HomeMy WebLinkAboutCONSENT Justice AV maintenance District Court JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
FROM: Brian Gleason, District Court
DATE: February 17,2026
RE: Justice AV Solutions Extended Warranty and Preventative
Maintenance and Support Agreement-2026
STATEMENT OF ISSUE:
The purpose of this agreement is to provide a one-year service/maintenance agreement on the
JAYS Centro AX recording system and Video Conference System located in District Court.
ANALYSIS:
This agreement covers service and maintenance for the video and audio recording equipment
for Jefferson County District Court. Pursuant to RCW 3.30.070 the clerk of each district court
shall keep uniform records of each case filed and the proceedings. District Court uses JAYS to
fulfil this requirement and to keep recordings of court proceedings. JAYS also interfaces with
District Court zoom options to provide virtual options for participants to appear and provide
the public access to the court remotely.
FISCAL IMPACT:
This agreement is for$7402.00 which is part of the already approved budget for District Court
line item.
RECOMMENDATION:
Recommend approval of this agreement.
REVIEWED BY:
g/(U bG
J D. Peters, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Justice AV Solutions ('untrart No: MAC-00283
Contract For: Maintenance and Support Agreement Term: Feb 1, 2026 to Jan 31, 2027
COUNTY DEPARTMENT: District Court
Contact Person: Brian Gleason
Contact Phone: 360-385-9134
Contact email: bgleason@co.jefferson.wa.us
AMOUNT: 7240.00 PROCESS' Exempt from Bid l'rocess
Revenue: Cooperative Purchase
Expenditure: 7240.00 Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund # 001 080 _, RFP or RFQ
Munis Org/Obj DC51240 480000 _Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES cOMPLJANC JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: ■ N/A:El ,•21
gnature Date
STEP 2: DEPARTMENT CE • THE PERSON PR POSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: I — N/A: T i Y 2 W2,4,2
ignature Date
STEP 3: RISK MANAGEMENT (will Abe added electronically through Laserfiche):
Electronically approved by Risk Management on 2/8/2026.
Low risk. High need.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 2/4/2026.
No indeminty language. Pretty onerous Limitation of Liabilyt and dispute
resolutoin clauses. No choice of law or Public Records Act Compliance
provisions. But the county has consistently approved contracts with these
limiations immediately. Risk Manager decision.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Justice AV Solutions Contract No: MAC-00283
Contract For: Maintenance and Support Agreement Term: Feb 1, 2026 to Jan 31, 2027
COUNTY DEPARTMENT: District Court
Contact Person: Brian Gleason
Contact Phone: 360-385-9134
Contact email: bgleason@co.jefferson.wa.us
AMOUNT: 7240.00 PROCESS: —Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: 7240.00 ^ Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund# 001 oao ,RFP or RFQ
Munis Org/Obj DC51240 480000 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES NC JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: El N/A:® , Zr LUlk
gnature Date
STEP 2: DEPARTMENT CE THE PERSON PR POSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY. L
CERTIFIED: ID N/A: I: 1 2t1Z4
ignature Date
STEP 3: RISK MANAGEMENT (will a added electronically through Laserfiche):
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
Classic Coverage Extended Warranty, Preventative
vie/5
JUST CE SOLUTIONS Maintenance and Support Agreement
This Extended Warranty,Preventative Maintenance,and Support Agreement"Agreement"is entered into by and
between Justice AV Solutions"JAYS"and Jefferson County District Court"Customer"located in Port
Townsend,WA for the period of February 1,2026,extending through January 31,2027.
WHEREAS,Customer is in possession of the JAVS recording system(s)more particularly identified in
Attachment A"System":
WHEREAS,JAVS will provide the following Extended Warranty Coverage,Preventative Maintenance,Support,
and Services so as to maximize the reliability of Customer's systems(s)"Services;"
NOW,THEREFORE, in consideration of the promises and mutual covenants contained herein,the parties hereby
agree as follows:
A. DEFINITIONS
• CODEC-Technically known as the video conferencing unit(VCU),the codec compresses and decompresses
data for video signals.
• Extended Warranty-Coverage of JAVS provided equipment to include repair or replacement for a specified
period after the expiration of the original warranty.
