HomeMy WebLinkAbout2025-04-07 I01E_03 Copier Sales and Service Agreement, Public SafetyAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: April 7, 2025
AGENDA ITEM:Consideration of approval of a resolution for a Sales and Service Agreement
for Public Safety Building Equipment through Access Systems.
FORMAT:Consent Agenda
SYNOPSIS INCLUDING PRO & CON: Recommend approval of a sales and service agreement
with Access Systems for four (4) Ricoh IM C300F multifunction devices with
card readers for the new Public Safety Building, supporting centralized
printing/scanning functions, at a total purchase cost of $9,910. The agreement
includes ongoing maintenance services (toner, maintenance, repairs) with no
upfront cost, billed monthly per image ($0.0079 black and white, $0.0490
color), and is renewable annually.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: Staff recommends approval of the resolution consenting to
the agreement with Access Systems.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution
II. Agreement & Invoice
PREPARED BY: Son Le
REVIEWED BY:
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
I1E3
THE CITY OF WAUKEE, IOWA
RESOLUTION 2025-
APPROVING SALES & SERVICE AGREEMENT FOR
PUBLIC SAFETY BUILDING COPIERS
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized
Municipal Organization; AND,
WHEREAS, the City of Waukee Technology Services Department recommends the approval
of the Sales & Services Agreement with Access Systems; AND,
WHEREAS, the City of Waukee Public Safety Building will require additional copiers with
maintenance services to support operations.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council that the
Agreement between the City of Waukee, Iowa, and Access Systems, is hereby approved.
Passed by the City Council of the City of Waukee, Iowa, and approved this the 7th day of
April 2025.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
R. Charles Bottenberg
Chris Crone
Rob Grove
Anna Bergman Pierce
Ben Sinclair
Quote No: 84777
Date: 3/28/2025
Sales Person: Chris Boysen
Payment Terms: Due on Receipt
Quote Expires: 4/27/2025
CUSTOMER INFO:
Company Name:Company Name:
Department:Department:
Street Address:Street Address:
City:State:Zip:City:State:Zip:
IA 50263 IA 50263
Phone:Phone:Email:
EQUIPMENT SALE
B&W Color
5 $9,910.00
5 Included
Total Sales Price*$9,910.00
MAINTENANCE & SERVICE
Monthly Base
Charge
(Plus tax)
Excess Per Image
Charge (Plus tax)
Black & White Copier(s)Per Image $0.0079
Color Copier(s)Per Image $0.0490
Base Billing Cycle Monthly Per Image
Overage Billing Cycle Monthly
Additional Service Options:
Secure Data Protection Customer's Initials to Elect: ________
Connectivity Assurance Customer's Initials to Elect: ________
Comments:
Authorized Signature: _________________________________________Date: ___________________________
Authorized Signature: _______________________________________Date: ___________________________
Printed Name:_______________________________________ Title: ___________________________
Quantity
Customer's Authorized Signature
This Agreement is non-cancelable and irrevocable. It cannot be terminated. Please read carefully before signing. By signing this page, you represent to us that you have
received and read the additional terms and conditions appearing on the second page of this two-page agreement. This agreement is binding upon our acceptance hereof.
Access Systems, Inc.'s Authorized Signature ("Owner", "Access", "Us", "Our")
Monthly Maintenance Charge*
*Amounts do not include applicable sales tax
Maintenance and Service billed Per Image. Thank you!
Includes remote connectivity assistance to allow for networked device functionality. If you do not initial to elect this service, you acknowledge that any connectivity work
we provide will be billable at our hourly rate.
If you do not initial to elect this service, you acknowledge you assume full responsibility for performing all end of lease device data disposal procedures to remove
confidential information. Data disposal procedures may be required for your compliance with applicable industry standards and state and federal laws and regulations.
By initialing where indicated below, you elect to include the indicated service option(s) for the additional monthly fee of $5.00 per device per service option.
