Clearpoint Technology & Design || 2025 Proposal Terms & Conditions

1. Invoicing, Payment & Change Orders
 
Clearpoint Technology & Design LLC invoices for 100% equipment, shipping, travel costs, and 25% of the estimated labor upfront. Payment in full is required before equipment is ordered.

Once equipment has been delivered, project scheduling will commence.

Upon project completion, the remaining 75% of the labor costs will be invoiced in full.

All invoices are Net 15 from the date of issuance.

Accepted payment methods: Check, ACH (preferred), or Credit Card.

A 3.25% processing fee applies to all credit card payments.

Change Orders: Any additional equipment or labor requested after the initial agreed upon proposal is considered a change order. The client must approve and pay for the change order in full before any additional work is performed or equipment is ordered.
 
2. Client Responsibilities
 
Communication & Scheduling: The client must provide timely responses to scheduling requests, approvals, and project-related inquiries. Delays caused by unresponsiveness will not be the responsibility of Clearpoint Technology & Design LLC.
Work Environment & Site Access: The client is responsible for ensuring a safe, accessible, and prepared work environment. If conditions are deemed unsafe or unsuitable, Clearpoint reserves the right to reschedule or cancel the project. The client is responsible for any resulting costs, including additional travel or accommodations.

Training & Handover: The client must attend and participate in final training and ensure that any relevant team members are available for instruction on the installed system. Failure to attend does not waive Clearpoint’s completion of obligations.

Invoice Payments & Late Fees: The client is responsible for paying all invoices on time under the agreed Net 15 terms. Late payments may be subject to a late fee at Clearpoint’s discretion.

Accurate Contact Information: The client must provide and maintain correct and up-to-date contact information for all primary points of contact related to the project.

Change Orders & Additional Work: Any requested changes to equipment, labor, or scope of work must be approved and paid in full before implementation.

Project Documentation: If Clearpoint is working directly for the client, it is their responsibility to provide the most accurate and up-to-date project drawings, site plans, and other related project documentation received from the general contractor. Clearpoint is not responsible for errors or omissions resulting from missing, inaccurate, or outdated documentation.

General Contractor Delays: Clearpoint is not responsible for project delays caused by the general contractor or other third parties. Any impact on scheduling, availability, or additional costs due to such delays will be the client’s responsibility.

3. Clearpoint Warranty
 
30-Day Warranty: Clearpoint Technology & Design LLC provides a 30-day workmanship warranty upon project completion. The terms of this warranty will be outlined in a separate warranty document provided to the client.

Equipment Warranty Tracking: Clearpoint documents and tracks all equipment information for items covered under a manufacturer’s warranty.

Warranty Assistance: If a covered item requires repair or replacement, the client may contact Clearpoint, and our team will verify the warranty status and assist with next steps.
 
4. The Clearpoint Standard
 
Honest & Fair Proposals: Every proposal is prepared with accuracy, fairness, and transparency, regardless of project size.

Quality of Work: Clearpoint is committed to delivering high-quality workmanship that meets or exceeds industry standards. We strive for excellence at every stage of the project, ensuring that client satisfaction and expectations are met or exceeded.

Timeliness of Work: Projects will be completed in a timely and efficient manner, with scheduling and deadlines communicated clearly to the client.
 
5. Legal
 
Governing Law & Jurisdiction: These terms and conditions shall be governed by and interpreted in accordance with the laws of the State of Ohio. Any legal disputes arising from this agreement shall be resolved exclusively in the courts of the State of Ohio.

Limitation of Liability: Clearpoint Technology & Design LLC shall not be liable for any indirect, incidental, consequential, or special damages, including but not limited to loss of profits, data, or business interruptions, arising from the use of its services, equipment, or installations.

Force Majeure: Clearpoint shall not be responsible for delays or inability to perform due to circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, supply chain disruptions, labor strikes, government actions, or pandemics.

Indemnification: The client agrees to defend, indemnify, and hold harmless Clearpoint Technology & Design LLC, its employees, and subcontractors from any claims, liabilities, damages, or expenses arising from the client’s use or misuse of the installed systems, equipment, or failure to comply with these terms.

Non-Solicitation: The client agrees not to directly hire or contract any Clearpoint employee or subcontractor for similar work outside of this agreement for a period of 24 months after project completion.
 
6. Security Camera & Security Systems

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• Applicability of Terms: If the client hires Clearpoint Technology & Design LLC for any service related to security systems, including but not limited to security cameras and access control systems, these terms apply.

 

• No Security Monitoring Services: Clearpoint is not a security monitoring company and does not provide live monitoring, emergency response, or ongoing surveillance services of any kind.

 

• System Functionality & Limitations: Clearpoint designs and installs security systems to enhance safety and surveillance. However, no security system is 100% foolproof, and Clearpoint makes no guarantees that its installed systems will prevent unauthorized access, theft, or criminal activity.

 

• Client Responsibility: The client is responsible for ongoing system monitoring, maintenance, and compliance with local laws and regulations regarding video surveillance and recording.

 

• Camera System Access & Footage Review: Once a security camera system installation is completed and training is provided, Clearpoint does not access, monitor, or review camera footage in any capacity.

  • If the client requires assistance with reviewing past footage, they must provide written authorization to Clearpoint at support@clearpointtechdesign.com, including:

    • The date and time of the incident

    • A brief description of the event being reviewed

  • Requests will be handled at Clearpoint’s discretion and availability, and additional labor fees may apply.

 

• No Footage Storage Services: Clearpoint does not provide video storage services or retain any footage from installed security systems. It is the client’s responsibility to ensure they have the proper storage solution and retention policies in place for their recorded video.
   

