Brightly%20Asset%20Essentials%20Quote.pdf

Parent document: Regular Board Meeting - 5_30 p.m. - Amended-06-04-2024.pdf

Text

PREPARED FOR
Randolph County Schools - WV ("Customer")

40 11th St
Elkins, WV 26241-3512

PREPARED BY
Brightly Software Inc

11000 Regency Parkway, Suite 300
Cary, NC 27518

PUBLISHED ON

May 10, 2024


https://www.omniapartners.com/suppliers/brightly/public-sector/contract-documents
(https://www.omniapartners.com/suppliers/brightly/public-sector/contract-documents)

Cloud Services
Item Start Date End Date Investment

Asset Essentials 6/1/2024 6/30/2025 7500.41 USD
Core Plus .

- Dude Analytics 6/1/2024 6/30/2025 Included

Asset Essentials 6/1/2024 6/30/2025 7 S22 64 USB
Inventory .

1.0 Month(s) included at no additional cost on the first term 06/01/

2024 - 06/30/2024 To

Subtotal: 9,271.94 USD



Professional Services

Item
Data Migration As Is
Asset Essentials Implementation

AE Parts Standard Implementation

Total Initial Investment

Investment
0.00 USD
2,616.30 USD
1,615.00 USD

Subtotal: 4,231.30 USD



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Asset Essentials Standard Implementation
Statement of Work

Summary:

Company will provide specified implementation services to Subscriber to implement Asset Essentials (AE), an
on-line Computerized Maintenance Management System (CMMS). This 60-day implementation service includes
access to Company's on-line Learning Management System (LMS), dedicated implementation resources, data
loading assistance, and implementation guidance as Subscriber configures their account and trains end users.

In Scope:

The items below will be considered in scope of this SOW:

1. Asset Essentials Standard Implementation

Deliverables:

* Project kick-off call with a dedicated Project Coordinator

* Unlimited access to LMS and online Help content

* Optional one-time Company template-based data imports for available location, equipment/asset, and
user data

* Upto four configuration support calls with Implementation Specialist

* Provide train-the-trainer best practices for account administrator.

* Up to four go-live support check-ins with Implementation Specialist during roll-out

* Launch email outlining support resources moving forward, post implementation.

Acceptance Process:

As each deliverable is completed, the Project Coordinator will confirm with the Subscriber and document
acceptance in the Project Community Portal.

Assumptions:

Subscriber Assumptions:

* Subscriber will provide a single point of contact/project manager for the duration of the project.
* IT department is responsible for ensuring access to mobile devices, internet connections, email access,
and web link access to the software such as whitelisting IP addresses.


Project

Kick-Off

Project Kick-Off Call - Day 1

Confirm software and services purchased

Identify key stakeholders

Assign resources

Review implementation process

Schedule key implementation activities, including projected completion date
Access to Company's on-line Learning Management System

Access to interactive project plan

Building Your Foundation - Weeks 1-2


Subscriber learns about fundamental setup and configuration via LMS
* Locations

* Categories
Account Setup * Assets

Configuration
One call with your Implementation Specialist to prepare for importing available

data
Subscriber begins configuring account

Work Order Management - Week 3 - 4

Subscriber learns how to setup and manage reactive workflow from initial request
to work order close via LMS
Subscriber continues account configuration
> Views
Account Setup - Request & Work Order Templates
and - Workflows
Configuration * E-mail Notifications

Subscriber learns how to utilize AE's mobile app via LMS and Help content
One call with your Implementation Specialist to review setup, configuration, and
workflow

Preventative Maintenance - Week 4-5

Account Setup Subscriber learns how to create and manage PM Schedules via LMS
and Subscriber begins setting up PM's
Configuration One call with your Implementation Specialist to review PM setup

Subscriber Led User Training - Week 6

Use Case Subscriber provides access and trains end-users on how to use AE to request and
Testing and manage work orders
User Training Leverage help documentation

Go Live Support - Weeks 5-9

Subscriber completes user training
Go Live Support Begin using AE as your primary CMMS
Up to four weekly check-ins with Implementation Specialist

Implementation Complete - Day 60

Final go-live support check-in

Implementation ; . ; . .
Project Coordinator sends launch email and introduces on-going Company

Complete and
Project Close

resources.
Close project



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Invoicing:

At the conclusion of Go Live Support, the main consulting milestone will be completed to trigger billing for the
full implementation service.

