Toronto Spark 85” Dual

PWD-TR-285-SRK

List Price: $36,435.86

Statement of Work (SoW)

Project Summary

RoomReady will install the following equipment in the specified locations:

RoomReady Products & Services / Qty / Installation Location
85” 4K Display / 2 / On wall at front of room
Equipment Enclosure / 2 / Behind display
Room Controller / 1 / Behind display
Display Mount / 2 / Mounted to wall behind display
Extender / 2 / On mount behind display
Blank / 4 / On display mount
Brush Guard / 2 / On display mount
Rack Shelf / 1 / Behind display
PDU / 1 / Behind display
HDMI Wall Plate / 1 / Directly below display
AV Plate / 1 / Directly below display
10’ CAT6 / 1 / Behind display
5’ CAT6 / 5 / Behind display
12’ HDMI / 2 / In wall connecting Spark Board to wall plate
7’ HDMI Cable / 2 / Behind Display
RoomReady SLA / 12 / Not applicable
Cisco Products & Services / Qty / Location
Cisco Spark Room Kit / 1 / Installed at front of the room
Cisco Spark Room Kit Subscription / 12 / Not applicable
Coordination Details
Primary User Interface / Cisco Spark Board
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.

Product / Qty / Description
Cisco Spark Room Kit / 1 / Cisco Spark Room Kit
85” 4K Display / 2 / 4K commercial display
Equipment Enclosure / 2 / Custom wall mount enclosure with 6 RU
Room Controller / 1 / Controller to for Support, room control, and training videos
Display Mount / 2 / Custom enclosure with rack space
Extender / 2 / Arm to extend display out
Blank / 4 / To cover blank space
Brush Guard / 2 / To pass cable in a clean way
Rack Shelf / 1 / Shelf to hold equipment in rack mount
PDU / 1 / Power Distribution Unit with IP control
HDMI Wall Plate / 1 / Coupler with female end to plug HDMI content in
AV Plate / 1 / 1 Gang wall plate to hold HDMI connection
Wire / Cable / 1 / Lot of wire, cable, and interconnects required for installation
Misc. Materials / 1 / Lot of rack blanks, screws, and other miscellaneous materials required for installation.

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
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, andgeneral 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
Cisco Endpoint / $3,995.00
Cisco Spark Subscription / $1,188.00
RoomReady Hardware / $22,824.86
RoomReady Services / $7,240.00
RoomReady Support Agreement / $1,188.00
Tax / TBD – Based on Location
Total Project Price / $36,435.86
SLA Annual Renewal Date / Set at Project Completion
Payment Terms for Credit Card Transaction / 100% of Project at Time of Sale
Total Contract Amount / $36,435.86

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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 touch the provided touch

panel. 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)

RoomReady Service

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
URGENCY / 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.
Priority Level / Corporate – 8/5
Respond / Remote / Resolution Path
 / P1 Incidents (Critical) / 15 minutes / 30 minutes / 2 hours
 / P2 Incidents (High) / 30 minutes / 1 hour / 4 hours
 / P3 Incidents (Medium) / 1 hour / 4 hours / 8 hours
 / P4 Incidents (Low) / 4 hours / 8 hours / NBD

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 Pathis 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-Siteis 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 Deliveryis 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.