7. Project Scope & Assumptions
 

• Scope of Work: Clearpoint Technology & Design LLC will perform services as outlined in the approved proposal. Any additional work, modifications, or adjustments outside the original scope will require a change order, subject to additional costs.

 

• Site Readiness: The client is responsible for ensuring the project site is ready for installation upon Clearpoint’s arrival. Any delays due to incomplete construction, lack of power, network infrastructure, or access restrictions may result in rescheduling fees or additional labor charges.

 

• Material Availability: Clearpoint is not responsible for project delays caused by manufacturer backorders, supply chain disruptions, or shipping delays beyond our control. Any changes required due to unavailable materials may result in revised pricing.
   

• Project Trash & Old Equipment: Clearpoint is not responsible for disposing of any project trash or old equipment. However, if old equipment is deemed valuable by the Clearpoint Team and the customer does not want to keep it, then the customer may authorize Clearpoint to take full ownership of this equipment.
   

8. System Performance & Network Requirements
 

• Client-Provided Network & Infrastructure: If Clearpoint’s installed equipment requires a network connection, the client must provide a stable and properly configured network that meets the required specifications. Clearpoint is not responsible for performance issues due to inadequate network infrastructure.

 

• Third-Party IT Support: If network configuration, firewall changes, or IT support are needed for system operation, the client must coordinate with their internal IT team or third-party IT provider. Clearpoint is not responsible for troubleshooting client-owned networking, internet, or IT systems.

 

• Remote Support Limitations: If remote troubleshooting is required, the client must provide Clearpoint with temporary remote access to diagnose and resolve issues. On-site service calls may be subject to additional fees.
   

9. Service Calls & Ongoing Support
 

• Warranty Service Calls: Any service call for a workmanship issue covered under Clearpoint’s 30-day warranty will be scheduled at no additional charge.

 

• Non-Warranty Service Calls: Any service requests outside of the 30-day warranty period (including user errors, network issues, or third-party failures) will be billed at Clearpoint’s standard service rates, with a minimum trip charge applied. Clearpoint reserves the right to update the service call rate and trip charge at any time to maintain fairness and competitiveness in the industry.

 

• Emergency Service Requests: Urgent service requests outside of normal business hours may be subject to after-hours or expedited service fees, subject to availability.
   

10. Cancellation & Rescheduling Policy
 

• Project Cancellation: If the client cancels a project after equipment has been ordered, the client is responsible for any non-refundable costs, restocking fees, and return shipping charges.

 

• Rescheduling Requests: Clients must provide at least 48 hours’ notice for rescheduling. Short-notice reschedules may result in additional charges due to labor scheduling impacts.

 

• Abandoned Projects: If a client fails to provide the necessary approvals, communication, or site readiness for more than 60 days, the project may be considered abandoned, and Clearpoint reserves the right to cancel the project with no refunds for prior payments.
   

11. Pricing, Tariffs & Unforeseen Costs
 

• Proposal Pricing Validity: Pricing in Clearpoint’s proposals is valid for 30 days from the date of issuance. If a proposal is accepted after this period, pricing may be subject to revision based on current material and labor costs.

 

• Price Adjustments: Equipment pricing is subject to change based on manufacturer pricing adjustments, supplier costs, and market conditions. Clearpoint will guarantee pricing for as long as the proposal is active and non-expired. If the proposal is expired, then Clearpoint cannot guarantee the pricing is the same and a new proposal with accurate pricing may be required.

 

• Tariffs & Regulatory Changes: Any tariffs, duties, or government-imposed fees affecting material costs are the client’s responsibility. If such costs arise after the proposal has been accepted, they will be added to the client’s final invoice.

 

• Shipping & Freight Costs: Any shipping and freight costs in the proposal are estimates. If actual shipping costs exceed the original estimate due to fuel surcharges, carrier rate increases, or expedited shipping requests, the additional costs will be passed on to the client.

 

• Customs & International Orders: If the client requires products that must be imported, the client is responsible for all customs fees, import duties, taxes, and clearance costs.

 

• Unforeseen Site Conditions: If unexpected site conditions (such as hidden wiring obstructions, required structural modifications, or safety hazards) are discovered during installation, Clearpoint reserves the right to adjust pricing accordingly based on additional labor and materials required.
   

12. Owner-Furnished Equipment (Client-Provided Equipment)
 

• Client Assumes Full Responsibility: If the client chooses to provide any equipment (including but not limited to displays, speakers, amplifiers, network hardware, control systems, or cabling), Clearpoint is not responsible for the functionality, compatibility, performance, or reliability of this equipment.

 

• No Warranty or Support: Clearpoint does not provide any warranty, maintenance, or ongoing support for owner-furnished equipment. If such equipment fails, malfunctions, or is incompatible with the installed system, all troubleshooting and resolution efforts will be billable at Clearpoint’s standard service rates.

 

• Testing & Verification: Clearpoint will make reasonable efforts to integrate client-provided equipment into the system. However, if the equipment does not function as expected, the client must either:

  • Provide alternative equipment that meets the project’s specifications, or

  • Approve a change order for Clearpoint to supply and install suitable replacement equipment at the client’s expense.

 

• Delays Due to Equipment Issues: If client-provided equipment causes project delays (e.g., due to faulty devices, incorrect specifications, or missing components), Clearpoint is not responsible for these delays, and any additional labor costs incurred as a result will be billable.

 

• Manufacturer Support: If troubleshooting of any kind is required and the issue is not able to be resolved by the client’s own doing, it is the client’s responsibility to contact Clearpoint directly for support, warranty claims, or replacements. Clearpoint is NOT responsible in any way for  any troubleshooting or troubleshooting results that occur prior to being contacted by the client.