CONSULTANT AGREEMENT WITH IWATER INC. TO PROVIDE WATER SYSTEM
MAPPING AND APPLICATION SERVICES TO CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 16th day of September, 2025 by and between iWater, Inc., (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).
RECITALS
A. On April 22, 2025,
the City issued Request for Proposal (“RFP”) No. 25-030, by which it sought qualified consultants to provide water system mapping and application services for the City’s Public Works Agency.
B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work which was included in RFP 25-030.
C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any serv ices performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described a nd set forth in the Scope of Services which was included with RFP 25-030, attached hereto as Exhibit A and incorporated by reference, as well as Consultant’s Proposal Response, which is attached as Exhibit B and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Compensation - Exhibit C. The total amount to be expended during the term of this Agreement shall not exceed $1,750,000, including any extension periods.
b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the 16 th of September, 2025 for one three-year term with the option for the City to grant up to two additional one-year renewals, exercisable by a writing by the City Manager and the City Attorney , unless terminated earlier in accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyri ghts, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcont ractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consul tant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractor s to obtain and maintain insura nce as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant.
MINIMUM SCOPE AND LIMIT OF INSURANCE
1. Commercial General Liability (CGL) : Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, in cluding products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than
$1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies.
2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance.
4. Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Other Insurance Provisions
The above required insurance policies are to cont ain or be endorsed to contain the following provisions:
1. City, its City Council, its officers, official s, employees, agents, and volunteers are to be covered as additional insureds, under Consultant’s CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of th e Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations.
2. Consultant’s Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, offi cials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement.
3. For any claims related to this contract, Consultant’s insurance coverage shall be primary and any insurance maintained by City , its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it.
4. A severability of interest provision must apply for all the additional insureds, ensuring that Consultant’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
5. Insurance policies required here in shall provide that covera ge shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment of premium.
6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Christine Le, 215 S. Center St., M-85, Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authoriz ed to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.
Verification of Coverage
Consultant shall furnish City with original Ce rtificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them.
City reserves the right to require complete, cert ified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims fo r property damage, which may arise from the negligent operations of the Contractor, its subc ontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent re quired by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate r ecords with respect to the costs incurred under this Agreement and an y services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consulta nt shall allow a representative of the City to examine, audit, and make transc ripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.
10. CONFIDENTIALITY
If Consultant receives from the City inform ation which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information in cludes not only written information, but also information transferred orally, visually, elect ronically, or by other means. Confidential information disclosed to either party by any subsid iary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant wi thout reference to information disclosed by the City.
11. CONFLICT OF INTEREST CLAUSE
a. Consultant covenants that it presently has no interests a nd shall not have interests, direct or indirect, which w ould conflict in any manner with performance of services
specified under this Agreement.
b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appoi nted board and commission members, as defined under the City’s Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement.
c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any CalPERS retiree as authorized by City Council resolution
d. The Consultant must comply with all c onflict of interest la ws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this (Contract, Agreement, or Grant). The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement.
e. Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and (c) above.
12. NON-DISCRIMINATION
Consultant shall not discriminate because of ra ce, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignme nt, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Cons ultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Ex ecutive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use th ereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any conditi on, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of an y of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the Un ited States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
To Contractor:
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to ha ve been given three (3) days after it has been Don Rhodes
President
iWater, Inc.
12 Goodyear #130
Irvine, California 92618
deposited in the United States mail, duly regist ered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, co mmunication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set fo rth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their resp ective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement. This shall not apply where the Parties are currently engaged and Consultant is providing services not contemplated by this Agreement. c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.
ATTEST: CITY OF SANTA ANA
Jennifer L. Hall Alvaro Nuñez
City Clerk City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO CONSULTANT:
City Attorney
B y :
Kyle Nellesen
Assistant City Attorney (title)
T a x I D #
RECOMMENDED FOR APPROVAL:
Rudy Rosas, P.E.
Acting Executive Director
Public Works Agency
Don Rhodes
President
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i tt CitA t t
Don Rhodes
Rodolfo
Rosas
Digitally signed by
Rodolfo Rosas
Date: 2025.08.28
16:58:04 -07'00'
EXHIBIT A
CITY OF SANTA ANA
A. INTRODUCTION AND BACKGROUND
The City of Santa Ana Public Works Agency – Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City’s water system has an average day demand of about 30 million gallons (MG) with 45,000 service connections. It is comprised of approximately 478 miles of water main, 45 MG of storage at five (5) sites, seven (7) MWD connections, 21 groundwater wells, seven (7) pump stations, four (4) pressure regulating stations and utilizes two (2) pressure zones.
The City desires to retain a qualified Consultant to provide support services, maintenance, licensing, and onsite GIS professional staff to support the Water Resources Division’s infraMAP Software Application. The City’s Water Resources Division currently uses the infraMAP Software asset maintenance software to schedule work and emergencies in multiple departments which include, Engineering, Water Production, Water Quality, Water Maintenance, Sewer Maintenance, Meter Services, and others as needed. The selected vendor is intended to provide both onsite and offsite support services for the City. The Consultant shall be available on an on-call basis, 24 hours a day, seven days a week to provide support services, maintenance, licensing, and onsite GIS professionals to support the City’s infraMAP software application.
