FinTrac-Workgroup Multi-User Software Application Software $6,150.00 $1,640.00 $0.00 $7,790.00 Progress OpenEdge Software $730.00 $228.00 $0.00 $958.00 Support Services-Training&Expenses $5,895.00 $0.00 $0.00 $5,895.00 Total FinTrac: $12,775.00 $1,868.00 $0.00 $14,643.00 WebTrac-Workgroup Edition Application Software $18,100.00 $3,820.00 $0.00 $21,920.00 Progress OpenEdge Software $3,620.00 $764.00 $0.00 $4,384.00 VSI-Add ons $3,750.00 $500.00 $0.00 $4,250.00 Support Services-Training&Expenses $7,305.00 $0.00 $0.00 $7,305.00 Total WebTrac: $32,775.00 $5,084.00 $0.00 $37,859.00 PayTrac-Workgroup Multi-User Software Application Software $4,500.00 $900.00 $0.00 $5,400.00 Total PayTrac: $4,500.00 $900.00 $0.00 $5,400.00 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#1 Vermont Proposal Summary Pricing VSI Quote Number: 56491 " "F , ' °° r Please See Detail Breakdown Recreation Po ks 5oftwo on Following Pages Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin, Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.frankiin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Purchase Annual Estimated Total Description Price Maint/Svs Shipping* Price VSI TOTALS Application Software $62,880.00 $13,570.00 $0.00 $76,450.00 Progress OpenEdge Software $10,686.00 $2,336.00 $0.00 $13,022.00 VSI-Add ons $9,750.00 $1,400.00 $0.00 $11,150.00 Support Services-Training&Expenses $46,905.00 $0.00 $0.00 $46,905.00 Hosting Services $0.00 $29,100.00 $0.00 $29,100.00 Grand Totals: $130,221.00 $46,406.00 $0.00 $176,627.00 •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#2 Vermont RecTrac Workgroup Multi-User Software Recreation Tracking Software r VSI Quote Number: 56491 'F�x �.„,,,u„)'w „,.,i L,,.,.., I 11-,...,,,> Please Review Notes on Last Page ecru}�ilion #tv r�1 Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin,Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Application Software 1 Each Activity Registration (V-RT-MU-AR) $2,750.00 $2,750.00 $490.00 1 Each Pass Mgmt ID Integration-Photo ID Card/Biometric (V-RT-MU-PMI) $1,080.00 $1,080.00 $190.00 1 Each Facility Reservations (V-RT-MU-FR) $2,750.00 $2,750.00 $490.00 1 Each Pass Management (V-RT-MU-PM) $2,750.00 $2,750.00 $490.00 1 1 Each Point-of-Sale/Inventory Control/Tickets (V-RT-MU-PS) $2,750.00 $2,750.00 $490.00 2 1 Each League Scheduling (V-RT-MU-LS) $1,950.00 $1,950.00 $350.00 1 Each Trip Reservations (V-RT-MU-TP) $1,950.00 $1,950.00 $350.00 1 Each Incident Processing and Reporting (V-RT-MU-IC) $0.00 $0.00 $0.00 1 Each Systems Administration(required) (V-RT-MU-SA) $400.00 $400.00 $400.00 3 28 Each Additional Users Over 2(concurrent)Total 30 Users (V-RT-MU-AU) $300.00 $8,400.00 $1,400.00 1 Each RecTrac ChildCare Personnel Staffing (V-RT-MU-ST) $1,950.00 $1,950.00 $350.00 1 Each VSI B&F Discount (VSI-DISCOUNT WRKGRP) $2,600.00- $2,600.00- $250.00- Total Application Software: $24,130.00 $4,750.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) $4,826.00 $4,826.00 $950.00 4 Total Progress OpenEdge Software: $4,826.00 $950.00 VSI-Add ons 1 Each RecTrac AP Batch Refund Check Interface (V-RT-IN-AP) $1,500.00 $1,500.00 $300.00 1 Each RecTrac General Ledger Interface (V-RT-IN-GL) $1,500.00 $1,500.00 $300.00 5 1 Each Activity Registration Custom Brochure Interface (V-RT-IN-AR) $1,500.00 $1,500.00 $300.00 1 Each RecTrac Accounts Receivable Interface (VSI-I-SMB) $1,500.00 $1,500.00 $0.00 Total VSI-Add ons: $6,000.00 $900.00 Support Services -Training & Expenses 15 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $11,250.00 $0.00 3 Day(s) Travel Time (X-S-TNG-09) $375.00 $1,125.00 $0.00 18 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $5,940.00 $0.00 6 3 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $3,600.00 $0.00 Total Support Services-Training&Expenses: $21,915.00 $0.00 Hosting Services 1 Month VSI Full Hosting Services-Platinum, First 5 Users,Monthly (V-HS-P1) $1,050.00 $1,050.00 $12,600.00 7 25 Month VSI Full Hosting Services-Platinum,XX Add'I Users,Mnthly (V-HS-P2) $55.00 $1,375.00 $16,500.00 8 Total Hosting Services: $2,425.00 $29,100.00 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#3 Vermont RecTrac Workgroup Multi-User Software Recreation Tracking Software -� VSI Quote Number: 56491 . ' ,_� % Please Review Notes on Last Page creaiiol� �, Pork uvffwr�re Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin,Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dubiin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Total Software,Hardware and Support Services $56,871.00 $35,700.00 Grand Total - RecTrac: $92,571.00 •NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin) While we have quoted Platinum Hosting Services,as described in Exhibits E&F attached to the standard VSI Sales Agreement, which is attached to the City of Dublin standard Consultant Services Agreement,the PCSD can select either Gold or Silver Hosting Services,also described in Exhibits E&F. The 15 days/3 trips onsite training will be generally applied by module as follows: Activirty Registrations-3 days Facility Reservations-3 days Pass Mgmt-2 days POS Inventory/Tickets-3 days League Scheduling-2 days Trip Reservations-1 day Child Care Personnel Staffing-1 day 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#4 V errr1o1 + MainTrac Workgroup Multi-User Software Maintenance Tracking Software NIN01, ` �,� VSI Quote Number: 56491 ..,fr ,.,. y I „,a Please Review Notes on Last Page �ecr cjIipll Parks u flvwca a Software Pricing Is Valid For 120 Days Hardware Pricing is Subject to Change Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin, Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Application Software 1 Each MainTrac Base System (V-MT-MU-BS) $5,950.00 $5,950.00 $1,190.00 9 1 Each MainTrac Systems Administration (V-MT-MU-SA) $400.00 $400.00 $400.00 1 Each MainTrac Job/Task Maintenance Scheduling (V-MT-MU-JT) $700.00 $700.00 $140.00 1 Each MainTrac Inspections&Results (V-MT-MU-IN) $950.00 $950.00 $190.00 1 Each MainTrac Additional Users Over 2 (V-MT-MU-AU) $300.00 $300.00 $50.00 10 1 Each Mobile MainTrac (V-WT-MU-MMT) $2,450.00 $2,450.00 $490.00 ii 1 Each VSI B&F Discount (VSI-DISCOUNT WRKGRP) $750.00- $750.00- $0.00 Total Application Software: $10,000.00 $2,460.