ID System Maintenance Agreement 2010-2011
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Maintenance Agreement
See attached terms and conditions
City of Salina
300 West Ash
Human Resource Room 200
Salina, KS 67401
Mqdel #: CP80
Remote software support
Serial #: P70451
System Serial #' s (if applicable):
. Contract Start Date: July 1, 2010
Contract End Date: June 30, 2011
Contract #: 2917
Contract'Type: Standard On-Call, Printhead not included
Coverage Hours: Monday-Friday: 8:00 a.m.-5.~OO p.m.
Annual Card Count Limit: 25,000
Excess usage will be billed at $.05 per card
Number of Preventative Maintenance Visits: 2
Annual Cost: $ 1,025.50
PO#/Authorization: ~<i'~1 0
Signed by: . . . . . ~~7'-
. . Date: ~ -,;;;>.%- /0
,
....
Maintenance Agreement: Terms and Conditions
MidwestCard and ill Solutions, LLC., and the Customer, agree to the foIlowing terms and conditions whereby Midwest Card
and ill Solutions, LLC. shall provide and the Customer shaIl pay for maintenance services as specified in this Service
Agreement. This Service Agreement shaIlbe effective for the period stated on the face of this document
1. Contract Maintenance Services
1.1 Descriotion: Midwest Card and ID Solutions, LLC. agrees to
,provide scheduled preventive maintenance (if applicable)
and,on-call remedial maintenance for the Covered
Equipment as set forth in this Service Agreement Midwest
Card and ID Solutions warrants that it will cause the Covered
Equipment to meet manufacturer's operating specifications
given reasonable wear and tear and equipment age and
condition (hereinafter "Maintain").
a) Coverage Hours: Unless otherwise noted in this Service
Agreement, service will be provided Monday'through
Friday, 8:00 a.m. to 5:00 p.m. (excluding holidays
, observed by Midwest Card and ID Solutions.)
b) Holidavs Observed bv Midwest Card and ID Solutions:
New Year's Day, Easter Sunday, Memorial Day,
Independence Day, Labor Day, Thanksgiving Day, .
Thanksgiving Friday, Christmas Eve Day, Christmas
Day, and New Year's Eve Day. If a holiday occurs on
Sunday, it will be observed on the following Monday.
1.2 Except as otherwise provided in this Service Agreement, the
Contract Maintenance Service shall include all'parts, labor
and travel expense necessary to Maintain the Covered
Equipment but specifiCally excludes software support
unless provided for under a separate addendum.
1.3 Term Charge: In consideration of Midwest Card and ID
Solutions' provision of the Contracted Maintenance Service,
customer shall pay the term charge set forth in this service
agreement
The Term Charge is based upon coverage hours and site '
location of Covered Equipment When the Covered '
Equipment site is greater than 50' miles from a Midwest Card
and ID Solutions base city, or for contracted extended service
outside of standard Coverage Hours, the Term Charge shall
include an additional charge.
2. Exclusions:. Except as otherwise provided in this Service
Agreement, the following are not covered in the Contracted
Maintenance Service and are subject to additional charges.
2.1 Overtime Charges and Travel Exoenses: All overtime
charges and travel expenses of Midwest Card and ID
Solutions personnel for maintenance services not included in
the Contracted'Maintenance Service shall be charged to
Customer at the rates, in Midwest Card and ID Solutions'
published maintenance price list in effect at the time of
occurrence.
Any maintenance service started dQring the Coverage Hours
and completed within one hour after such period shall not be
treated as overtime. Service completed after such one-hour
period and service otherwise provided at Customer's request
oU,tside of the Coverage Hours will be deemed as overtime.
A minimum charge of one hour will apply to any such
services.
2.2 Consumables and Supplies such as, but not limited to,
printheads, ribbons, foils, forms, rubber rollers,
overlaminates, cleaning rollers, card affixing stickers, labels,
toner, ribbons, plates, print rollers, rubber platens, plate
frames, stencils, toner and other supplies for use with the
Covered Equipment, including supplies necessary for
maintenance purposes, shall be provided by the Customer
and must be approved by Midwest Card and ID Solutions.
Midwest Card and ID Solutions' approval will,not be
reasonably withheld. Repairs, adjustments, or parts
replacement required due to the use of supplies not approved
by Midwest Card and ID Solutions will be chargeable using
Midwest Card and ID Solutions published maintenance and
parts price list in effect at the time of performance of such
service.
