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JEFFERSON COUNTY.
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of Commissioners
Philip Morley, County Administrator
FROM:
DATE:
Michelle Moore
February ~7,2.c>'''2-
RE: Maintenance ~ment JA VS
~ "'i1> ~ ~ ~.>C""tf'.t.J ('1lt'N\- ;\'...YY\P(~~ ~
STATEMENT OF ISSUE: - The purpose of this agreement is to provide a one year
service/maintenance agreement on the E4 Precision Court Recording System and Sony peS-!
videoconferencing system located in Jefferson County Superior Court.
ANALYSIS: This agreement covers service and maintenance for our video and audio
recording for Superior Court. Pursuant to RCW3.30.070 the clerk of each superior court shall
keep uniform records of eacb case filed and the proceedings. . Superior Court uses JA VS to
keep records of all its court proceedings.
3/f'cI>
FISCAL IMPACT: Expenditure of $3,6-1 .91) from the trial court improvement fund.
RECOMMENDATION: Execute the agreement as presented.
DEPARTMENT CONTACT: Michelle Moore
REVIEWED BY..
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MAINTENANCE AGREEMENT
Jefferson Audio Video Systems, Inc. (JA VS) offers a one-year servicelmaintenance agreement on the CT -Vi
Court Recording System and Sony PeS-I Video Conferencing System located in Jefferson County Superior
Court in Port Townsend, Washington. hereinafter ("Customer"). The particulars of the agreement are as
follows:
CUSTO~Y AGREEMENT OPTION
1. JA VS will pertbnn 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 perfonnance of the
system and minimize the potential for failure. JA VS will provide a rqx>>t to the Customer detailing the status
of the system which includes the hard drive capacity remaining of the JA VS built computer and key system
information that is of value to the Customer.
.. 2; ... JAVS built ':umputers: JAVS.wiIHnspect.and.update.fhe WJndows.Oper:atingSystem,.hardwaJ:e.d.rhrers....
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 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 confirmation to a request for repair will be within I business day. A critical priority repair (non-
recording system) will be repaired within 2 business days. A normal priority repair (camera or microphone
issue not critical to recording) will be repaired within S business days. A minor priority repair (minor
adjustments 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.
5. Repair or replacement of covered equipment is subject to product availability. Ifproducts or parts are no
longer supported by the original equipment manufucturer and deemed non-repairable, the Customer will be
responsible for tl>>purc!Jase.ofa replacement product~eoveredequipment referstotheJA VS reoording
systems as listed in this agreement (excluding computer equipment addressed in Paragraph 6, non-repairable
equipment, and unsupported/obsolete equipment). .Note: 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% for 0 to 12 months,
25% for 13 to 24 months, 50% for 25 to 36 months, 75% for 37 to 48 months, and IOoo/o for 49 months and
older. .Note: This paragraph 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 the changes or enhancements. A requested change or upgrade that is authorized by the
Customer and approved by JA VS, wt1l be performed in accordance with agreed specifications. The Customer
will purchase any additional hardware as may be required; the additional hardware will be covered by the
warranty but will not extend the existing Maintenance Agreement.
Jefferson AudIo VIdeo Sy8lern8, Inc. -13020 MIddIelDwn Ind. IlIvd. LouIsvlUe, KY 40223 -602-244-8788 - _.jav8.com
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Safeguard Maintenance Agreement
Jefferson COU1II)I Superior Court
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 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. Updates will not include major equipment changes, such as
microphones, recorders, 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 AutoLogm and other JA VS branded software.
Software updates must be compatible with the hardware installed and with the permission of the Customer.
REPlACEMENT AGREEMENT OPTION
u~ Ht. if Customer purchases the Repla_ ,~AgreementOption, JAVS,~1e.discretion.,wiIlrepaiu}l:~ .
replace all JA VS installed equipment m>der 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 Replacen>ent Agreen>ent Option does not extend to obsolete
equipment which is defined as "no longer reasonal>ly available in a commercial marketplace," and includes the
equipment designsted as obsolete on Attachment 1, attached hereto and incorporated by reference.