B. CONSULTANT RESPONSIBILITIES
The Consultant shall provide all labor, materials, services, and equipment necessary for the services described herein. The Consultant shall possess all Federal, State and Local permits, licenses, and approvals necessary to provide good/services required in the Scope of Work.
C. SCOPE OF SERVICES
The City is seeking qualified Consultants to provide GIS professional services which will involve maintaining both the infraMAP database and Esri database to ensure the two databases are in sync at all times. The selected vendor is intended to provide user licensing for the infraMAP software for 200 internal and external users. The Consultant shall provide onsite services of a minimum of 32 hours and a maximum of 40 hours per week for standard support. Additional onsite hours for training, asset verification, and department meetings, can amount to 50 hours per month above the required onsite time.
The onsite staff/personnel must have a minimum of 5 years Esri experience and have the skillset to work in Esri ARC PRO for 5 years. The onsite staff/personnel must have a minimum of ten years’ experience in the field providing map updates with high accuracy GPS products for map verifications for departments requesting the corrections. The GPS equipment must be provided by the Consultant.
Work by the Consultant may include operating portions of the Water system which will require CA Department of Health certified personnel. The lead on the project must currently hold a D-3 license and other key field staff shall hold a D-2 license. If work is required to the water system, the Consultant must hold the required CA State license with an A license preferred.
EXHIBIT I
SCOPE OF SERVICES
EXHIBIT B
SeSerSSerrrServices Provices Provvices Provices Providevidedvv dvided It is our understanding that the desire of the City of Santa Ana is to implement/maintain a GIS Mapping and infraMAP® Application Support Services. Supporting multiple departments for Engineering, Water Production, Water Quality, Water Maintenance, Sewer Maintenance, Meter Services, and others as needed. Services can include a variety of support including troubleshooting, new software features, reporting conØguration, GIS edits (ArcGIS Pro) and database maintenance. infraMAP® user licensing for 200 internal and external users.
The Mapping and Application program will consist of the following:
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infraMAP® support services ensuring City users have access to software (licensing), maintenance and are fully trained on software application functionality.
GIS Support
GIS support services are essential for enabling the City of Santa Ana to leverage the full capabilities of GIS. iWater will dedicate an on-site team member at a minimum of 32 hours and a maximum of 40 hours per week. Additional onsite hours for training, asset veriØcation, and department meetings, can amount to 50 hours per month above the required on-site time. iWater Project Manager holds a current D3 DHS License. infraMAP® features Øeld user friendly forms to display and input maintenance data. •
Automatic software updates provided to City during off hours.• Provide new and existing users with software training.• Importing CCTV Videos and Reports from CCTV Contractor into infraMAP® once available.• ConØgure new and existing data for Asset Management, Compliance and Reporting.• Supports Real-Time data collection in the ofØce or out in the Øeld.• infraMAP® supports multiple photo, video and document attachments.• Access to User Guide Manuals for Field and Admin Level Users.• Daily on-site GIS Editing (ArcGIS Pro) from infraMAP® Redlines, As-Builts, Development Plans and CIP Projects.• Timely support to help City staff to overcome technical hurdles quickly, ensuring that GIS workÙows are efØcient and productive.
•
Assisting with organizing, cleaning, integrating, and maintaining spatial data along with QA/QC processes.• Generating Map Exhibits based on City Staff project deØnition.• Dashboard and KPI Metrics.•
4 T o provide exceptional customer service while
maintaining the highest level of software
capabilities. We focus on our customers' long-
term success by meeting their current and
future goals. We want to create a strong
relationship by establishing trust and loyalty
between staff members, partners, and
clients. Building a dynamic and friendly
environment that helps our staff members be
creative, innovative, and move mountains.
T o be recognized as a leading software
company that strives to provide excellent
services to utilities and cities while
providing its employees with a work-life
balance.
MISSION
VISION
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SerServices Provices Providedvided
Field Crew Support
iWater, Inc. will provide two man crews with CA Department of Health Water Distribution CertiØcates to support City of Santa Ana. All vehicles and equipment will be furnished by iWater for each speciØc project.
Security
GPS Data Collection to be updated in GIS and infraMAP®.• Cross Connection hazard assessments and data collection.• Fire-Flow capacity testing.•
Valve and Hydrant Maintenance.•
Meter crew support.•
Supports Single Sign-On and Multi-Factor Authentication with Microsoft Entra (formally Azure Active Directory).• Built in form designer, so that new dataØelds/types and forms can be created or modiØed at any time by City Admin Users.
•
infraMAP® is hosted on Microsoft Azure (USA) with 99.99% SLA, failover redundancy and disaster recovery built in.• Both a TEST and Production Environments will be provided as part of the support services contract.• Full logging of user proØle and data changes.•
What assets do I have? Where are they? What are their conditions? How are they performing? 5 EXHIBIT C
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