HomeMy WebLinkAbout030419_ca03 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: Tracie Bick
DATE: 2/28/19
RE: Maintenance Agreement JAVS
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 PCS-1
video conferencing system located in Jefferson County District Court.
ANALYSIS: This agreement covers service and maintenance for our video and audio
recording for 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 JAVS to
keep records of all its court proceedings.
FISCAL IMPACT: Expenditure of$3,200.00 from the trial court improvement fund.
RECOMMENDATION: Execute the agreement as presented.
DEPARTMENT CONTACT: Tracie Bick
REVIEWED BY:
.A4li 'i��d--Z---007 07� ��
Philip Morle ounty Administra Date
Classic Coverage Extended Warranty, Preventative
VANS Maintenance and Support Agreement
J..)ST'CE/alSOLUTONS
This Extended Warranty,Preventative Maintenance and Support Agreement"Agreement"is entered into
by and between Justice AV Solutions"JAYS"and Jefferson County District Court located in Port
Townsend,Washington"Customer"for the period of February 1,2019 extending through January 31,
2020.
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 date 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: 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 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 helpdeskajays.com Monday-Friday 8:00am to 9:30pm EST.Calls after 9:30pm local
time will normally go to voicemail and be addressed at the beginning of the next business day.
JAVS trained help desk staff provide immediate troubleshooting,training and diagnostics on
common issues that can be resolved quickly. JAVS also provides on-line PC support and training
through your interne 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
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used by JAVS to log/track issues properly,assign priority level based on contract status and
dispatch the appropriate technician to the Customer 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 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
Customer and JAYS.For clarification,the priority levels are described in Attachment B.
3. Extended Warranty. Extended warranty is available on JAYS provided and installed
equipment less than 5 years old,based from 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. JAYS provided and installed equipment older than 5 years old,
based from date of installation.
JAVS will attempt to repair the faulty equipment,dependent upon courtroom availability. For
non-warranted equipment,Customer is responsible for 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,Customer is responsible for cost of
replacement product(s). JAVS recorders older than 5 years old,are not eligible for repair
involving part(s)replacement and require purchase of new recorder at client expense.
For replacement items purchased from JAYS,JAVS will provide labor at no charge.
4. On-site Warranty Support. JAVS will provide on-site warranty services,which includes
removing equipment and forwarding to manufacturer for repair,installing loaner and/or new
equipment as deemed necessary by JAVS and re-installing repaired equipment;on all products
listed on Attachment A.
5. Preventative Maintenance. JAVS willerform a bi-annual inspection,review and operational test
p p p
of the System and make adjustments as deemed necessary by JAVS. 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
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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 in regards to 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 back-up UPS batteries and projector lamps. *
3. Consumable items such as batteries, CD's,DVD's,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 which 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 JAYS.*
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 restore. *
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$125.00 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 portal to
portal.
D. TERMS
1. Effective Date. The Agreement begins February 1,2019 and will continue for a period of 1 year
thereafter.
2. Fees;Payments.In consideration of JAYS provision of the Services, Customer pays a fixed fee of
$3,200.00"Fee"plus any applicable state taxes. Payment of Fee will be made within 30 days from
the date of invoice.
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BREAKDOWN OF MAINTENANCE FEE
Contract Period: February 1,2019 to January 31,2020
MAC-00278
Courtroom
Number/Location SID# System Description Maintenance Fee
y Jefferson County District Court SID-01148 Centro AX Recording System $ 3,200.00
Total $ 3,200.00
Note:JAVS reserves the right to review and recalculate fees associated with the service
agreement and adjust accordingly for the next contract period. Changes in pricing 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$125.00 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 an
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 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 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
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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).