• Preventative Maintenance(PM)-The scheduled cleaning and adjustment of JAVS provided systems as
outlined in the respective agreement.
• Service-The provision for onsite technical support,user training,and servicing JAVS provided equipment as
defined by the contract.
• Standard Travel-Travel within the contiguous 48 states and within a 150-mile radius(300 miles round trip)of
closest stationed JAVS service technician.
• Support-Remote phone and online troubleshooting and diagnostics.
• Travel Premium-Travel within the contiguous 48 states more than the 150-mile radius(300 miles round trip)
from the closest stationed JAVS service technician calculated as a round-trip distance less standard 300 miles
divided by 70 MPH times the applicable hourly rate.
• Warranty-Coverage of JAVS provided equipment to include repair or replacement for a period of 1 year from
the date of install.
B. SERVICES
1. Help Desk Support. In the event of a System(s)malfunction or questions about system operation,the
Customer is encouraged to contact the JAVS help desk by phone at 877-528-7457 or via email at
helpdesknjays.com Monday-Friday 8:00 am to 9:30 pm EST.Calls after 9:30 pm local time will
normally go to voicemail and be addressed at the beginning of the next business day.JAVS trained help
desk staff to provide immediate troubleshooting,training,and diagnostics on common issues that can be
resolved quickly. JAVS also provides online PC support and training through your internet connection. If
the issue requires an on-site technician,our help desk will gather the necessary contact information
including the:contact's name,phone number,city,system identification number,and detailed description
of the issue. The contact information is used by JAVS to log/track issues properly,assign priority levels
based on contract status,and dispatch the appropriate technician to the Customer's location.
2. Response Times. In the event that a component from Attachment A requires an on-site repair to address a
reported issue,JAVS will schedule a visit during regular business hours. The response time is conditional
to the Customer's approved room and equipment availability and the severity of the issue,which is
measured in four priority levels: Urgent,High,Normal, and Supportive.Any variation from the
timeframes referenced below will be discussed and mutually agreed upon by the Customer and JAYS. For
clarification,the priority levels are described in Attachment B.
3. Extended Warranty. Extended warranty is available on JAVS provided and installed equipment less
than 5 years old,based on the date of installation.
JAVS will provide and provision a prolonged warranty on JAVS supplied equipment,both of JAVS
manufacture and third party,outside of the manufacturer's standard warranty. JAVS will attempt to
repair the faulty equipment dependent upon parts and courtroom availability. If the equipment is not
repairable in the field,JAVS at its discretion,will either provide a temporary unit until the original
equipment is repaired and reinstalled,or a permanent exchange will be put in service. If the covered
equipment requiring repair is no longer available or deemed non-repairable,JAVS will be responsible for
the replacement product and all costs associated with its replacement.
Non-warranted equipment:
JAVS provided and installed equipment older than 5 years old,based on the date of installation.
JAVS will attempt to repair the faulty equipment,dependent upon courtroom availability. For non-
warranted equipment,the Customer is responsible for the cost of all repair parts, including shipping.
From time to time,non-warranted equipment may be deemed non-repairable. If the non-warranted
equipment is not repairable in the field,the Customer is responsible for the cost of the replacement
product(s). JAVS recorders older than 5 years old,are not eligible for repair involving part(s)
replacement and require the purchase of a new recorder at client expense.
For replacement items purchased from JAYS,JAVS will provide labor at no charge.
Components of the Polycom Video Conferencing Codecs are included in this agreement. Please note
that the Codec unit itself has optional coverage available directly through HP/Polycom,which is
separate from this agreement.
JAVS service technicians will perform necessary software updates for the HP/Polycom Codec as
required. However,feature updates can only be provided for HP/Polycom systems that maintain an
active HP/Polycom Certificate of Coverage.After the expiration of the initial warranty,additional
support coverage can be obtained directly from HP/Polycom. If the court would like to renew the
warranty,please contact megan.york@jays.com to request a quote.
4. On-site Warranty Support. JAVS will provide on-site warranty services,which include removing
equipment and forwarding to the manufacturer for repair, installing loaner and/or new equipment as
deemed necessary by JAYS, and re-installing repaired equipment; on all products listed in Attachment A.