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) $1,510.00 $1,510.00 $394.00 4 Total Progress OpenEdge Software: $1,510.00 $394.00 Support Services -Training & Expenses 8 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $6,000.00 $0.00 2 Day(s) Travel Time (X-S-TNG-09) $375.00 $750.00 $0.00 8 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $2,640.00 $0.00 6 2 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $2,400.00 $0.00 Total Support Services-Training&Expenses: $11,790.00 $0.00 Total Software,Hardware and Support Services $23,300.00 $2,854.00 Grand Total - MainTrac: $26,154.00 'NOTE; Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin) The 8 days/2 trips MainTrac training will be applied by module as follows: MainTrac Base System-5 days Job/Task Maintenance Scheduling-1 day Inspections&Results-1 day Mobile MainTrac 1 day 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#5 V e' rno' 't FinTrac Workgroup Multi-User Software Financial Tracking Software VSI Quote Number: 56491 , YE x _, .; 1. 2✓ Please Review Notes on Last Page Recieai on 8, PCrk� �ofiw r� Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin, Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping* Maint/Svs Application Software 1 Each Time Management/Employee Scheduling Module (V-FT-MU-TM) $3,450.00 $3,450.00 $0.00 $690.00 1 Each Systems Administration(required) (V-FT-MU-SA) $400.00 $400.00 $0.00 $400.00 1 Each Additional Time Mgmt Users Over 2, (V-FT-MU-TM-AU) $300.00 $300.00 $0.00 $50.00 12 1 Each TMS Custom Payroll Interface Eden(Import&Export) (V-FT-IN-TM-PR-C) $2,500.00 $2,500.00 $0.00 $500.00 1 Each VSI-Discount Workgroup (VSI-DISCOUNT WRKGRP) $500.00- $500.00- $0.00 $0.00 Total Application Software: $6,150.00 $0.00 $1,640.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) $730.00 $730.00 $0.00 $228.00 4 Total Progress OpenEdge Software: $730.00 $0.00 $228.00 Support Services-Training & Expenses 4 Day(s) Installation/Training, Municipal,On-Site/Day (X-S-TNG-01) $750.00 $3,000.00 $0.00 $0.00 1 Day(s) Travel Time (X-S-TNG-09) $375.00 $375.00 $0.00 $0.00 4 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $1,320.00 $0.00 $0.00 6 1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $1,200.00 $0.00 $0.00 Total Support Services-Training&Expenses: $5,895.00 $0.00 $0.00 Total Software,Hardware and Support Services $12,775.00 $0.00 $1,868.00 Grand Total - FinTrac: $14,643.00 'NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin) The 4 days/1 trip FinTrac Time Management training will be applied as follows: Time Mgmt/Employee Schedule-2 days Systems Administration-1 day Payroll Import/Export Interfaces-1 day 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#6 Verrone WebTrac Workgroup Edition Real-Time Internet Software t , VSI Quote Number: 56491 r ,f ,)a .. f I I' .„'..a Please Review Notes on Last Page Re oealion & Perk u #IVVrar Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin, Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.frankiin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Application Software 1 Each WebTrac Internet Software 30 RecTrac Users (V-WT-MU-IS-16) $4,650.00 $4,650.00 $930.00 13 1 Each WebTrac Activity Registrations (V-WT-MU-AR) $1,450.00 $1,450.00 $290.00 14 1 Each WebTrac Facility Reservations (V-WT-MU-FR) $1,450.00 $1,450.00 $290.00 14 1 Each WebTrac Pass Registrations/Renewal (V-WT-MU-PM) $1,450.00 $1,450.00 $290.00 14 1 Each WebTrac Point of Sale/Tickets (V-WT-MU-PS) $1,450.00 $1,450.00 $290.00 14 1 Each WebTrac League Scheduling (V-WT-MU-LS) $1,250.00 $1,250.00 $250.00 14 1 Each WebTrac Trip Reservations (V-WT-MU-TR) $1,250.00 $1,250.00 $250.00 14 1 Each Mobile WebTrac (V-WT-MU-MWT) $2,450.00 $2,450.00 $490.00 15 1 Each Mobile RecTrac (V-WT-MU-MRT) $2,450.00 $2,450.00 $490.00 16 1 Each WebTrac Workgroup Agents (V-WT-MU-AU) $1,250.00 $1,250.00 $250.00 17 1 Each VSI B&F Discount (V-WT-MU-DSC) $1,000.00- $1,000.00- $0.00 Total Application Software: $18,100.00 $3,820.00 Progress OpenEdge Software 1 Each OpenEdge Application Server Software (T-PG-MU-WB) $3,620.00 $3,620.00 $764.00 4 Total Progress OpenEdge Software: $3,620.00 $764.00 VSI-Add ons 1 Each WebTrac Portal Integration(SSO) (V-WT-IN-PI) $2,500.00 $2,500.00 $500.00 is 1 Each WebTrac First Style Sheet Service Intital&Major (V-WT-IN-SS-1) $750.00 $750.00 $0.00 19 1 Each Standard Splash Page Options (V-WT-CP-SP) $500.00 $500.00 $0.00 zo Total VSI-Add ons: $3,750.00 $500.00 Support Services-Training & Expenses 5 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $3,750.00 $0.00 1 Day(s) Travel Time (X-S-TNG-09) $375.00 $375.00 $0.00 6 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $1,980.00 $0.00 6 1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $1,200.00 $0.00 Total Support Services-Training&Expenses: $7,305.00 $0.00 Total Software,Hardware and Support Services $32,775.00 $5,084.00 Grand Total -WebTrac: $37,859.00 •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#7 Vermont PVSI Quote Number: 56491 ' C 9 Please See Detail Breakdown Recreation & Forks Sofiwore on Following Pages Description: Exhibit B-VS1 Software&Services Pricing Prepared For: City of Dublin,Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.frankiin@dubiin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 The City of Dublin can connect the WebTrac software to multiple City web sites at the prices quoted to enable multiple sites to share WebTrac resources. The 5 days/1 trip WebTrac training will be generally appled by module as follows: WebTrac Internet Software-4 hours Web Registrations-1 day Web Reservarons-1 day Web Pass Mgmt-4 hours Web POS Inventory/Tickets-4 hours Web League Scheduling-4 hours Web Trip Reservations-4 hours Mobile RecTrac-4 hours Mobile WebTrac-4 hours 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#8 V errnol %+ PayTrac Workgroup Multi-User Software VSI Quote Number: 56491 NNto, ' Please Review Notes on Last Page p ` \mg. ' w(..,„34 .. f l j ,,) Software Pricing Is Valid For 120 Days Recreation 6., Perks Software Hardware Pricing Is Subject to Change Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin, Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping* Maint/Svs Application Software 1 Each VSI Workgroup ERI Credit Card Interface (V-PT-MU-ERI) $3,000.00 $3,000.00 $0.00 $600.00 21 1 Each VSI Electronic Check Processing Interface (V-PT-IN-EC) $1,500.00 $1,500.00 $0.00 $300.00 22 Total Application Software: $4,500.00 $0.00 $900.00 Total Software,Hardware and Support Services $4,500.00 $0.00 $900.00 Grand Total - PayTrac: $5,400.00 'NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin) The PayTrac quote includes the VSI Credit Card Interface and Electronic Check Interface only. It does not include PCI compliant gateway processing fees and EMV payment card readers. VSI offers(4)processing gateways and will assist the PCSD during the process of selecting the gateway that best fits its needs. 