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HomeMy WebLinkAbout26 - Payment Agreements - Forte - Forte Agreement Renewal Printed on May 20, 2026 Page 1 of 9 Opportunity: 3526317394 Retail Sales Agreement FORTÉ 655 E 54th Street North, Sioux Falls, SD 57104 | Phone: (605)782-4141 Fax: (605)782-4142 Proposal Number: 3526317394 Prepared For: City of Bozeman Attn: Scott McMahan Prepared By: Mark Hunt Phone: (406)384-6198 Email: mark.hunt@ourforte.com Proposal Date: May 20, 2026 City of Bozeman 2026 Renewal BILL TO Attn: Scott McMahon City of Bozeman PO Box 1230 Attn: Finance Bozeman, MT 59771 Phone: (406)582-2321 Email: Customer Number: COB0019 COMMENTS Service Contract 1369019 renewal PRODUCTS AND SERVICES SUMMARY Equipment $0.00 Integration $0.00 PRO Support $35,000.00 Shipping & Handling $0.00 Tax $0.00 Grand Total $35,000.00 Unless otherwise specified. The prices quoted reflect a discount for a cash payment (i.e., check, wire transfer) made by Customer in full within the time stated for payment on each invoice. Discount only applies to new items included on the invoice, and only applies if the balance on the invoice is paid in full. All returned equipment is subject to a restocking charge. The prices are valid for 30 days and may be locked in by signing this Retail Sales Agreement. Overdue balances are subject to a finance charge of 1.5% per month, or interest at the highest rate permitted by applicable law. In the event FORTÉ must pursue collection of unpaid invoices, Customer agrees to pay all of FORTÉ's costs of collection, including its attorneys' fees. INVOICING AND PAYMENT TERMS Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Printed on May 20, 2026 Page 2 of 9 Opportunity: 3526317394 Customer and FORTÉ have agreed on the payment method of CHECK. Payment must be remitted by stated method. To the extent Customer seeks to use of any payment methods other than stated, and that payment method results in an increased transaction cost to FORTÉ, the new payment must be approved in writing, and the Customer shall be responsible for paying the increased transaction cost to FORTÉ associated with the change in payment method. Payments shall be made 30 days from invoice date. So long as the invoice has been sent and the Customer's payment is made within the terms work will continue. FORTÉ uses progress billing, and invoices for equipment and services allocated to the contract on a monthly basis. Unless otherwise specified, all items quoted (goods and services) as well as applicable out of pocket expenses (permits, licenses, shipping, etc.) are invoiced in summary (including applicable sales taxes due for each category of invoiced items). Customer is to make payments to the following "Remit to" address: FORTÉ PO Box 842607 Kansas City, MO 64184-2607 If Payment Method is ACH: Customer must make all payments in the form of bank wire transfers or electronic funds transfers through an automated clearinghouse with electronic remittance detail, in accordance with the payment instructions FORTÉ provides on its invoice to Customer. A monthly summary of detailed equipment received is available upon request. Equipment received may be different than equipment billed based on agreed billing method. TAXES AND DELIVERY Unless stated otherwise in the "Products and Services Summary" above, FORTÉ will add and include all applicable taxes, permit fees, license fees, and delivery charges to the amount of each invoice. Taxes will be calculated according to the state law(s) in which the product(s) and/or service(s) are provided. Unless Customer provides a valid tax exemption certificate for any tax exemption(s) claimed, FORTÉ shall invoice for and collect all applicable taxes in accordance with state law(s), and Customer will be responsible for seeking a tax credit/refund from the applicable taxing authority. AGREEMENT TO QUOTE AND DOCUMENTS CONSTITUTING YOUR CONTRACT WITH FORTÉ Customer hereby accepts the above quote for goods and/or services from FORTÉ. When duly executed and returned to FORTÉ, FORTÉ's Credit Department will check Customer's credit and approve the terms. After approval by FORTÉ's Credit Department and signature by FORTÉ, this Retail Sales Agreement will, together with the FORTÉ General Terms & Conditions (which can be found at https://www.ourforte.com/terms-and-conditions) form a binding agreement between Customer and FORTÉ. (This Retail Sales Agreement and the FORTÉ General Terms & Conditions of Sale (the "T&Cs") are referred to collectively as the "Agreement"). If not defined in this Agreement, all capitalized terms shall have the meaning given to them in the T&Cs. Should FORTÉ's Credit Department determine at any point prior to FORTÉ commencing work that Customer's credit is not adequate, or should it otherwise disapprove of the commercial