2
5. Preventative Maintenance. JAVS will perform a bi-annual inspection,review,and operational test of the
System and make adjustments as deemed necessary by JAYS. Preventative Maintenance includes
updating any System software and firmware as required. All Preventative Maintenance will be
coordinated and scheduled with a customer-appointed representative to occur during regular business
hours. JAVS will provide documentation to the Customer via a Preventative Maintenance form detailing
the status of each system which includes key system information and hard drive capacity of the System.
JAVS will document and test each function/mode of the entire System(s)which includes the automatic
audio and video mixer/switcher,control boxes,microphones,cameras,time and date generator,monitors,
streaming servers,recorders,PA processors,and speakers,private mode feed muting,
playback/presentation,assisted listening devices and audio/video conferencing to ensure proper creation
of the audio/video record and system operation.
C. EXCLUSIONS
Notwithstanding anything to the contrary elsewhere in this Agreement,JAVS shall have no responsibility and/or
liability regarding the following:
1. All video conferencing equipment,bandwidth,network stability,and call quality issues are the
responsibility of the court. *
2. Normal wear and tear items such as backup UPS batteries and projector lamps. *
3. Consumable items such as batteries,CDs,DVDs,printer paper,and print cartridges. *
4. Services,software,hardware,and Operating Systems that are no longer supported by a third party. *
5. Upgrades of Systems that would transition from analog camera systems to digital,or major
software version upgrades,such as AutoLog 7 to AutoLog 8.
6. Vandalism(including inmate abuse),deliberate tampering with the System, intentional or
unintentional damage caused by other contractors/staff,attempted repair and/or maintenance by any
personnel not employed by JAVS.*
7. Repair or replacement of any equipment in the event of damage due to negligence or other claims
covered by Customer's insurance. *
8. Customer-provided or non-JAVS certified equipment,hardware,and software.*
9. Moving of equipment. *
10. Customer requested on-site advanced training.*
11. Repairs and/or service that requires reconfiguring JAVS equipment due to changes made by
Customer's third-party hardware,network,anti-virus settings,or any local IP provider connection
(i.e.change of IP address or network configuration,video conferencing connection issues)*
12. Lost records or data recovery due to equipment failure,computer viruses,or Customer user error.
13. Migration of Customer recordings for archival,retention,and restoration. *
14. Shipping delays for repair,loaner,or replacement parts and equipment.
*Customer approval required to perform services for the indicated Exclusions,which will be billed at current
labor rates plus parts and expenses if applicable.
FEES/PAYMENTS for exclusions
A fee of$185.00 per hour(1-hour minimum)plus*Travel and expenses,will apply for each request for
on-site service for services not covered by this agreement.Travel time is defined as a portal to portal.
3
D. TERMS
1. Effective Date. The Agreement begins February 1,2026,and will continue until January 31,2027.
2. Fees; Payments. In consideration of JAVS providing the Services,the Customer agrees to pay a fixed fee of
$7,402.00(the"Fee"),plus any applicable state taxes. Payment of the Fee is due within 30 days of the
invoice date. If the Fee is not paid within this 30-day period,services will be suspended until payment
is received. Unless otherwise stated, all fees and charges listed in this Agreement are exclusive of applicable
sales,use,excise,or other taxes.Taxes will be calculated and applied at the time of invoicing,based on the
jurisdiction in which the services are provided or billed. The Customer is responsible for any such taxes,
which will be reflected separately on each invoice.
MAC-00283
Contract Period: February 1,2026-January 31,2027
Courtroom
Number/Location SID# System Description Maintenance Fee
Jefferson County District Court SID-01150 HDA Recording System $ 7,402.00
Total $ 7,402.00
Note: A.JAVS reserves the right to review and recalculate fees associated with the service agreement
and adjust accordingly for the next contract period.Changes in the price of fees reflect added coverage
for new equipment and/or services not previously covered under the service agreement and/or the
removal of equipment that is no longer covered. This review is performed prior to the delivery of the
subsequent agreement and can affect your agreement fees for that period.
3.Billing of Excluded Services.A fee of$185.00 per hour(one-hour minimum)plus expenses will be
charged for any excluded services(Includes Video Conferencing Systems,see Section C.)requested by
the Customer for on-site support.
