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HomeMy WebLinkAbout121619_ca10Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Sophie C. Nordstrom DATE: December 16, 2019 SUBJECT: JAVS Safeguard Maintenance Agreement STATEMENT OF ISSUE: Superior Court is requesting that this agreement be approved for 2020 funding. ANALYSIS: On an annual basis Superior Court applies for funding for the JAVS Safeguard Maintenance Agreement FISCAL IMPACT: The funding amount is $4051.00 RECOMMENDATION: Approve agreement for JAVS Maintenance REVIEWED BY: ilip Morle ;o my Administer Date DocuSign Envelope ID: 46108F73-62D2-4776-9304-MDBCO21A7F InvsClassic Coverage Extended Warranty, Preventative J u sT C E W so _uTi aN s Maintenance and Support Agreement This Extended Warranty, Preventative Maintenance and Support Agreement "Agreement" is entered into by and between Justice AV Solutions "JAVS" and Jefferson County Superior Court "Customer" located in Port Townsend, WA for the period of February 1, 2020 extending through January 31, 2021. 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: 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 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 helpdesk&Jays.com Monday -Friday 8:OOam 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 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 DocuSign Envelope ID: 46108F73-62D2-4776-9304-886DBCO21A7F 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. 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 JAVS. 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 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: JAVS provided and installed equipment older than 5 years old, based from date of installation. Components of Polycom Video Conferencing Codecs are included with this agreement. The Codec unit itself has optional coverage directly through Polycom and is separate from this agreement. 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 JAVS, 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 will perform a bi-annual inspection, review and operational test 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 DocuSign Envelope ID: 46108F73-62D2-477&9304-MDBCO21A7F 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 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 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 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, 2020 and will continue for a period of 1 year thereafter. 2. Fees: Pay ents._Inconsideration of JAVS provision of the Services, Customer pays a fixed fee of $4,051.00 "Fee" plus any applicable state taxes. Payment of Fee will be made within 30 days from the date of invoice. DocuSigq Envelope ID: 46108F73-62D2-477B-93C4-886DBCO21A7F BREAKDOWN OF MAINTENANCE FEE Contract Period: February 1, 2020 to January 31, 2021 MAC -00284 Courtroom Number/Location SIDS# System Description Maintenance Fee SUDerior Court SID -01149 1JAVS Centro CX Recording System 1 $ 4,051.00 Total $ 4,051.00 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. Billine 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. DocuSign Envelope ID: 46108F73-62D2-4776-9304-886DBCO21A7F 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 Jefferson County Superior Court Signature Name ACCEPTED BY JAVS Justice AV Solutions Signature Name Megan Molnar Title ,, Title Date Date ACCEPTED BY CUSTOMER Additional Court Representative (if required by court) Signature Name Title Date Customer contact for scheduling of maintenance/repair [dame Title Phone Email Ap�roe_d �S form only: ��J /& Date: �Z G Philip C. Hunsucker, Chief Civil Deputy Prosecu ing Attorney Jefferson County Prosecuting Attorney's Office Contract Administrator December 2, 2019 DocuSign Envelope ID: 46108F73-62D2-4778-9304-886DBCO21A7F CLASSIC COVERAGE EXTENDED WARRANTY, PREVENTATIVE MAINTEN Jefferson County Superior Court Port Townsend, Washington Account# SID# Qty Vendor Part # Description Superior Court 50483 SID -01149 1 JAV-CENTRO-CX 50483 SID -01149 1 50483 SID -01149 1 JAV-CTVi-CAB 50483 SID -01149 1 JAV-SW-AL7 50483 SID -01149 1 JAV-REC7-SM 50483 SID -01149 1 JAV-REC7-SS 50483 SID -01149 1 JAV-SW-S7S 50483 SID -01149 1 JAV-SW-P7S 50483 SID -01149 1 JAV-HDE 50483 SID -01149 1 JAV-REC7-DRMK 50483 SID -01149 2 JAV-SW-V7P 