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Home My WebLink About020711_ca16 JEFFERSON COUNTY BOARD OF COMMISSIONERS Consent Agenda Item FOR THE WEEK OF: February 7. 2011 I. Description -- A brief description of the agenda item. A one year maintenance/service agreement on the JA VS audio recording system located in the BOCC Chambers. II. Issues - A short outline of the major issues or areas that should be given particular attention. This agreement is necessary to continue the maintenance of the equipment. ill. Action - What is the nature of the action the Board is being asked to take (discussion, approval of a contract, support for a grant, etc.) Review and approve the Agreement. ~ (/{t;J . ? . PhilipM .. _......~ 2/~{ Date t ~- J4V~ SAFEGUARD MAINTENANCE AGREEMENT Jefferson Audio Video Systems,Inc. (JA VS) offers a one-year service/maintenance agreement on the Audio Only E4 Precision Court Recording System located in the Jefferson COlUlty BOCC in Port Townsend, Washington. The particulars of the agreement are as follows: 1. JA VS will perform a tri-anoual inspection, cleaning and adjustment of the system. This is to obtain optimal performance of the system and minimize the potential for failure. JA VS will provide a report to the Customer detailing the status of the system. Details of the system will include the hard drive capacity remaining, fragmentation of the hard drive and other factors that are of value to the Customer. 2. JA VS will inspect and update the Windows Operating system, hardware drivers, specific programs related to the capture and playback of the log and will provide revisions to the installed JA VS software. An inspection of the CD-ROM recorder will be performed to ensure that the Cuatomer can create off-line back- up recordings. JA VS will provide recommendations to the Cuatomer on regular maintenance that the ~uatom~r.~~011ldpeIf2~~ . ___~__~~____ _=~____ _~_~____._ _ ~ ____ 3. In the event of a system maIfunction or questions abont system operation, JA VS helpdesk is available by phone at 877-JA VS-HLP for immediate troubleshooting, training and diagnostics on common issues that can be resolved quickly. We also provide on-line PC support and training through your internet connection. If the issue requires an on-site technician for repair, our helpdesk will gather the necessary information to dispatch the appropriate technician for that location. Each of our technicians is equipped to train and customize the system to your needs. 4. The initial response to a request for repair will be 1 business day. Any non-recording system will be repaired within 2 business days. Any failure that is not critical to operation will be repaired within 5 business days. Dependent upon loaner availability, JA VS will instaIl a temporary loaner product during repair of the original piece of equipment. 5. Repair or replacement of covered equipment is subject to product availability. If products are no longer supported by the manufacturer and deemed non-repairable, the Customer will be responsible for the purchase of a replacement product. Covered equipment refers to the JA VS recording systems as listed in this agreement (excluding computer equipment addressed in Paragraph 6, non-repairable equipment, and unsupported/obsolete equipment). *These products (excluding obsolete equipment) are included if a Replacement Agreement is purchased. . 6. JA VS built computers will be repaired as long as parts are available and the hardware is sufficient to run a supported version of JA VS software. If JA VS built computers are not repairable, the Customer will be responsible for a percentage of the replacement based on the age of the unit as follows: 0% forO to 24 months, 25%for 25 to 36 monthS,50% fOi' 37 tCl48 months, 75% for 49 to 60 months, arid lUOO)" for 61 months and older. *This paiagraph does not apply if a Replacement Agreement is purchased. 7. Occasionally a change of usage, operation or enhancement of operation is desired by the Customer. JA VS will provide a quote for any changes or enhancements. Any requested change or upgrade that is authorized by the Customer and approved by JA VS, will be performed in accordance with agreed specifications. The Customer shall pUrchase any additional hardware as may be required and the additional hardware will not be covered by, nor extend the initial maintenance agreement 8. At our option, JA VS may offer to include certain upgrades to the system as part of the maintenance agreement The inclusion of upgrades in the initial maintenance agreement, if any, will be for software revisions and minor hardware. This will assist JA VS to maintain a consistent level of engineering in every system and will promote compatibility among the systems. Upgrades will not include major equipment changes, such as microphones, recorders, cameras, hard drives, or operating system. Upgrades will be performed with the Customer's approval. 9. JA VS will provide minor revision software upgrades for AutoLogr" and other JA VS branded software. Software upgrades must be compatible with the hardware installed and with the permission of the Customer. Jefferson AudIo Vld>l<o Systems, Ine. -13020 M1ddlstown Ind. Blvd. louisville, KY 40223 - 6D2-2~788 - www.jllVS.com ~r-"""'%-"- ~ Sqfeguard Maintenance Agreement Jefferson County BOCC Page 2 10. Exclusions: A. Nonna! wear and tear items such as YCR's, Back-up UPS's", projector lamps", television picture tubes" and plasma displays". "These items are included if a Replacement Agreement is pnrchased. Projector lamps are limited to 1 replacement per agreement period. B. Consumable items such as batteries, video tapes, CD's, printer paper, and print cartridges. C. Services, software, hardware, and Operating Systems that are no longer supported by a third paJ'o/. D. Upgrades of recording systems which would transition from YCR's to digital recording or major software version upgrades, such as AntoLog""S to AntoLog"" 6. E. Yandalism (including inmate abuse), dehberate tampering with the system, intentional or unintentional damage cansed by other contractors/staff, attempted repair and/or maintenance by any personnel not employed by JAYS. F. Anything commonly covered by insurance, such as damage by water, lightning, fire, or external sources. G CnllfomerprownMP.qnipin"F, h....1ware, and-soitware." ~~hargesmayapplyta l'eJl"ir lIBd'6fservice~-- of customer provided equipment, hardware, and software (i.e. Cable or DSL modem). . H. Moving of equipment. "Additional charges may apply to customer reqnested equipment moves. I. Additional advanced training. Customer reqnested additional training provided by a JAYS technician will be billed at non-contract rates. J. Repairs and/or service due to changes made by customer's local IP Provider or connection via phone lines, DSL, Cable, and ISDN (i.e. change ofIP address or change ofISDN number). II. The terms of the contract are: PLEASE SELECT DESIRED AGREEMENT OPTION A. DZf Customary Agreement Option: $1,000.00 plus applicable Washington tax B. D Replacement Agreement Option: $1,200.00 plus applicable Washington tax C. The period included commences Mitrch 1,2011 and extends through February 28, 2012. D. Billing to be annual. Board of County Commissioners Signature Name Title Date J~fferson AU~SYS~' Ine. Slgna~~ 1> /.Ir" Name L '" Title Con t Adm~r Date I /1'+ On-site Maintenance and Repair Contact Name Title Phone Email -l1~f fO\\Je a a s ~o ~ -(1"") J)&MJ.. OW, ~ 213)"''' 1:lfl" I]) f\LV A R"z. 1) fA 'folt 'f(20f.. An4~5 offtq;: Jefferson Audio Video Systems, Inc. -13020 MIddletown Ind. Blvd. louIsvIlle, KY 40223 - 602-244-3788 - www.Javs.com