London – MX700 Room

PWD-L12-MX700-ST60

List Price: $11,000.00

SLA Price: $1,100.00/year (Other options available – See Appendix B)

Statement of Work (SoW)

Project Summary

RoomReady will install the following equipment in the specified locations:

RoomReady Product Qty Installation Location

Input Video Scaler 1 Mounted under table.

Monitoring Controller 1 Mounted in MX700

Partner Provided Product Qty Location

Telepresence MX700 1 Wall-mounted unless otherwise specified

MX700 Mounting Kit 1 Wall mount kit for MX700

Touch Panel (included in MX700

SKU) 1

Set on top of table. Cable run through the floor

box with video scaler cable

Ceiling Microphone 1 Mounted to mic mounting kit

Mic Mounting Kit 1 Mounted on ceiling

Owner Furnished Equipment (OFE) Qty Location

Coordination Details

Primary User Interface Cisco Touch 10 – See Appendix A for functional narrative

of control system

Audio Conferencing Through owner-furnished Cisco call manager configured

by IT partner

Video Infrastructure Through owner-furnished Cisco infrastructure configured

by IT partner

Project Timeline

PO Date

On-site Start

On-site Finish

1st Use

Working hours on-site

Products and Services

RoomReady will provide the following products as part of the delivery of the RoomReady system.

RoomReady Product Qty Description

Input Video Scaler 1 VGA/HDMI switcher/scaler

Monitoring Controller 1 Room monitoring appliance for RoomReady

monitoring portal

RoomReady will provide the following services as part of the delivery of the RoomReady system.

RoomReady Service Description of Service

Project Management

RoomReady will provide full project management for the

duration of the project. This will consist of the following

components:

1) Project manual

2) Project meetings

3) Meeting minutes

4) Project communication

5) Project coordination

6) Project documentation organization & delivery

7) Project closeout

Off-site Staging RoomReady will fully stage the project off site for maximum

efficiency and quality assurance

On-site Installation

RoomReady will provide the following services on site:

1) Wire/Cable installation

2) Physical installation of all specified components listed

in the project summary.

3) Waste disposal of all waste and debris created by the

RoomReady installation staff

Programming

RoomReady will provide the following programming /

configuration services in a combination of on-site / off-site /

remote installation:

1) Configuration of all endpoints with default

configuration provided by the customer or IT partner

2) Programming of room control system

System Commissioning

RoomReady will commission the system to industry standards

and provide a report verifying all system functionality and

room conditions upon a successful installation. See Appendix

C for commissioning report details.

End User Training

RoomReady will provide end user training on the following

functions:

1) Placing an audio call

2) Receiving an audio call

3) Placing a video call

4) Receiving a video call

5) Starting a presentation outside of a call

6) Started a presentation inside of a call

7) Adding an audio call to a video call

8) Proper microphone etiquette

Managed Service Description of Service

SLA Level - Corporate Corporate – Service & Materials

Remote Monitoring Remote monitoring dashboard for room health, functionality,

and usage

Terms and Conditions

Hours of Operation Service

Standard On-Site Installation Monday – Friday 7:30AM – 5:00PM Local time – Excluding

holidays

RoomReady Office Hours Monday – Friday 8:00AM – 5:00PM CST – Excluding holidays

RoomReady Service Desk Monday – Friday 6:00AM – 10:00PM CST – Excluding holidays

Customer Requirements Service

Building Access

Customer must provide access to the building and all

equipment rooms, as well as all areas required for complete

equipment and cable installation.

Waste Removal Customer must provide location or policy for waste removal of

boxes, debris, and scrap cable on site.

Other Trades / Facilities

All work provided by on-site facilities or other contractors

must be complete before RoomReady is scheduled to be on

site. This includes, but is not limited to, any electrical work,

data communications work and/or any room remediation.

Room must be construction clean (dust and debris free) prior

to scheduled installation date.

Parking Customer must provide parking accommodations for

RoomReady vehicles for the duration of the project.

Owner Furnished Equipment

(OFE)

Customer must have all OFE equipment on site at the start of

the project. All equipment must be tested and verified in good

and working order prior to RoomReady integration.

RoomReady provides no warranty or product support on OFE

unless otherwise noted in the SLA.

IT Support

Customer must provide IT support for the customer’s network

for the duration of the project to the RoomReady staff. This

includes but is not limited to internet access, integration of

endpoints with infrastructure, and general network support.

