R2024-221 2024-11-11RESOLUTION NO. R2024-221
A Resolution of the City Council of the City of Pearland, Texas, authorizing
participation in an interlocal cooperative purchasing program for the
purchase of software maintenance renewals and hardware upgrades, in
the estimated amount of $110,475.00, from Convergint Technologies LLC,
for Fiscal Year 2025.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That the City Manager or his designee is hereby authorized to purchase
software maintenance renewals and hardware upgrades, in the estimated amount of $110,475.00,
from Convergint Technologies LLC.
PASSED, APPROVED and ADOPTED this the 11th day of November, A.D., 2024.
________________________________
J.KEVIN COLE
MAYOR
ATTEST:
________________________________
FRANCES AGUILAR, TRMC, MMC
CITY SECRETARY
APPROVED AS TO FORM:
________________________________
DARRIN M. COKER
CITY ATTORNEY
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4250 N. Sam Houston Pkwy E. Suite 180, Houston, Texas 77032
Phone 832-327-3700 Mobile 832-524-6024
michael.huffman@convergint.com
October 22, 2024
City of Pearland Quotation: MH03744754P
License/Cert
Omnia Contract
Number: R220702
Attention: John Knight
Reference: Emergency Services 2024/2025
Provide a $30,000 draw to keep the City of Pearland for emergency
services for labor and material associated with the up keep of the
access control and video surveillance systems. Convergint service
department will keep a running total for all work orders including money
left over for services rendered. If additional funding is needed during
the City calendar business year between 2024-2025, Convergint will
notify the IT Department in advance.
The Emergency callout will only be paid as used.
Hourly rates for call outs will be billed at $157.00. (Two hour minimum)
Dates of this agreement run from December 1,2024 through November
30, 2025.
Materials
Line Qty Part Description Unit Price Extended
Price
1 All labor is in accordance with Omnia - Contract R220702
Equipment Total $ 0.00
Total Labor/Other Costs $ 30,000.00
Freight/Warranty $ 0.00
Tax if Applicable $ 0.00
Total Project Price $ 30,000.00
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Clarifications and Exclusion
1. All work proposed herein, shall be performed during normal business hours Monday
through Friday 8:00 am - 5:00 pm.
2. All labor and materials will charged in accordance with Omnia Contract R220702
3. Permits or associated fees are not included.
4. Fifty percent (50%) of the proposed sell price shall be payable to Convergint for
project mobilization. Mobilization shall be invoiced and due upon customer
acceptance of this proposal.
5. Proposal does not include sales tax unless otherwise noted.
6. Anything in the Contract Documents notwithstanding, in no event shall either
Contractor or Subcontractor be liable for special, indirect, incidental or consequential
damages, including commercial loss, loss of use, or lost profits, even if either party
has been advised of the possibility of such damages.
7. Convergint reserves the right to negotiate mutually acceptable contract terms and
conditions with customer by making mutually agreeable changes to the formal
contract included in the Bid Documents.
8. Customer acknowledges that supply-chain and shipping difficulties may result in
unavoidable delays in deliveries of materials despite timely placement of orders and
efforts by Convergint and its suppliers to avoid such delays. Customer agrees to
provide Convergint with reasonable extensions of time to the extent of any such
delays and Convergint agrees to make reasonable efforts to avoid or minimize such
delays.
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Total Project Investment: $ 30,000.00
Thank you for considering for your Security needs. If you have any questions or would
like additional information, please don't hesitate to contact me immediately. If you would
like to proceed with the scope of work as outlined in this proposal, please s ign below and
return to my attention.
Sincerely,
Michael Huffman
Convergint
Michael Huffman
By signing below, I accept this proposal and agree to the Terms and Conditions contained
herein
John Knight October 22, 2024
Customer Name (Printed) Date
Authorized Signature Title
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CIO
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Date: October 21, 2024 Quote #: MH03744689P
To: City of Pearland Attn: John Knight
3519 Liberty Drive 281-652-1601
Pearland, TX 77581 jknight@pearlandtx.gov
We are pleased to provide this proposal for your consideration. This quotation is valid for THIRTY (30)
days.