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#9 Vermont PVSI Quote Number: 56491 ', %---s,yc-,--trk ray-,c--- Please See Detail Breakdown Recrealion& P rk Sofl ware on Following Pages Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin,Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 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 current nearly 100 standard GL interfaces and 4 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 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. 7 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales @vermontsystems.com. 8 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales @vermontsystems.com. 9 MainTrac Base System includes the following capabilites: -Distribute Labor,EquipmentNehicles,Inventory Materials&Contract Costs by Resource,Fixed Asset and Activity. -Maintenance&Preventive Maintenance for all Facilities,Equipment/Vehicles,Trees&Landscaping,Utilities and Streets. -Process Work Requests&Work Orders -Call Center Processing option for Work Order/Complaint Management -Track all types of employee work,including overtime,holiday and leaves(vacation,illness,personal,etc.) -Track Material Vendors and Material price quotes -Track Weather Conditions -RecTrac Interface-for activity based Work Orders 10 The base multi-user software license fee includes the first two(2)users. Additional users can be added at$300 per user license and$50 per user annual maintenance(plus Progress license). Each user has access to all licensed software modules,as authorized in the user-defined menu system. 11 This module requires WebTrac to operate. Mobile MainTrac provides a limited set of MainTrac staff functions using a smartphone and/or a computer/laptop/tablet. Since Mobile MainTrac is browser based,it is device/operating system independent. 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#10 V errno1 + Proposal Summary Pricing VSI Quote Number: 56491 Please See Detail Breakdown Recreation Parks �a#1rwDr on Following Pages Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin, Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 12 While this quote includes a full year of maintenance,your first year invoice will be prorated to the end of your current fiscal year based on your 1/1,5/1,7/1,or 10/1 billing cycle.Your second year invoice will include the full year maintenance amount,as quoted above,so please budget accordingly. 13 WebTrac enables your customers to process RecTrac transactions real-time using a browser via the internat. The WebTrac module does NOT include any hosting services. If your IT department or your off-premise web host does not allow any updates to its web server,then VSI can offer this web hosting service. This additional service has a monthly fee that can be provided should you need this capability. VSI can discuss with your IT department or your off-premise web hosting company the requirements of adding the WebTrac module to your setup and can determine from this discussion whether the VSI web hosting fee needs to be quoted. VSI bills any hosting service on an annual basis. After the first year,this amount is added to your annual maintenance figure. 14 WebTrac modules require respective RecTrac licensed modules in order to process web transactions. 15 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. 16 Mobile RecTrac provides access to select staff functions using a smart phone mobile browser. The Mobile RecTrac browser is device/operating system independent. Functions such as Visit Check-In,League Scores Postings,Roster Print,Tee Sheets,and Household Inquiries are a few of the functions that are available to the staff using a smart phone. All current and future Mobile RecTrac staff related functions developed for all RecTrac modules by VSI are included in this one-time license fee,providing that the annual maintenance and support fees are paid. Mobile Hardware Options: 1.Honeywell Captuvo SL22 iPOD Sled,SL42 iPHONE Sled,SL62 iPAD Mini Sled There are several models available for the iPOD,iPHONE,iPAD Mini including one with magstripe reader only,one with bar code imager only,and one with both bar code imager and magstripe reader. Options for both include holsters,wrist lanyards,and battery packs. VSI is a Honeywell dealer and offers the Captuvo at prices ranging from$270 to$720 each. The iPOD,iPHONE,iPAD Mini are fully integrated with the SL22,SL42,SL62 Sleds. Each Sled also requires the DryRain browser software at$99 that is required to enable the units to communicate with RecTrac. 2. Panasonic ToughPad,with integrated barcode reader. Prices start at$1870. 3.Motorola CS3050-SR10007WW with 1D Bluetooth bar code scanner-customers can purchase this unit from VSI or from another source.This unit can be linked to most smart phone devices that support Bluetooth connections. 17 Base 25 Agents are provided to process WebTrac online transactions.Each Agent can service approximately 20 simultaneous requests or about 500 requests. Therefore,if you expect higher volumes at peak times,contact VSI to discuss licensing or renting additional Agents in 5-Agent increments to avoid processing delays. As noted,5-Agents can service about 100 service requests. 18 If you want login to your website once to include WebTrac access and bypass WebTrac login,VSI will provide a Portal Integration service,with an estimate of 2500.00. 19 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. 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#11 Vermont PVSI Quote Number: 56491 Please See Detail Breakdown Recreation ex Parks Soffwote on Following Pages Description: Exhibit B-VSI Software&Services Pricing Prepared For: City of Dublin,Dublin,CA Contact Name: Rhonda Franklin,Administrative Analyst Phone Number: (925)833-6645 Contact Email: rhonda.franklin@dublin.ca.gov Fax Number: Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 05/04/2016 20 The Standard Splash Page Option offers a choice of any one of 14 standard spash pages,and they are available on the VSI website for your review. You decide which standard or combination of multiple standards is best for your organization. The$500 fee includes VSI support to assist you 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$100/hour. Any design changes to the standard templates that require custom programming will be charged at$140/hour. 21 The VSI ERI(External Redirect Interface)fee applies to any of the credit card vendor options. 