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HomeMy WebLinkAbout020612_ca07 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Deputy Clerk of the Board DATE: February 6, 2012 SUBJECT: AGREEMENT re: Maintenance for Audio Recording System Located in Commissioner's Chambers; In the Amount 01S1,000.00 Plus Tax; Jefferson County Commissioners; Jefferson Audio Video Systems (JA VS), Inc. STATEMENT OF ISSUE: A one year maintenance/service agreement on the JA VS audio recording system located in the DOCC Chambers. This agreement is necessary to continue the maintenance of the equipment RECOMMENDATION: Approve AGREEMENT for Maintenance for Audio Recording System Located in Commissioner's Chambers; In the Amount of$I,OOO.OO Plus Tax; Jefferson County Commissioners; Jefferson Audio Video Systems (JA VS), Inc. 2bA~ Date JAV~ <SAF=eCSLJARO) MAINTENANCE AGREEMENT Jefferson Audio Video Systems, Inc. (JA VS) offers a one-year servicelmaintenance agreement on the Audio Only E4 Precision Court Recording System located In the Jefferson County BOCC In Port Townsend, Washington, hereinafter ("Customer"). The particulars of the agreement are as follows: CUSTOMARY AGREEMENT OPTION 1. JAVS will perform a tri-annual inspection, cleaning and adjuStment-of the system if scheduled time to access the room and equipment is provided by the Customer. This is to obtain optimal i"'lfoIlnance of the system and minimw.e the potential for failure. JA VS will provide a report to the Customer detailing the status of the system which Includes the hard drive capacity remaining of the JA VS built compnter and key system infonnation that is of value to the Customer. 2. JA VS built computers: 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. A test of the CDIDVD drive will be performed to ensure the Customer can create off-line back-up recordings. JA VS will provide user recommendations during regular maintenance that the Customer should perform. 3. In the event of a system malfunction or questions about 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 counection.1fthe issue requires an on-site technician for repair, our helpdesk will gather the necessary infonnation to dispatch - the apP10Jl1iate techniCian for that location. Each of our technicians is equipped to 1rain and customize the system to your needs. 4. The Initial confirmation to a request for repair will be within I business day. A critical priority repair (non- recording system) will be repaired within 2 bnslness days. A normal priority repair (camera or microphone issue not critical to recording) will be repaired wi1hin S bnslness days. A minor priority repair (minor adjllSlments and system preferences) will be addressed during the next scheduled maintenance visit. All on-site repair responses are conditional to room and equipment access and adequate time to perform the repair. Dependent upon loaner availability, JA VS will. Install a temporary loaner product during repair of the original piece of equipment. S. Repair or replacement of covered equipment is subject to prodnct avail8bility. 1f prodncts or parts are no longer supported by the original equipment 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 ~obsolete equipment). *Note: These prodncts (excluding obsolete equipment) are Included if a Replacement Agreement is purr.h~ ' 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. 1f JA VS built computers are not repairable, the Customer will be responsible for a percen1lIge of the replacement based on the age of the unit as follows: 0% for 0 to 12 months, 25% for 13 to 24 months, SO% for 2S to 36 months, 75% for 37 to 48 months, 'and l(IO%for 49 months and older. *Note: This paragraph does not apply if a Replacement Agreement is purchased. 7. Occasionally a change ofnsage, operation or enhancement of operation is desired by the Customer. JA VS will provide a quote for the changes or enhancements. A requested change or upgrade that is authorized by the Costomer and approyed by JA VS, will be performed in ac.oordance with agreedspecifi$:ati<\ns. Thll Costomer will puicllase any additional hardware as may be required; the additional hardwafe will be covered by the warranty but will not extend the eJ<ilrtlnf MaIntenance Agreement. -. .r-...m AudIo VIdeo ~ lnC. -13020 MIddletown Inll. Blvd. L.ouIsvlI1e, KY 40223 -llOZ-24408788 --.jaW.cOm Sqfegumd Maintenance Agreement Jefferson County BOGC Page 2 8. At our option, JA VS may offer to include certain updates to the system as part of the Maintenance Agreement. The inclusion of updates in the Maintenance Agreement, if any, will be for software revisious and minor hardware. This will assist JA VS to mainlain a cousistent level of engineering in every system and will promote compa1lllility among the systems. Updates will not include major equipment changes, such as microphones, recoJ:ders, cameras, hard drives, or operating system. Updates will be performed with the Customer's approval. 