Thank you for considering Convergint as your security service provider of choice. The intent of this Customer
Support Program (CSP) is to assist you in maintaining your installed Genetec Access Control System and Genetec
Video Surveillance System (ID# GSC-200211-009505). Our goal is to work with you to maintain the integrity of the
system and to assist you in providing a safe and secure environment for the public and City employees .
Convergint is committed to providing long- term customer satisfaction and support well beyond an initial system
installation. All Convergint installations include a standard warranty against all defects in material workmanship for
a period of one (1) year. CSP agreements provide the following additional value.
• A properly planned Customer Support Program (CSP) will optimize the performance and integrity of your
systems and extend the life of the systems without compromise to occupant safety and compliance.
• Perform comprehensive testing of systems and equipment to ensure and validate system integrity and
functionality.
• Identify and list system deficiencies or facility modifications at the time of test and inspection that may
impact equipment and system performance.
• Retain the expertise and experience of trained and/ or factory- certified technicians for the ongoing service
of your systems.
• Provide testing and service documentation to demonstrate compliance with requirements as needed.
• Avoid false alarms, tenant interruption, and business downtime.
• MULTI-YEAR PROGRAM COMMITMENT
Convergint is committed to establishing long- term agreements at mutually agreed pricing. When a
customer agrees to purchase a multi- year support program from Convergint (3 years and above), the
annual cost will be remained fix at the first-year price.
• PREFERRED PRICING
Predictable costs by means of pre- established labor rates and material costs in accordance with
Convergint’s published rates and associated discounts.
• SERVICE DOCUMNTATION
Each and every system- testing and service call will be documented utilizing an inspection report and/ or
work order completed by our assigned Customer Support Specialist. The Specialist’s job will not be
CUSTOMER SERVICE PLAN PROPOSAL
CSP OVERVIEW AND INTRODUCTION
STANDARD SERVICES
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complete until their testing and/ or service call is formally documented and presented to a designated
customer representative.
• PREFERRED PRIORITY SERVICE RESPONSE
As a Convergint CSP customer, you will be given priority for emergency service calls. Specific response
times are identified under the Customer Support Program Implementation section of this proposal.
• TRAINED AND QUALIFIED RESOURCES
A professional team of certified and qualified personnel deliver services performed by Convergint. Field
technical personnel are also equipped with the proper tools and information necessary to perform their jobs.
• TELEPHONE SUPPORT AND CONSULTATION
Telephone diagnostic support is available for all CSP customers. Our on - call technicians will provide
diagnostic and troubleshooting support to help reduce your costs by trying to resolve issues prior to our
arrival.
Monitoring Service ☐ Included ☒ Excluded
Provides customers with monitoring services providing customers with 24/7 facility alarm protection.
Utilizing a third-party monitoring service, Convergint provides customers with fully redundant monitoring
services resulting in an extraordinarily reliable monitoring network. Customers have access to monthly
reports and have the ability to administer account information from a secured internet connection. This
means that Convergint, or customers themselves, can change emergency contact names and associated
numbers directly from any internet connection.
Preventive Maintenance ☒ Included ☐ Excluded
On a scheduled basis, Convergint will provide systems preventive services for components listed within
the equipment list contained herein. All preventive maintenance testing will be performed in accordance
with manufacturer’s recommendations and will address areas that can adversely affect system
performance. Preventive maintenance will include a visual inspection and functional test of system
components. (Refer to Bill of Material section of this document for detailed scope of work and
deliverables)
Program Discretionary Fund ☐ Included ☒ Excluded
We understand the difficulty that customers face securing capital expense dollars to upgrade older
technology or replace failed components. Our customers now decide how much money to include in the
Program Discretionary Fund. The fund is intended to be use d for repairs and/ or upgrades to the system.
Throughout the year, as parts are replacing or upgrades are implemented, the amount required to pay
for these services will be deducted from the funding included in the Customer Support Program. This will
be tracked throughout the year so that both the customer and Convergint know exactly what the latest
balance is for this fund. This Program Discretionary Fund will be required to be spent during each annual
agreement period.