Cancellation/Rescheduling RoomReady Action

Customer Readiness RoomReady reserves the right to charge up to $175/hr. per

on-site staff member in the event the Customer site is not

ready for installation at the agreed upon on-site installation

start date. This includes, but is not limited to:

1) Customer’s failure to complete identified action items

prior to implementation

2) Availability of essential customer personnel

3) Readiness of Customer’s network

4) Physical access to the facilities

5) Any other material readiness issues on the Customer’s

part.

Rescheduling

RoomReady reserves the right to charge up to $5,000 in

rescheduling fees for projects that are rescheduled within 7

days of the agreed to and scheduled on-site start date. This

can include projects where RoomReady arrives to the site and

determines the Customer is not “ready” per the definition

given in Customer Readiness, or in Customer requirements.

Cancellation

RoomReady reserves the right to invoice and collect for all

materials and services purchased or consumed by RoomReady

prior to the cancellation date up to 100% of the project

agreement.

Additional Fees RoomReady Action

Customer Readiness/

Rescheduling/Cancellation

Additional fees will be added per the terms and conditions

listed above in the Cancellation/Rescheduling section.

OFE

RoomReady reserves the right to charge additional fees for

any additional parts and labor required to integrate OFE, that

were not reasonably foreseen prior to installation. (Ex: OFE

equipment is not functional, or new OFE equipment is

presented at site that has not previously been documented as

part of the system.)

Expedited Shipping

RoomReady reserves the right to charge additional shipping

fees for products that require expedited shipping to meet a

specified timeline, or for equipment that fails during the

course of installation.

Overtime / Holiday Time

RoomReady reserves the right to charge overtime and double-

time on projects that require work to be performed outside of

normal working hours.

Additional Insurance

Requirements

RoomReady has a standard $3M blanket insurance policy. Any

additional insurance required by the Customer may incur an

additional cost for this site / customer specific insurance

policy.

Field Conditions

RoomReady reserves the right to charge additional fees if site

conditions are considerably different from what has been

determined by pre-project meetings, or requires significant

deviation from a standard installation.

Project Completion

Requirements RoomReady Action

Customer Training Upon successful customer training, the room is said to be

functional and the project is said to be complete.

First Use

The system is said to be complete if the customer uses the

system prior to RoomReady having the ability to train the

Customer on the system.

Grace Period

The customer has 7 days from the date of completion to

inspect and use the system. If there are problems found in

the grace period, RoomReady will come back to correct them

at no cost to the customer.

System Documentation

Within 2 weeks of the completed installation, RoomReady will

electronically deliver or make available all system closeout

documentation:

1) Commissioning Reports

2) As-Built Drawings

3) Training Materials

4) Warranty Information

5) SLA Information

Warranty Information

Warranty Item Term

Standard Term 90 Days

Warranty Start Date Completion date as defined in Terms and Conditions

Labor

All labor is fully warranted by RoomReady for the duration of

the project warranty. This includes:

1) Installation workmanship

2) Programming source code

3) All labor required for materials warranty during the

warranty term of the project.

Materials All materials will be warranted according to the individual

manufactures’ warranty policies

SLA Service level agreements supersede all other warranty

documents.

Financial Terms and Conditions

Total Materials Price $6,600.00

Total Labor Price $4,400.00

Total Tax TBD – Based on Location

Total Project Price $11,000.00

SLA Level Corporate – Service & Material

SLA Annual Cost $1,100

SLA Annual Renewal Date Set at Project Completion

Payment Terms for Credit

Card Transaction Credit Card Charged at Time of Sale

pTotal Contract Amount $12,100.00

______________________________________________ _________________ Room Ready Authorized Signature Date ______________________________________________ _________________ Printed Name Title ______________________________________________ _________________ Customer Authorized Signature Date ______________________________________________ _________________ Printed Name Title

Appendix A DESCRIPTION OF FUNCTIONALITY

To use this room, a user would come into the room and locate the Cisco touch

panel on the presentation furniture (table or desk) and tap the screen. This will wake the

system up and will turn on the display.

The user will then be presented with the following options:

1) Call

2) Share

3) Camera control and settings

If Option 1 “Call” is selected:

The touch panel will provide a window with the options to find or provide a

number or address to call the desired destination or person. This selection and

confirmation will then start a video conferencing call through the system.

