2019-24 Vermont Systems, Inc Amend 2 - RecTrak Wellness Center Softwareta QaLqr(v
— GENI D17'sFRT —
MEMORANDUM
TO: Frank Spevacek, City Manager
FROM: Luis Magallanez, Community Resources Coordinator
DATE: June 7, 2019
RE: Amendment No.2 to Software License Agreement with Vermont
Systems Incorporated, for a price quote total fees adjustment.
Attached for your signature is Amendment No.2 to the Software License Services agreement
with Vermont Systems Incorporated, to adjust the miscalculation in amount of fees due for
quote #72394 of the five-year contract submitted by vendor.
Please sign the attached agreement(s) and return to the City Clerk for processing and
distribution.
Requesting department shall check and attach the items below as appropriate
X Contract payments will be charged to account number: 502-0000-71043
X Amount of Agreement, Amendment, Change Order, etc.: $46,943.00
N/A A Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) is attached with
no reportable interests in LQ or _ reportable interests
N/A A Conflict of Interest Form 700 Statement of Economic Interests is not required because this Consultant
does not meet the definition in FPPC regulation 18701(2).
Authority to execute this agreement is based upon:
N/A Approved by the City Council on
N/A City Manager's signature authority provided under Resolution No. 2018-014 for budgeted expenditures
of $50,000 or less. This expenditure is $46,193.00 and authorized by Director
X Initial to certify that 3 written informal bids or proposals were received and considered in selection
The fallowing required documents are attached to the agreement: -
X Insurance certificates as required by the agreement (approved by Risk Manager on ,p _ I date)
N/A Performance bonds as required by the agreement (originals)
X City of La Quinta Business License number LIC# 767771 EXP: 4/30/2020
X A requisition for a Purchase Order has been prepared (amounts over $5,000)
X A copy of this Cover Memo has been emailed to Finance (Krystena)
Revised May 2017
AMENDMENT NO. 2 TO AGREEMENT
WITH VERMONT SYSTEMS INCORPORATED
This Amendment No, 2 to Master Software License Agreement with
Vermont Systems Incorporated ("Amendment No. 2") is made and entered
into as of the k1 day of UNU., , 2019 ("Effective Date") by and between
the CITY OF LA QUINTA ("City"), a California municipal corporation and
Vermont Systems Incorporated ("Vendor").
RECITALS
WHEREAS, on or about April 11, 2019, the City and Vendor entered into
an Agreement to provide software services for the City of La Quinta. The term
of the Agreement expires on June 30, 2024; and
WHEREAS, Amendment 1, executed on or about May 2019 amended VSI
Hosting Services to exclude Vermont Systems software hosting services; and
WHEREAS, Section 4 — License Fee is being amended to reflect the
correct fee calculation in the amount of $46,943.00; and
NOW THEREFORE, in consideration of the mutual covenant herein
contained, the parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and
promises hereinafter contained, and for good and valuable consideration, the
sufficiency and receipt of which are hereby acknowledged, the parties hereto
agree as follows:
1. Section 4 License Fee.
In consideration for the license granted by Vendor under this Agreement as
set forth in Exhibit C, Price Quote, City shall pay Vendor a fee, not to exceed Forty -
