HomeMy WebLinkAbout050619_ca03 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Sophie C. Nordstrom
DATE: May 6, 2019
SUBJECT: JAYS Safeguard Maintenance Agreement
STATEMENT OF ISSUE:
Superior Court is requesting that this agreement be approved for 2019 funding.
ANALYSIS:
On an annual basis Superior Court applies for funding for the JAVS Safeguard Maintenance Agreement.
FISCAL IMPACT:
The funding amount is 3855.00
RECOMMENDATION:
Approve agreement for JAVS Maintenance Agreement.
REVIEWED BY:
5134
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DoouSign Envelope ID:FB644EB3-EE44-48C5-8607-39312328B11A
vs
j ifi . Classic Coverage Extended Warranty, Preventative
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 Superior Court located in Port
Townsend,WA 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 data for video signals.
Extended Warranty-Coverage of JAYS 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 JAYS 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 JAYS 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 JAYS service technician calculated as:round trip distance
less standard 300 miles divided by 70 MPH times the applicable hourly rate.
Warranty-Coverage of JAYS 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 JAYS 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.
JAYS trained help desk staff provide immediate troubleshooting,training and diagnostics on
common issues that can be resolved quickly. JAYS 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
used by JAVS to log/track issues properly,assign priority level based on contract status and
dispatch the appropriate technician to the Customer location.
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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.
JAYS will provide and provision a prolonged warranty on JAYS supplied equipment,both of
JAYS 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,JAYS 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,JAYS 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.
JAYS 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). JAYS 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,JAYS will provide labor at no charge.
4. On-site Warranty Support. JAYS 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 JAYS and re-installing repaired equipment;on all products
listed on Attachment A.
5. Preventative Maintenance. JAYS 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. JAYS 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.JAYS 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.
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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
$3,855.00 plus any applicable state taxes. Payment of Fee will be made within 30 days from the date
of invoice.
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DocuSign Envelope ID:FB644EB3-EE44-48C5-8607-39312328B11A
BREAKDOWN OF MAINTENANCE FEE
Contract Period:February 1,2019 to January 31,2020
MAC-00284
Courtroom
Number/Location SID# System Description Maintenance Fee
Superior Court SID-01149 Centro CX Recording System $ 3,855.00
Total $ 3,855.00
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 JAYS 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.
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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).
ACCEPTED BY CUSTOMER ACCEPTED BY JAYS
Jefferson County Superior Court Justice AV Solutions
Signature Signature
Name David Name Megan Molnar
Sullivan
Title Title Contract Administrator
Date Date March 7,2019
ACCEPTED BY CUSTOMER
Additional Court Representative(if required by cow)
Signature
Name Sophie Nordstrom
Title
Date
Customer contact for scheduling of maintenance/repair
Name
Title
Phone
Email
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DocuSign Envelope ID:FB644EB3-E54448C5-8607-39312328611A
ATTACHMENT A
r Page 1
CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE AND SUPPORT AGREEMENT
Jefferson County Superior Court
Port Townsend,Washington
Account# SID# Qty Vendor Part# Description Install Date Service Warranty 5 Year Date
Superior Court
JAVS CENTRO CX RECORING SYSTEM
"Centro Cr-Base Unit plus Centro CX software(Does not include Cameras or Mics) -14
Microphone Inputs;8 Camera Inputs;1 Video Conference Input/Output
50483 SID-01149 1 JAV-CENTRO-CX -1 Presentation Input;1 Audio Conference Input;I Interpretation Input 1/17/2016 YES YES 1/17/2021
-2 Zoning PA Outputs;1 Local Monitor Output;1 Remote Monitor Output
-6 Configurable,Mutable A/V Outputs
50483 SID-01149 1 Centro Power Supply 1/17/2016 YES YES 1/17/2021
50483 SID-01149 1 JAV-CTVi-CAB EQUIPMENT CABINET 9/19/2007 YES NO
AUTOLOG&DIGITAL RECORDERS
50483 51D-01149 1 JAV-SW-AL7U "AutoLog 7"Record Session Logging and Control Software 1/29/2013 YES NO
50483 SID-01149 1 JAV-REC7-SM
"Recorder 7 Standard"Audio/Video Recording Device 1/29/2013 YES NO