11. The Customary Agreement Option is subject to all of the following Exclusions and Limitations. The
Replacen>ent Agreement Option is subject to all of the following Exclusions and Linrltations except where
expressly designsted as not applical>le.
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 included if a Replacement Agreement is purchased. Projector lamps are
Iitnited to 1 repIacement 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 supported by a third party.
D. Upgrades of recording systems which would transition from VCR's to digital recording or major software
version upgrades, such as AutoLogm 5 to AutoLogn< 6 or Suite 7.
E. Yan(la!l.." (mcluding inmate abuse), deh1>erate tampering with the system, ~onaI or unintentional damage
caused by other contraetorslstaft; attempted repair and/or maintenance by any personnel not employed by JAYS.
F. Anything commonly covered by insurance, such as damage by water, lightoing, fire, or extema1 sources.
G. Costomer provided or non-JAYS certified eqoipment, hardware, and software. · Additional charges will apply to
the repair and/or service of Custqmer provided equlpmeot, hardware, and software (ie.Cable or DSL modem).
H. Moviog of equipment. · Additional charges may apply to Customer requested equipment moves.
L Additional advanced training. Customer requested additional training provided by a JAYS teehoician will be
billed at current labor rates.
J. Repairs and/or service that requires reconfigoring JAYS equipment doe to changes made by Customer's 3m party
hardware, network, anti-virus settings, or any local IP llrovider conoection (Le. change ofIP address or network
configuration).
K. Lost records or data recovery doe to equipment firilure, computer viroses or Costomer oser error.
L. Shipping delays for repair, loaner or replacement parts and eqoipment.
~~h IIA I have read, understand and agree to all of the Exclusions to the Maintenance Agreement.
~
Jefferson Audio VIdeo Sys\Ilms, Inc. -13020 MldcllelllWn Ind. BlVd. L.ouJsvJUe, KY 402Z3 - &02-244-8788 - _.jaW.com
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Safeguard Mointenance Agreement
Jefferson Cuunty Superior Court
Page 3
13. IJmitations:
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 additional 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 1imited to
a pro-rated portion calculated per business day of the total amount paid for the Maintenance
Agreement in the event that an agreed response time is not met or in the event that JA VS is unable to
repair a critical system malfunction within 2 business days. The pro-rated portion of the Maintenance
Agreement fees payable to Customer as a refund shall be limited to the Dumber of days required to
respond or repair that are in excess of the agreed response or repair period. No refund shall be payable
-~,~ ,fordaysthatJAVSd"""nt\t~ve_~othel<Overed~q!pment. _, ,,_ ~_ ~
C. No pro-rated refund shall be payable by JA VS for any cancelled contracts initiated by the Customer; ~-
excluding upgrades.
D. JA VS shall not be respousible 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 shall not
affect or limit the enforceability of the remaining Limitations.
'l'illlln f\T have read, understand and agree to all of the Limitations to the MAint~anC\'l Agreement .
~'
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 JA VS RIGHT
TO ENFORCE ANY TERM, EXCLUSION OR LIMITATION CONTAINED IN TIllS AG~.
JA VS DOES NOT ACCEPT LIABILITY BEYOND THE REMEDIES SET FORTH IN TIllS AGREEMENT OR
ANY LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING WITHOUT
LIMITATION ANY LIABILITY FOR PRODUCTS NOT BEING AVAILABLE FOR USE OR FOR WST DATA
OR SOFTWARE. SOME STATES (OR JURISDICTIONS) DO NOT ALWW THE EXCLUSION OR
LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE EXCLUSION OR
LIMITATION MAY NOT APPLY TO YOU.