Six Thousand Nine Hundred Forty -Three Dollars ($46,943.00) ("License Fee"),
2. In all other aspects, the original agreement shall remain in effect.
Rev. 7/28/2017
IN WITNESS WHEREOF, the City and Vendor have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA a California municipal corporation
Dated: �5
FRANK}!S'R[VACEK, City Manager
City qKLa Qua ta, California
ATTEST:
MONIKA RA VA, &Y Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
VENDOR: Vermont Systems, Incorporated
Tes N. Willey, Preside-4
Essex Junction, V: ant
Rev. 7/28/2017
Vermont
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EXHIBIT C Proposal Summary Pricing
VSI Quote Number: 74988
Please See Detail Breakdown
on Following Pages
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato Phone Number: (760)777-7189
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 05/30/2019
Purchase Annual Estimated Total
Description Price Maint/Svs Shipping' Price
Recirac - Workgroup Multi -User Software
Application Software
Progress OpenEdge Software
VSI-Add-Ons
Support Services - Training & Expenses
Total RecTrac:
ID Systems - Workgroup Multi -User Software
Application Software
Progress OpenEdge Software
Total ID Systems:
WebTrac - Basic Edition
Application Software
Progress OpenEdge Software
VSI-Add-Ons
PayTrac - Workgroup Multi -User Software
Application Software
VSI TOTALS
Application Software
Progress OpenEdge Software
VSI-Add-Ons
Support Services - Training & Expenses
Total WebTrac
Total PayTrac:
$0.00
$3,010.00
$0.00
$3,010.00
$0.00
$602.00
$0.00
$602.00
$0.00
$350.00
$0.00
$350.00
$10,093.00
$0.00
$0.00
$10,093.00
$10,093.00
$3,962.00
$0.00
$14,055.00
$0.00
$190.00
$0.00
$190.00
$0.00
$38.00
$0.00
$38.00
$0.00
$228.00
$0.00
$228.00
$950.00
$1,835.00
$0.00
$2,785.00
$190.00
$367.00
$0.00
$557.00
$750.00
$0.00
$0.00
$750.00
$1,890.00
$2,202.00
$0.00
$4,092.00
$0.00
$600.00
$0.00
$600.00
$0.00
$600.00
$0.00
$600.00
$950.00
$190.00
$750.00
$10,093.00
Grand Totals: $11,983.00
'NOTE: Shipping is FOB -Origin
Copy of Quote#72394
Year One - total Cost - Including Migration Training and Annual Maintenance: $18,975.00
Year Two - total Cost - Including Annual Maintenance: $6,992.00
Year Three - total Cost - Including Annual Maintenance: $6,992.00
Year Four -total Cost -Including Annual Maintenance: $6,992.00
Year Five - total Cost - Including Annual Maintenance: $6,992.00
Grand total - 5 year cost: $46,943.00
$5,635.00
$1,007.00
$350.00
$0.00
$6,992.00
is Tax Where A[
$0.00
$0.00
$0.00
$0.00
$0.00
/ Includes 5
$6,585.06
$1,197.00
$1,100.00
$10,093.00
$18,975.00
io FOB - oriain]
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 1
VermontRecTrac Workgroup Multi -User 5ottware
Recreation Tracking Software
,- VSI Quote Number: 74988
-D L'w . ' t�D Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name Luis Magallanez, Community Resources Coordinato Phone Number: (760)777-7189
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 05/30/2019
Unit Extended Annual
Qty Unit Description Price Price Maint/Svs
Application Software
1
Each
Activity Registration - currently licensed (V-RT-MU-AR)
$2,750 00
$2,750.00
$490 00
1
Each
Facility Reservations - currently licensed (V-RT-MU-FR)
$2,750.00
$2,750.00
$490 00
1
Each
Pass Management - currently licensed (V-RT-MU-PM)
$2,750.00
$2,750.00
$490 00
1
Each
Point-of-Sale/Inventory Control/Tickets - currently licensed (V-RT-MU-PS)
$2,750.00
$2,750 00
$49,0 00
1
Each
Incident Processing and Reporting (V-RT-MU-IC)
$0 00
$0.00
$0 00
1
Each
Systems Administration (required) - currently licensed (V-RT-MU-SA)
$400.00
$400.00
$400.00
13
Each
Additional Users Over 2 (concurrent) - 15 currently licensed (V-RT-MU-AU)
$300.00
$3,900 00
$650.00
1
Each
VSI-Discount for previously licensed modules (VSI-DISCOUNT WRKGRP)
$15,300 00-
$15,300 00-
$0 00
Total Application Software:
$0.00
$3,010.00
Progress OpenEdge Software
1
Each
OpenEdge Workgroup Appl Server & RDBMS (T-PG-MU-OE)
$0.00
$0 00
$602.00
Total Progress OpenEdge Software:
$0.00
$602.00
VSI-Add-Ons
I
Each
Certificate of Insurance Annual (T-KP-COI)
