HomeMy WebLinkAboutRingCentral 2025-06-30Initial Order Form Page 1 of 4
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INITIAL ORDER FORM
This Initial Order Form is a binding agreement between RingCentral, Inc. (“RingCentral”) and City of Ukiah (“Customer” or “You”)
(together the “Parties”), for the purchase of the Services, licenses, and products listed herein. This Initial Order Form is subject to and
incorporates the terms and conditions of: (i) the separate written agreement, executed by the Parties governing the purchase of the
Services described in this Order Form, or (ii) the RingCentral Online Terms of Service available at
https://www.ringcentral.com/legal/eulatos.html, if there is no written agreement in place (hereinafter (i) and (ii) referred to as the
“Agreement”). Capitalized terms not defined herein shall have the same meanings as set forth in the applicable Agreement between
the Parties. Unless agreed by both Parties in writing, any terms or conditions set forth in a Customer-issued purchase order or ordering
document shall not apply.
Please note that RingCentral MVP is now RingEX. All references to “RingCentral MVP”, whether in terms of service, advertising or
product descriptions, mean “RingEX”.
Customer Service Provider
City of Ukiah RingCentral, Inc.
300 Seminary Ave.
Ukiah, CA 95482
United States
20 Davis Drive
Belmont, CA 94002
United States
Ryan Burkhart
(707) 463-6200
rburkhart@cityofukiah.com
Service Commitment Period
Start Date: June 30, 2025
Initial Term: 60 Months
Renewal Term: 60 Months
Payment Schedule: Monthly
RingEX Services
Recurring Services
Summary of Service Qty Rate Subtotal
DigitalLine Unlimited Advanced 97 $15.95 $1,547.15
DigitalLine Unlimited Advanced $10.95
Compliance and Administrative Cost Recovery Fee $4.00
e911 Service Fee $1.00
DigitalLine Basic 19 $11.99 $227.81
DigitalLine Basic $6.99
Compliance and Administrative Cost Recovery Fee $4.00
e911 Service Fee $1.00
Additional Local Number 209 $0.49 $102.41
Monthly Recurring Services* $1,877.37
COU No. 2425-221
Initial Order Form Page 2 of 4
One-Time Items
Summary of Item(s) Qty Rate Subtotal
Yealink T46U Ultra-elegant Gigabit IP Phone 130 $141.70 $18,421.00
Yealink T57W Prime Business Phone 20 $198.10 $3,962.00
One-Time Total $22,383.00
RingCX Services
Recurring Services
Summary of Service Qty Rate Subtotal
RingCX, named agent seat 6 $60.00 $360.00
Call recording storage - 30 days, per seat 6 $0.00 $0.00
Monthly Recurring Services* $360.00
Total Initial Amount $24,620.37
*Amounts are exclusive of applicable Taxes, Fees, and Shipping Charges.
Overage Rates*
RingCX Services Rate
RingCX, named agent seat on demand $76.00
Inbound calls to North America toll-free numbers, per 10 min $0.14
Outbound calls via automated dialer to North America numbers, per 10 min $0.16
IVR calls processing, overage per 10 minutes $0.20
Call recording storage - 30 days, overage per seat $0.00
Disconnect Scrub, per 10 scrubs $0.08
Automated speech recognition, per 10 minutes $0.30
RingCX Analytics - Historical Data Retention 2Y $30.00
RingCX Analytics - Historical Data Retention 3Y $45.00
RingCX Analytics - Historical Data Retention 4Y $60.00
RingCX Analytics - Historical Data Retention 5Y $75.00
RingCX Analytics - Historical Data Retention 6Y $90.00
RingCX Analytics - Historical Data Retention 7Y $105.00
RingCX Analytics - Historical Data Retention 8Y $120.00
Cost Center Billing
For customers with cost center billing, it is the customer’s responsibility to provide cost center allocation information to RingCentral at
least 10 days prior to the issuance of the invoice. After the information is received, it will be reflected on future invoices, but will not be
adjusted retroactively on past invoices. If purchasing additional services through the administrative portal, it is the customer’s
responsibility to assign cost centers at the time of purchase; otherwise, those services will not be allocated by cost center on the next
invoice. Please note that cost center allocation is not available for certain items, such as minute bundles and credit memos. For
additional questions, please contact the RingCentral invoice billing team at billingsupport@ringcentral.com.
Free Services Amount
Customer will receive the amount(s) indicated below (the “Free Service Amount”), which will be applied against charges for the
recurring Services set forth in this Order Form and any applicable taxes and fees associated with those Services invoiced by
RingCentral. The Free Service Amount is non-transferable and non-refundable and will expire upon termination of this Order Form.