with Multichannel Audio Recording
50483 SID-01149 1 JAV-REC7-SS
"Recorder 7 Standard"Audio/Video Recording Device 1/29/2013 YES NO
with Stereo Audio Recording
50483 51D-01149 1 JAV-SW-57S "Scheduler 7"Record Session Scheduling Software 1/29/2013 YES NO
50483 SID-01149 1 JAV-SW-P75 "Publisher 7"Record Session Publishing Software 1/29/2013 YES NO
50483 S1D-01149 1 JAV-HDE Hard Drive Enclosure,3.5"SATA to USB 2.0eSATA 1/29/2013 YES NO
50483 SID-01149 1 JAV-REC7-DRMK "Recorder 7"Dual Rack Mount Kit 1/29/2013 YES NO
50483 SIO-01149 2 JAV-SW-V7P "Viewer 7 Pro"Record Session Viewing Software 1/29/2013 YES NO
50483 SID-01149 2 JAV-SW-WEAN McAfee White List"SolidCore"AntiVirus for Suite 7 Embedded Devices 1/29/2013 YES NO
50483 SID-01149 1 USB-LED USB LED Confidence Recording Indicator 9/19/2007 YES NO
50483 SID-01149 1 JAV-VS3100P IP Audio/Video Encoder
-Built-in Server for Case MonitoringCentralized Logging9/19/2007 YES NO
Applicaions
50483 SID-01149 1 JAV-F5108 Netgear 8 Port 10/100 Fast Ethernet Switch w/Auto Uplink. 9/19/2007 YES NO
50483 SID-01149 2 JAV-H915RM Custom Clamping RackMount for the PDR/SDR 9/19/2007 YES NO
50483 SID-01149 2 JAV-CENTRO-ROC Centro Record Output Cable 1/17/2016 YES YES 1/17/2021
50483 SID-01149 1 JAV-SPE-100 Samsung Video Encoder with Audio 1/17/2016 YES YES 1/17/2021
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DocuSign Envelope ID:FB644EB3-EE44.48C5-8607-39312328611A
rYkl ATTACHMENT A
Page 2
CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE AND SUPPORT AGREEMENT
Jefferson County Superior Court
Port Townsend,Washington
Account* SID* 0tv Vendor Part it Description Install Date Service Warranty 5 Year Date
CAMERAS
50483 SID-01149 3 JAV-7017 Low Profile Color Video Camera(NTSC) 9/19/2007 YES NO
50483 SID-01149 3 JCM4400 WallMountforJAVSCamera 9/19/2007 YES NO
50483 SID-01149 3 JAV-VM550 Fujinon 5mm to 50mm Varifocal Zoom Lens with filter 9/19/2007 YES NO
50483 SID-01149 1 PS2 JAYS Camera Power Supply 9/19/2007 YES NO
50483 SID-01149 3 JAV-CAMINT "Actua"Video Interface with Video,Power and Genlock 1/17/2016 YES YES 1/17/2021
TELECONFERENCING
50483 SID-01149 1 JAV-THAT2 Telephone Handset Audio Tap 9/19/2007 YES NO
MICROPHONES
50483 51D-01149 8 JAV-CENTRO-MPA Centro Microphone Pre-Amp Adapter Required to Connect an Existing Mic 1/17/2016 YES YES 1/17/2021
50483 51D-01149 7 JAV-JM14 JAYS FlexMic with Multicolor LED and Touch Button 2/1/2018 YES YES 2/1/2023
50483 SID-01149 5 JAV-PLX-CB FlexMic Plexiglass-C Bend(Left Law,Right Law,(2)Bench Approach,Jury/Voir Dire) 2/1/2018 YES YES 2/1/2023
50483 SID-01149 1 JAV-ATW-1311/L Wireless Microphone Bundle with 2 Lapel Microphones. 2/1/2018 YES YES 2/1/2023
Includes:
ATW-RC13 Rack-mount receiver chassis
ATW-RU13x2 receiver unit
ATW-71001 x2 UniPak•transmitter
MT830cW x2 lavalier microphone.
50483 SID-01149 1 JAV-ATW-1322 Wireless Microphone Bundle With 2 Handheld Microphones 2/1/2018 YES YES 2/1/2023
Includes:
ATW-RC13 Rack-mount receiver chassis
ATW-RU13 x2 receiver unit
ATW-T1002 x2 handheld dynamic microphone/transmitter.
50483 SID-01149 1 JAV-AT-MX341B SmartMixer-4-Channel Automatic Mixer 2/1/2018 YES YES 2/1/2023
DocuSign Envelope ID:FB644EB3-EE4448C5-8607-39312328B11A
ATTACHMENT A
�� Page 3
CLASSIC COVERAGE EXTENDED WARRANTY,PREVENTATIVE MAINTENANCE AND SUPPORT AGREEMENT
Jefferson County Superior Court
Port Townsend,Washington
Account# SID* gty Vendor Part# Description Install Date Service Warranty 5 Year Date
PA SYSTEM
50483 51D-01149 1 JAV-DRPA Equalization&Loud Speaker Control System 9/19/2007 YES NO
50483 SID-01149 1 JAV-D45 45 Watt Power Amplifier 9/19/2007 YES NO
4-Way Variable Attenuator"Brick"
50483 5ID-01149 1 AIT-2B -Transfer Isolated 9/19/2007 YES NO
-Four In/Four Out
-Balance to Unbalanced
50483 5ID-01149 1 JAV-100TBP Small Speaker,Black 3/12/2013 YES NO
50483 SID-01149 1 JAV-MISC Speaker and volume Switch for Judge's Bench 3/12/2013 YES NO
50483 510-01149 2 JAV-SPKSB Control Style Wall Mounted Speaker(Black) 3/12/2013 YES NO
50483 SID-01149 2 JAV-SPWMB Black Speaker Mount for JAVS JAV-SPKSB Speaker 3/12/2013 YES NO
ASSISTED USTENING SYSTEM
50483 51D-01149 1 JAV-CENTRO-ALA Centro Assisted Listening Adapter 1/17/2016 YES YES 1/17/2021
SoundPlus Courtroom Advantage Value System
-1 WIR TX90-Combination Modulator and Emitter System
50483 SID-01149 1 JAV-WIRSY590 -3 WIR RX14-2-Headset Style IR Receiver,Two Channel 2/6/2008 YES NO
-1 WIR RX12-4N -Body Pack 4 Channel IR Receiver
-1 NKL 001 -Neckloop
-1 HED 021-Headphone
• DocuSign Envelope ID:FB644EB3-EE44-48C5-8607-39312328B11A
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 Hours Days
recording;publishing;secondary recorder;
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 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 to Customer's agreed upon appointment for the initial on-site repair.
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