$0.00
$0.00
$50.00
1
Each
RecTrac General Ledger Interface - currently licensed (V-RT-IN-GL)
$1,500.00
$1,500 00
$300.00
1
Each
Discount for previously licensed Interface (VSI- DISCOUNT NON -PR)
$1,500.00-
$1,500.00-
$0.00
Total VSI-Add-Ons:
$0.00
$350.00
Support Services - Training & Expenses
5
Day(s)
Installation/Training, On-Site/Day (X-S-TNG-01)
$770 00
$3,850.00
$0 00
1
Day(s)
Travel Time (X-S-TNG-09)
$385.00
$385.00
$0 00
7
Each
Expense Meals Per Diem (X-X-MLS-PDIEM)
$64.00
$448.00
$0 00
7
Each
Travel Expenses (estimated - pay actual only) (X-X-EXP)
$280 00
$1,960 00
$0.00
1
Each
Expense Airfare (estimated -pay actual only) (X-X-AIR)
$1,200 00
$1,200 00
$0.00
3
Each
3.1 Test Database Upgrade Overview via Web (X-S-TNP-01)
$150 00
$450.00
$0.00
12
Each
Remote Advance Phone Training (X-S-TNP-01)
$150 00
$1,800 00
$0.00
Total Support Services - Training & Expenses:
$10,093.00
$0.00
Total Software, Hardware and Support
Services
$10,093.00
$3,962.00
Grand Total - RecTrac:
$14,055.00
'NOTE- 5hlpping m FOB - Ongrn
_
(Plus Tax Where Applicable 7
Includes Shipping FOB - Origin(
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems com Page # 2
Vermont ID Systems Workgroup Multi -User Software
Pass Management Photo/Plastic Photo ID Card System
VSI Quote Number: 74988
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato Phone Number: (760)777-7189
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 05/30/2019
Unit Extended Estimated Annual
Qty Unit Description Price Price Shipping* Maint/Svs
Application Software
1 Each Pass Mgmt ID Integration - Photo ID Card - licensed (V-RT-MU-PMI) $1,080.00 $1,080 00 $0.00 $190.00
1 Each VSI-Discount- currently licensed Photo ID (VSI-DISCOUNT WRKGRP) $1,080.00- $1,080 00- $0.00 $0.00
Total Application Software: $0.00 $0.00 $190.00
Progress OpenEdge Software
1 Each OpenEdge Workgroup Appl Server & RDBMS (T-PG-MU-OE) $0.00 $0.00 $0.00 $38.00 4
Total Progress OpenEdge Software: $0.00 $0.00 $38.00
Total Software, Hardware and Support Services $0.00 $0.00 $228.00
Grand Total - ID Systems: $228.00
NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin)
12 Market Place, Essex Junction, VT 05452 877-883-8757 www.vermontsystems.com Page # 3
Vermont
WebTrac Basic Edition
Real -Time Internet Software
VSI Quote Number: 74988
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato Phone Number: (760)777-7189
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 05/30/2019
Unit Extended Annual
QtV Unit Description Price Price Maint/Svs
Application Software
1 Each
WebTrac Internet Software - currently licensed (V-WT-SU-IS-6)
$3,750.00
$3,750 00
$750.00 9
1 Each
WebTrac Activity Registrations - currently licensed (V-WT-SU-AR)
$950.00
$950.00
$190.00 10
1 Each
WebTrac Facility Reservations - currently licensed (V-WT-SU-FR)
$950 00
$950 00
$190.00 10
1 Each
WebTrac Pass Management - new license (V-WT-SU-PM)
$950 00
$950.00
$190.00 10
1 Each
Mobile RecTrac- new license (V-WT-SU-MRT)
$1,950 00
$1,950.00
$390.00 11
1 Each
Mobile WebTrac - currently licensed (V-WT-SU-MWT)
$0 00
$0.00
$0.00 12
1 Each
WebTrac/RecTrac Sm Workgroup Agents - currently licensed (V-WT-SU-AU)
$625 00
$625.00
$125.00 13
1 Each
VSI Web Discount cxurrently licensed software (w/Mobile) (V-WT-SU-DSC)
$8,225 00-
$8,225.00-
$0.00
Total Application Software:
$950.00
$1,835.00
Progress OpenEdge Software
1 Each
OpenEdge Application Server & RDBMS (T-PG-SU-WB)
$190.00
$190 00
$367.00 4
Total Progress OpenEdge Software:
$190.00
$367.00
VSI-Add-Ons
1 Each
WebTrac Splash Page Template - previously purchased (V-WT-CP-SP2)
$1,000.00
$1,000.00
$0 00 14
1 Each
WebTrac Style Sheet Service (V-WT-IN-SS-1)
$750.00
$750.00
$0 00 15
1 Each
WebTrac Style Sheet Service - previously purchased (V-WT-IN-SS-1)
$750.00
$750.00
$0 00
1 Each
Discount for Non -Progress Licenses (VSI- DISCOUNT NON -PR)
$1,750.00-
$1,750.00-
$0 00
Total VSI-Add-Ons:
$750.00
$0.00
Total Software, Hardware and Support Services $1,890.00 $2,202.00
Grand Total - WebTrac: $4,092.00
NOTE ShippingSbipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Ongin)