terms, FORTÉ reserves the right to terminate the Agreement without cause and without penalty to FORTÉ. AGREED AND ACCEPTED BY FORTÉ Company Company Signature Signature Printed Name Printed Name Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Josh Grant Information Technologies Scott McMahan Printed on May 20, 2026 Page 3 of 9 Opportunity: 3526317394 Date Date CONFIDENTIAL INFORMATION The company listed in the "Prepared For" line has requested this confidential price quotation, and shall be deemed "Confidential Information" as that term is defined in the T&Cs. This information and document is confidential and is intended solely for the private use of the customer identified above. Customer agrees it will not disseminate copies of this quote to any third party without the prior written consent of FORTÉ. Sharing a copy of this quote, or any portion of the Agreement with any competitor of FORTÉ is a violation of this confidentiality provision. If you are not the intended recipient of this quote (i.e., the customer), you are not properly in possession of this document and you should immediately destroy all copies of it. PRODUCTS AND SERVICES DETAIL PRODUCTS: Model # Mfg Description Qty Price Extended City of Bozeman 2026 City Council SSA Renewal SSACUSTOM FORTE System Support Agreement - 1 SHC/yr (6/3/26 - 6/2/27) 1 $4,500.00 $4,500.00 SUPPORT AGREEMENT(S) SUB-TOTAL: $4,500.00 Tax 1 $0.00 Total: City of Bozeman 2026 City Council SSA Renewal $4,500.00 City of Bozeman 2026 SSA Renewal- Bozeman Public Library SSACUSTOM FORTE System Support Agreement - 1 SHC/yr (6/3/26 - 6/2/27) 1 $11,000.00 $11,000.00 SUPPORT AGREEMENT(S) SUB-TOTAL: $11,000.00 Tax 1 $0.00 Total: City of Bozeman 2026 SSA Renewal- Bozeman Public Library $11,000.00 City of Bozeman 2026 SSA Renewal- Bozeman Public Safety Center SSACUSTOM FORTE System Support Agreement - 1 SHC/yr (6/3/26 - 6/2/27) 1 $19,500.00 $19,500.00 SUPPORT AGREEMENT(S) SUB-TOTAL: $19,500.00 Tax 1 $0.00 Total: City of Bozeman 2026 SSA Renewal- Bozeman Public Safety Center $19,500.00 Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 5/27/20265/27/2026 Printed on May 20, 2026 Page 4 of 9 Opportunity: 3526317394 Refer to Page 1 for the Grand Total that includes Taxes, and Shipping & Handling. System Support SUPPORT SERVICES SSA SCOPE OF WORK A. SUMMARY: This is a Modified Pro Support contract that includes Labor only. Equipment repair/replacement would be on a case-by-case basis. Modified System Support delivers: • Unlimited telephone support • Unlimited support for user error • Onsite support if necessary • Yearly System re-certifications • Upgrade options for multiple-year coverage • Details below Sites/Rooms Covered: Bozeman Public Safety Center • COMMUNITY ROOM DIVISABLE 105 • JUV LOUNGE 110I • CHIEF OFFICE 114 • SMALL CONFERENCE ROOMS 112 • CONFERENCE ROOM 118 • COMMONS 120 • BRIEFING 122 • FITNESS 150 • OFFICE 162/SLEEPING ROOM 162A • LOBBY L180 • DINING 181 • FIRESTATION OFFICES 185,198,190,188,186,162,162A,114,181,183 • CONFERENCE ROOM 193 • KIDS PLAY 200B • RECEPTION 200 • CONFERENCE ROOM 202 • CLERK OF COURTS 235 • COURT ROOM A 240 • JURY DELIBERATION 241 & 249 • COURT ROOM B 250 • TRAINING ROOM 294 Bozeman Library • Community Room 101 • Labs 110 & 112 • Meeting Room 204 • Meeting Room 205 • Meeting Room 210 • Gallery Bozeman City Council Room • Based on current AV System Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Printed on May 20, 2026 Page 5 of 9 Opportunity: 3526317394 SYSTEM SUPPORT AGREEMENT COVERAGE AVI Systems will perform the services below for covered systems: Entitlement Coverage Entitlement Definition Included Incident Management AVI Systems provides support to troubleshoot, remediate, and escalate all Incidents through to resolution. Yes Remote Support AVI Systems provides remote Priority Support for supported systems to diagnose and address and attempt to resolve incidents. Yes Onsite Support AVI Systems provides Priority Support for technician dispatch to the customer location to diagnose and address and attempt to resolve an Incident within 8 Business hours or as available and/or scheduled. Yes Advanced Parts Replacement AVI Systems provides advanced replacement of failed hardware components under warranty as available. No Software Update Assistance AVI Systems provides labor to implement updates of existing software to correct software errors and/or resolve incidents as scheduled. Yes System Training AVI Systems conducts user training to cover general operation of the system and how to contact AVI Systems for support as scheduled. Yes System Health Checks AVI Systems personnel perform a complete health check and diagnostic on the installed system. Includes cleaning, adjustments, functional tests, and replacement of parts to keep the system equipment in efficient operating