OPTIONAL SERVICES
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Comprehensive Labor Coverage ☐ Included ☒ Excluded
For these customers seeking to manage their financial risk associated with service and repair labor, this
option is intended to provide comprehensive labor coverage upfront for:
1. Service Calls
2. System Troubleshooting & Diagnostics
3. Component Repair Labor
Comprehensive Equipment Coverage ☐ Included ☒ Excluded
Comprehensive equipment coverage includes the replacement of failed system components noted in the
bill of material at no additional cost. This allows customers to fix their potential financial risk that can be
associated with unexpected repairs and/ or failed components. Please note that failed or damaged
equipment is based on the conditions noted in the terms and conditions of this proposal and excludes
such items as natural causes or intentional damage.
Remote Online Diagnostics ☐ Included ☒ Excluded
Utilization of industry standard authentication technology to remotely access your system and resolve
technical issues in real time resulting in a savings of both time and system downtime. A Convergint
Support Specialist, with the support of a screen sharing session, will work directly with your personnel
for initial call support and troubleshooting. If the issue cannot be resolved online, a more refined service
response will result including the dispatching of a service representative.
Embedded Specialist ☐ Included ☒ Excluded
The Embedded System Specialist will report directly to Convergint, with day - to- day accountability to
our customer. Specific goals will be established and progress against these goals will be measured
quarterly during a formal goal review meeting. The Embedded System Specialist shall manage and
administer standard, operational procedures, and assist personnel in day -to- day system operations, this
option provides customers with a dedicated resource ensuring system integrity. Standardization, and
continuity. This is accomplished through program management, technical skills, and innovative
communication tools.
Priority Emergency Service Response ☒ Included ☐ Excluded
We realize that many customers require a more immediate response to service calls deemed to be
priority one. By selecting this Priority On- Site Response option, Convergint will commit to responding to
these service calls in (4) hours instead of the standard (8).
Staff Training ☐ Included ☒ Excluded
Provides scheduled system training service for your staff. Convergint will provide annual training
designed to improve the knowledge and efficiency of your client personnel. Training will be customized
to your specific facility and system(s) and will typically include the following topics: system architect ure,
overall system operation, alarm response procedures, troubleshooting techniques, management report
generation, etc. the benefit of this training is that your staff will become more familiar and comfortable
with the system(s) and be able to respond effectively and efficiently to alarm situations.
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iCare Executive ☒ Included ☐ Excluded
This value- added online service tool includes all the features of iCare Manager plus: real - time status,
metric and custom report, access to “My Document Library” (i.e., document sharing platform),
administrative privileges, and customized email notification.
Annual Software Support ☒ Included ☐ Excluded
Provides customers with a software support plan that allows them to keep pace with software revisions
and advancements as made available by manufacturers. Such revisions will keep systems operating
with the latest technology. With the proliferation of tech nology, software support is invaluable to those
customers desirous of keeping their systems current. Covered software is identified in the equipment list
of this proposal.
Annual Software Upgrade ☒ Included ☐ Excluded
This description should note the difference between software support licenses and the actual upgrade of
the software which may be very different.
System Administration and Data Redundancy Services ☐ Included ☒ Excluded
Convergint will supplement your internal system administration support by providing valued front - end
database management services. This valued service is intended to minimize system downtime and to
ensure the system database is fully backed- up in the event of losing your valuable information. Services
may include:
1. System programming changes
2. Standard & custom report set- up and report generation.
3. On- site or web- based system database back- up
4. General front- end system diagnostics
Battery Testing ☒ Included ☐ Excluded
Over time, the batteries lose their ability to provide standby power required by the system in the event of
primary power failure. For this reason, batteries should be replaced at specified intervals from date of
manufacture or in accordance with manufacturer requirements. The only way to be assured the batteries
will work is through proper load testing. This testing will be performed as required during a scheduled
Test and Inspection visit. Replacement of batteries is excluded from this proposal.