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 4
VermontPayTrac Workgroup Multi -User Software
VSI Quote Number: 74988
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato Phone Number: (760)777-7189
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 05/30/2019
Unit Extended Estimated Annual
Qty Unit Description Price Price Shippinq` Maint/Svs
Application Software
1 Each VSI Workgroup ERI Credit Card Interface - currently I icense (V-PT-MU-ERI) $3,000.00 $3,000 00 $0.00 $600.00 is
1 Each Discount for ERI Credit Card Interface (VSI- DISCOUNT NON -PR) $3,000.00- $3,000 00- $0.00 $0.00
Total Application Software: $0.00 $0.00 $600.00
Total Software, Hardware and Support Services $0.00 $0.00 $600.00
Grand Total - PayTrac: $600.00
NOTE: Shippinq is FOB - Onain (Plus Tax Where Applicable / Includes Shipping FOB - Origin)
12 Market Place, Essex Junction, VT 05452 877-883-8757 www.vermontsystems.com Page # 5
Vermont Proposal Summary Pricing
VSI Quote Number: 74988
- Please See Detail Breakdown
on Following Pages
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato Phone Number: (760)777-7189
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date: 05/30/2019
1 Standard PMP software enables (optional) capture of photo image during registration, and display of photo during Visit Check -In -
You can also add the PMP ID software interface to print multi -color plastic photo ID cards-
2 In order to use the graphical touch screen option in other modules, you must also license the POS Inventory module.
3 The Workgroup System is quoted for those organizations with 2-39 concurrent users. The pricing for the actual number of licensed
concurrent users is found on the RecTrac quote page under the Application Software section. Two concurrent users are included
with the purchase of the first RecTrac module. Additional concurrent users are priced as Additional Users Over 2 (concurrent).
4 VSI uses Progress OpenEdge software to develop and deploy its' software applications, and also embeds the required Progress
OpenEdge Enterprise or Workgroup RDBMS (Relational Database Management Software) with its' applications.
5 You can select any of the over 100 standard GL interfaces and AP interfaces at this price. If a custom interface is needed, VSI will
provide a quote, after reviewing the requirements. The implementation procedures for all interfaces are as follows: The VSI trainer
will select (default) the appropriate vendor interface in RecTrac/GOIfTrac and show customer how to generate the batch export file
that contains the summary or detailed transactions for the day (or any date range). At this point, it is the customer's responsibility to
contact the financial software vendor to arrange for assistance to import the batch file for posting to the cash receipts or general
ledger system.
6 The Meal Per Diem rate is based on the GSA/DOD rates for your location-
7 The included expenses are ESTIMATED for airfare, lodging, parking, tolls, and rental vehicle (for non -Flying trips, car rental can be
more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls, there may be a
delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is
complete.
Meals are listed separately.
8 Time quoted is estimated. Actual time used will be billed.
9 WebTrac Internet Software, which includes all patron mobile WebTrac functions, enables your patrons to process WebTrac
transactions real-time using a browser. The WebTrac software does NOT include hosting services, which are quoted separately. If
your IT department or your off -premise web hosting vendor doesn't allow third party software to be installed on its web server, then
VSI can provide this web hosting service for a nominal monthly fee. Please discuss this issue with your IT department or your
off -premise web hosting vendor to determine whether or not VSI should quote the web hosting fee. VSI bills the web only hosting
fee on an annual basis. After the first year, this amount is added to your annual maintenance invoice.