ARBITRATION AND ALL RELATED PROCEEDINGS SHALL TAKE PLACE IN LOUISVILLE,
JEFFERSON COUNTY,KENTUCKY.Further,the arbitration will be limited solely to the dispute or
controversy between Customer and JAVS.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 obtained and claims may be filed with the NAF at P.O. Box 50191,Minneapolis, MN 55405
ACCEPTED BY CUSTOMER ACCEPTED BY JAVS
Jefferson County District Court Justice AV Solutions
Signature Signature
Name Name Daris Benton
Title Title Contract Administrator
Date Date February 11, 2019
ACCEPTED BY CUSTOMER
Additional Court Representative(if required by court)
Signature
Name
Title
Date
Customer contact for scheduling of maintenance/repair
Name
Title
Phone
Email
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JitNIS ATTACHMENT A
Page 1
J, ncE Iso-uTONs CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
ACCOUNT# SID# Qty Vendor Part# Description Install Date Service Warranty
CENTRO AX RECORDING SYSTEM
50480 SID-01148 1 JAV-CENTRO-AX "Centro AX"-Base Unit plus Centro AX software(Does not 1/19/2016 YES YES
include Cameras or Mics)
-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-01148 1 PS-1 Centro Power Supply 1/19/2016 YES YES
EQUIPMENT RACK
50480 SID-01148 1 JAV-E4RM E4 Rackmount Kit with 2 Blanks 12/5/2007 YES NO
50480 SID-01148 1 JAV-DTMC12 Desktop Cabinet(Black Finish) 12/5/2007 YES NO
-Locking Plexi Door
-18.5"L x 21.125"W x 23.625"H
50480 SID-01148 1 JAV-191B Rack Mountable Power Strip(1RU) 12/5/2007 YES NO
PA SYSTEM
50480 SID-01148 1 JAV-D45 45 Watt Power Amplifier 2/6/2008 YES NO
50480 SID-01148 1 JAV-AFS DBX Dual Channel Advanced Feedback Suppression Processor 2/6/2008 YES NO
AUTOLOG AND DIGITAL RECORDERS
50480 SID-01148 1 JAV-SW-AL7U "AutoLog 7"Record Session Logging and Control Software 1/29/2013 YES YES
50480 SID-01148 1 JAV-REC7-SM "Recorder 7 Standard"Audio/Video Recording Device 1/29/2013 YES YES
with Multichannel Audio Recording
50480 SID-01148 1 JAV-REC7-SS "Recorder 7 Standard"Audio/Video Recording Device 1/29/2013 YES YES
with Stereo Audio Recording
50480 SID-01148 1 JAV-SW-S7S "Scheduler 7"Record Session Scheduling Software 1/29/2013 YES YES
50480 SID-01148 1 JAV-SW-P7S "Publisher 7"Record Session Publishing Software 1/29/2013 YES YES
50480 SID-01148 1 JAV-HDE Hard Drive Enclosure,3.5"SATA to USB 2.OeSATA 1/29/2013 YES YES
�,1� ATTACHMENT A
Page 2
Jusncctayso_uTONs CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
ACCOUNT# SID# gty Vendor Part# Description Install Date Service Warranty
AUTOLOG AND DIGITAL RECORDERS(Continued)
50480 SID-01148 1 JAV-REC7-DRMK "Recorder 7"Dual Rack Mount Kit 1/29/2013 YES YES
50480 SID-01148 1 JAV-SW-V7P "Viewer 7 Pro"Record Session Viewing Software 1/29/2013 YES YES
50480 SID-01148 2 JAV-SW-WLAV McAfee White List"SolidCore"AntiVirus for Suite 7 Embedded Devices 1/29/2013 YES YES
50480 51D-01148 2 JAV-H915RM Custom Clamping RackMount for the REC7 Recorders 12/5/2007 YES NO
50480 SID-01148 1 JAV-VS3100P IP Audio/Video Encoder 12/5/2007 YES NO
-Built-in Server for Case Monitoring Centralized Logging Applications
50480 SID-01148 1 JAV-FS108 Netgear 8 Port 10/100 Fast Ethernet Switch w/Auto Uplink. 12/5/2007 YES NO
50480 SID-01148 1 JAV-CENTRO-ROC Centro Record Output Cable(For Replacement Only; 1/19/2016 YES YES
Included with JAYS Recorder 7)
MICROPHONES
50480 SID-01148 2 1M-96C JAVS Microphone in Cardioid Pattern 12/5/2007 YES NO
50480 SID-01148 2 JAV-JM-930 JAYS Microphone Universal Boundary 7/12/2012 YES NO
50480 SID-01148 2 JAV-U891 Phantom-Powered Cardioid Condenser Microphone with 12/5/2007 YES NO
Touch Sensitive On/Off Switch for Push to Mute or Push to Talk;
PivotPoint output Connector.