Ricoh IM C300F
Sales & Service Agreement
230 Highway 6
Waukee
(515) 987-4522
SHIP TO:BILL TO:
0
City of Waukee
815 NW 20th St / 1300 SE LA Grant Pkwy
Waukee
(515) 987-4522
City of Waukee
0
Amount
Meter Group Description
Beginning Meter Reading
Monthly Image Allowance
(If not consolidated)
Description
Card Readers
(v08.24)
Docusign Envelope ID: C2B29F87-4F56-43A5-B106-4C84CB6B43DB
DRAFT
15. RETURN POLICY. All sales are final ten (10) days from the date the Equipment is delivered to you. Upon your request, we may provide you supplies which may be an additional charge to you pertaining to the equipment under
this Agreement. No equipment or related billable supplies sold may be returned without Access Systems’ approval or written consent. On returns authorized by us, we will provide you an account credit that must be used within
ninety (90) days equal to the purchase price less a twenty-five percent (25%) restocking fee and any shipping costs we incurred. Any return merchandise that is in a non-saleable condition as solely determined by us shall be further
deducted from any credit. Returns of merchandise which have not been authorized shall not be accepted and any merchandise so returned shall be the sole responsibility of the Customer.
16. NOTICES. All notices, requests, demands and other communications under this Agreement shall be in writing and shall be deemed to have been given on the date when delivered personally, the next business day after delivery
to a nationally recognized overnight delivery service for next business day delivery or one day after mailing if mailed by first class mail, registered or certified, postage prepaid and properly addressed to the parties at the addresses
reflected in this Agreement or as either party may designate in writing by notice to the other party in accordance with the provisions of this Agreement.
17. MISCELLANEOUS. We shall not be liable for delays in performance hereunder due to causes beyond our control including, but not limited to, acts of God, fires, strikes, delinquencies of manufacturers or suppliers or acts of
war. This Agreement is the entire agreement between you and us relating to our providing and your use of the Equipment and supersedes any prior representations or agreements, including any purchase orders. Amounts payable
under this Agreement may include a profit to us. The parties agree that: (i) this Agreement and any related documents hereto may be authenticated by electronic means; (ii) the “original” of this Agreement shall be the copy that
bears your manual, facsimile, scanned or electronic signature and that also bears our manually signed signature; and (iii) to the extent this Agreement constitutes chattel paper (as defined by the UCC), a security interest may only
be created in the original. You agree not to raise as a defense to the enforcement of this Agreement or any related documents that you executed or authenticated such documents by electronic or digital means or that you used
facsimile or other electronic means to transmit your signature on such documents. Notwithstanding anything to the contrary herein, we reserve the right to require you to sign this Agreement or any related documents hereto
manually. If a court finds any provision of this Agreement unenforceable, the remaining terms of this Agreement shall remain in effect. You authorize us to either insert or correct your proper legal name, the Agreement number,
serial numbers, model numbers, beginning date, and signature date, and acknowledge that if we filled in any blanks above, we did so on your behalf. All other modifications to the Agreement must be in writing signed by each party.
1. AGREEMENT. You want us to now provide you the equipment and/or software referenced herein, together with all replacements, parts, repairs, additions and accessions incorporated therein or attached thereto, excluding
equipment marked as not financed under this Agreement (“Equipment”) and you unconditionally agree to pay us the amounts payable under the terms of this agreement (“Agreement”) each period by the due date. This Agreement
is binding upon our acceptance hereof and will begin on the date the Equipment is delivered to you or any later date we designate. If we designate a later commencement date, you agree to pay us an additional amount equal to the
periodic payments due under this Agreement prorated for the period between the date the Equipment is delivered to you and the commencement date. We offer you the ability to make payment in a variety of methods, including
check, ACH, or wire payment. We generally do not allow you to pay via credit card or purchasing card, however, if we do accept a credit card or purchasing card payment, you agree to pay our then current surcharge. For all
equipment sales totaling $25,000 or more, fifty (50%) percent of the equipment sales price is due within one (1) week of the Customer's signature of this Agreement and the remaining balance is due upon of the installation of the
equipment. For equipment sales less than $25,000, the entire purchase price is due upon of the installation of the equipment. If any amount payable to us is not paid when due, you will pay a late charge equal to: 1) the greater of
ten (10) cents for each dollar overdue or twenty-six dollars ($26.00); or 2) the highest lawful charge, if less. The base payment will be adjusted proportionately upward or downward: (1) by up to 10% to accommodate changes in the
actual Equipment cost; (2) if the shipping charges or taxes differ from the estimate given to you; and/or (3) to comply with the tax laws of the state in which the Equipment is located. If for any reason your check is returned for
nonpayment, you will pay us a bad check charge of $30 or, if less, the maximum charge allowed by law. You agree that if we replace any item of Equipment due to repair or maintenance issues, that each such substitute item of
equipment shall thereby become subject to this Agreement, and be an item of Equipment hereunder, without the need for the parties to sign an amendment hereto.