ANY CLAIM, DISPUTE, OR CONTROVERSY, WHETHER IN CONTRACT, TORT, OR OTHERWISE,
WHETHER PRE-EXISTING, PRESENTORFUTURE, ANDINCLUDINGSTATl:lTORY, COMMON LAW,
INTENTIONAL TORT AND EQUITABLE CLAlMS AGAINST JA VS arising from or relating to this Agreement,
Its htk, .1".:Il4ion, perf01"llllllll:C, or the breach, termination or w1idity thereot: 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, JA VS advertising, or any related purchase or service SHALL BE RESOLVED
EXCLUSIVELY AND FINALLY BY BINDING ARBITRATION ADMINISTERED BY THE NATIONAL
ARBITRATION FORUM (NAP) under Its Code of Procedure then in effect (available via the Internet at
h1tp:lIwww.arb-forwn.comI, or via telephone at 800474-2371).
The ARBITRATION AND ALL RELATED PROCEEDINGS SHALL TAKE PLACE IN WUISVILLE,
JEFFERSON COUNTY, KENTUCKY. Further, the arbitration will be limited solely to the dispute or controversy
between you and JA VS. Any award of the arbitrator(s) shall be final and binding on each of the parties, and may be
entered as a judgment in a court of competent jurisdiction. Information may be ob1ained and claims may be filed with
the NAP at P.O. Boll: 50191, Mmn"'ll"'l1s, MN 55405.
~ I have read, understand and agree to all of the Limitations of Liability and DispuW Resolntion
(initial) terms of the Maintenance Agreement.
-.son AudIo VIdeo SystBms, Inc. ~ 13020 MIddI_Ind. BIvcI. LouIavl/le. KY 40223 - 602-244-8788 - _.}avS.com
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Sqfeguard Maintenance Agreement
Jefferson County Superior Court
Page 4
The terms of the Agreement are:
PLEASE INITIAL DESIRED AGREEMENT OPTION
A. Customary MAintenAnce Agreement: $2,750.00 plus applicable Washington tax
(initial) I. $2,000.00 - CT- Vi Recording System
2. $750.00 - Sony PCS-I Video Conferencing System
B. ~tIIf\ Replacement Maintenance Agreement: $3,165.00 plus applicable Washington tax
fuitial) 1. $2,350.00 - CT - Vi Recording System
2. $815.oo-SonyPCS-l Video Conferencing System
C. Decline Agreement
(initial)
D. The period iticluded commences March I, 2012 and extends tbroughFebroary 28, 2013.
E. Billing to be annual.
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Title ~t)
Date ?--?-d.z...
Jefferson Audio Video
Si~
Name
Title
Date ;;>.
Court eontact for sehednling of maintenaneelrepair
Name
Title
Phone
Email
Approved as tit fbnn only:
. z..1 t? 1,2....
Jelfelson Audio Vldeo SystBms, Inc. -13020 1IlddI-..1nd. BIvcL LouIBvlIIe, KY 40223 - &02-244-8188 - _.java.com
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Maintenance Agreement
Comparison Chart
Attachment 1
Customary Agreement
./
'L;b~; f~;'.;~'~;i~;..... ..,........ .,....,.. .,. .,........ ......,. ................ ...:;. ... ...... .....
"o~i;~i~~d~~l;d~.;k.~;ii;."'. .... .,.... .......,.....,....... ..r..............:;...............
:E;~~~~i~;p:~i;!i;~:;e;':::::::: :,::::::::.::.::::,::::::::::::::::::::::?':::::::::::::::
Loaner equipment. . . . . ........ ...' ./
...,...............................,............ ..:'....... ....-..-..-...........:..,...~;"'.................-.....,..-............ ................... ....'........i...............................................................
Electronic repaIr and maIntenance: ./
documentatic)n .. . .. i
,""..;.. ..,..... ..:...........,.. ..,..,..,..;..:""':..,~.~"'Jo:... ~:..-:...."'~,......:..,... .....:...-.. ..""."'~;" :..:..,..,.. ..:..,..:..:..-..,~':~;"'~i" ..... ...... ...... ...... ...... ..... ...... ..... ..... .... ...
.~ ~~iOns&patches- '. j .. L .
.Atli:~l.~g:..6.~.n;i7P[)Rls.DR.~;;d JAvs.~~ppii~d. ...:.................;;..............
client PC's ,
. ..:..~':;c.,""'..,"'."',..-...'" .."'....,........:....:..................:..:....,..,..........:........,..-...-..:..:..-.............:............ ........:..'.....;.....;.................__..__......__.._.....................