Asset Essentials Parts Standard
Implementation
Statement of Work

Summary:

Company will provide specified implementation services to Subscriber to implement Asset Essentials (AE), an
on-line Computerized Maintenance Management System. This 60-day implementation service includes access
to Company's on-line Learning Management System (LMS), dedicated implementation resources, data loading
assistance, and implementation guidance as Subscriber configures their account and trains end users.

In Scope: The items below will be considered in scope of this SOW:
1. Asset Essentials Parts Standard Implementation

Deliverables:

* Project kick off call with a dedicated Project Coordinator

* 60-day access to an interactive project plan

* Dedicated Implementation Specialist

* Optional one-time template-based data imports for available part and storage location data during the
project period

* Up to four configuration support calls with Implementation Specialist

* Up to four go-live support check-ins with Implementation Specialist during roll-out

* User Acceptance Testing (UAT) guidance during the go-live support period

* Train-the-trainer best practices and content for account administrator

* Unlimited access to LMS and on-line help content (during and after implementation)

Acceptance Process:

As each deliverable is completed, the Project Coordinator will confirm with the Subscriber and document
acceptance in the Project Community Portal. Once the last deliverable has been completed, the service will be
deemed delivered in full and the implementation project closed.


Project

Kick-Off

Project Kick-Off Call — Day 1

Confirm software and services purchased

Identify key stakeholders

Assign resources

Review implementation process

Schedule key implementation activities, including projected completion date

Access to Company's online Learning Management System
Access to interactive project plan

Intro to Parts Inventory — Weeks 1-2


* Subscriber learns about fundamental setup and configuration for Parts via LMS
* Parts user roles
* Storage locations

* Parts and quantities
Account q

Setup and Parts categories

Configuration Kits
Tracking parts on work orders and assets

One call with your Implementation Specialist to prepare for importing available data
Subscriber begins filling out Company import template or setting up parts in AE

Parts Configuration — Week 3 - 4

Account Subscriber continues account configuration for Parts
Setup and Complete Parts import template
Configuration One call with your Implementation Specialist to review parts data prior to import

Complete Parts Configuration — Week 4 -5

Account Subscriber competes Parts configuration in AE
Setup and Subscriber ensures users are assigned the correct roles
Configuration One call with your Implementation Specialist to review Parts setup

User Acceptance Testing (UAT) — Week 5

Subscriber completes specific use case tests with internal users to confirm expected
functionality before roll-out

Final call with your Implementation Specialist to review UAT results and confirm
UAT passed

Use Case
Testing and
User Training

User Training — Week 6

Use Case Subscriber provides access and trains end-users on how to use AE to manage
Testing and Parts
User Training Leverage Help Documentation

Go Live Support — Weeks 5-9

Subscriber completes UAT and user training

Go Live Begin using Parts functionality in AE

Support Up to four weekly check-ins with an Implementation Specialist

Implementation Complete! — Day 60


Implementation * Final go-live support check-in
Complete and * Project Coordinator introduces on-going Company resources

Project Close * Close project



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Special Terms for Asset Essentials:

Asset Essentials pricing is based on a maximum storage limit of 200GB of data. Data storage that exceeds
200GB may subject to an additional fee.

"AS-IS" Data Migration - Maintenance Essentials
/ Maintenance Direct to Asset Essentials
Statement of Work

Summary:
Company will provide certain professional services to Subscriber. These professional services include:

Migrating of data from classic (Maintenance Essentials or Maintenance Direct) "as-is" to AE (Asset Essentials)

In Scope: The items below will be considered in scope of this SOW:

Migrating the following data types from the Subscribers existing Classic (Maintenance Essentials or
Maintenance Direct) to AE:

Locations

Assets

Users

WO (Work Order) History

PM (Preventative Maintenance) schedules

Deliverables:
Welcome email with login information to AE training account
AE training account pre-loaded with Subscriber's locations, assets, users, work order history and PM schedules

One Subscriber check-in with Company implementation specialist to validate data, update user list, and
schedule final data migration

Final data migration performed by Company into Subscriber's production AE account

Acceptance Process:

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Once Subscriber has validated their data and the final data migration into the production Asset Essentials
account has taken place, this service will be deemed complete.

Assumptions:

Only the following Classic (Maintenance Essentials or Maintenance Direct) data types will be migrated to AE:
Locations

Assets

Users

WO (Work Order) History

PM (Preventative Maintenance) schedules

Details around data migrated:

Site - A single site is created in AE which should mimic the clients account name.