9. JA VS will provide minor reVision software updates for AutoLogn< and other JA VS branded software. Software updates must be compa1lllle with the hardware installed and with the permission of the Customer. REPLA~ AGREEMENT OPTION 10. If Customer purchases the Replacement Agreement Option, JA VS, at its sole discretion, will repair or replace all JA VS installed equipment under this Agreement except obsolete equipment. Under the Replacement Agreement Option, if JA VS determines to replace JA vs installed equipment then JA VS will incur the cost of replacing the equipment. This Rep1acement Agreement Option does not extend to obsolete equipment which is defined as "no longer reasonably available in a commercial marketplace," and includes the equipment designated as obsolete on Attachment I, attached hereto and incorporated by reference. I I. The Customary Agreement Option is subject to all of the following Exclusious and Limitatious. The Rliphieement Agreement Option Is subject to all of the following Excluslous and Limitatlous except Where expressly designated as not applicable. 12. Exclusions: A. Normal wear and tear items such as VCR's, Back-up ups's., projector lamps., television picture tubes. and plasma displays.. "These items are inclmled If a RepJacemel1t~ent is purcIulsed: Pl:ojector Jampaare Ilmited to I replR""",ent per agreement period. . B. Consumable items such as batteries, video tapes, CD's, DVD's, printer paper, and print cartridges. c. Services, software, hardware, and Operating Systems that are no longer $l1pported by a third party. D. Upgrades of recording systems wh1eh would transition from VCR's to digital recording or major software version upg\'lllIes, suehas ~S to Amclognr6orSuite 1. E. VmtdRlI!mI (including inmate abuse), dellberate ll1I.uJ"'ling with the system, intentional or unintentional damage cansed by other contracIOrSIstafI; attempted repair and/or mRinten"""" by any personnel not employed by JA VS. F. Anything connnonly coveJ:ed by insurance, such as damage by water, lightning, fire, or external sources. O. Customer provided or nnn-JA VS certified equipment, hardware, and software. · Additional charges will apply to the repair and/or service of Customer provided equipment, hardware, and software (Le. cable or DSL modem). H. Moving of ell'lipment · Additional charges may apply to Customer requested equipment moves. L Additional advanced training. Customer requested additional training provided by a JA VS technician will be billed at cmrent labor rates. J. Repairs and/or seMce that requires reconfiguringJAVS equipment due to changes made by Customer's 3n1party hardware, network, anti-virus settings, or any loeal IP Provider connection (i.e. change ofIP address or network . 00lIfigIitatIIl). K. Lost records or data recovery due to equipment fuilure, computer viruses or Customer user error. L. Shipping delays for repair,loaner or replacement parIS and equipment. I have read, understand and agree to all of the Exclusions to the Maintenance Agreement. (initial) Jeffemon AudIo VIdeo ~ Inc. -13020 MIddletown Ind. Blvd. LouIsvlIIe, KY 40223 - &02-244-8788 - _.}svs.eom Safeguard Maintenonce Agreement Jejferson County BOCC Page 3 13. LimitatioDSI A. JA VS shall not be responsible to pay or reimburse Customer or any other person, and Customer shall indemnifY and hold JA VS harmless, as to any and all claims or demands arising from or related to court costs or additi.onaI court costs as may be incurred due to a system malfunction. B. Any and all refunds of Maintenance Agreement fees payable by JA VS to Customer shall be limited to a pro-rated portion calculated per business dsy of the total amount paid for the Maintenance Agreement in the event that an agreed respouse time is not met or in the event that JA VS is unable to repair a critical system malfunction within 2 business dsys. The pro-rated portion of the Maintenance Agreement fees payable to Customer as a refuttd shaI1 be limited to the irtifti6ef ofdsys required to respond or repair that are in excess of the agreed response or repair period. No refund shall be payable for days that JA VS does not have access to the covered equipment. C. No pro-rated refund shaI1 be payable by JA VS for any cancelled contracts ilIitiAI"P(! by the Customer; . excluding upgrades. D. JAVS shaI1 not be responsible for repair or replacement of any equipment in the event of damage due to negligence or other claims covered by Customers insurance. E. Any determination that a Limitation set forth herein is not enforceable