22 Electronic Check Interfaces:VSI RecTrac ACH&ProfitStars.VSI captures MICR data only and presents standard ACH file to Bank to format for echeck processing. ProfitStars captures MICR data and front&back images and presents to Bank for echeck processing. Profitstars contact is Sharon Shepard 877-827-7101 sharonshepard @profitstars.com(subscription to national bad check list). 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#12 VERMOI9 OP ID: EH 'A�� CERTIFICATE EIOF LIABILITY INSURANCE DATEIMM/DOIYVYY) �•... 03/17/2016 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 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 CONTACT - Kinney Pike Williston NAME: Elizabeth Harlow r FAX 62 ney Pike Lane IA/C,No,Exg 802-878-1600 I ojc NI 802 8794022 Williston,VT 05485 EMAIL Jake Obar ADDRESS: INSURERS)AFFORDING COVERAGE NAIC S INSURER A:Hanover Insurance Company 22292 INSURED Vermont Systems, Inc. INSURER B:Underwriters at Lloyds 12 Market Place — Essex Jct,VT 05452 INSURER C INSURER 0 INSURER S: INSURER F:, COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: 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. SR+ O IWWDEISU6R f POLICY EFF ' POLICY EXP LTR TYPE OF INSURANCE ;SD VD I POLICY NUMBER (MMIDDlYYYY) fMMI0D/YYYY) I LIMITS A X 1 COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,OOO,QOO '114/WA rb MIMIC)CLAIMS MADE X OCCUR X 08V9813141 03 01/01/2016 01/01/2017 PREMISES(Ea occurrence), $ 300,000 X 0 liab deductible I MED EXP(Any one person) $ 5,000 PERSONAL&ADV INJURY $ 1,000,000 GFML AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ 2,00%000 POLICY 1 X I j I - 1 LOG PRODUCTS COMP/OP AGG $ 2,000,000 {OTHER $ AUTOMOBILE UABIUTY COMBINED SINGLE LIMIT $ 1,000,000 .SEs accident),__...._-- A X j ANY AUTO X AWV AB17262 00 01/01/2016 01/01/2017 BODILY INJURY(Per person) $SCHEDULED BODILY INJURY Per acadenq $ AUTOS AUTOS X X I NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS PROPERTY accident), _._..... X '0 liab ded ( s IX1 UMBRELLA/JAB X OCCUR EACH OCCURRENCE S 6,000,000 ■ A EXCESS UAB ,CLAIMS-MADE OBV9813141 03 01/01/2016 01/01/2017 AGGREGATE $ 5,000,000 I DE❑ X RETENTIONS 10,000, ....... $ I WORKERS COMPENSATION I X S ARTUTE1 OTH- ER r AND EMPLOYERS'LIABILITY Y 1 N A ANY PROPRIETOR/PARTNER/EXECUTIVE X W0V9813126 03 01/01/2016 01/01/2017 E L EACH ACCIDENT 5 1,000,000 OFFICER/MEMBER EXCLUDED? Y N/A — ....-... ......... ........ _ (Mandatory in NH) E L DISEASE-EA EMPLOYEE S 1,000,000 If es.describe under _.._....._ ...... DESCRIPTION OF OPERATIONS below i E L DISEASE-POLICY LIMIT $ 1,000,000 B Professional/Cyber USUCS260635415 12/31/2015 12/31/2016 Aggregate 2,000,000 Each Occ 2,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additions/Remarks Schedule,may be attached If more space is required) City of Dublin CA is named additional insured on a rimary&non- contributory basis with regard to general and auto liability where required by written contract.A waiver of su-bro gation applies to the workers' I compensation policy.30 days notice ol cancellation(except in the case of non-payment)applies to the general&auto liability and work comp. r CERTIFICATE HOLDER CANCELLATION CITYOFD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE N City of Dublin CA ACCORDANCEIWITH TDA POLICY PROVISIONS. WLL BE DELIVERED IN Parks&Community Services Dpt 100 Civic Plaza ' Dublin,CA 94568 AUTHORIZED REPRESENTATIVE Q4� I 01988-2014 ACORD CORPORATION. All rights reserved. ACORD 26(2014/01) The ACORD name and logo are registered marks of ACORD Statement of Work—City of Dublin California Parks&Community Services Department Exhibit D Vermont Recreation & parks Software Statement of Work For Parks & Community Services Department By Vermont Systems Vermont Systems, Inc. 12 Market Place Essex Junction, Vermont 05452 Statement of Work—City of Dublin California Parks&Community Services Department PAGE LEFT BLANK FOR DOUBLE-SIDED PRINTING ii Statement of Work—City of Dublin California Parks&Community Services Department Table of Contents 1. EXECUTIVE SUMMARY 1 2. OBJECTIVES OF THE PROJECT 1 3. IMPLEMENTATION TASKS: 1 3.1. VERMONT SYSTEMS SOFTWARE 1 3.2. VERMONT SYSTEMS SERVICES 2 3.3. CITY OF DUBLIN PARKS&COMMUNITY SERVICES-COMMITMENT 3 4. PROJECT TIMELINE/HIGH LEVEL PROJECT PLAN: 3 4.1. CONTRACT MILESTONE OVERVIEW:PROJECT PLAN 3 4.2. PCSD PARKS&RECREATION SCOPE OF OPERATIONS—PRIMARY AREAS FOR PROJECT PLAN 3 4.3. INFRASTRUCTURE 4 5. CUSTOM INTERFACES 4 5.1. LIST OF CUSTOM INTERFACES 4 6. DATA CONVERSIONS 4 6.1. LIST OF SELECTED DATA CONVERSIONS 4 7. REPORTING TOOLS 4 8. WORKFLOW 4 9. IMPLEMENTATION PLAN 5 9.1. VSI PROJECT PLAN OVERVIEW 5 9.2. VSI PROJECT RESOURCES 6 9.3. Parks& Community Services Department PROJECT RESOURCES 6 iii Statement of Work—City of Dublin California Parks&Community Services Department PAGE LEFT BLANK FOR DOUBLE-SIDED PRINTING iv Statement of Work—City of Dublin California Parks&Community Services Department 1. Executive Summary The goal of the project is a successful implementation of the RecTrac,WebTrac, and PayTrac recreation and parks software and hardware that are fully hosted by Vermont Systems for the City of Dublin, Parks&Community Services Department (PCSD). VSI will coordinate with the PCSD to establish goals and outline for the project with proper preparation and planning, and to provide quality onsite training and support to ensure that the goal can be met on schedule. 2. Objectives of the Project The objectives of this project are as follows: • To install and configure the RecTrac, WebTrac, and PayTrac application software with Progress OpenEdge deployment software and RDBMS (Relational Database Management System) on VSI hosting servers at its'Western data center for use by the City of Dublin Parks&Recreation Community Services Department. A single, replicated database will be hosted by VSI for use by all PCSD system users with access to the internet. • To expand software capabilities and make them available to all licensed PCSD users. • To provide financial controls for all transactions processed. • To improve PCSD operational efficiency and effectiveness. • Provide PCSD with comprehensive reporting and analysis capabilities. • Provide PCI-DSS compliant payment card gateway to processor. • The PCSD will install the software priced in Quote#55478 initially. Further,the PCSD has the option to install the RecTrac and WebTrac Add-Ons, MainTrac, and FinTrac TMS software, as priced in Quote# 55485. VSI will guarantee pricing for 2 years to allow time for the PCSD to adjust to the new software and the release of the new browser-based versions of these applications. 