Locations - These are the Locations from Classic. Buildings from Classic are migrated as Sub-locations in AE.
Work Categories ("Crafts") - These are the crafts that were enabled in Classic.

WO Statuses - Company will map the Classic WO statuses to the default statuses in AE.

Work Types - These are migrated from Classic.

Assets - This is the list of Equipment from Classic.

Suppliers - This is the list of Suppliers, Manufacturers and Vendors from Classic.

Parts - If Subscribers used Inventory Direct, this would be their list of Parts from Classic.

Custom Fields - If there are fields from Classic which do not exist in AE, they will be created as Custom Fields.
Subscriber should review the list of Custom Fields but not add or remove any until after the final migration.

Cost Centers - These are the Budget Codes from Classic.
Projects - These are Project Codes from Classic.
Budgets - These are Budget Codes from Classic.

PM Schedules - These are schedules from Classic. There are differences in how PM schedules were created in
AE because the functionality is different between systems.

Data types from Classic (Maintenance Essentials or Maintenance Direct) will be migrated "as is" and no further
changes or modifications will be made by Company.

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Any Subscriber changes made in the training account will not be migrated or transferred over to production
except for user accounts.

Subscriber will experience up to 5 days of down time in their Classic (Maintenance Essentials or Maintenance
Direct) environment while the final migration to production is taking place.

For the avoidance of doubt, the following services are not included:

Project kick-off call with a Company project coordinator

Evaluation of your current practices, policies, and procedures for the purpose of performance improvements
Troubleshooting any issues related to your IT infrastructure or mobile devices

Role-based end user training

WO attachments and any saved reports are excluded from the data migration

Project Schedule:
Subscriber will be utilizing the implementation specialist's time from the master SOW for this project schedule.

Welcome email with login information to Asset Essentials (training account) and training account pre-loaded
with your locations, assets, users, work order history and PM schedules: Within 3 business days of requesting
from Company implementation specialist.

One Subscriber check-in with Company implementation specialist to validate data and update user list:
Typically, within 15 business days of step one.

Final data migration into production Asset Essentials account: Approximately, 15 business days of step two.

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Order term

BY SIGNING THIS ORDER FORM, WHETHER BY ELECTRONIC OR WRITTEN SIGNATURE, YOU ARE PLACING A
BINDING ORDER FOR THE OFFERINGS SHOWN. IF THE INDIVIDUAL ENTERING INTO THIS AGREEMENT IS.
ACCEPTING ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, THE INDIVIDUAL REPRESENTS THAT THEY
HAVE THE AUTHORITY TO BIND SUCH ENTITY AND ITS AFFILIATES TO THE TERMS AND CONDITIONS OF THIS
AGREEMENT, IN WHICH CASE THE TERM "CUSTOMER" SHALL REFER TO SUCH ENTITY AND ITS AFFILIATES. IF
THE INDIVIDUAL ACCEPTING THIS AGREEMENT DOES NOT HAVE SUCH AUTHORITY OR DOES NOT AGREE WITH
THE TERMS AND CONDITIONS SET FORTH HEREIN, THE INDIVIDUAL MUST NOT ACCEPT THI REEMENT AND
MAY NOT USE THE OFFERINGS.

* The "Effective Date" of the Agreement between Customer and Brightly Software, a Siemens Company
("Siemens") is the date Customer accepts this Order
* Proposal expires in sixty (60) days.

* The Siemens entity entering into this Agreement is Brightly Software, Inc., a Delaware corporation, and
the notice address shall be Corporate Trust Center, 1209 Orange Street, Wilmington, DE 19801 USA,
Attn: Brightly Software.

* By accepting this Order, and notwithstanding anything to the contrary in any other purchasing
agreement, Customer agrees to pay all relevant Subscription Fees for the full Subscription Term defined
above.

* Payment terms: Net 30

* This Order and its Offerings will be subject to the terms and conditions of the Terms of Service (the Base
Terms together with any applicable Supplemental Terms) found at http://pbrightlysoftware.com/terms
(htto://prightlysoftware.com/terms) ("Agreement"), unless Customer has a separate written agreement
executed by Brightly Software, Inc. for the Offerings, in which case the separate written agreement will
govern its defined Term. Acceptance is expressly limited to the terms of the Agreement. No other terms
and conditions will apply. The terms of any purchase order or other document from Customer are
excluded and such terms will not apply to the Order and will not supplement or modify the Agreement
irrespective of any language to the contrary in such document.