Customer Asset Reporting ☐ Included ☒ Excluded
Customer asset reporting includes the process of applying registered barcodes to system devices and
loading their relevant information into a web- based database. Within 24 hours following the inspection,
an on- line database and associated report of the s ystem test will be made available for viewing,
downloading, printing, or emailing. This maintenance information can be retrieved anywhere using a
standard internet browser. Convergint’s web- based reporting system provides immediate documentation
to building owners and managers that their systems are being tested and inspected according to
manufacturer’s requirements and in a timely manner.
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Storage Analysis ☐ Included ☒ Excluded
Systems are installed based on calculations provided during the design of the original project. Over time,
several variables can impact the storage of your system records (e.g. scene complexity, amount of
motion, light levels, etc.). This option includes an analysis of the recording to verify you receive the
storage you require. In the event that the storage is lower than desired, Convergint will discuss the
available options. Upgrade of the system storage may require additional pricing.
Cybersecurity ☐ Included ☒ Excluded
Convergint will utilize a Privileged Access Management (PAM) application to manage and audit device
passwords used to secure system installed in customer facilities. During the initial first - time use
password and additionally, once a year, passwords will be created to meet or exceed industry best
practices in accordance with NIST Cybersecurity Framework. Convergint’s PAM functions as a stand -
alone, AES- 256- bit encryption cloud- based database accessed only through two factor authentication
and role- based access. There is no integration or direct connection between Convergint’s database of
passwords and systems on premise. Twice a tear, Convergint specialists will install the latest security
system updates and patches to correct security and functionality problems in software and firmware;
significantly reducing the opportunity for exploitation.
Please reference the clarifications, qualifications, and exclusions noted below.
1. Convergint shall be provided unobstructed access to all devices in the building during the system test and
inspection.
2. Convergint reserves the right to propose an annual adjustment to the CSP program cost if additional devices
or appliances are added to the system during the term of the agreement.
3. Testing of the system does not include troubleshooting of pre-existing system conditions (ground faults, etc.).
4. The customer agrees to provide any necessary equipment to reach inaccessible or limited access equipment.
A separate waiver, provided by Convergint Technologies, must be signed prior to operating customers lift.
5. Printouts of the existing system databases shall be made available to Convergint for validation of point count
and device type.
6. If available, a copy of the system drawings shall be provided to Convergint prior to beginning the testing
program.
7. All pricing is in accordance with Omnia Cooperative Purchasing program. Security System services contract
R220702
8. Site visits will be once a year for both the access control and video surveillance system.
9. All location below is system currently installed. All new locations that been recently installed or will be
completed during the city 2025 calendar year will go on the following year CSP as to those sites all have one-
year parts and labor warranties.
10. This proposal pricing is based on a one-year customer support program (CSP)
a. Company will, once annually, inspect, adjust, clean, lubricate as required, and test the operation of the
Equipment.
b. Company will provide the necessary corrective maintenance (the “Corrective Maintenance”) upon
Customer request to correct a malfunction and will place the Equipment in operating condition, subject to
the Exclusions contained in Section 3. Unless the Corre ctive Maintenance service call is covered by this
Agreement, Customer will be billed separately pursuant to the customary billing rates of Company in effect
at that time.
CLARIFICATIONS, QUALIFICATIONS, AND EXCLUSIONS
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c. Company will replace parts and/or assemblies in order to return the Equipment to its operating condition,
subject to the Exclusions in Section 3. The parts replaced will relate only to the Equipment covered by this
Agreement.
d. Company will provide on-site service for the Equipment during the normal following hours, excluding
Federal Holidays.
Customer Responsibilities
a. Customer agrees to cooperate in the care of the Equipment and to promptly notify Company in the event
of any malfunction in the operation of the Equipment. Requests for service are accepted by phone or online
at iCare.convergint.com.
b. Customer agrees to give Company employees and representatives full and free access to the Equipment
for the purpose of performing the required service hereunder. It is the responsibility of Customer to provide
a safe working environment and safe access to Equipment for technicians. The final determination of a
safe working environment will reside with the technician.
c. Customer agrees to maintain at its expense, any software licensing agreements and installed software
media required for the operation and or diagnostics of the Equipment.