3. Implementation Tasks: This Section describes the scope of Implementation. 3.1. Vermont Systems Software Vermont Systems will provide the PCSD with application software modules and integrated software and hardware options, as listed below(module capabilities are described in greater detail in VSI literature and on the Vermont Systems web site:www.vermontsystems.com): RecTrac Application Software: Activity Registration Facility Reservations Pass Management Photo Point-of-Sale Inventory Control/Tickets League Scheduling Trip Reservations Incident Processing &Reporting Systems Administration Total 30 Concurrent Users 1 Statement of Work—City of Dublin California Parks&Community Services Department ID Card Integration—Digital Photo ID Cards Activity Registration Customer Brochure Interface RecTrac Options(future consideration) Child Care Personnel Staffing Equipment/Site Rentals Court Reservations Locker Rentals Remote Lighting Control Interface Access Control Integration WebTrac Application Software: Activity Registration Facility Reservations Pass Management Point-of-Sale Inventory/Tickets League Scheduling Trip Reservations Mobile WebTrac Mobile RecTrac WebTrac Workgroup Agents WebTrac Custom Style Sheet WebTrac Custom Splash Page WebTrac Portal Integration WebTrac Options(future consideration) Equipment/Site Rentals Court Reservations Locker Rentals PayTrac-ERI Payment Card Interface ERI Credit Card Interface Electronic Check Payment Processing VSI Hosting Services Platinum RecTrac&WebTrac-Based on 30 RecTrac Users Option Gold or Silver Services Progress Development Software&RDBMS Database(all applications) 3.2. Vermont Systems Services Project Planning—VSI uses Teamworks to manage the project and the PCSD will have full access to this system to track progress.As we process your order,we will set up the tasks necessary to install the system and train your staff in the use of Teamworks. Ongoing conference calls,WebEx sessions,etc. Database structure planning Software installation services Onsite Training Staff training for proposed applications: 2 Statement of Work-City of Dublin California Parks&Community Services Department RecTrac,WebTrac, PayTrac, ID Card Systems, POS Hardware Phone/WebEx based follow-up training VSI Support manager assignment Primary VSI onsite Trainer assignment Ongoing system support services-post installation/training phase. 3.3. City of Dublin Parks&Community Services Department-Commitment • Project Planning • Database Structure Planning • Staff Internet Access Installation • Approve VSI POS Hardware Quotes for purchase 4. Project Timeline/High Level Project Plan: The Implementation is expected to take place over an X (Fill in): period with a multi-phased approach as described below: 4.1. Contract Milestone Overview: Project plan (estimated time frame) (estimated date) 1)Contract Negotiations/Signing 15-30 days 2)Installation Planning Phase _days 3)Initial Database Building(phase 1) days Primary Installation target area: Secondary Installation target areas 4)End user Training-Trip 1 5 days 5)End User Training-Trip 2 5 days 6)End User Training-Trip 3 5 days 7)End User Training-Trip 4 4 days 8)Ongoing Systems Support Ongoing 4.2. PCSD Parks&Recreation Scope of Operations-Primary Areas for Project plan VSI recognizes that there are_major areas of Parks Department operations(listed below). Each area will be a focal point of the installation process,thru a phased installation: City Operations: 1)Rec Centers/Aquatic Centers: _Sites Will use entire proposed system. 2)Sports/Athletics: _Sites Will use entire proposed system. 3)Childcare Locations _Sites Will use entire proposed system. 4) _Site Will use 5) _Site Will use 6) _Site Will use 7) _Site Will use :rg<° 3 Statement of Work-City of Dublin California Parks&Community Services Department 4.3. Infrastructure Definition of Infrastructure for minimal and recommended Vermont Systems software setup(specifications)are included.VSI also offers a complete range of POS Hardware options,so suggest reviewing current hardware to determine what items, if any,are needed.This will include payment card readers appropriate for the gateway selected. 5. Custom Interfaces 5.1. List of Custom Interfaces Vermont Systems-Proposed Custom Interfaces • RecTrac General Ledger/Project Batch Interface to Eden (initially) • RecTrac Accounts Payable Batch Refund Interface to Eden (optional later) • RecTrac Accounts Receivable Balances Batch Import from Class database (optional later) • RecTrac Activity Brochure export(to RTF file)(initially) The PCSD plans to start with an empty live RecTrac database, so will not import static or other data from the current Class database. At some point,the PCSD plans to import Household Accounts Receivable balances from the Class database. If the PCSD decides to pursue this import,VSI will provide this service at the price quoted in Quote#55485. 6. Data Conversions 6.1. List of Selected Data Conversions The PCSD does not plan to import static or other data from Class to RecTrac database. Instead, PCSD will build a new RecTrac database. 7. Reporting Tools Vermont Systems Reporting Tools The proposed Vermont Systems applications include many of standard system reports and each of these standard reports includes multiple filter and selection criteria options and output options and formats. Reports may be printed, previewed, exported to excel and, as applicable, graphed. All standard reports may also be emailed and setup for scheduled(automatic, unattended)execution of the report. RecTrac 3.1 also includes an internal custom reporting tool to enable the PCSD to create any number of custom reports at any time using any of the tables in RecTrac. Output options reports include Spreadsheet, PDF and HTML options(with graphing options also available). Finally, the proposed VSI application is ODBC compliant and the ODBC drivers and database dictionary are provided (standard)so that a third party reporting tool, such as Crystal Reports can be utilized. At this time the PCSD does not plan to use the ODBC function. Note ODBC is only available with the Platinum option, if VSI is providing full hosting services. 8. Workflow Vermont Systems Workflow: VSI will provide workflow training and consulting during the onsite training for each of the proposed application modules. This would include processes for creating accounts, registering and transacting with patron accounts, possible updates and cancellations and end of day reporting and cash management processes/best practices. 