Terms of Service

MASTER SERVICES AND CONSULTING AGREEMENT

Thank you for choosing ZBrains as your business technology partner.  We look forward to being of service to you, and maintaining a long-term relationship with your company.

We would like to take this opportunity to explain our policies in detail to more clearly define our business relationship.  Please review the following terms and conditions and send a signed copy to us. This contract does not commit you to using our consulting services, but explains our policies when our services are utilized. 

What We Bill For

Contract/Project Work

Most of our work is performed per a lump-sum fixed contract.  A proposal and statement of work will be created prior to the project with a fixed price.  The statement of work will be the complete definition of all work to be performed by ZBrains.  No changes in the statement of work will be allowed after work has begun unless negotiated with ZBrains.

All work outside of the statement of work is billed hourly and not subject to a fixed price.

During the project, progress invoices will be generated on a weekly basis as per the schedule of values on the proposal for the project.  When a milestone is completed, a final invoice for the milestone will also be generated. Any pre-payments made will be applied prior to the invoice being sent.

Hourly Work

All of our time for developing, installing, training, configuring, upgrading, or customizing software is billable at our hourly rates below.   All software is sold “as is” and may contain bugs or imperfections. Diagnosing and correcting issues may require multiple attempts. Our time to diagnose and resolve an issue may include off site research or testing, and communication with software publishers.   Time communicating with client’s employees, 3rd party vendors, and/or partners also billable.

What We Do Not Bill For

If work needs to be re-done due to an error by ZBrains, the additional work will not be charged to the client.  Alternatively, we may restore the system to back out our changes and not charge for our time.  If an employee of ZBrains makes a mistake which directly causes additional work to be required by ZBrains, the additional work will not be charged to the client.  

Hourly Rates

For hourly work, bills for services will be submitted once each week.  Bills are due and payable upon presentation.

As of July 1st, 2019, our hourly rates are:

  1. Manager, Director, Executive: $250/hour
  2. Senior Consultant: $195/hour
  3. Senior Engineer: $195/hour
  4. Consultant: $175/hour
  5. Engineer: $150/hour

All clients will be notified in advance of any future rate changes. All work performed by ZBrains outside of normal business hours , 8:00 AM to 5:00 PM PST Monday through Friday, when specifically requested by the client, will have an additional charge of 50%/hr charge

Support

Support Plans

ZBrains offers several support plan options, including hourly blocks of time, user-based support, and/or company-based support. These plans expire one (1)  year from the date of purchase, and auto-renew, unless requested in writing 30 days prior to renewal. ZBrains requires all clients have an active support plan in order to receive support, with a minimum 8-hour block of time purchased.

User-Based and Company-Based Support Plans

These support plan types are limited to break and fix work only.  These support plans do not include new development, customization, training sessions, data clean-up, or any other work that is considered “project-based” work.

Hourly Support Plans

Hourly support does not have a limit on the scope of services.  Before ZBrains uses any hours purchased, we will contact the primary contact for approval.

Telephone Support

For telephone support calls we round our billable time to the nearest 15 minute increments and bill at our normal hourly rates.

Remote Support

We are able to use our software to remotely connect to a computer at your location for hands on repair work when necessary.  Remote support services are billed at our normal hourly rates, but are subject to a ½ hour minimum charge.

On-Site Support

Unless otherwise stated, travel time to locations is billed at our normal rate plus mileage.  Our on- site time is subject to a four (4) hour minimum charge. The minimum charge will be applied if an appointment is not cancelled with 24 hour minimum notice.  There are also charges for parking or other incidental costs. For locations outside of Southern California, per-diem will also be charged at $60/day.

Travel

  1. Los Angeles Area: $95 per visit
  2. Southern California (Bakersfield to San Diego) = $195 per visit
  3. Arizona, Nevada, and Oregon: $495 per visit, excluding airline fees, hotel, and per diem.
  4. All other US Mainland states:  $995 per visit, excluding airline fees, hotel, and per diem.

Disputes

If any portion of an ZBrains billing is disputed, such dispute must be submitted to ZBrains by email or other written correspondence within 30 days of the work being performed.  The notification must include the date(s) and number of hours being disputed, the ZBrains associate involved, and the reason. Any work not disputed in writing within that time frame will be considered accepted and must be paid in full.

Should a dispute be brought to the attention of ZBrains, every effort will be made to resolve the dispute in a manner acceptable to both parties.  During dispute resolution, ZBrains reserves the right to withhold services until an agreement is achieved.

Late Payments

ZBrains will charge a late fee of 1.5% per month starting 30 days from our invoice date.  

Credit Hold

If any account balance goes beyond 45 days past due, ZBrains will place the account on credit hold and suspend professional services until the matter is resolved.  If any account balance goes beyond 60 days past due, we will also suspend software and subscription services until the matter is resolved.

Software

Payment for software is due in advance at the time of order.  All software sales and subscriptions are final.

Proposal Notes

This Master Services Agreement corresponds to a Proposal for your project.  Proposal-specific notes are as follows:

Unless otherwise stated, your Proposal expires in 30 days if not approved.

Your Proposal does not include travel time, mileage, or expenses that may be included on your invoice, unless otherwise stated. Additional charges for sales tax and shipping may apply. 

Professional services quotations are based upon our current understanding of your project. If we determine the project will take more hours than originally estimated, we will contact you for approval.

If the scope of a project changes during the project, both parties agree to disclose information that would impact the scope of a project and therefore affect the price or the timetable. ZBrains will then prepare a Change Order specifying the details of the additional work.

Professional services and expenses will be invoiced weekly and are payable within thirty (30) days.

Services not specifically listed in-scope of services are excluded.

Client Responsibilities 

As requested services are performed on your business applications and network environment, your responsibilities are as follows:

Response Times

When ZBrains makes a delivery to you, whether it be a document, a feature, or a system, it is expected that feedback will be given within one week.  Not doing so will extend the total timeline of the project. A project might have to be rescheduled entirely, if the standard response times are not met.

Backup & Restore

The client will have a complete and tested backup on any and all systems prior to the services being performed by ZBrains. If for some reason we may need to restore from a backup, client will provide access to a resource that can operate and restore this information. The client is solely responsible for all costs associated with data recovery or data restoration required in the event a restore is required and full backups are not available. Please do not assume that your backups are working.

Test Environment

ZBrains recommends the client have a test database and/or a test environment prior to ZBrains performing services or installing additional software. Utilizing a Test Environment will minimize client risk to existing data by utilizing it prior to installing applications or modifications to the production system. ZBrains can create test environments at the client request and may require a test environment within the scope of services.

On-site or Remote Access

Access to the client environment may be requested and/or need to occur during or after normal business hours and the client will need to make available resources for access to their systems.

Project Acceptance

The client is expected to review and verify any ZBrains solutions delivered and/or implemented.  ZBrains will require a signature for client acceptance at the completion of the project. If a signature is not given within 30 days from when the scope of the project is completed due to no response by the client, the project will be considered closed and completed.

Agreement

Please sign and date this contract to accept this contract.  The completed contract may be signed digitally or scanned and emailed to admin@zbrains.net  

Thank you again for choosing ZBrains.

 

Signature______________________________

Name / Title  ___________________________

Date  __________________________________

Company Name   ________________________

Phone Number  __________________________