4.Refunds. Refunds of Fees payable hereunder will be limited to a pro-rated portion calculated per business
day of the total amount paid for the Agreement in the event that the agreed response time is not met.The
pro-rated portion of the Agreement Fees payable to Customer as a refund shall be limited to the number
of days required to respond that are in excess of the agreed response period.No refund shall be payable
for days that JAVS does not have access to the covered equipment.No refund shall exceed the value of
the Agreement.A request for a pro-rated refund payable to the Customer for a decommissioned
System(s)must be received in writing.
E. NO WAIVER
WHETHER BY CHOICE OR NEGLECT JAVS FAILURE TO ENFORCE ANY TERM,EXCLUSION,OR
LIMITATION HEREIN SHALL NOT BE CONSTRUED OR INTERPRETED AS A WAIVER OF JAVS
RIGHT TO ENFORCE ANY TERM, EXCLUSION,OR LIMITATION CONTAINED IN THIS
AGREEMENT.
F. LIMITATION OF LIABILITY
JAVS DOES NOT ACCEPT LIABILITY BEYOND THE REMEDIES SET FORTH IN THIS AGREEMENT
OR ANY LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING WITHOUT
4
LIMITATION ANY LIABILITY FOR PRODUCTS NOT BEING AVAILABLE FOR USE OR FOR LOST
DATA OR SOFTWARE. SOME STATES(OR JURISDICTIONS)DO NOT ALLOW THE EXCLUSION OR
LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATIONS
MAY NOT APPLY TO YOU.
G.DISPUTE RESOLUTION
ANY CLAIM,DISPUTE,OR CONTROVERSY, WHETHER IN CONTRACT,TORT,OR OTHERWISE,
WHETHER PRE-EXISTING,PRESENT OR FUTURE,AND INCLUDING STATUTORY,COMMON LAW,
INTENTIONAL TORT,AND EQUITABLE CLAIMS AGAINST JAVS arising from or relating to this
Agreement, its interpretation,performance,or the breach,termination or validity thereof,the relationships which
result from this Agreement, including,to the full extent permitted by applicable law,limitations of liability,
indemnity,and relationships with third parties,JAVS advertising,or any related purchase or service SHALL BE
RESOLVED EXCLUSIVELY AND FINALLY BY BINDING ARBITRATION ADMINISTERED BY THE
NATIONAL ARBITRATION FORUM(NAF)under its Code of Procedure then in effect(available via the
Internet at http://www.arb-forum.com/,or via telephone at 800-474-2371).
5
ACCEPTED BY CUSTOMER ACCEPTED BY JAYS
Jefferson County District Court Justice AV Solutions
S' nature Signature
Na ekoza Name Megan York
Title c _ Title Contract Specialist
Date (--A}.„ 3ot 22_,(47 Date October 14,2025
Phone# -510 v_ _elk 34 Phone# 502.489.5118
Email 10 3 kasu4 e_o � �E ail Megan.York@jays.com
ACCEPTED BY CUSTOMER
Additional Court Representative jfui by court)
Signature
Name
Title
Date
Customer contact for scheduling of maintenance/repair
Name
Title
Phone
Email
6
JEFFERSON COUNTY WASHINGTON {Contractor}
Board of County Commissioners
Jefferson County, Washington
By: see attached page with signatures
By:
Greg Brotherton, Chair Date:
By:
Heidi Eisenhour, Commissioner
By:
Heather Dudley-Nollette, Commissioner
SEAL:
ATTEST:
Carolyn Gallaway, CMC Date
Clerk of the Board
Approved as to form only:
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
1-
<y;£ ATTACHMENT A-
I
sxr CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
Account# SID# Qty Part# Description Install Date Service Warranty 5 Year Date
HDA Recording System
50480 SID-01150 1 JAV-TSD-DCPD DC power distribution for TSD device 9-24v DC 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-CONVMCSAUD Mini Converter-SDI to Audio DeEmbedder 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-CONVMSDIDA4K Mini Converter SDI Distribution 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-MD-HX HDMI/SDI CROSS CONVERTER with Scaling and Frame Rate Conversion 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-CENTRO-HDA "JAYS 1080P59.94 HD Video Switcher 4/2 Inputs,2/2 Outputs(HD-SDI/HDMI) -Three(3)Configurable 6/30/2023 Yes Yes 6/29/2028
Outputs"