d. Customer agrees that when service must be provided when cash, negotiable securities, and other valuables
are readily accessible, Company employees and representatives shall always be accompanied by
Customer’s employee or representative.
e. Customer agrees that additional equipment of like nature may be added to this Agreement at the same
pricing rates as included herein and prorated to match the applicable coverage dates. Equipment coming
out of warranty will automatically be added to your contract to prevent lapse of coverage.
f. Payment is acceptance of terms of this agreement.
g. Customer agrees to obtain and pay for all permits and licenses, and to discharge any fines, imposed by
any governmental body or agency relating to the Equipment, its operation or malfunction.
h. Customer acknowledges that it is its sole responsibility to determine the nature and extent of alarms and
other security devices and measures necessary to protect its Equipment and other property, which is not
in the possession of Company. Company shall n ot be liable for losses made possible or arising out of
Customer’s or any of its contractor’s failure to provide, maintain, use or properly monitor and respond to
alarms and other security devices necessary to protect Customer’s Equipment and other property.
i. Customer will indemnify and defend Company, its officers, employees, representatives and agents against
and hold them harmless from, without limitation, any and all liabilities, losses, costs, damages, claims,
expenses, attorneys' fees, expenses of litigat ion, judgments and encumbrances brought, suffered or
incurred by Company or third parties attributable to the acts or omissions of Customer, its employees,
officers, agents, representatives or agents, while engaged in the performance of their duties under this
Agreement.
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Exclusions
a. In the event of a failure of the Equipment to function due to: burglary, storm, power surge, power failure,
fire, flood, war, riot, civil commotion, other acts of God, rodent/insect issues, settling of walls or foundation,
abuse or usage of Equipment for purposes other than designed and/or intended or work performed by other
than Company employees or representatives, Company shall have no obligation to perform any services
whatsoever. Necessary repairs created by these conditions shall be billable to the C ustomer in full pursuant
to the customary billing rates of Company then in effect.
b. Problems related to network issues, communication issues, source voltage problems and other issues not
directly related to Equipment components, circuitry or software are not covered under the terms of this
Agreement.
c. Consumable items are not included under this Agreement, such as carriers, print heads, batteries and other
items consumed during normal use of the Equipment.
d. When in Company’s evaluation, the Equipment or any major sub-system or major component thereof as so
classified by Company 1) becomes worn out due to normal wear and tear or, 2) becomes obsolete or
outdated due to advances in technology, Company will submit to the Customer a cost estimate for its
replacement. If the Customer does not authorize such replacement (the cost of which is outside of this
Agreement,) Company may terminate the portion of this Agreement which covers the affected Equipment.
e. Company will not be responsible for failure or delay, or the consequences thereof, in rendering service
occasioned by any circumstances beyond its reasonable control.
f. The Annual Agreement Fee does not include costs for parts or labor incurred by Company for relocating
equipment, changing set-up, changing original features or functions, modifications or any major overhaul
of the Equipment. If any Equipment is relocated, altered or serviced by persons other than Company
representatives during the term of this Agreement, then Company shall have the right to inspect the
Equipment for any damage which may have occurred, and Company shall have the right to charge
customer for parts and labor required to repair such Equipment at its prices and rates then in effect. If
Customer refuses such inspection or repair, then Company has the option to delete such Equipment for
coverage hereunder.
g. This Agreement covers only the services detailed herein that Company is expressly agreeing to undertake.
Any service not expressly provided by Company herein is specifically not covered under this Agreement. If
Company is requested to provide emergency service outside the times set forth above, which service
Company shall have the right to elect or not elect to undertake in its sole discretion, Customer agrees to
pay Company overtime rates for hours worked or traveled during such times.
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Site Locations
The following is a list of locations that is the baseline for this proposal.