* Siemens shall invoice Customer and Customer agrees to pay Siemens the amount specified on this
Order. Quantities purchased may not be decreased during the relevant Subscription Term. Customer is
responsible for providing complete and accurate billing and contact information to Siemens and
notifying Siemens promptly of any changes to such information.

* If Customer is paying by credit card or Automated Clearing House ("ACH"), Customer shall establish and
maintain valid and updated credit card information or a valid ACH auto debit account (in each case, the
"Automatic Payment Method"). Upon establishment of such Automatic Payment Method, Siemens is
hereby authorized to charge any applicable Subscription Fee using such Automatic Payment Method.

* Customer is responsible for paying all taxes associated with its purchases hereunder. Siemens shall
invoice Customer and Customer shall pay that amount unless Customer provides Siemens with a valid
tax exemption certificate, direct pay permit, or other government-approved documentation.
Notwithstanding the foregoing, Customer is responsible for, and, to the extent permitted by law, will
indemnify Siemens for: 1) any encumbrance, fine, penalty or other expense which Siemens may incur as
a result of Customer's failure to pay any taxes required hereunder, and 2) any taxes, including

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withholding taxes, resulting from making an Offering available to Users in geographic locations outside
the country in which Customer is located as per the Order. For clarity, Siemens is solely responsible for
taxes assessable against Siemens based on its income, property and employees.

Siemens maintains the right to increase fees within the Subscription Term for Recurring Fee Offerings by
an amount not to exceed the greater of prices shown in the investment table or the applicable CPI and
other applicable fees and charges every 12 months. Any additional or renewal Subscription Terms will be
charged at the then-current rate.

In the event Customer purchases the Cloud Services (including any renewals thereof) through an
authorized reseller of Siemens, the terms and conditions of this Agreement shall apply and supersede
any other agreement except for any terms and conditions related to fees, payment or taxes. Such terms
and conditions shall be negotiated solely by and between Customer and such authorized reseller. In the
event Customer ceases to pay the reseller, or terminates its agreement with the reseller, Siemens shall
have the right to terminate Customer's access to the Cloud Services at any time upon thirty (30) days'
notice to Customer unless Customer and Siemens have agreed otherwise in writing.

Customer shall use reasonable efforts to obtain appropriation in the full amount required under this
Order annually. If the Customer fails to appropriate funds sufficient to maintain the Offerings described
in this Order, then the Customer may terminate the Offerings at no additional cost or penalty by giving
prior written notice documenting such non-appropriation. Customer shall use reasonable efforts to
provide at least thirty (30) days prior written notice of non-appropriation. Customer agrees non-
appropriation is not a substitute for termination for convenience, and further agrees Offerings
terminated for non-appropriation may not be replaced with functionally similar products or services
prior to the expiration of the Services Term set forth in this Order. Customer will not be entitled

to a refund or offset of previously paid, but unused Fees.

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Billing frequency: Annual
First Cloud Services invoice to be sent on or around July 1, 2024.

Cloud Services Offerings will be subject to the terms and conditions of the General Software and Cloud
Supplemental Terms found at http://brightlysoftware.com/terms (http://brightlysoftware.com/term

During the Term, Siemens shall, as part of Customer's Subscription Fees, provide telephone and email
support ("Support Services") during the hours of 8:00 AM and 6:00 PM EST, Monday through Friday
("Business Hours"), excluding holidays.

Siemens shall use commercially reasonable efforts to make its Software or Cloud Service available 99.9%
of the time for each full calendar month during the Subscription Term, determined on twenty-four (24)
hours a day, seven (7) days a week basis (the "Service Standard"). The Service Standard availability for
access and use by Customer(s) excludes unavailability wnen due to: (a) any access to or use of the Cloud
Service by Customer or any Account User that does not strictly comply with the terms of the Agreement
or the Documentation; (b) any failure of performance caused in whole or in part by Customer's delay in
performing, or failure to perform, any of its obligations under the Agreement; (c) Customer's or its
Account User's Internet connectivity; (d) any Force Majeure Event; (e) any failure, interruption, outage, or
other problem with internet service or non-Cloud Service; (f) Scheduled Downtime; or (g) any disabling,
suspension, or termination of the Cloud Service by Siemens pursuant to the terms of the Agreement.