condition. Yearly Additional Entitlement Coverage Entitlement Definition Included Service Delivery Management AVI Systems will appoint a Service Delivery Manager (SDM) responsible for managing and coordinating services, ensuring communication, adhering to SLAs, reporting performance, handling escalations, and continuously improving service quality. No AVI Systems has a standard three level severity protocol and a single level for requests. Our severity levels are Critical (P1), Standard (P3), and Request (P4). Service Levels and response targets are based on Priority. Any needed information, feature enhancements, administrative inquiries are all classified as a request. The following is a severity summary and standard target percentages are listed in the table below. Target Percentage for Standard Level Agreements (SLA) Priority Details Incident Management Response Remote Support Response Onsite Dispatch (if included) Target (%) Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Printed on May 20, 2026 Page 6 of 9 Opportunity: 3526317394 Critical (P1) Multiple devices are down, unable to serve data, in a state of frequent or repeating "panic" or "hang," or is in a state of degraded performance sufficient to prevent normal business operations. Calls: 60 Seconds for calls answered Voicemail: 2 business hours Email: N/A 4 business hours 8-16 business hours/ Best Effort 90 Standard (P3) Device is experiencing and issue, anomaly, or cosmetic defect that inflicts little or no business impact. Calls: 60 Seconds for calls answered Voicemail: 2 business hours Email: 4 business hours 8 business hours 8-16 business hours/ Best Effort 90 Request (P4) Normal requests for information regarding the installation, configuration, use and maintenance of systems under management. Calls: 60 Seconds for calls answered Voicemail: 4 business hours Email: 4 business hours 16 business hours Best Effort / Scheduled 90 Critical (P1): At this severity, both AVI Systems and client must commit the appropriate personnel to restore the system to a functional state or until a mutually agreeable workaround is provided. NOTE: Email support initiation does not apply – Urgent incidents should be coordinated and requested via phone. Email initiation is logged as Standard (P3). Standard (P3): AVI Systems will provide a viable and mutually agreeable workaround until a more permanent hardware/software upgrade exists to mitigate the incident. Request (P4): This includes administrative inquiries. There is no impact to your production systems or business operations. SYSTEM SUPPORT WORKFLOW AVI Systems follows an Information Technology Infrastructure Library (ITIL) framework with our approach to technology services. Generally, our tiered workflow approach will follow this structure: 1. Incident is reported via monitoring (when purchased), phone, email, or portal (when available) 2. Incident is logged in ServiceNow and triaged (Tier 1) 3. UC / AV / DM Troubleshooting and Remote Resolution (Tier 2) a. Tier 2 remediation (and SLA) begins after Tier 1 triage has been completed. 4. Dispatch Escalation and Resolution (Tier 3) a. Tier 3 Escalation (and SLA) begins after Tier 2 remediation has been attempted. Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Printed on May 20, 2026 Page 7 of 9 Opportunity: 3526317394 SERVICE COVERAGE TIME & TIER LEVELS DESCRIPTION Coverage hours for the ProSupport department are defined as: 8 x 5 AVI Systems will provide 8 x 5 coverage across the time zone locations of the systems under coverage (North America only) AVI Systems ProSupport department is the initial contact point for any incoming incident. Upon identification of an issue, the ProSupport team will attempt to restore the technology service back to normal operations. Remediation activities will take place at different tiers of service, but all following a specific workflow. A general description of what happens at each tier level is as follows: TIER 1 SERVICES: Tier 1 services are the initial point of contact for any issue and are primarily made up of Incident Management responsibilities. Typical responsibilities for Tier 1 include: • Taking ownership of incidents in our ServiceNow ITSM system for all issues reported or alerted on. Each incident request will have a unique reference number which is used to allow the support staff to quickly locate, add to or communicate the status of the user’s issue or request. • Assign a severity or update the severity of each incident (Critical, Standard, or Request) • Provide electronic receipt notification for each incident. • Provide rapid response and initial triage and technical support. • Perform remote trouble isolation, resolution, or escalation to a Tier 2 Technician if needed. • Ongoing status updates and case management through incident resolution. TIER 