Initial Order Form Page 3 of 4
The Customer will be responsible for paying for any additional services and products ordered, and any applicable associated t axes and
fees.
RingEX Free Services Amount: 8,154.44 US Dollars
RingCX Free Services Amount: 1,440.00 US Dollars.
Customer Reference. Customer may promote their use of RingCentral services and agrees that RingCentral may identify customer
as a user of the services. All press releases or quotes regarding Customer’s use of service will be pre-approved by Customer, which
consent will not be unreasonably withheld.
Add-on Services. Customer is responsible for reviewing additional terms and conditions that may apply to RingCentral add-on
services (where available) and certain Advanced Support Services listed on this orde r form, and which are available at
https://www.ringcentral.com/legal/add-on-services.html.
Special Terms & Notes
RingCX
RingCX Analytics. RingCX Analytics includes real-time and historical reporting as custom and pre-built visual dashboards with pre-
defined reports. RingCentral will retain historical reporting data according to your selected historical data retention per iod after which
data will be purged on a rolling basis. Retention periods apply to all users of the RingCX product and will be billed on a per seat per
month basis.
RingCentral will retain one year’s worth of historical reporting data after which any data older than one year, will be purge d. Access
to longer periods of analytics data may be purchased according to the table above. The applicable retention period selected for the
Services above is 1 year.
Customer must contact RingCentral support to modify historical reporting data retention periods, if available.
OMNIA Region 4 Education Service Center Group Purchasing Terms
1) Applicable Agreement. This Order Form is subject to the terms and conditions specified in the RingCentral Master Services
Agreement (MSA) incorporated into the Region 4 Education Service Center (ESC) Contract # R200902 for Unified
Communications as a Service (UCaaS) with RingCentral Inc. Effective: October 1, 2020 at its Appendix B, found at:
https://public.omniapartners.com/suppliers/ringcentral/contract-documentation#c38627, and administered by OMNIA Partners for
Region 4 ESC.
2) A separately executed MSA is NOT required between the OMNIA Partners Participant and RingCentral. The following
Attachments to the MSA are incorporated into and form a part of the MSA applicable to this Order Form:
Exhibit A – Definitions
Service Attachment A – RingCentral MVP (fka Office)
Attachment F – Security Addendum
Attachment H – Data Processing Addendum
Service Attachment K – RingCX Services
3) Contract Number R200902 must appear on:
a. RingCentral quotations to the OMNIA Partners Participant;
b. The OMNIA Partners Participant’s Purchase Order; and
c. The RingCentral invoice.
4) Eligible Entity must issue RingCentral a purchase order for any subsequent purchases made through the RingCe ntral
Administrative Portal.
5) Venue and Choice of Law is California.
6) Renewal: Eligible Entity may continue to renew its subscription with RingCentral under OMNIA Contract R200902 until it
expires. Subscription terms that exceed the OMNIA Contract R200902 term shall remain valid, subject to any limiting terms. Eligible
Entities that would like to renew subscription services after expiration of OMNIA Contract R200902 may, subject to mutual consent
of the Parties and the terms of the OMNIA contract, continue their subscription under OMNIA in one of the following ways:
a. If RingCentral does not receive a subsequent OMNIA contract award, Eligible Entity may continue to renew its
subscription services under OMNIA Contract R200902.
b. If RingCentral does receive a subsequent OMNIA contract award, Eligible Entity may continue to renew its
subscription services under that subsequent OMNIA contract.
Initial Order Form Page 4 of 4
IN WITNESS WHEREOF, the Parties have executed this Initial Order Form above through their duly authorized representatives.
Customer RingCentral
City of Ukiah RingCentral, Inc.
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Sage Sangiacomo
City Manager
07/07/2025
Public Sector Terms Page 5 of 3
City of Ukiah Public Sector Terms
These terms, by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" or “Customer” and RingCentral, Inc., a
corporation organized and in good standing under the laws of the state of California, hereinafter referred to as "RingCentral" or
“Contractor,” shall apply and take precedence over any conflicting terms made part of the agreement between the Parties.
