HomeMy WebLinkAbout012720_ca03 Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Brian Gleason
DATE: January 6, 2020
SUBJECT: JAVS Safeguard Maintenance Agreement
STATEMENT OF ISSUE:
The purpose of this agreement is to provide a one year service/maintenance agreement on the
JAYS Centro AX Recording System and Video Conferencing system located in District Court.
ANALYSIS:
This agreement covers service and maintenance for the 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 fulfil this requirement and
keep recordings of all court proceedings.
FISCAL IMPACT:
This agreement would require a payment of$4268.00 from the Trial Court Improvement
Fund.
RECOMMENDATION:
Execute the agreement as presented
REVIEWED BY:
T
Philip Morley, unty Administr r Date
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DocuSign Envelope ID:26154678-0927-441 B-A333-BEBC304398B8
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Classic Coverage Extended Warranty, Preventative
LIS 1,tSEWSOLU r IONS 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 District 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 WarrantyCoverage,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 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 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
helpdesk@jays.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
DocuSign Envelope ID:26154678-0927-441 B-A333-BEBC304398B8
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,JAYS 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 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 JAYS
manufacture and third party, outside of the manufacturer's standard warranty. JAYS 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:
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). 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,JAVS 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
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DocuSign Envelope ID:26154678-0927-441B-A333-BEBC304398B8
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 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 1,2020 and will continue for a period of 1 year thereafter.
2. Fees;Payments. In consideration of JAVS provision of the Services,Customer pays a fixed fee of
$4,268.00"Fee"plus any applicable state taxes.Payment of Fee will be made within 30 days from the date
of invoice.
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DocuSign Envelope ID:26154678-0927-441 B-A333-BEBC304398B8
BREAKDOWN OF MAINTENANCE FEE
Contract Period:February 1,2020 to January 31,2021
MAC-00283
Courtroom
Number/Location SID# System Description Maintenance Fee
W Jefferson County District Court SID-01150 JAYS Centro AX Recording System 4,268.00
Total 4,268.00
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.
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DocuSign Envelope ID:26154678-0927-441B-A333-BEBC304398B8
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 JAVS
Jefferson County Justice AV Solutions
Signature Signature
Name Name Megan Molnar
Title Title Contract Administrator
Date Date November 27,2019
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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DocuSign Envelope ID:26154678-0927-441 B-A333-BEBC304398B8
ATTACHMENT B
Priority Initial On-Site
Example
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
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 JAYS 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
JAYS Safeguard Technician logs the ticket and when the JAYS Safeguard Technician arrives to
Customer's agreed upon appointment for the initial on-site repair.
6