If a presentation is required within a video call, the user must connect their laptop

to the provided laptop connection in the presentation furniture, and make sure

that the computer has been set to provide video through that connection on the

computer. The system will automatically switch between the analog and digital

source as determined by the connections of the device, and will scale the video

signal to 1920 x 1080p maintaining the provided aspect ratio (shape) to the

presentation system.

When the user indicates that desire to present the connected presentation device

(laptop), the signal will be windowed onto the local screen and also be presented

to the far end system(s).

At the end of the call use the control panel to end the video call. The system will

stay on while the codec is still in the on and “wake” state.

Next, you can use your laptop and option 2 to feature a presentation on the local

screen along with system(s) connected to your call.

Use the control panel to end the video call. The system will stay on while the

codec is still in the on and “wake” state.

If Option 2 “Share” is selected:

The touch panel will provide a window that shows the available inputs and

connections on the OFE provided video-conferencing codec. RoomReady will

connect the laptop connection to the input labeled “PC.” To present inside or

outside of a video call, the user will simply need to select this source and touch

the green “present” button. If the user is not in a video call this will present the

attached computer to the full screen size provided in the room, and the user can

stop the presentation by pressing the “stop presentation” button.

This procedure will also work if the user is in a video conferencing call. The

presentation will simply be added to the screen in a window and the codec will

resize the far end video to fit both images on the screen. The user can then

change the layout through options provided on the touch panel.

If Option 3 “Camera Control and Settings” is selected:

This will provide the user options to control the camera and change other

codec settings as defined by the operation of the Cisco user interface.

Room volume will be controlled by the volume buttons on the side of the

Cisco touch panel.

To manually shut the system off, the user will simply touch the “standby” button

in the upper left corner of the touch panel. This will put the entire system into a

standby mode.

The system will automatically shut down when the codec goes into a “standby”

or “sleep” state triggered by inactivity setting configured in the codec.

The system will automatically wake and turn on when the codec is brought out

of the standby state by either the user touching the touch panel described

above, or if the codec receives a call and is set to auto-answer in the codec

configuration.

ROOM REQUIREMENTS

In order for this system to be installed the room must have the following

infrastructure in place prior to installation:

1) A dedicated 20A power outlet installed at the specified TV location

2) A data connection provided at the same TV location that will have access

to the required network to place and receive video conferencing calls.

3) Adequate structural support in the wall to hold the display and other

components of the system. (up to 200 lbs).

4) A cable pathway that is available and continuous from the display location

to a floor box location under the presentation furniture.

5) Power available at the floor box location under the presentation furniture.

6) The ability to mount small equipment to the underside of the presentation

furniture.

7) A pathway (hole with grommet) from the underside of the presentation

furniture to the presentation furniture surface.

DELIVERABLES

RoomReady is providing the following tangibles to the customer for the scope of

work described above:

1) Complete and functioning system in adherence to the description

given above.

2) System documentation including all system drawings and product

manuals.

3) System commissioning report to ensure system performance and quality.

4) System training

5) 90-day warranty

Appendix B – Service Level Agreement (SLA)

Impact Definition

Impact refers to the business impact of the system impacted. The initial impact is pre-defined from

the alerting tool, based on the type of alarm received or Client request.

There are three categories of impact:

1. High: Incident affecting an entire site or multiple sites.

2. Medium: Incident affecting multiple users.

3. Low: Incident affecting one or few users.

Urgency Definition

Urgency is the extent to which the incident’s resolution can bear delay. The initial urgency is pre-

defined from the alerting tool, based on the type of alarm received or Client request.

RoomReady Incident and Problem urgency and corresponding priority levels are defined as follows:

1. High: Full service outage of a critical system or VIP is affected, requires urgent

response.

2. Medium: Client’s ability to function is partially impacted, requires the SDC to respond

as soon as possible.

3. Low: No impact on the Client’s ability to function; is more informational in nature and

a response is not critical.

RoomReady retains the case priority even if there is a reduced severity of impact until incident

resolution. The case may be left open for a prescribed period while operational stability is being

assessed.

The incident ticket shall be closed by RoomReady or Client upon validation of issue remediation and

the CI’s return to operational stability.

Complete detail for open and closed tickets resides on the Client Portal and is used to support

incident management and problem management processes.