Indemnification. RingCentral agrees to indemnify the City for any claim, cost, or liability that arises out of, or pertains to, or relates to
any negligent act or omission or the willful misconduct of RingCentral in the performance of services under this contract by RingCentral,
up to the maximim cumulative liability in Section 10.B of the OMNIA Master Services Agreement; but this indemnity does not apply to
liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole neglige nce, willful
misconduct or defects in design by the City; nor does this indemnity apply to Third Party Claims arising out of or in connection with: (i)
material violation of applicable Law by the Customer, its Affiliates, or their respective End Users in connection with their use of the
Services; (ii) use of the Services in breach of the Use Policies; (iii) failure to promptly install any updates of any software or firmware or
accept or use modified or replacement items provided free of charge by or on behalf of RingCentral; or (iv) Customer Content.
Conflict of Interest. RingCentral understands that for purposes of this contract, its professional responsibility is solely to City. RingCentral
has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Ag reement. RingCentral
shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that t he
RingCentral has a disclosure obligation under the City’s local conflict of interest code, RingCentral shall file the required disclosure form
with the City Clerk within 10 days of being notified of the City Manager’s determination.
Governing Law. RingCentral shall comply with the laws and regulations of the United States, the State of California, and all local
governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed b y
California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisd iction in
Mendocino County.
Termination for Lack of Available Funds. City may terminate this Agreement if funds are no longer available to pay Ringcentral for
services provided under this Agreement. The City shall pay RingCentral only for services performed and expenses incurred as of the
effective termination date. In such event, as a condition to payment, RingCentrl shall provide to City all finished or unfinished documents,
data, studies, surveys, drawings, maps, models, photog raphs and reports prepared by RingCentral under this Agreement. RingCentral
shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off -set for any
direct or consequential damages City may incur as a result of RingCentral’s breach of contract.
Public Sector Terms Page 6 of 3
INSURANCE REQUIREMENTS FOR CONTRACTORS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the Contractor, his agents, representatives, employees or subcontractors.
I. Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Insurance Services Office Commercial General Liability coverage (Form No. CG 20 10 10 01 and
Commercial General Liability – Completed Operations Form No. CG 20 37 10 01).
B. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
C. Worker’s Compensation insurance as required by the State of California and Employer’s Liability
Insurance.
II. Minimum Limits of Insurance
Contractor shall maintain limits of:
A. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage
including operations, products and completed operations. If Commercial General Liability
Insurance or other form with a general aggregate limit is used, either the general aggregate limit
shall apply separately to this project/location or the general aggregate limit shall be twice the
required occurrence limit. Insurance must be written on an occurrence basis.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. Insurance must
be written on an occurrence basis.
C. Worker’s Compensation Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
III. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require
the insurer to reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officers,
officials, employees and volunteers; or the Contractor to provide a financial guarantee satisfactory to the City
guaranteeing payment of losses and related investigations, claim administration and defense expenses; or to
approve the deductible without a guarantee.
IV. REQUIRED Insurance Provisions
Proof of general liability and automobile liability policies are to contain, or be endorsed to contain,
the following provisions:
A. The City, its officers, officials, employees, and volunteers are to be covered as ADDITIONAL
INSURED with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on
behalf of the contractor; and with respect to liability arising out of work or operations performed by or on
Public Sector Terms Page 7 of 3
behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the
Contractor’s insurance, or as a separate owner’s policy.
B. The workers’ compensation policy is to be endorsed with a waiver of subrogation. The
insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses paid under the terms of this policy which arises
from the work performed by the named insured for the City. NOTE: You cannot be added as an additional
insured on a workers’ compensation policy.
C. For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance
with respect to the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance
maintained by the City, its officers, officials, employees, or volunteers shall be in excess of the
Contractor’s insurance and shall not contribute with it.
D. Contractor will endeavor to provide you with 30 days’ written notice of cancellation or non-renewal,
unless Contractor obtains similar coverage from another insurer, without a lapse in coverage.
E. Note: (This protects the Contractor) -Coverage shall not extend to any indemnity coverage for the
active negligence of the additional insured in any case where an agreement to indemnify the additional
insured would be invalid under Subdivision (b) of Section 2782 of Civil Code.
V. RATING - Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current A.M. Best’s rating of no less than A- for
financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating.
VI. Verification of Coverage
Contractor shall furnish the City with original certificates and applicable endorsements affecting coverage
required by this clause. The endorsements should be on forms provided by the City. If endorsements are on
forms other than the City’s forms, those endorsements or policies must provide coverage that is equivalent to or
better than the forms requested by the City. All certificates and endorsements are to be received and approved
by the City before work commences. The City reserves the right to require complete, certified copies of all
required insurance policies, including endorsements affecting the coverage required by these specifications at
any time.
VII. Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and
endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements
stated herein.
If you have questions regarding our insurance requirements contact:
Risk Manager
(707) 463-6287 FAX (707) 463-6204