2. NET AGREEMENT. THIS AGREEMENT IS NON-CANCELABLE FOR THE ENTIRE AGREEMENT TERM. YOU AGREE THAT YOU ARE UNCONDITIONALLY OBLIGATED TO PAY ALL AMOUNTS DUE UNDER THIS
AGREEMENT FOR THE ENTIRE TERM. YOU ARE NOT ENTITLED TO REDUCE OR SET-OFF AGAINST AMOUNTS DUE UNDER THIS AGREEMENT FOR ANY REASON.
3. IMAGE CHARGES AND OVERAGES. You are entitled to make the total number of images shown under Image Allowance (or Total Consolidated Image Allowance, if applicable) each period during the term of this Agreement.
If you make more than the allowed images in any period, you will pay us an additional amount equal to the number of the excess images made during such period multiplied by the applicable Excess Per Image Charge. Regardless
of the number of images made in any period, you will never pay less than the Maintenance Charge Amount. You agree, upon commencement of this Agreement, to install our electronic meter collection agent (“MCA”) on your
network to remotely monitor the status and usage of Equipment to allow us to most cost effectively perform the services under this Agreement. If you don’t install and maintain the MCA on your network, we may require you to pay
us a fee of up to $10 per month per imaging device connected to that network. For all non-networked devices (and for networked devices if the MCA is not installed), you agree to provide us with the actual meter readings for the
device as and when requested by us. We may estimate the number of images made on a device if such meter readings are not received within five days after our request and we may require you to pay, in addition to the above $10
fee (if applicable), a usage estimation fee of $5 per device for each such occurrence. You also agree to make the usage payments called for hereunder based on our image estimate, subject to those amounts being adjusted or
credited on the next invoice after we receive an actual meter reading (and subject to the Baseline Usage calculation that follows). You agree that our pricing, as reflected in this Agreement, for the services, supplies and maintenance
we provide you, is premised on your continued and relatively consistent use of the Equipment under the terms of this Agreement for the full minimum term of the Agreement. The average actual monthly number of images (black
and white and, separately, color) that you make using the Equipment during the first twelve months of the term of this Agreement shall be your “Baseline Usage Levels” hereunder. If the actual images you make using the
Equipment in any month following the first twelve months of the term of this Agreement are less than fifty percent (50%) of your applicable Baseline Usage Level(s), then we may charge you for each such month, after the first
twelve months of the term of this Agreement, as though your actual image usage levels for each such month was ninety percent (90%) of your Baseline Usage Level(s). You agree that the Maintenance Charge Amount and the
Excess Per Image Charges may be proportionately increased at any time if our estimated average page coverage is exceeded. After the end of the first year of this Agreement and not more than once each successive twelve-
month period thereafter, the Maintenance Charge Amount and the Excess Per Image Charges (and, at our election, the Maintenance Charge Amount and Excess Per Image Charges under any subsequent agreements between
you and us that incorporate the terms hereof) may be increased by a maximum of 10% of the then existing payment or charge.
4. EQUIPMENT USE. You will keep the Equipment in good working order, free and clear of all liens and claims, use it for business purposes only and not modify or move it from its initial location without our consent. You agree that
you will not take the Equipment out of service and have a third party pay (or provide funds to pay) the amounts due hereunder. You will comply with all laws, ordinances, regulations, requirements and rules relating to the use and
operation of the Equipment. We will have the right, at any reasonable time, to inspect the Equipment and any documents relating to its use, maintenance and repair.