4 Statement of Work—City of Dublin California Parks&Community Services Department 9. Implementation Plan 9.1. VSI Project Plan Overview Customer Service and Project Administration is a critical part of any successful installation.Vermont Systems will guide you through the planning and installation phase of the Project. Onsite or Telephone Survey For larger installations with multiple applications, a site survey might be recommended as part of the installation planning process.A telephone conference call to survey your needs will be sufficient for many new customers. Several important items covered during the planning survey include: • Review Teamwork's project planning system. • Review the software with any key personnel who will be involved in reviewing the Installation Planning Guide and preparing for the installation and training. • Conduct a survey by staff workstation to verify/determine exactly what peripheral hardware is required to perform assigned tasks. This will include cash drawers, receipt printers, barcode readers, EMV chip &pin/magnetic stripe readers,cameras,touch screen all-in-one computers or touch screen monitors, and other POS devices. • Review networking and verify connectivity to all workstation locations. Since VSI will be providing full hosting services,the PCSD will be responsible for providing each user with internet access with sufficient bandwidth and latency to meet performance requirements. The survey will generate a list of tasks to be accomplished, by whom, and by when. Please note that conference calls are also an excellent review method. Installation Schedule The PCSD staff and Vermont Systems would jointly prepare an installation schedule.This plan would list all of the functions required to complete the installation, as well as assign our respective responsibilities including hardware, systems software,cabling/network,application software, delivery,training,etc. Upon receiving your approval,VSI would ship the RecTrac Installation Planning Guide.As your staff prepares for the installation, they will consult with VSI at any time via the toll free numbers regarding any issues that may arise. Prior to on-site training,VSI will install the software on the VSI hosting servers to include an empty Live database and a VSI Demo/Training populated database.This approach insures that the system is operational prior to the RecTrac on-site training and therefore does not use training time for network set up.The PCSD will be responsible for providing all users with internet access and VSI will provide PCSD users with User ID and initial Password to access the software. Project Staff Assignments An installation team will be assigned to your account based on the services being provided. In your case,the team will consist of a VSI Sales Manager,a Customer Support Manager, and the designated on-site Trainer. They will coordinate VSI responsibilities,as well as assist you with the implementation of the installation plan. They will also arrange for any other VSI assistance required.The trainer will be assigned following the acceptance of our proposal.We highly recommend that the PCSD designate a'RecTrac Administrator'or an Administrative team.This person(s)should be a decision maker who is very familiar with your day-to-day operations. Initially,the VSI Trainer will work closely with the RecTrac Administrator and other key personnel. Training Your IS and Finance personnel are welcome to attend any training given.We assume the IS personnel would not need to be proficient in the day-to-day application functions.The pricing proposal section includes multiple days of on-site service; including sufficient time for the minimal IS staff training that is suggested. For a large number of users,VSI generally recommends the"Train-the-Trainer°approach,whereby,the VSI trainer trains your key personnel who then train the end users.You may find that VSI Trainer time is spent most effectively with smaller groups, but we are willing to train your staff as desired.While our standard training hours are 8am to 5pm,we are very flexible. Please note that there is a cost adjustment for training beyond a normal workday or on weekends. From experience,we have found that initially it is very effective to work with the key personnel only to set up the database parameters,make policy decisions, and review all the file maintenance functions.The VSI Trainer will ensure that you know how to enter the data, and then move on to other functions.Your key personnel will guide your staff through the process of finishing the data entry that might include programs,facilities, memberships, comment codes, rules/regulation letters, user/demographic codes,financial codes,etc. The trainer would also make sure all the peripheral hardware was installed and operational. aS'; 5 Statement of Work—City of Dublin California Parks&Community Services Department The training will be split among multiple trips with time between each trip. Typically,during the database building phase,2-3 weeks is the time frame between trips.After the first series of onsite trips,the database will have sufficient data entered and will be ready for end user training.The schedule of actual onsite training will be modified based on your needs. Regardless of the number of days quoted,only those days used will be billed. 9.2. VSI Project Resources Project ManagerNSl Support Mgr: Cullen Barber or Tom Valley Primary Trainer/Onsite Consultant: To be assigned upon Phase 1,Onsite Training initiation/planning VP,VSI Support&Implementation: Laurie Valley VSI Hosting Services Manager: Chris Tallman VSI Sales Manager: David Wirtz(or other based on availability) 9.3. City of Dublin PCSD Project Resources Project Manager: • TBD Lead User/System Administration: TBD Support&Implementation Core Team: TBD End Users Managers: TBD Functional Users: TBD IT/Project Support: TBD Role of VSI Project ManagerNSl Support Mgr: • Scheduling and leading the Pre-Onsite Planning Meeting's • Provide an initial project plan and maintain throughout project with PCSD Project Manager • Work with the PCSD Project Manager to coordinate an implementation schedule • Oversee project and monitor progress with Project Manager • Participate in PCSD meetings related to Vermont Systems&PCSD software project. • Available for conference calls with Project Manager to review status and progress of project and to identify any outstanding issues. Role of VSI Primary Trainer/Onsite Consultant: • Deliver Training—Onsite or Remote • Database planning—Onsite or Remote-Ongoing • Advise on Database building and"Best Practices"related to proposed VSI applications • Setup and Participate in"Training Database/Environment"and Testing • Assist with Data Conversion (none proposed at this point). • Functional Lead Training • Core-User Training • Pre-live services and planning • Go-Live support(onsite or remote) • Post Live Support(with entire VSI support team) • Post-Live reconciliation and training Role of VP,VSI Support&Implementation: • Work with Project Managers(both PCSD and VSI)to schedule training. • Assign&oversee additional VSI support resources as needed. • Coordinate a response for any reported issues. 