50480 SID-01150 1 JAV-DRMK Dual Rack Mount Kit 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-HDE Hard Drive Enclosure 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 3 JAV-MC-BD Bi-Directional SDI/HDMI with Power Supply 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-REC8-720 Suite 8 720p License 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-REC8-SD-M Recorder 8 Standard with Multichannel Audio via MARC Card and All-In-One capture card 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-REC8-SD-S Recorder 8 Standard with Stereo Audio&Video via All-In-One capture card 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-SW-ALBS AutoLog 8 Session Logging and Control Software 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-SW-PBS Publisher 8 Session Publishing Software 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-SW-SBS Scheduler 8 Session Scheduling Software 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-SW-VBS Viewer 8 Session Viewing Software for Transcription 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-1G9 JAVS Slim Line Power Strip and Conditioner 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-C-A35M/IRE-10 3.5mm(M)to 1 IR Emitter Cable-10' 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-KT-208 Kramer 8-Inch Touch Panel 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-SL-280 32-Port Si smart controller 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-JC-M2OHD JAVS 1080P59.94 Camera with HD-SDI Output 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-VS-M550-5 5-50mm Varifocal F1.6 CS Mount with Auto-Iris(For HD Camera) 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-DTRK-1818 18 RU Desktop Cabinet 18"Deep(No Doors) 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-DT-VFD-18 Vented Front Door for 18 RU DTRK Cabinet 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-EB1 1 Space Econo Blank(Black) 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-LL-DTRK Leverlock Kit Bracket Cable Management System for DTRK Series Racks 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-LL-VC21 Leverlock Channels for Cable Management for DTRK Series Racks 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 3 JAV-UTR1-MP Half Depth,single Rack space shelf 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-VTF1 1 Gang Single Equipment Rack Blank Perforated 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-GS116LP-100NAS 16-Port 76W PoE/PoE+Gigabit Ethernet Unmanaged Switch 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-ED1000RTXL2U 1000 VA On-Line UPS 8 Outlets 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-CMR410 Camera Mount 7" 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-WIR-TX90-DC 2-CH Modulator and Emitter,2.3/2.8/3.3/3.8 MHz 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 2 JAV-VTF1 1 Gang Single Equipment Rack Blank Perforated 6/30/2023 Yes Yes 6/29/2028
50480 SID-01150 1 JAV-CENTRO-AX "Centro AX"-Base Unit plus Centro AX software(Does Not include Cameras or Mics) 1/19/2016 Yes No 1/18/2021
-8 Microphone Inputs;4 Camera Inputs;
-1 Video Conference Input/Output;1 Presentation Input
-2 Zoning PA Outputs;1 Local Monitor Output;6 Non-Configurable A/V Outputs
50480 SID-01150 1 PS-1 Centro Power Supply 1/19/2016 Yes No 1/18/2021
915 ATTACHMENT A-
2
CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
Account It SID k Qty Part It Descri:tion Install Date Service Warranty 5 Year Date
PA SYSTEM
50480 SID-01150 1 )AV-AFS2 DBX Dual Channel Advanced Feedback Suppression Processor 9/20/2018 Yes No 9/20/2023
50480 SID-01150 1 JAV-CSA-240Z 2 Channel Amplifier 40W per Channel with 70V&100V Speaker Outputs 9/20/2018 Yes No 9/20/2023
50480 SID-01150 2 JAV-CBT5OLA-1WH Column Line array Loudspeaker(White)with Constant Beamwidth Technology(Includes Mount) 9/20/2018 Yes No 9/20/2023
50480 SID-01150 2 JAV-CONTROL 25-1-WH Compact indoor/outdoor background/foreground speaker,80,100 x 100 deg...coverage,white 9/20/2018 Yes No 9/20/2023
MICROPHONES
50480 SID-01150 6 JAV-JM14 JAVS FlexMic with Multicolor LED and Touch Button 9/20/2018 Yes No 9/20/2023
50480 SID-01150 6 JAV-PLX-CB FlexMic Plexiglass-C Bend 9/20/2018 Yes No 9/20/2023
50480 S1D-01150 6 JAV-CENTRO-MPA Centro Microphone Pre-Amp Adapter Required to Connect an Existing Mics 1/19/2016 Yes No 1/18/2021
50480 SID-01150 1 JAV-ATW-1311/L Wireless Microphone Bundle with 2 Lapel Microphones. Includes:ATW-RC13 Rack-mount receiver chassis, 9/24/2020 Yes Yes 9/24/2025
ATW-RU13x2 receiver unit,ATW-T1001 x2 UniPak•transmitter,MT830cW x2 leveller microphone.