2 SERVICES: Tier 2 services are made up of various remote resolver groups. Escalations will take place at this level. AVI Systems will engage with a remote resolver that specializes in the incident in question. Typical responsibilities for Tier 2 include: • Specific fault isolation down to the component level. • Perform specific hardware configuration changes. • Perform overall system configuration changes. • In-depth analysis, log analysis, fault tracking and tracing. • In-depth understanding of the core technologies utilized for corrective action. • Promote the incident to Tier 3 escalation as needed. TIER 3 SERVICES (available as SSA master number - if included): Tier 3 services are made up of onsite resources that are available for dispatch. The ProSupport team will take the learnings from Tier 1 and Tier 2 teams and dispatch a site technician with the correct repair or replacement technology to fully resolve the incident. Typical responsibilities for Tier 3 include: • Room repair and configuration changes. • Control and audio system programming. • Hardware swaps of on-hand critical components. Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Printed on May 20, 2026 Page 8 of 9 Opportunity: 3526317394 • Coordination of replacement parts. • RMA or equipment returns to the manufacturer. • Advanced diagnostic troubleshooting of cable paths and component level devices. • Software and firmware updates, as well as identification of incompatible revisions. • Acceptance testing of the resolved system. • System health checks (preventative maintenance). • System reimaging to correct OS/BIOS failures or to generally reconstruct a system back to functionality. PROBLEM MANAGEMENT: AVI Systems has a proven problem management process aimed to resolve the root causes of any Tier 3 incidents that are unresolved. Unfortunately, there are occasions where multiple issues happen across multiple platforms. These issues are escalated into an ITIL “Problem”. A "problem" in this context is the unknown underlying cause of one or more incidents, and a 'known error' is a problem that is successfully diagnosed and for which either a work-around or a permanent resolution has been identified. Problems can also be identified from a single significant incident, indicative of a single error, for which the cause is unknown, but for which the impact is significant. A known error is a condition identified by successful diagnosis of the root cause of a problem, and the subsequent development of a work-around. Problem management differs from incident management in that Problem Management aims primarily to find and resolve the root cause of a problem and thus prevent further incidents while the purpose of Incident Management is to return the service to normal level as soon as possible, with the shortest possible business impact. CONTACTS AVI Systems Service team can be reached by: • National Support Phone: 855-521-0040 • Branch/Local Direct - 406-782-4141 • email: support@avisystems.com • Portal: Contact your local AVI Systems representative for instructions. SYSTEM SUPPORT DEFINITIONS System – Defined as the items listed in the Products and Services Detail section of this Agreement or listed on an attached Equipment List with the exception of Consumables, Owner Furnished Equipment, and Obsolete Equipment. Remote Support – Means a service whereby remote calls made to communications and terminal equipment via Customer provided IP connection to determine failures and remedies. Only available where equipment is capable and configured by AVI Systems to provide same. Onsite Support - Service level response assumes customer location is within 60 miles of an AVI Systems Service Center. Additional travel costs may apply if the customer location is beyond 60 miles of an AVI Systems Service Center. Consumables – Means parts such as recording media, batteries, projection lamps and bulbs, etc. Consumables are parts that are not included under this Agreement. Obsolete Equipment – Defined as items (though possibly still in use) that are outdated with no manufacturer support or parts availability, or products with formal end of life as defined by their manufacturer. Obsolete Equipment are parts that are not included under this Agreement. Software Update Assistance – Defined as revisions of existing software which provide maintenance to correct software errors. Assumes software is provided at no charge by the manufacturer or covered under a valid manufacturer maintenance contract. Cascading software dependencies may impact ability to issue updates. Software and features which require additional licensing are not included under this Agreement. Changes to custom templates or scripts after initial deployment are available separate from this agreement. SYSTEM SUPPORT TERMS Coverage Dates – Unless