6 Statement of Work-City of Dublin California Parks&Community Services Department Role of VSI Development Support: • Develop Custom Interfaces • Coordinate additional VSI development resources required for project completion. 7 Statement of Work-City of Dublin California Parks&Community Services Department PAGE LEFT BLANK FOR DOUBLE-SIDED PRINTING €ice; 8 rrs EXHIBIT E Vermont Systems Cloud Computing Services VSI Eastern &Western Data Centers 1. Complete Managed Hosting Services: VSI owns and manages redundant servers and communications devices that are installed at its'Eastern and Western data centers. These systems are operational on a 24/7/365 basis. VSI provides its'hosting services customers with Progress deployment software support,Progress RDBMS database support,and extended hours Pager support as described in VSI's Sales&Support Policies(Exhibit A in the VSI Sales Agreement).Initially,this includes live hosting phone support from 8:00am to 8:00pm,Monday—Friday,plus no charge 24/7 Pager support for all other hours. As the number of hosting customers grows,live hosting phone support will be expanded accordingly. 2. Eastern&Western Data Center Hosting Services: Tech Vault and FORTRUST are VSI business partners that assist VSI to provide complete hosting services for VSI customers. Tech Vault has a Green Building Council Gold Certification and is HIPAA,PCI-DSS,LEED Silver,and SSAE-16 certified. Tech Vault has also applied for LEED Gold certification. FORTRUST has been awarded an M&O Stamp of Approval with Tier III Design Certified and are SSAE-16 Services Organization Control(SOC) 1 Type 2,SOC 2 Type 2,and SOC 3 SysTrust Services Organization reporting colocation facility. Data Center Space: - Multi-level security access to the server facility. - HIPAA-compliant facility with exterior walls built to Homeland Security specifications. Data Center Cooling&Environment: - Industry-leading cooling with integrated humidification. - Fully redundant N+1 architecture. Security&Access: - Man-Trap access-only with dual-factor finger biometric scan and integrated HID proximity reader. - Keycard and biometric facility access. - Authorized VSI access 24/7/365. - Video surveillance cameras,internal and external,24/7/365 basis. Power - Fully redundant battery and automatic generator backup. Internet Services: - Data Centers are ISP Carrier neutral facility. - Multiple tier-one providers. - Internet utilizes Border Gateway Protocol to provide 100%internet availability. Additional Data Center Features: - 24/7/365 Facility Environmental Monitoring by Data Center staff. - Hardware Monitoring(SNMP)and Diagnostics. - 100%uptime for bandwidth and power. 3. VSI Managed Hosting Services: - Redundant hosting servers,routers,and switches with automatic fail-over. - Progress Deployment software support and Progress RDBMS database support. - Automatic VSI program updates. - Database daily backup and database restore,as requested,and copy live to demo. - RecTrac and WebTrac only generated email service. (Not to be used as a general mail server) - Regularly scheduled Vulnerability Assessment. - Managed hosting services anti-virus protection. - All VM services are hosted in a private cloud. - VSI will routinely install server operating system updates,as released by the vendors. - Progress Replication between data centers for Disaster Recovery site* - Progress TDE Encryption available for data at rest protection** 3. VSI Managed Hosting Services(continued) * Failover to warm Disaster Recovery site is controlled manually by VSI staff. Since each data center has localized redundancies built-in,a catastrophic event would need to occur before failover would be initiated. Alternate URL's for RecTrac/WebTrac will be provided to customers in case a Disaster Recovery event occurs. ** Depending on the Site License Agreement,additional licensing fees may apply. 4. VSI Additional Chargeable Hosting Services: - Periodic database performance audits and tuning. - Assisted HTML development of splash pages and implementation. 5. SSL(Secure Sockets Layer)Certificate: VSI will provide the SSL Certificate for the hosting servers. While the flow of data between the hosting servers and the Customer's remote users is encrypted using the SSL provided,VSI is not responsible for any loss of data beyond our control. 6. Fire Wall Rules: VSI is responsible for configuring and maintaining the firewall rules for the hosting servers and will notify the Customer of any changes that would impact the Customer's access to the application database. The Customer is responsible for configuring and maintaining firewall rules for all Customer locations. 7. Periodic Hosting Servers Maintenance: VSI will provide the Customer with advance notice when the hosting servers will be unavailable due to scheduled maintenance. VSI will coordinate with the Customer to minimize down time for scheduled maintenance. 8. VSI Hosting Servers Technical Support: If the source of a technical problem exists within the systems or technology under VSI management,no charge will apply. For example,a technical issue,such as,your hosting server becomes unreachable due to a network or hardware failure. This example is for reference purposes only and should not be misconstrued as the only issue that might arise over time. 9. ERI PayTrac License: The Customer must license one of the VSI certified ERI credit card interfaces to process office(Retail,MOTO)and online (ecommerce)payments and to ensure that credit card data is encrypted and secure. If pin debit card payments are to be accepted,then a VSI ERI pin debit card interface will be required for the same processor. If check payments are to be processed electronically,a VSI eCheck interface will also be required. 