50480 SID-01150 1 JAV-ATW-1322 Wireless Microphone Bundle With 2 Handheld Microphones Includes:ATW-RC13 Rack-mount receiver 9/24/2020 Yes Yes 9/24/2025
chassis,ATW-RU13 x2 receiver unit,ATW-T1002 x2 handheld dynamic microphone/transmitter
50480 SID-01150 2 JAV-MPA-PHX Microphone Pre-Amp Adapter with 3-Pos Phoenix connector for adding non-FlexMics to the JAVS Processor 9/24/2020 Yes Yes 9/24/2025
50480 SID-01150 2 JAV-STD-10K Passive Audio Divider/Combiner-10 k0 10 k0 Operation,Combine Audio Signals to a Single Output,Filter 9/24/2020 Yes Yes 9/24/2025
RF from an Audio Line,Combine Stereo Signals,Feed a Mono Signal to Stereo Inputs,Combine Multiple
Mics to a Single Amp
CON FERENCING
50480 SID-01150 1 JAV-THAT2 Telephone Handset Audio Tap 12/5/2007 Yes No
PRESENTATION CART
50480 51D-01150 1 JAV-SHAREPOD Wireless HDMI Input for WePresent WIPG-2000-Allows input of Document Camera or other HDMI source 9/18/2018 Yes No 9/18/2023
into the WePresent unit.
50480 SID-01150 1 JAV-PS752 Desktop Document Camera-20x Zoom+12x Digital Zoom 9/18/2018 Yes No 9/18/2023
Output Resolution-XGA,SXGA,WXGA,1080p
Input-1 x VGA(pass-through from computer),1 x HDM1,1 x 3.5 mm audio jack
Output-2 x VGA,1 x HDMI,1 x Composite,1 x 3.5 mm audio jack
50480 SID-01150 1 JAV-MHD-6PROBLK 6'MicroFlex Pro AV/IT Series High Speed HDMI Cable with Pro Grip 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-TP-580T 4K60 4:2:0 HDMI HDCP 2.2 Compact Transmitter over Long—Reach HDBaseT Audio—E 9/18/2018 Yes No 9/18/2023
MOBILE MONITOR
50480 SID-01150 1 JAV-DN-500BDMK11 Media player for DVD disc,SD/SDHC and USB 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-TP-580R 4K60 4:2:0 HDMI HDCP 2.2 Receiver with RS-232&IR over Long—Reach HDBaseT Audio—E 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-MHD-3PROBLK 3'MicroFlex Pro AV/IT Series High Speed HDMI Cable with Pro Grip 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-MHD-6PROBLK 6'MicroFlex Pro AV/IT Series High Speed HDMI Cable with Pro Grip 9/18/2018 Yes No 9/18/2023
J:. ATTACHMENT A-
$ 3
CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
Account If SID 8 Qty Part B Description Install Date Service Warranty 5 Year Date
50480 SID-01150 1 JAV-ACC-320 Power Strip for the LCD Monitor Cart 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-SR560M Large Flat Panel TV Cart 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-LED-55 55"Edge LED Commercial Lite Integrated HDTV 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-CAT6STP-15FT-BLK 15'Black Cat6 Shielded Patch Cable 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-VP-410 Composite Video&Stereo Audio to HDMI Scaler Audio—U/E 9/18/2018 Yes No 9/18/2023
50480 SID-01150 2 JAV-AVSC-HDMI-VIDEO HDMI to Analog Video Converter and Scaler•EDID(external display identification data)management 9/18/2018 Yes No 9/18/2023
system ensures correct content is displayed.•Supports noise reduction and video enhancement features
50480 SID-01150 3 JAV-CENTRO-RCA Centro RCA Output Cable(Required to connect external A/V Outputs) 9/18/2018 Yes No 9/18/2023
50480 SID-01150 2 JAV-MHD-3PROBLK 3'MicroFlex Pro AV/IT Series High Speed HDMI Cable with Pro Grip 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-VM-4UHD 1:44K HDMI distribution amplifier 9/18/2018 Yes No 9/18/2023
50480 SID-01150 1 JAV-25PROBLK 25'High Speed HDMI Cable with ProGrip(Black) 9/18/2018 Yes No 9/18/2023
VIDEO CONFERENCE UNIT
50480 SID-01150 1 JAV-GROUP500 RealPresence Group 500-720p:Group 500 HD codec,EagleEye Acoustic cam.,univ.remote,NTSC/PAL. 1/19/2016 Yes •NO
Cables:2 HDMI 1.8m,1 CAT SE LAN 3.6m,Power:AMER-Type B,NEMA 5-15.