2.3 Unauthorized Use or Service: The Contracted Maintenance
Service does not include service or repair work caused by the I
failure of Customer to observe any ofthe conditions in this
Agreement; failure of Customer to use the Covered
Equipment in accordance with the manufacture's
instructions; maintenance or attempted repairs or adjustments
of the Covered Equipment by anyone other than Midwest
Card and ID Solutions' authorized personnel; service,
reconfiguration, or upgrading of any data communications
interface occasioned by changes made to host computers or '
network transmission devices; tampering, misuse or abuse of
the Covered Eqnipment; or force majeure. Maintenance
services and parts so required will be provided by Midwest
Card and ID Solutions at Midwest Card and ID Solutions'
published maintenance and parts price list in effect at the
time of performance.
2.4 Obsolete Parts or End of Life: In the event that parts
required to repair or maintain covered product are no longer
available, Midwest Card & ID Solutions, LLC may terminate
coverage for all or part of the specified product and will issue
the customer a prorated credit,for the unused portion of the
term charge.
3. Excess Use Charges: The Term Charges for designated Systems
included in the Covered Equipment is based upon an assumed
rate at the end of the applicable maintenance period. Midwest
Card and ID Solutions may assess aD. Excess Use Charge as set
forth in this service agreement
4. Term: The term is as shown on the face of this document This
agreement will not automatically renew. Upon termination or .
expiration of the contract, Midwest Card will only perform
service requested if another contract has been signed and/or a
Purchase Order is issued authorizing Midwest Card to perform
requested ~ervice. Midwest Card personnel will not be
dispatched for serVice unless the client has a signed, valid
contract or has authorized a purchase order.
5. Payment Taxes: ; .
5.1' PaYment Terms: Invoices shall be payable upon receipt
5.2 Taxes: Customer shall pay any municipal, state offederal
taxes, however designated, levied or based on the charges
payable under this Agreement that may .be paid or be payable
by Midwest Card and ID Solutions excluding income taxes.
Customer shall also pay any tax not currently applicable but
which is hereafter held or ruled applicable by any new law,
interpretation of an existing law or otherwise.
6. Eauioment Relocation: The Customer must notifY Midwest
Card and ill Solutions in writing at least sixty (60) days prior to
the relocation of any Covered Equipment. Customer shall be
solely responsible for all expenses, including insurance
coverage associated with moving and installation of the
equipment to a new location. If the relocation causes Midwest
Card and ill Solutions to incur increased Travel time or cost in
providing maintenance services hereunder, Customer agrees to
pay reasonable increased monthly maintenance charges.
7. Conditions:
7.1 Access to Eauioment: Customer shall permit free access to
the Covered Equipment and shall provide, without charge to
.
.'
April 16, 2010
Attn: Rhonda Hones
City of Salina
300 West Ash
Human Resource Room 200
Salina, KS 67401'
Re: Maintenance Agreement
Dear Rhonda Hones,
Enclosed, you will find the documents for a maintenance agreement on model type: CP80 serial number:
P70451 that will expire June 30, 2010. This agreement outlines our recommended form of service
coverage. It protects your company from unexpected parts and labor charges; while providing priority
service response over non-contract customer.
Please review the contract inclusion dates, the coverage hours, the number of preventive maintenance
inspections, the model and serial number of the 'machine/software, and the applicable charges. Also
included, you will find a copy of the terms and conditions of the maintenance agreement.
To accept this agreement, please complete Midwest Card and ill Solutions' enclosed inforination sheet,
sign the agreement document, and return to Midwest Card and ill Solutions in the envelope provided.
Please be certain to include your purchase order number, if required by your company for payment. Upon
receipt of the renewal, we will update our contract re~ords. Invoicing begins at the renewal start date and
follows the billing frequency laid out in section 5.2 of the agreement terms and conditions. If you prefer,
you may include your payment with the signed agreement and your account will be credited. The cost of
this agreement is firm for 60 days from the agreement start date. After that time, a billable inspection of
the machine will be required before the agreement can be accepted, and the contract cost may be
reassessed.
If you elect to deny this maintenance agreement, service can still be provided on a time and material basis.
Our current rates are $185.00 per hour from 8:00 a.m. to 5 :00 p.m. Monday through Friday, excluding the
observed holidays outlined in section 1.1 b of the terms and conditions. All other times are charged at a rate
of $255.00 per'hour and are subject to availability. A minimum charge of one hour applies in both cases.
Parts are billable at the current retail price when service is provided on a per call basis.
On behalf of Midwest Card and ill Solutions, thank you for your business. We look forward to exceeding
your expectations for quality support services through this agreement term.
If you have any questions, please feel free to call us at 816-221-0620.
Sincerely,
Phil Johannes
_J