10. Hosting Penalties: There shall be no downtime penalty for scheduled operating system upgrades,scheduled Progress software updates, application software upgrades,DNS outages,and application database upgrades.Except for these scheduled downtimes, VSI expects over 99.7%uptime.Therefore,if the software applications are unavailable for customer use for more than 26 hours of a total 8760 hours in a calendar year due to hosting services,VSI will credit the customer with a prorated amount for any lost time exceeding 26 hours to the nearest 15 minutes. EXHIBIT F -VSI HOSTING SERVICES 3.x Software Service Level Feature Comparison 12/7/15 Item Description Silver Gold Platinum Flat monthly fee (no transaction fees) based on Service Yes Yes Yes Level and number of concurrent users. No forced convenience fee passed on to patrons. VSI 2 customer can elect to charge a convenience fee to the Yes Yes Yes patron for WebTrac transactions, but this is a user- defined parameter. Servers managed by VSI in two secure data centers 3. located in eastern and western regions of the United Yes Yes Yes States. All server hardware and operating system maintenance is provided by trained VSI professionals. RecTrac Email Archiving tracks emails sent in report format to include address, recipent, subject, email body, 4. and RecTrac user who sent the email, along with the list Yes Yes Yes of BLOB attachments. Does not guarantee delivery or receipt. Original Email Archiving Service provides all standard Chargeable Chargeable Chargeable RecTrac email tracking listed in#4 above, but also on based on based on based on 5. request copies of original emails sent. Does not volume and volume and volume and guarantee delivery or receipt. See VSI Hosting &Original rention period rention period rention period Email Archiving Service price list for fees. of 3/5/7 years of 3/5/7 years of 315/7 years All VSI application upgrades will be performed by VSI. If these upgrades involve"planned"downtime,they will be 6 coordinated with the customer to occur during off-peak Yes Yes Yes hours. Any planned downtime for software upgrades will occur after 11:30 ET for the Eastern data center and 11:30pm MT for the Western data center. Test application upgrade performed prior to the live 7 database upgrade so that a customer will have an Chargeable Chargeable Yes accurate understanding of the planned downtime period needed to perform the upgrade. After Image (.Al) snapshot window in minutes. These snapshots reduce the potential data loss if a system 8. failure takes place. A lower value equates to greater 180 120 60 "insurance coverage". This coverage extends backwards 7 days from the current day. Daily Live Database Backups and nightly off-premise 9. backups are performed by VSI on a rolling 7 day basis. Yes Yes Yes In addition,VSI maintains a rolling quarter-end backup and a rolling annual backup for three years. 10. Toll Free phone support including WebEx diagnostic Yes Yes Yes sessions. ODBC Connection for third party access to reporting 11. database updated once every 24-hours to accommodate Yes dashboards and custom reporting. W:\Sales\Sales Documents\Standard Agreements\Hosting Services 3.x Feature Checklist-Exhibit F.xlsx 1 EXHIBIT F -VSI HOSTING SERVICES 3.x Software Service Level Feature Comparison 7/1/15 Redundant servers, power supplies, bandwidth in and out 12. of the hosted servers, network connections, RAID 10 disk Yes Yes Yes arrays, and SAN/NAS configuration. Progress OpenEdge Replication provides automatic, real- 13. time database failover or disaster recovery at an alternate Yes Yes Yes site with minimal or no disruption. Maintains data integrity between source and target databases. Progress Transparent Data Encryption (TDE) provides 14. the option to encrypt user-selected sensitive data fields to Yes Yes Yes protect from unauthorized access,while data is at rest. 15. Monthly third party external PCI scan provided by Yes Yes Yes Trustwave 16. Automatic checks every"X"minutes to be sure WebTrac 90 Min 60 Min 30 Min home page is accessible. 17 Library of WebTrac Splash Pages available for loading Chargeable 50% Disc Yes into a customer's hosted database. Each 18. WebTrac Style Sheet and image changes required due to Yes Yes Yes VSI upgrade changes will be updated by VSI. Staff training using phone and WebEx when applicable. These hours can be used to train new staff; refresher Chargeable One Two 19 sessions for existing staff; or to learn a new function in a (Standard Session Sessions VSI hosted application. Each training segment is a Training Rate Annually Annually maximum of four hours and is limited to number of Applies) sessions listed. Library of Membership Card, Gift Card, and Ticket 20. templates available for loading into a customer's hosted Yes Yes Yes database. 21. Maximum recovery time associated with any unplanned 12 Hours 6 Hours 2 Hours outage at Primary data center. Maximum recovery time associated with any unplanned 22 outage that requires switching to a Secondary data 16 Hours 10 Hours 6 Hours center. This would only occur, if the Primary data center outage is expected to exceed 8 hours. 24/7 Pager Support related to hosting issues included at no additional charge. Hosting support ends at the RecTrac login screen. Then standard application 23. Yes Yes Yes software support services become effective, as soon as a user can login into RecTrac or other VSI application software. 24. LIVE to DEMO database copies performed by VSI during Yes Yes Yes off-peak hours every Tuesday and Thursday. Standard WebTrac includes 25 Agents for processing both staff and patron service requests, and each Agent 25 25. can service approximately 20 simultaneous requests per 0 0 (Total 50) second. Additional Agents included listed in columns at right, and more can be licensed or rented, if needed. W:\Sales\Sales Documents\Standard Agreements\Hosting Services 3.x Feature Checklist-Exhibit F.xlsx 2 EXHIBIT F -VSI HOSTING SERVICES 3.x Software Services Outside The Hosting Agreement Pay As Incurred 7/1/15 Item Description Application Software&Database License&Annual Maintenance fees or Application Software& 1' Database SaaS (Software as a Service)fees. 2. End-User Training (on-site or remote) 3. Hardware Purchases 4. Shipping Fees 5. Travel Expenses Database schema training associated with an ODBC connection. Any assistance provided to a customer 6. helping them to understand tables and fields in a VSI database so that they can create an external dashboard, report, export, or similar result, is chargeable. W:\Sales\Sales Documents\Standard Agreements\Hosting Services 3.x Feature Checklist-Exhibit F.xlsx 3