•JAVS supplied Group500 does not affect price of JAYS Support Agreement
'Separate support agreement is available through Polycom.If customer wishes to receive a quote on
Poly warranty please contact Megan at megan.york@jays.com for a quote.
50480 SID-01150 1 JAV-SC-CSV-HDM Composite/S-Video to HDMI Up-Converter 1/19/2016 Yes No 1/18/2021
50480 SID-01150 1 JAV-VHD-HD2CV HDMI or DV!to Composite Video&Audio Scan Converter 1/19/2016 Yes No 1/18/2021
50480 SID-01150 2 JAV-MHD181NPROB 1.5'MicroFlex Pro AV/IT Series High Speed HDMI Cable with Pro Grip 1/19/2016 Yes No 1/18/2021
50480 SID-01150 1 JAV-HPP-93S76AA HP Poly Realpresence Group Series Remote Control 7/31/2024 Yes Yes 7/31/2029
EVIDENCE CART COMPONENTS(Non JAYS EVIDENCE CART)
50480 SID-01150 1 JAV-UV232A HRT VGA+Audio+(Uni-Directional)RS232 CATS Sender/Receiver 1/19/2016 Yes No 1/18/2021
50480 SID-01150 1 JAV-VHDPCTV VGA to TV Scan Converter 1/19/2016 Yes No 1/18/2021
Courtroom Clock
50480 SID-01150 1 JAV-CC186/2 1.8",6 Digit System Clock-Double Sided w/Rubber Feet-RS232 Controlled 4/13/2021 Yes Yes 4/13/2026
ATTACHMENT B
Priority Example Initial On-Site
Level Response* Response**
Urgent Non-Recording System; inability to record audio; 1 Business 2 Business
inability to record judge,witness,or attorney Hour Days
microphone(s)
Faulty monitor,camera,microphone(other than Urgent 2 Business 3 Business
High Level examples),or system mode not critical to
recording; publishing;secondary recorder; Hours Days
Normal System adjustments to microphone or PA levels, 4 Business 4 Business
camera views,and user settings; Hours Days
Next scheduled
Supportive Operational training or minor/preferred hardware 8 Business Preventative
or software user adjustments,video conference Hours Maintenance or
other higher-
level repair visits
*An"Initial Response"for the purposes of this Agreement is when a service ticket is
opened and acknowledged by JAVS help desk or JAVS Safeguard Technician.
**An"On-Site Response"for the purposes of this Agreement is the time from when JAVS help desk or
JAVS Safeguard Technician logs the ticket and when the JAVS Safeguard Technician arrives at the
Customer's agreed-upon appointment for the initial on-site repair.
7
INSTRUCTIONS
Do not apply digital signatures until the entire packet is ready to submit.
APPROVAL STEPS:
STEP 1: COMPLIANCE WITH JCC 3.55.080 3.55.080 and Chapter 42.23 RCW. Department Heads or Elected Officials for
departments who are proposing the contract must check one of the two boxes: (1) Check the "Certification" box, demonstrating
compliance with that JCC 3.55.080 and Chapter_I?..._j RCW;or,(2)Check the"N/A"box,verifying that certification does not apply:
(a)For approval of contracts before a contractor is selected;or,(b)For contracts with other government agencies,including interlocal
agreements.Department Heads or Elected Officials may delegate this responsibility to certify the Contract Review Form in writing to a
person who has been trained to determine compliance with JCC 3.55.080 and Chapter 42.23 RCW.JCC 3.55.080 states:"All persons
involved in county purchasing are required to follow the rules regarding conflicts of interest as set forth in Chapter 42.23 RCW,as now
or hereafter amended, and, in addition thereto, are expressly prohibited from accepting, directly or indirectly, from any person,
company, firm, or corporation to which any procurement or contract is or might be awarded, any rebate, gift, money or anything of
value whatsoever,except where given for the use and benefit of the county."