50483 SID -01149 1 USB -LED 50483 SID -01149 1 JAV-VS3100P 50483 SID -01149 1 JAV-FS108 50483 SID -01149 2 JAV-H915RM 50483 SID -01149 2 JAV-CENTRO-ROC 50483 SID -01149 1 JAV-SPE-100 50483 SID -01149 3 JAV-7017 50483 SID -01149 3 JCM4400 50483 SID -01149 3 JAV-VM550 JAVS, CENTRO CX RECORING SYSTEM "Centro CX"- Base Unit plus Centro CX software (Does Not include Cameras Microphone Inputs; 8 Camera Inputs; 1 Video Conference Input/Output -1 Presentation Input; 1 Audio Conference Input; 1 Interpretation Input - 2 Zoning PA Outputs; 1 Local Monitor Output; 1 Remote Monitor Output - 6 Configurable, Mutable A/V Outputs Centro Power Supply EQUIPMENT CABINET AUTOLOG & DIGITAL RECORDERS "AutoLog 7" Record Session Logging and Control Software "Recorder 7 Standard" Audio/Video Recording Device with Multichannel Audio Recording "Recorder 7 Standard" Audio/Video Recording Device with Stereo Audio Recording "Scheduler 7" Record Session Scheduling Software "Publisher 7" Record Session Publishing Software Hard Drive Enclosure, 3.5" SATA to USB 2.OeSATA "Recorder 7" Dual Rack Mount Kit "Viewer 7 Pro" Record Session Viewing Software USB LED Confidence Recording Indicator IP Audio/Video Encoder -Built-in Server for Case Monitoring Centralized Logging Applicaions Netgear 8 Port 10/100 Fast Ethernet Switch w/Auto Uplink. Custom Clamping RackMount for the PDR/SDR Centro Record Output Cable Samsung Video Encoder with Audio CAMERAS Low Profile Color Video Camera (NTSC) Wall Mount for JAVS Camera FujiNon 5mm to 50mm Varifocal Zoom Lens with filter DocuSign Envelope ID: 46108F73-62D2-477&9304-MDBCO21A7F CLASSIC COVERAGE EXTENDED WARRANTY, PREVENTATIVE MAINTEN Jefferson County Superior Court Port Townsend, Washington Account# SID# Qty Vendor Part # Description CAMERAS (CONT.) 50483 SID -01149 1 PS2 JAVS Camera Power Supply 50483 SID -01149 3 JAWCAMINT "Actua" Video Interface with Video, Power and Genlock TELECONFERENCING 50483 SID -01149 1 JAV-THAT2 Telephone Handset Audio Tap MICROPHONES 50483 SID -01149 8 JAV-CENTRO-MPA Centro Microphone Pre -Amp Adapter Required to Connect an Existing Mic 50483 SID -01149 7 JAV-JM14 JAVS FlexMic with Multicolor LED and Touch Button 50483 SID -01149 5 JAV-PLX-CB FlexMic Plexiglass - C Bend (Left Law, Right Law, (2) Bench Approach, Jury/\ 50483 SID -01149 1 JAV-ATW-1311/L Wireless Microphone Bundle with 2 Lapel Microphones. 50483 SID -01149 1 JAV-PLX-SL FlexMic Plexiglass - Short L Bend (Bench, Witness) 1 Includes: ATW-RC13 Rack -mount receiver chassis, ATW-RU13x2 receiver un 45 Watt Power Amplifier UniPak® transmitter, MT830cW x2 lavalier microphone. 50483 SID -01149 1 JAV-ATW-1322 Wireless Microphone Bundle With 2 Handheld Microphones Includes: ATW-RC13 Rack -mount receiver chassis, ATW-RU13 x2 receiver ur handheld dynamic microphone/transmitter. SO483 SID -01149 1 JAV-AT-MX341B SmartMixer - 4 -Channel Automatic Mixer PA SYSTEM 50483 SID -01149 1 JAV-DRPA Equalization & Loud Speaker Control System 50483 SID -01149 1 JAV-D45 45 Watt Power Amplifier 4 -Way Variable Attenuator "Brick" - Transfer Isolated SO483 SID -01149 1 ATT -213 - Four In /Four Out - Balance to Unbalanced 50483 SID -01149 1 JAV-10OTBP Small Speaker, Black 50483 SID -01149 1 JAV-MISC Speaker and volume Switch for Judge's Bench 50483 SID -01149 2 JAV-SPK5B Control Style Wall Mounted Speaker (Black) 50483 SID -01149 2 JAV-SPWMB Black Speaker Mount for JAYS JAV-SPK5B Speaker DocuSigg Envelope ID: 46108F73-62D2-4776-9304-886DBCO21A7F CLASSIC COVERAGE EXTENDED WARRANTY, PREVENTATIVE MAINTEN Jefferson County Superior Court Port Townsend, Washington Account# SID# Qty Vendor Part # Description ASSISTED LISTENING SYSTEM 50483 SID -01149 1 JAV-CENTRO-ALA Centro Assisted Listening Adapter SoundPlus Courtroom Advantage Value System -1 WIR TX90 -Combination Modulator and Emitter System 50483 SID -01149 1 JAV-WIRSYS90 -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 DocuSigp Envelope ID: 46108F73-62D2-4776-9304-886DBCO21A7F ATTACHMENT B Priority Example Initial On -Site Level Response* Response" Non -Recording System; inability to record audio; 1 Business 2 Business Urgent 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; System adjustments to microphone or PA levels, 4 Business 5 Business Normal 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.