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"Scheduled Downtime" means, with respect to any applicable Cloud Service, the total amount of time
(measured in minutes) during an applicable calendar month when such Cloud Service is unavailable for
the majority of Customer's Account Users due to planned Cloud Service maintenance. To the extent
reasonably practicable, Siemens shall use reasonable efforts to provide eight (8) hours prior notice of
Cloud Service maintenance events and schedule such Cloud Service maintenance events outside the
applicable business hours.

* Siemens reserves the right to block IP addresses originating a Denial of Service (DoS) attack. Siemens
shall notify Customer should this condition exist and inform Customer of its action. Once blocked, an IP
address shall not be able to access the Cloud Service and the block may be removed once Customer is
satisfied corrective action has taken place to resolve the issue. Siemens also reserves the right to
suspend or terminate service if Customer: 1) performs load tests, network scans, penetration tests,
ethical hacks or any other security auditing procedure on the Cloud Service, 2) interferes with or disrupts
the integrity or performance of the Cloud Service or data contained therein, or 3) otherwise violates the
use restrictions under this Agreement.

Professional Services:

* Professional Services Offerings will be subject to the terms and conditions of the Services Supplemental
Terms found at http://brightlysoftware.com/terms (http://brightlysoftware.com/terms).

* Unless otherwise specified in an applicable Order: (i) Siemens will perform the Professional Services
during workdays, Monday through Friday, up to 8 hours a day; (ii) any estimate of hours or costs are
reasonable, good faith estimates only; and (iii) each task is performed as firm fixed price work or time
and materials as described in this Order. Siemens is only obliged to supply Professional Services and/or
Deliverables as expressly stated in this Order. Siemens shall not be obliged to supply any Professional
Services and/or Deliverables without a valid Order.

* Scheduling. Siemens requires at least 6 weeks advanced notice from the acceptance of an Order to
schedule Professional Services delivery dates when travel is required. Onsite Professional Services shall
be delivered consecutively in a single onsite visit unless the applicable Order includes the additional fees
and incidental expenses associated with multiple visits.

* Unused Professional Services. Unless otherwise specified in the Order, Siemens reserves the right to
expire any unused Professional Services 6 months from the Effective Date set forth on the Order, and
Customer will not be entitled to receive a refund for any fees prepaid for such expired Professional
Services.

* Customer Cooperation. Customer will cooperate reasonably and in good faith with Siemens in its
performance of Professional Services by: (i) providing access to any necessary Customer Data, (ii)
allocating sufficient resources and timely performing any tasks reasonably necessary to enable Siemens
to perform its obligations under the Order, and (iii) actively participate in scheduled project meetings.
Any delays in the performance of Professional Services or delivery of Deliverables caused by Customer
may result in additional applicable charges for resource time.

* Incidental Expenses. Customer will reimburse Siemens for travel and related business expenses
incurred in connection with Professional Services. If an estimate of incidental expenses is included in the
Order, Siemens will not exceed a 5% inflation of such estimate without the written consent of Customer.

Additional information

* Prices shown above do not include any taxes that may apply. Any such taxes are the responsibility of
Customer. This is not an invoice. For customers based in the United States, any applicable taxes will be

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determined based on the laws and regulations of the taxing authority(ies) governing the "Ship To"
location provided by Customer. Tax exemption certifications can be sent

to accountsreceivable@brightlysoftware.com (mailto:accountsreceivable@brightlysoftware.com).
Billing frequency other than annual is subject to additional processing fees.

Provide Siemens with the purchase order number, if applicable. Acceptance of this Order without a
purchase order number indicates that a purchase order is not necessary. Please reference Q-408168 on
any applicable purchase order and email to Purchaseorders@Brightlysoftware.com

mailto:Purch rders@Brightlysoftwar m

Brightly Software, Inc. can provide evidence of insurance upon request.

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At Brightly, we understand the yearly budgeting cycle of educational institutions. If you need us to pro-rate the
annual fee based on your budget cycle, please let me know. | will provide you with the pro-rated cost based on
the number of months remaining in your fiscal year.

Thanks again for your interest in utilizing our web-native solutions to integrate and more efficiently manage
your operations. Please feel free to contact me with any questions at or by email at
brianne.lenman@brightlysoftware.com.

Sincerely,
Brianne Schlott-Lehman
Brightly

Please address the purchase order to:
Brightly Software, Inc

11000 Regency Parkway, Suite 300

Cary, NC 27518

*** Please mail or email the purchase order to brianne.lehman@brightlysoftware.com.

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Signature

Presented to:

Q-408168
May 09, 2024, 10:38:18 AM

Accepted by:

Printed Name

Signed Name

Title

Date