STEP 2: CERTIFICATION THAT THE CONTRACTOR HAS NOT BEEN DEBARRED BY ANY FEDERAL,STATE,OR
LOCAL AGENCY.Department Heads or Elected Officials for departments who are proposing the contract must check one of the two
boxes: (1) Check the "Certification" box, demonstrating that the contractor has not been debarred by a government agency; or, (2)
Check the"N/A"box,verifying that certification does not apply: (a) For approval of contracts before a contractor is selected;or,(b)
For contracts with other government agencies that do not involve grant funding,including interlocal agreements.Department Heads or
Elected Officials may delegate this responsibility to certify the Contract Review Form in writing to a person who has been trained to
determine whether contractors have been debarred by a government agency. Contractors who have been debarred by a government
agency are not eligible to contract with that agency or Jefferson County. Jefferson County does not want to contract with debarred
contractors because they are considered untrustworthy. In addition,where grant funding is involved, debarred contractors usually are
not eligible to receive grant money and,if they are given grant funding,the County may be required to repay spent grant funding.At a
minimum,checking the certified box requires checking:
• Exclusions Section of the Federal Government Services Administration System for Award Management (SAM) at
https: /sam.govr content:'exclusions;and,
• The Washington State Department of Labor&Industries Debarred Contractors List website
(https:.':secure.lni.wa.gov/debarandstrike/ContractorDebarList.aspx).
In addition,before checking the"Certification"box,the department should ask contractors to verify they have not been debarred by a
federal, state or local government agency. The department may satisfy Step 2 by attaching the standard debarment certificate
completed by the contractor. However, even if a standard debarment certificate is attached, the "Certification" box still must be
checked to satisfy Step 2.
STEP 3: RISK MANAGEMENT REVIEW. Risk management review of all contracts is required by the County's relationship with
the Washington Counties Risk Pool and by the County's risk management resolution. Risk management review involves determining
whether the contract is a valid contract and whether the contract language, including risk allocation provisions like indemnity and
insurance requirements,adequately protect the County from risks posed by the contract.
STEP 4: PROSECUTING ATTORNEY REVIEW. Legal review of all contracts by the Prosecuting Attorney's Office (PAO) is
required by the County's relationship documents with the Washington Counties Risk Pool and by the County's risk management
resolution. Review by the PAO involves determining whether the contract is a valid and unambiguous contract and may include
whether the contract language,including risk allocation provisions,adequately protect the County from risks posed by the contract.
STEP 5: REVISIONS, IF REQUIRED BY RISK MANAGEMENT OR THE PAO. If required, the department makes revisions
suggested by risk management or the PAO.Then,the department resubmits the revised contract to risk management and the PAO.
STEP 6: CONTRACTOR SIGNS. Obtain the contractor's signature before submitting to the Board of County Commissioners
(BoCC)for approval.
STEP 7:SUBMIT TO BOCC FOR APPROVAL.
1. Print 3 duplicate originals of the contract for the Commissioners'signature.
2. The submittal should include:
a. The 3 duplicate originals,each with PAO's signature approving the contract as to form;
b. This Contract Review Form showing approval by Risk Management and the PAO;and,
c. An Agenda Request.
3. Send all together in a hard copy packet to Attn:Julie/BoCC Office via interoffice mail to submit to the BoCC Agenda.The
Deadline for Agenda Items is Tuesday's by 4:30 p.m.in order to be included on the following Monday's Agenda.If the
submission does not meet this deadline,it will be added to the agenda for next Monday regular meeting of the BoCC.
QUESTIONS:
Questions about contracting and contract review should be presented first to the person in the department responsible for submission of
contracts for approval.If questions cannot be answered within the department,then questions should be presented to Risk Management
or the PAO's Civil Department. For questions about scheduling Agenda items, posting Agenda items, etc., please email or call Julie
Shannon,BoCC Office,x384.
2