10 WebTrac modules require respective RecTrac licensed modules in order to process web transactions.
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems-com Page # 6
Vermont
r•
�'f"=:rE`r]li,�ill <�. r _:'kS. O f I'vVC'e
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato
Contact Email: Imagallanez@la-quinta.org
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com)
Proposal Summary Pricing
VSI Quote Number: 74988
Please See Detail Breakdown
on Following Pages
Phone Number:
Fax Number:
Quote Date:
(760)777-7189
05/30/2019
11 Mobile RecTrac provides access to select staff functions using a smart phone mobile browser. The Mobile RecTrac browser is
device/operating system independent. Functions such as Visit Check -In, League Scores Postings, Roster Print, Tee Sheets, and
Household Inquiries are a few of the functions that are available to the staff using a smart phone. All current and future Mobile
RecTrac staff related functions developed for all RecTrac modules by VSI are included in this one-time license fee, providing that
the annual maintenance and support fees are paid.
Mobile Hardware Options:
1. Koamtac KDC 470Ci SmartSled is a 2D imager Bluetooth scanner that is adaptable to numerous Apple iOS (iPhone, iPod Touch.
iPad), Android, and Windows mobile devices. When used with Mobile RecTrac, the KOAMTAC KDC 470Ci SmartSled allows for
mobile check -in processes including, Pass Visit Processing and Access Tickets The Koamtac device is flexible and easy to use. A
single unit can be attached to and paired with mobile devices of varying size, thus allowing a single unit to be used at different
locations with different mobile devices, provided your events are not taking place simultaneously If interested, purchase one unit
directly from Koamtac for testing purposes, then purchase additional units as needed if the initial tests work well.
2. Honeywell Captuvo SL22 iPOD 5G Sled, SL42 iPHONE 5, 5s, 6, 6PIus, 6S Sled.
There are several models available for the iPOD, iPHONE, including one with magstripe reader only, one with bar code imager only
and one with both bar code imager and magstripe reader. Options for both include holsters, wrist lanyards, and battery packs VSI
is a Honeywell dealer and offers the Captuvo at prices ranging from $525 to $705 each. The iPODand iPHONE are fully integrated
with the SL22, SL42 Sleds. Each Sled also requires the DryRain browser software at $99 to enable the units to communicate with
RecTrac.
iPOD and iPhone are sold separately, VSI does not sell these devices
12 Mobile WebTrac provides patron access to select functions using a smart phone mobile browser. Since Mobile WebTrac is browser
based, it is device/operating system independent. Functions such as booking a tee time, enrolling in a class, viewing a calendar of
events, making a payment, and displaying their pass barcode are a few of the operations that patrons will be able to access on their
phone. All patron related functions that are developed for Mobile WebTrac will be available under this one license fee In summary,
Mobile WebTrac encompasses all of the functions that have been developed across all WebTrac modules.
Mobile Hardware Options: any modern smart phone with or without a bar code scanner, depending on the the application
13 WebTrac Agents needed are provided to process WebTrac online transactions. Each Agent can service approximately 20
simultaneous requests.
14 Splash Page Options:
14 templates available for 10.3
18 templates available for 3.1
These templates are available on the VSI website for your review All 18 templates have been created using responsive design.
The $1000 fee includes access to one template of your choice along with VSI support to implement the template on your site This
typically takes 2-4 hours Anytime over 4 hours due to change requests will be charged at $150/hour Any design changes to a
template that requires custom programming will be charged at $175/hour.
The Splash Page will display using responsive design. If you are licensed for Mobile WebTrac, all WebTrac screens, in addition to
the Splash page, will display properly for patrons accessing WebTrac from their mobile device (responsive design). Please contact
sales for additional information about Mobile WebTrac.
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www vermontsystems com Page # 7
Vermont
Proposal Summary Pricing
VSI Quote Number: 74988
Please See Detail Breakdown
on Following Pages
Description: Exhibit B - RFP Quote - On Premise DB - Update
Prepared For: City of La Quinta, La Quinta, CA
Contact Name: Luis Magallanez, Community Resources Coordinato Phone Number:
Contact Email: Imagallanez@la-quinta.org Fax Number:
Approved By: Sarah Otoka, Sales Admin Mgr (saraho@vermontsystems.com) Quote Date:
(760)777-7189
05/30/2019
15 VSI will customize the WebTrac stylesheet to match the appearance of your web site as closely as possible. After you have finalized
your WebTrac page specifications, you will be asked to sign an approval form. VSI will provide the stylesheet programming services
and then ask you to verify that the results match your specs. If you ask for additional changes following the completion of the initial
styling then each major change request is priced at $750.00. Minor & Seasonal change requests are priced at $375.00 each.
16 The VSI ERI (External Redirect Interface) fee applies to any of the credit card vendor options.
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 8