SALES & SERVICE AGREEMENT TERMS AND CONDITIONS (v08.24)
5. SERVICES/SUPPLIES. If we have entered into a separate arrangement with you for maintenance, service, supplies, etc. with respect to the Equipment, payments under this Agreement may include amounts owed under that
arrangement, which amounts may be invoiced as one payment for your convenience. MICR supplies are not included and will be billed separately. You agree that you will look solely to us for performance under any such
arrangement and for the delivery of any applicable supplies. You may request excess supplies beyond what we determine as necessary under this Agreement and we may provide you such an additional charge. If your use of
supplies exceeds the manufacturer’s published yield by more than 10%, we may notify you of such excess usage. If such excess usage does not cease within 30 days after such notice, we may charge you for such excess usage.
We may charge you a monthly fee per device not to exceed $5.00 per device, to cover our costs of standard shipping and handling supplies. Standard shipping typically allows for delivery in no more than three business days.
Expedited shipping options are available at an additional cost to you. In addition, if you elect, we may charge you a monthly fee per device (“Connectivity Assurance”) for providing remote connectivity troubleshooting throughout the
term of the Agreement. The services will be limited to remote technical assistance only and shall not include any related necessary hardware or software costs. If we identify the connectivity problem relates to an IT issue that is
outside of our control such as a network setting or IT hardware issue, we will work with your IT department to communicate the necessary information. As an alternative to your IT department, our IT technicians may be able to assist
you if provided the necessary access rights but any such work will be billable at our hourly rates. Service calls will be performed during normal business hours of Monday through Friday 8:00 a.m. to 5:00 p.m. except holidays. A
separate written agreement must be executed if you may require service calls outside of normal business hours. In the absence of a written agreement and in the instance we are able to perform service calls outside of normal
business hours, you agree to pay additional charges at our overtime rates.
6. SERVICE REQUEST SCHEDULE. Requests for service under this Agreement will be performed during normal business hours of Monday through Friday 8:00 a.m. to 5:00 p.m. except holidays. This Agreement’s charges do not
cover travel and labor time for service calls outside of normal business hours. In the instance any such work is required, the Customer and Access shall execute in advance of such work a written agreement detailing these service
terms. In the absence of any such written agreement and in the instance work is performed outside of normal business hours, the Customer shall agree to pay the overtime rates in effect at the time the service call is made.
Customer agrees to promptly notify Access Systems of any requests for service by contacting the Access Systems Service Department. During the performance of Access Systems’ maintenance services, Customer agrees that
Access Systems shall have the right to generate all copies necessary to properly perform its services without being required to credit Customer’s account. This Agreement does not include mileage on service calls for Customers
outside of Access Systems' normal service area.
7. SOFTWARE/DATA. Except as provided in this paragraph, references to “Equipment” include any software referenced above or installed on the Equipment. We do not own the software and cannot transfer any interest in it to
you. We are not responsible for the software, license renewal fees, or the obligations of you or the licensor under any license agreement. Any software that is included in the equipment purchased shall be subject to and Customer
agrees to abide by the terms of the software license issued in connection with the use of such software. Any annual software license renewals and associated labor for renewals or upgrades or labor for troubleshooting software are
not included and will be billed separately unless otherwise stated. You are solely responsible for protecting and removing any confidential data/images stored on the Equipment prior to its return for any reason; provided, however,
you may elect to pay a monthly fee per device to have us provide you this service (“Secure Data Protection”).
8. LIMITATION OF WARRANTIES. EXCEPT TO THE EXTENT THAT WE HAVE PROVIDED YOU A WARRANTY IN WRITING, WE MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. YOU CHOSE ANY/ALL THIRD-PARTY SERVICE PROVIDERS BASED ON YOUR JUDGMENT. YOU MAY CONTACT US OR THE MANUFACTURER
FOR A STATEMENT OF THE WARRANTIES, IF ANY, THAT THE MANUFACTURER IS PROVIDING. WE ASSIGN TO YOU ANY WARRANTIES GIVEN TO US.