50480 SID-01148 1 PLX-JBE-R Bench Conference Plexiglass used with two JM style microphones 12/5/2007 YES NO
with record tally indicators(Not the USB Version)
50480 SID-01148 2 PLX-JDE C shaped desk top plexiglass mount for JM style microphones 12/5/2007 YES NO
50480 SID-01148 2 JAV-PLX Plexiglass Microphone Mount 12/5/2007 YES NO
50480 SID-01148 1 JAV-PLX-VPL-UB Unbent plexiglass for JM930 style microphones 7/12/2012 YES NO
50480 SID-01148 6 JAV-CENTRO-MPA Centro Microphone Pre-Amp Adapter Required to Connect an Existing Mics 1/19/2016 YES YES
CAMERAS
50480 SID-01148 2 JAV-7017 Low Profile Color Video Camera(NTSC) 12/5/2007 YES NO
50480 SID-01148 2 JAV-VM550 Fujinon 5mm to 50mm Varifocal Zoom Lens with filter 12/5/2007 YES NO
50480 SID-01148 2 JCM4400 5"Light Duty Wall and Ceiling Camera Mount 12/5/2007 YES NO
JOSANS ATTACHMENT A
Page 3
T ceyso_uTONs CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
ACCOUNT 6 SID U Qty Vendor Part U Description Install Date Service Warranty
CAMERAS(Continued)
50480 SID-01148 1 PS2 JAYS Camera Power Supply-Multiple Cameras 12/5/2007 YES NO
50480 51D-01148 2 JAV-CAMINT Centro Video Interface wth Video,Power and Genlock YES NO
50480 51D-01148 2 JAV-CAMINT Centro Video Interface wth Video,Power and Genlock 1/19/2016 YES YES
CONFERENCING
50480 SID-01148 1 JAV-THAT2 Telephone Handset Audio Tap 12/5/2007 YES NO
ASSISTIVE LISTENING SYSTEM
50480 SID-01148 1 JAV-WIRSYS90 Sound Plus Courtroom Advantage Value System 2/6/2008 YES NO
-1 WIR TX90 -Combination Modulator and Emitter System
-3 WIR RX14-2 -Headset Style IR Receiver,Two Channel
-1 WIR RX12-4N -Body Pack 4 Channel IR Receiver
-1 NKL 001 -Neckloop
-1 HED 021 -Headphone
VIDEO CONFERENCE UNIT
50480 SID-01148 1 JAV-GROUP 500 RealPresence Group 500-720p:Group 500 HD codec, 1/19/2016 YES YES
EagleEye Acoustic cam.,univ.remote,NTSC/PAL.Cables:2
HDMI 1.8m,1 CAT SE LAN 3.6m,Power:AMER-Type B,
NEMA 5-15. Maintenance Contract Required
50480 SID-01148 1 JAV-4870-63550-160 Partner Premier Coverage,One Year,RealPresence Group 1/19/2016 YES YES
500-720p:Group 500 HD codec,EagleEye Acoustic cam.,
univ.remote
50480 SID-01148 1 JAV-SC-CSV-HDM Composite/S-Video to HDMI Up-Converter 1/19/2016 YES YES
50480 SID-01148 1 JAV-VHD-HD2CV HDMI or DVI to Composite Video&Audio Scan Converter 1/19/2016 YES YES
50480 SID-01148 2 JAV-MHD18INPROB 1.5'MicroFlex Pro AV/IT Series High Speed HDMI Cable with 1/19/2016 YES YES
Pro Grip
�1SE ATTACHMENT
Page 4
seyso_UT, =s. CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE SUPPORT AGREEMENT
Jefferson County District Court
Port Townsend,WA
ACCOUNT# SID# Qty Vendor Part# Description Install Date Service Warranty
EVIDENCE CART COMPONENTS(NON JAVS EVIDENCE CART)
50480 SID-01148 1 JAV-UV232A HRT VGA+Audio+(Uni-Directional)RS232 CAT5 1/19/2016 YES YES
Sender/Receiver
50480 SID-01148 1 JAV-VHDPCTV VGA to TV Scan Converter 1/19/2016 YES YES
ATTACHMENT B
Priority Initial On-Site
Level Example 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 5 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 visit
*An"Initial Response"for the purposes of this Agreement is when a service ticket
is opened and acknowledged by JAVS help desk or JAVS Classic Technician.
**An"On-Site Response"for the purposes of this Agreement is the time from when JAVS
help desk or JAVS Classic Technician logs the ticket and when the JAVS Classic Technician
arrives to Customer's agreed upon appointment for the initial on-site repair.
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