as a matter of law shaI1 not affect or limit the enforceability of the remAining Limitations. (initial) I have read, understand and agree to all of the Limitations to the Maitttenance At\1'OOfi\eftt. , "WHETHER BY CHOICE OR NEGLECf JA VS FAll.URE TO ENFORCE ANY TERM, EXCLUSION OR LTMITATION HEREIN SHALL NOT BE CONSTRUED OR INTERPRETED AS A WAIVER OF JA VS RIGIIT TOBNFORCE ANY TERM, EXCLUSION OR LIMIl'ATION CONTAlNEDIN THISAGREEMBNT. JA VS DOES NOT ACCEPTUABILITY BEYOND THE REMEDIES SET FORTH IN THIS AGREEMENT OR ANY LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING WITHOUT LIMITATION ANY UABILITY FOR PRODUCTS NOT BEING AVAILABLE FOR USE OR FOR I,.OST DATA OR SOFTWARE. SOME STATES (OR JURISDICTIONS) DO NOT ALLOW THE EXCLUSION OR LIMlTAnON OF INCIDENTAL OR ~ PAMAGES,.sO THE ABOVE EXCLUSJ;9N OR LIMITATIONMAYNOT APPLY TO YOU. . ANY CLAIM, DISPUTE, OR CONTROVERSY, WHETHER IN CONfRACT, TORT, OR OTHERWISE, WHETHERPRE-EXISTING, PRESENT OR FUTURE, AND INCLUDING STATUTORY, COMMON LAW, INTENTIONAL TORT AND EQUITABLE CLAIMS AGAINST JA VS arising from or reIatingto this Agreement, its Iut.a",~tatitln, perfurmanl:e. or the breach, tennlnAlinu or validily Ihe.reot; the relationships which result from this Agreement, including, to the full extent permitted by applicable Iaw,limiIations ofliahi1lty, indemnity, and relationships with third parties, JA VS advertising, or any related purchase or service SHALL BE RESOL VEl) EXCLUSIVELY AND FINALLY BY BINDING ARBITRATION ADMINISTERED BY THE NATIONAL ARBITRATION FORUM (NAF) undllr its Code of Procedure then in effect (awi1able via the Internet at bItp:llwww.lIJ."b.4Drmn.eomI, or vbHe!ephone at 800-474-2371). The ARBITRATION AND ALL RELATEDPROCEEDINGS SHALL TAKE PLACE IN LOUISVILLE, JJ:lJ!l'lli<SON COUNTY, KENTUCKY. Further, the arbitration will be 1imited solely to the dispute or controversy boolw"lID you and JA VS. Any award of the arbitrator(s) shaI1 be final and binding on each of the parties, and may be entered as a judgment in a court of comp.;l<;lrt jurisdiction. Information may be obtained and claims may be filed with the NAF alP.o. B0x 5O-19J., MimIeapolis; MN 55405. ' I have read, undeJStand and agree to all of the Limitations ofLiabi1ity and Dispnte Resolution (initial) terms of the Maintenance Agreement. JA.ac... AudIo VIdeo SJSfemS, tnc. -13ll2O MIddletown Ind. Blvd. LouJsvIIIe, KY 40223 - &02-244-8788 - www.jaW.com Sqfeguard Maintenance Agreement Jeff61'Son County BOCC Page 4 The terms of the Agreement are: PLEASE INTI1AL DESIRED AGREEMENT OPTION A. ~ Customary Maintenance Agreement: $1,000.00 plus applicable Washington tax (initial) B. Replacement Ma.nterll"'ce Agreement: $1,200.00 plus applicable Washington tax . (initial) c. Decline Agreement (initial) D. The period included commences March 1,2013 and extends through Febnuuy 28, 2013. E. Billing to be annuaL Board of CollD.ty CommlAdoners Signaturl! =e~~;<;~,^ Date -1I-~ rf'~_ ~~ Court Name TItle Phone EmaiI n. o...u,s Approved as te form only: . ~ ~ '!3nJ2<>l2 Jefferso:n Co. PnIwntO!'~ ~ AudIo YIcl8oSystems, Inc. -13020 ~ Ind. BIYd. LouJsvIlIe, KY 40223- 802-244-8788-_.java.com (=AF=5C5WARC) Maintenance Agreement Comparison Chart Attachment 1 This Is a universal list. You may not have the equipment listed under the Non-Repairable or Obsolete sections. Replacement Agreement ,f ................~................. ------------.-.------.-------------. ,f ---.-----.-------------------------- ,,f --------------.-.-.-.----.-.-------. ,f Customary Agreement Qn.slte service .. ,f .~~_.._._-~---..-_._--_._.._----~-~-_.~---_.~-------------.------.--.-.-.---.-.---.-.------.- Labo~forrepalrs .. .. . .. . .. . ,f ~._.._~--~--.~..-_---.-_---~-.-----~--_~~__~__~-w--.--____._______._________..._________._._ Unlimited Helpdeskcalls . ........... ..... ..... .. ,f ..,...... .."'.... ........ ......~.... ...... -.... ........ ..~....._......~:,...._.....-....:"',.._.... ..~:.. "':........... ..-,..-..... -................................-....... ----- -..-. Preventive maintenance' ... ...... . . . .. ,f :-~:....~~..,.._.....!_--....~.....7--.......................;....::...'..,..~..:..,":..":,;.~:~......,..":................"'................................................--------- Joa!1~r""Qlpmel'lt. ........ i .. ..,. .. .. ,f ...::..-I<"................:;.:l.."""~..'....~.....,,~..........Io..::_:.........:......,...."'........:..:-:..:"'...."'....................____..___.._..............................____........_.. ~I~ronicrep;ljr ;lod mafntl1l)lmce .. ...... ,f 1:locumentation . . ... . .....',. . \":'~ : .~-".:.,... ..:,..'...-......... '_."'" "~"" ~ ..., .. ~."".." ".l':~ ..................... ..!" .. ".01.. __...,........ ..... ....... .......,:............ ...._ _ _ __ _ .......... ........................ .... Sl>ftWare revisions & patches .. .. ... ,f .A1~t;;[;;~.if;;ndijii>DiRC'Sit5ii.a;niijJ\if~j$9iiiliilill.....................~............... client PC's .. .. ... ..... ,.................................,..'.._...........................-..............-:......;0.........-..................................................._.._.._................................ ,f ..............---........-..-........-....-...................... ,f ,f Autol..ot\"" 5 DR Loaner($l (Note: W1nowsXP Is at tlieendbfitslifl!cycje) ,f ,f ...................,..........-......,................................,;:...........~......,;,-..,;-..'':'-..:.10..........;....:........................................-....-.............................._.. .................._................................................_.. N()ri.Repalra~Ie.Equl~ent ..../ Pl(;turetube moniWrs.. .../. ... ..' :..O<.........~....:"".....,...~...............:..........:__.......::..:"'.........~..;.....),;...............",1",.........,.:...10......,:.............................................................._........ _...._...................................................._.......... ...........~l),AxfOn,CI..LCD monitllJ'S . ....' ,. ... .... ... ,f .~~~~~~~:'~"l:!:~~~;~~~~~::::::~:~~~::~~..~..:~.:::.:~~ ::~~.~::::~~~~::~:::::~::~~:::~~: SonyOXci;am~s . .'. .. .... .... ... .. . ,f ,......:..~~..........~..~..~....~..-........-........~~~..~~~....--............................"..~............_.._-.........................._.................... ...............................................-.......-............ CPnt~oJ~ntl!rPCbySlIveJ~tQIle ..... , ..,. ,f ','~'" ..~-_........ ~:"~:;""-"!" ..n.'!"":~,,,; ..... ..I\-~..."...:~,...~.....:..~~...~';.::;..,.........l".... ........ ..................... .......................................... .. __.......................... ...... ........_............ .......... Wer!'laltllne/~egenefafurI)Ox{~~~~JA.V$} ,f .:."'.........;;-"'.......;"'"';......:...;,'..-.:..-.~_.......'".;......,,....:;...'.-.....;,...,;..-.~...,,;;:....'"-"-..';:;...-........'..~........,;.......................................-....-...........................- .................;1'................. ....-.............................................-..-............. ,f ,f Obsolete Eauipment {not replaceable with either alU'eementl AutoLog'" 5 PRIOR computer and software (only operates on Windows XP) ..........-............................................-......-.....................................-......................................................-.....................................-..........................................-.... Computers operating with an OS at the end of the manufacturer's Ilfecycie {Windows XP, 2000, and older} .ec;;;:;p~~~.~~~~ihi;;g.h~;:d~;:~;~~h-;;~.~~th~~b~-;;;:d.~;:;;;:~~~~;;;:th~t.i;;;~.I-;;~g~;............................... supported by the manufacturer .-..-....-..........................-....-...................................-.....-............................-...........................................................-....-......................-......-.............-...............- VCR's .......-.............................-..-........................................-........................-..-..........................--..................-...................................................-................................ Buffalo Media Player ............................................................--............-..........................-...............-......--................................................................--..--................................-.............. OBR (Pundit) ...........................-..............................-..................................................................-..................-..-.-..-..-.......................................-............_......~..-.-...................... ISDN Codecs .......--......--........................-.................................-...............................................................................-..........-....................................-....-................................... Tandberg 500, 1000, 2000 Codec ..................................................................................................................................................................................-........................-........--..-.........................-.... Polycom VleWStatlon 128, 384, 512 Codec .....................-....................................................................-....-..............--....-............................-......................-...............................................................-..-..........