9. JURISDICTION. YOU AGREE THAT THIS AGREEMENT AND ANY CLAIM RELATED TO THIS AGREEMENT SHALL BE GOVERNED BY THE INTERNAL LAWS OF THE STATE IN WHICH OUR (OR, IF WE ASSIGN
THIS AGREEMENT, OUR ASSIGNEE’S) PRINCIPAL PLACE OF BUSINESS IS LOCATED AND ANY DISPUTE CONCERNING THIS AGREEMENT WILL BE ADJUDICATED IN A FEDERAL OR STATE COURT IN SUCH
STATE. YOU HEREBY CONSENT TO PERSONAL JURISDICTION AND VENUE IN SUCH COURTS AND WAIVE TRANSFER OF VENUE.
10. ASSIGNMENT. You may not sell, assign, or sublease the Equipment or this Agreement without our written consent. We may sell or assign this Agreement and our rights in the Equipment, in whole or in part, to a third party
without notice to you. You agree that if we do so, our assignee will have our assigned rights under this Agreement but none of our obligations and will not be subject to any claim, defense, or set-off that may be assertable against us
or anyone else.
11. LOSS OR DAMAGE. You are responsible for any damage to or loss of the Equipment. No such loss or damage will relieve you from your payment obligations hereunder. Except for claims, losses, or damages caused by our
gross negligence or willful misconduct, you agree to indemnify us and our assignee, if applicable, against any claims, losses, or damages, including attorney fees, in any way relating to the Equipment or data stored on it. In no event
will we be liable for any consequential or indirect damages.
12. TAXES. You will pay when due, either directly or by reimbursing us, all taxes and fees relating to the Equipment and this Agreement. If we pay any taxes or other expenses that you owe hereunder, you agree to reimburse us
when we request. You hereby grant us a security interest in the Equipment to secure all amounts you owe us under any agreement with us, to be released at the end of the term provided you have performed all of your obligations
under this Agreement. We will not pay any personal property taxes due on the Equipment and thus any such taxes are your responsibility.
13. TERM AND END OF TERM. This Agreement's term is for a period of 60 months. At the end of the term of this Agreement (or any renewal term) (the “End Date”), this Agreement will renew for an additional one-year period
under the same terms unless a) you provide us written notice, at least 60 days prior to the End Date, of your intent to cancel this Agreement. You cannot pay off this Agreement prior to the End Date without our consent. If we
consent, we may charge you, in addition to other amounts owed, an early termination fee equal to 5% of the price of the Equipment.
14. DEFAULT AND REMEDIES. You will be in default if: (a) you do not pay any payment or other sum due to us or any other person when due or if you fail to perform in accordance with the covenants, terms and conditions of this
Agreement or any other agreement with us or any of our affiliates or any material agreement with any other lender, (b) you make or have made any false statement or misrepresentation to us, (c) you or any guarantor dies, dissolves
or terminates existence, (d) there has been a material adverse change in your or any guarantor’s financial, business or operating condition, or (e) any guarantor defaults under any guaranty for this Agreement. If you are ever in
default, at our option, we can terminate this Agreement and we may require that you return the Equipment to us at your expense and pay us: 1) all past due amounts and 2) all remaining payments for the unexpired term. We may
also use all other legal remedies available to us, including repossessing unused supplies and if you haven't paid the Total Sales Price in full, we may disable or repossess the Equipment and require you to immediately stop using any
financed software. You agree to pay all our costs and expenses, including reasonable attorney fees and repossession costs, incurred in enforcing this Agreement. You also agree to pay interest on all past due amounts, from the due
date, at 1.5% per month. Any delay or failure to enforce our rights under this Agreement will not prevent us from enforcing any rights at a later time. If interest is charged or collected in excess of the maximum lawful rate, we will
refund such excess to you, which will be your sole remedy.