This Is a universal list. You may not hOlle the equipment listed under the Non-Repairable or Obsolete sections.
Replacement Agreement
./
.................:;.................
....................................................-............
./
.....................................-....-..................
./
........................................~......................
./
..........................................................-......
./
On'site service
...................................................................
../
................................-..........................
./
AutoLQll'" 5 DR Loaner(s)
(NQti;i;Wlnows XP is at the end of its IifeCYCle)
./
./
._~,..,..:......:..."',..,,""... ........ .............. ............ ..............,..,..:..:.....,......:~,..,.."'.. ...~....~,~.~:~....:..:~;..:...~:~...;.....,..... ..... ............ ...... ............................... ................. ...... ................. .... ....................
Non-Repairable EQuipment]
Picture tube monitors !
,'..,..,..;.. ;..,..:..:..,..;..... ."''''''- ..... ..... .......''''..'''''''..:.. ..,..:.."':.._.;...~:..;....~,..,.. ~..:~:..,~:...~;..:...~:..;~:~...;...:~...,...~;... ...... ...... ...... ...... .. .......... ..... ...... """ ..... ....
Action,Axion, CL LCD monitors
.. .,. .,...,.. ... ................. .,. ..... ..... ..,.......... .......... .,.................. ........ ....... .................. Y.... ............
Dell PC monitors .,
'E'16'TO~~h'p~~'~i .... ...... .... ..... ..... ..... ...... ... .".......... .......... ........ ........ ....... . ...... ..........:;....... ..........
.s;~\iovcC" ~.~d.Vi:jC" ~~~~;~;. .... .... ....... ........ ... .................................. ............. ....:;.................
:,~~;iR~S:~~!!i~~~:~:: ::::: :,::.:::::::: :::::: :::: :,:: :,:::::::::::::::::: ::: ::: ::: ::: ::: :::: ::::::: ::: :::::::?:::::: :::::::::::
CQntrol Center PC by Silver Stone ./
"".~'":'':'''''''''''.''''' .....,..... "."-" "'~''':'':~.''-~.''.~.~'.... ~'.....'..,..~:.. ..;.. "'~."" ...............,..,.. ..,.... ............,..,..;............... ...... ...... ...... ...... ...... ...... ...... ........ ........ ...... ...... ...... ................. ...... ...... ...... ..........
External time/date generator box (non-JAVS) , ./
.. .... ......... ............ ... ........... .... ....... ...... ...... ............ ............................... . ............... .:;.................
.......................................................................
./
./
.................;t'.................
Elmo DT-SP&DT-70 presenter cameras ,
.."'..:..,................... .......:................ .......,.......... ............,.......... ~..,...~....... ..:..:......:.............. ...........:........;..................................................................
NiewSonic.Qpscaler (N4l .'
Obsolete Eaulpment (not replaceable with either altreementl
Auto Log'" 5 PR/DR computer and software (only operates on Windows XP)
..............................................................................-...............................................................................~..........................................................-.............................
Computers operating with an OS at the end of the manufacturer's Iifecycle (Windows XP,
2000, and older)
.C"c;;;:.-p;rt~t;.~;.;t~ining.h~~d~~~~~~~h:,;;.;;~th~~b~;;td.~-;p;~~~~;;;th~i.~.~~.I"c;ng~;:.............................
supported by the manufacturer
........................................................................................................................................................................-..........................-.......................................................
VCR's
..........................................................................................................................................................................................................................................................
Buffalo Media Player
...............................................................................................................................................................................................................................................................
DBR (Pundit)
...........................................................-..-...............................................-....-........................................................................................................................................
ISDN Cadecs
...........................................................-.....................................................-.......................................................................................................................................-
Tandberg 500, 1000, 2000 Codec
.........................................................-..........-.......................................................................................................................................................................................
Polycom VlewStation 128, 384, 512 Codec
....................................................................................................................................-.......................................................................................................................