otherwise stated, the service coverage date will be effective as of substantial completion or System Support Agreement invoice date; whichever is applicable. Coverage will extend for the duration specified by the corresponding line item description found in the Product and Services Detail section of this Agreement. AVI Systems reserves the right to withhold services until the invoice is paid in full. Exclusions – For situations where AVI Systems is providing service or support under this Agreement, no cost service, maintenance or repair shall not apply to the Equipment if any person other than an AVI Systems technician or other person authorized by AVI Systems, without AVI Systems prior written consent, improperly wires, integrates, repairs, modifies or adjusts the Equipment or performs any maintenance service on it during the term of this Agreement. Furthermore, any Equipment service, maintenance or repair shall not apply if AVI Systems determines, in its sole discretion, that the problems with the Equipment were caused by (a) Customer's Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Printed on May 20, 2026 Page 9 of 9 Opportunity: 3526317394 negligence; or (b) theft, abuse, fire, flood, wind, lighting, unreasonable power line surges or brownouts, or acts of God or public enemy; or (c) use of any equipment for other than the ordinary use for which such equipment was designed or the purpose for which such equipment was intended, or (d) operation of equipment within an unsuitable operating environment, or (e) failure to provide a suitable operating environment as prescribed by equipment manufacturer specifications, including, without limitation, with respect to electrical power, air conditioning and humidity control. Systems Support Terms are in addition to AVI Systems’ General Terms and Conditions of Sale. Docusign Envelope ID: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Certificate Of Completion Envelope Id: A57D7AA3-559E-8602-83B4-DAC6B250ECF9 Status: Completed Subject: Complete with Docusign: FORTE RSA 3526317394 - City of Bozeman 2026 SSA Renewal.pdf Source Envelope: Document Pages: 9 Signatures: 2 Envelope Originator: Certificate Pages: 4 Initials: 0 Mike Maas AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) Stamps: 1 PO Box 1230 Bozeman, MT 59771 mike.maas@bozemanmt.gov IP Address: 155.190.9.7 Record Tracking Status: Original 5/27/2026 11:31:42 AM Holder: Mike Maas mike.maas@bozemanmt.gov Location: DocuSign Security Appliance Status: Connected Pool: StateLocal Signer Events Signature Timestamp Josh Grant josh.grant@ourforte.com Josh Grant Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 198.40.226.42 Sent: 5/27/2026 11:33:05 AM Resent: 5/27/2026 11:39:42 AM Resent: 5/27/2026 11:40:23 AM Viewed: 5/27/2026 12:31:41 PM Signed: 5/27/2026 12:31:48 PM Electronic Record and Signature Disclosure: Accepted: 5/27/2026 12:31:41 PM ID: 5319723c-481a-4cd6-8f66-2500d612321c Scott McMahan scott.mcmahan@bozemanmt.gov Director of Information Technology Information Technologies Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 155.190.9.6 Sent: 5/27/2026 12:31:49 PM Viewed: 5/27/2026 12:37:00 PM Signed: 5/27/2026 12:37:44 PM Electronic Record and Signature Disclosure: Accepted: 5/27/2026 12:37:00 PM ID: 2abf752a-4d3b-4dec-aaa9-c9dd7530438a Mike Maas mike.maas@bozemanmt.gov City Clerk City of Bozeman Security Level: Email, Account Authentication (None)Using IP Address: 155.190.3.8 Sent: 5/27/2026 12:37:46 PM Viewed: 5/27/2026 2:14:10 PM Signed: 5/27/2026 2:14:16 PM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Michelle Chapel michelle.chapel@bozemanmt.gov Records Coordinator City Bozeman Security Level: Email, Account Authentication (None) Sent: 5/27/2026 2:14:18 PM Viewed: 5/27/2026 2:26:22 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Mark Hunt mark.hunt@ourforte.com Security Level: Email, Account Authentication (None) Sent: 5/27/2026 2:14:18 PM Electronic Record and Signature Disclosure: Accepted: 5/27/2026 11:34:56 AM ID: 11fd2d61-53f5-40c3-885d-e4f76a573aac Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/27/2026 11:33:05 AM Envelope Updated Security Checked 5/27/2026 11:39:41 AM Envelope Updated Security Checked 5/27/2026 11:39:41 AM Envelope Updated Security Checked 5/27/2026 11:39:41 AM Envelope Updated Security Checked 5/27/2026 11:39:41 AM Envelope Updated Security Checked 5/27/2026 11:40:22 AM Certified Delivered Security Checked 5/27/2026 2:14:10 PM Signing Complete Security Checked 5/27/2026 2:14:16 PM Completed Security Checked 5/27/2026 2:14:18 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Bozeman (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system. Getting paper copies At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. 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