Docusign Envelope ID: C2B29F87-4F56-43A5-B106-4C84CB6B43DB
DRAFT
Certificate Of Completion
Envelope Id: C2B29F87-4F56-43A5-B106-4C84CB6B43DB Status: Delivered
Subject: Access Systems - Please Review Documents for City of Waukee
Ticket #: 2044763
Source Envelope:
Document Pages: 2 Signatures: 0 Envelope Originator:
Certificate Pages: 5 Initials: 0 Documents at Access Systems
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
955 SE Olson Drive
Waukee, IA 50263
documents@accesssystems.com
IP Address: 216.70.23.210
Record Tracking
Status: Original
3/28/2025 4:07:43 PM
Holder: Documents at Access Systems
documents@accesssystems.com
Location: DocuSign
Signer Events Signature Timestamp
Angela Groth
agroth@accesssystems.com
Documentation Specialist Supervisor
Access Systems
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 216.70.23.210
Sent: 3/28/2025 4:09:39 PM
Viewed: 3/28/2025 4:30:45 PM
Signed: 3/28/2025 4:31:40 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Chris Boysen
cboysen@accesssystems.com
Copier Sales Rep
Access Systems
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 149.154.1.79
Sent: 3/28/2025 4:31:40 PM
Viewed: 3/28/2025 4:33:41 PM
Signed: 3/28/2025 4:34:04 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Son Le
sle@waukee.org
IT Director
Security Level: Email, Account Authentication
(None)
Sent: 3/28/2025 4:34:05 PM
Viewed: 4/2/2025 10:12:52 AM
Electronic Record and Signature Disclosure:
Accepted: 4/2/2025 10:12:52 AM
ID: 5b37282d-9147-4b5a-bc70-9f9a2798a90a
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Witness Events Signature Timestamp
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Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 3/28/2025 4:09:39 PM
Certified Delivered Security Checked 4/2/2025 10:12:52 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Access Systems (we, us or Company) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically through the DocuSign system.
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to this Electronic Record and Signature
Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to
use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign
system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. You will have the ability to download and print documents we send
to you through the DocuSign system during and immediately after the signing session and, if you
elect to create a DocuSign account, you may access the documents for a limited period of time
(usually 30 days) after such documents are first sent to you. After such time, if you wish for us to
send you paper copies of any such documents from our office to you, you will be charged a
$0.00 per-page fee. You may request delivery of such paper copies from us by following the
procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to
receive required notices and consents electronically from us or to sign electronically documents
from us.
All notices and disclosures will be sent to you electronically
Electronic Record and Signature Disclosure created on: 12/27/2018 3:36:29 PM
Parties agreed to: Son Le
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Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through the DocuSign system all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Access Systems:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: paperwork@accesssystems.com
To advise Access Systems of your new email address
To let us know of a change in your email address where we should send notices and disclosures
electronically to you, you must send an email message to us at paperwork@accesssystems.com
and in the body of such request you must state: your previous email address, your new email
address. We do not require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your
account preferences.
To request paper copies from Access Systems
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an email to paperwork@accesssystems.com and in
the body of such request you must state your email address, full name, mailing address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with Access Systems
To inform us that you no longer wish to receive future notices and disclosures in electronic
format you may:
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i. decline to sign a document from within your signing session, and on the subsequent page,
select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an email to paperwork@accesssystems.com and in the body of such request you must
state your email, full name, mailing address, and telephone number. We do not need any other
information from you to withdraw consent.. The consequences of your withdrawing consent for
online documents will be that transactions may take a longer time to process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The
current system requirements are found here: https://support.docusign.com/guides/signer-guide-
signing-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please confirm that you have
read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for
your future reference and access; or (ii) that you are able to email this ERSD to an email address
where you will be able to print on paper or save it for your future reference and access. Further,
if you consent to receiving notices and disclosures exclusively in electronic format as described
herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before
clicking ‘CONTINUE’ within the DocuSign system.
By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm
that:
You can access and read this Electronic Record and Signature Disclosure; and
You can print on paper this Electronic Record and Signature Disclosure, or save or send
this Electronic Record and Disclosure to a location where you can print it, for future
reference and access; and
Until or unless you notify Access Systems as described above, you consent to receive
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to you by Access Systems during the course of your relationship with Access
Systems.
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