Site Name Site
City Hall
Complex 3519 Liberty Drive Pearland,77581
Fire
Administration 2703 Veterans Drive Pearland,77584
Fire Station #2 6050 Fite Road Pearland, 77584
Fire Station #3 3207 Yost Blvd Pearland, 77581
Fire Station #5 3100 Kirby Drive Pearland, 77584
Fire Station #8 12155Mc Hard Rd Pearland, 77581
Hill House 2559 Hill House Rd Pearland,77584
Parks &
Recreation 4141 Bailey Rd Pearland, 77584
Public Works 3501 E. Orange Street Pearland,77581
Public Safety
Building 2555 Cullen Parkway Pearland,77584
Tom Reid
Library 3522 Liberty Drive Pearland, 77581
Fenwick Nature
Canter 5750 Magnolia Pkwy Pearland, 77584
Shadow Creek
Library 11801 Shadow Creek Pkwy Pearland,77584
Reflection Bay
Water Site 12155 Shadow Creek Pkwy Pearland, 77584
Independence
Park
Amphitheater
3449 Pearland Pkwy Pearland, 77581
FM521 Water
Site Intersection FM521 & McHard Pearland, 77584
Alice Water
Plant 3702 Alice Street Pearland, 77584
Animal
Adoption 8333 Freedom Pearland,77581
Fire Station #4 8325 Freedom Pearland,77581
Surface Water
Treatment plant 3720 County Rd 48 Rosharon, TX 77583
Shadow Creek
Ranch Park 13050 Shadow Creek Pkwy Pearland, 77581
Bailey Water
Site 3945 Wells Drive Pearland, 77581
Magnolia Water
Site 3812 Magnolia Pearland,77584
Public Safety
Training Bldg 2525 Cullen Parkway Pearland, 77584
518 Water
Plant 1751 E. Broadway Street Pearland, 77584
Kirby Water
Plant 3100 Kirby Pearland,77584 (Behind Fire Station #5)
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Cullen Water
Plant 2525 Cullen Parkway (Behind Police Department)
NOTE: THE FOUR SITES ABOVE HIGHLIGHTED IN YELLOW HAVE BEEN ADDED TO THIS CSP
SINCE LAST YEAR CSP
SCOPE OF WORK (UPDATE DEVICE TYPES AS NEEDED)
• Test and inspect all access control and video surveillance camera and head-end materials
including:
o Card Readers
o Door Contacts
o REX Motion Sensors
o Electrified Locking Hardware
o Resistors
o Wiring & Cabling Connectivity Integrity
o Power Supplies
o Control Panels
o Backup Batteries
o Indoor cameras
o Outdoor cameras
• Test doors for access granted, access denied, door forced, and door held.
• Test all alarm signals are reporting to monitoring receiver.
• Adjust and clean cameras if needed
DELIVERABLES
• Signed Inspection Letter
• Access Control Door Activity Report
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SERVICE RATES
Bus. Hours (8am-5pm) After-hours (Mon- Sat) Sunday & Holiday
Standard Rates $185 $270 $360
CSP Rates $157 $240 $330
Trip Charge $100.00
• No mileage of travel time charge if within a 50- mile radius of local CTC.
• Outside 50- mile radius will incur an additional charge for travel time.
• Emergency service and T&M work will be subject to a two- hour minimum.
• Same day emergency requests are subject to afterhours rates,
• Rates are subject to change without notice and application at the time of service.
AGREEMENT DETAILS
CSP Start Date December 1, 2024
CSP Duration 1 Years
Year 1 Year 2 Year 3 Year 4 Year 5
Total Annual Cost $80,475.00 N/A N/A N/A N/A
Sales Tax Price excludes applicable sales tax
Payment
Schedule
The CSP will be invoiced annually in the first month of the agreement
period unless mutually agreed otherwise.
Escalation
Please provide all applicable billing information and point of contact for coordination and questions.
Customer Name Attn
Address Work Phone
Suite (If Applicable) Cell Phone
City, State & Zip Email
This pricing is valid for 30 calendar days from the date of this proposal. To accept this prop osal, please
sign and date below and return to Convergint.
Respectfully submitted by Convergint Technologies
Michael Huffman
By signing below, I accept this proposal.
Customer Name Date
Authorized Signature Printed Name and Title
BILLING CONTACT
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Daniel McGhinnis
City of Pearland 11/12/2024 | 5:59 AM PST
CIO