Incident Priorities

IMPACT

High Medium Low

URGEN

CY

High P1 P2 P3

Medium P2 P3 P4

Low P3 P4 P4

Priority Levels

Level Description

P1 / Critical Systems at one or many Client sites are completely unavailable. Affected

systems cause significant business impact.

P2 / High Systems at one or many Client sites are partially unavailable. Affected systems

cause some business impact.

P3 / Medium Operational performance of Client sites is impaired while most business

operations remain functional.

P4 / Low Client is requesting information or a logical change that is covered under their

service agreement.

Agreement Levels

Priority Level

Enterprise – 24/7/4

Respond Remote Resolution

Path On-Site

Equipment

Delivery

P1 Incidents

(Critical) 10 minutes 30 minutes 2 hours 4 hours 24 hours

P2 Incidents

(High) 30 minutes 1 hour 4 hours 24 hours NBD

P3 Incidents

(Medium) 1 hour 4 hours 8 hours NBD 1 week

P4 Incidents

(Low) 4 hours 8 hours NBD 1 week 2 weeks

Priority Level

Corporate – 8/5/NBD

Respond Remote Resolution

Path On-Site

Equipment

Delivery

P1 Incidents

(Critical) 15 minutes 30 minutes 2 hours NBD 2 BD

P2 Incidents

(High) 30 minutes 1 hour 4 hours 2 BD 1 week

P3 Incidents

(Medium) 1 hour 4 hours 8 hours 1 week 2 weeks

P4 Incidents

(Low) 4 hours 8 hours NBD 2 weeks 4 weeks

Priority Level

Commercial – 8/5/NBD

Respond Remote Resolution

Path On-Site

Equipment

Delivery

P1 Incidents

(Critical) 30 minutes 1 hour 4 hours NBD 2 BD

P2 Incidents

(High) 1 hour 2 hours 8 hours 2 BD 1 week

P3 Incidents

(Medium) 4 hours 8 hours NBD 1 week 2 weeks

P4 Incidents

(Low) 8 hours NBD 2 BD 2 weeks 4 weeks

Respond is the amount of elapsed time between Client initiations of an issue, or the time

RoomReady Managed Services detects a fault, and the time RoomReady Managed Services creates an

incident report and alerts Client that an incident has been created.

Remote is the amount of elapsed time between Client initiations of an issue, or the time RoomReady

Managed Services proactively detects a fault, and the time an assigned RoomReady Managed

Services technician connects to the system, or otherwise contacts Client, and begins remote diagnosis

and troubleshooting.

Resolution Path is the amount of elapsed time between the initial RoomReady Managed Services

incident report creation, and the RoomReady Service Desk determination of an initial resolution path.

On-Site is the amount of elapsed time between when RoomReady Managed Services have

determined that all remote resources have been exhausted, and an on-site presence is required to

bring the issue to resolution.

Equipment Delivery is the amount of elapsed time between when RoomReady Managed Services

have determined that equipment is required for resolution and the time the equipment will arrive on-

site.

Client Management Portal

RoomReady Managed Services includes a Web-based Management Portal. The Client Portal is

remotely accessible by Clients and provides access to key information and services with respect to

their managed services. Capability includes:

Facilitating communication with the RoomReady Service Desk, including request management.

Viewing progress of service activities and the level of service being delivered.

Viewing, creating, and updating incident tickets and change requests.

Instructions to access and navigate the portal are provided in the remote training session during

Service Transition.

Monitoring

The Monitoring Service includes monitoring and notification coupled with our 18x6x312 Service Desk

to provide identification and incident remediation. The CIs are monitored using either a site-to-site

Virtual Private Network (VPN) connection or via a dedicated connection provided by the Client.

The Monitoring Service requires installation of the RoomReady Data Collection Appliance (DCA) on

the Client network. Each DCA has a monitoring script loaded to monitor and interact with the system.

The DCA is installed on the Client premises on a single subnet configured with Secure Socket Layer

(SSL) tunnel to the RoomReady Monitoring Framework.

Monitoring Incident Notification

Incident notification informs the customer that an Incident has been recorded. RoomReady utilizes

the following communication methods to notify the Client of incidents, per policies defined in the

Run Book during Service Transition:

Electronic mail (email)

Phone Call: (If required – P1 Critical)

To Client Site Contact

Auto-generated notifications to:

Client Service Desk

Client contacts (if desired)