HomeMy WebLinkAbout020121_ca04Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Sophie Nordstrom
DATE: January 28, 2021
SUBJECT: JAVS Safeguard Maintenance Agreement
STATEMENT OF ISSUE:
Superior Court is requesting that his agreement be approved for the 2021 funding
ANALYSIS:
On an annual basis, the Superior Court applies for funding for the JAVS Safeguard
Maintenance Agreement. This agreement covers the Superior Court audio/video equipment for
the period between 02/01/2021 to 01/01/2022.
FISCAL IMPACT: Requested County portion is $2234.00 with the Superior Court budget
covering the balance of $2972.00 (Superior Court is paying the applicable State tax in their
portion)
RECOMMENDATION: I recommend the board approves this Contract
REVIEWED BY:
1 ip Morle o r Date
DocuSign Envelope ID: 9F8AC83B-6E204654-8083-7909A1415501
IAIL Classic Coverage Extended Warranty, Preventative
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JUSPCE/JVSOLUT10NS 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, 2021 extending through January 31, 2022.
WHEREAS, Customer is in possession of the JAVS recording systern(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 parries hereby
agree as follows:
A. DEFINITIONS
o CODEC-Technically known as the video conferencing unit (VCU), the codec compresses and
decompresses data for video signals.
o Extended Warranty -Coverage of JAVS provided equipment to include repair or replacement for
a specified period after the expiration of the original warranty.
o Preventative Maintenance (PM) -The scheduled cleaning and adjustment of JAVS provided
systems as outlined in the respective agreement.
o Service -The provision for onsite technical support, user training, and servicing JAVS provided
equipment as defined by the contract.
o Standard Travel -Travel within the contiguous 48 states and within a 150-mile radius (300 miles
round trip) of closest stationed JAVS service technician.
o Support Remote phone and online troubleshooting and diagnostics.
o 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 a round trip
distance less standard 300 miles divided by 70 MPH times the applicable hourly rate.
o Warranty -Coverage of JAVS provided equipment to include repair or replacement for a period
of 1 year from the date of install.
B. SERVICES
HeIR 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 gtays.com Monday -Friday 8:00 am to 9:30 pm EST. Calls after 9:30 pm local time will
normally go to voicemail and be addressed at the beginning of the next business day. JAVS trained help
desk staff to 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
DocuSign Envelope ID: 9F8AC63B-6E20-4654-80$3.7909A1415501
of the issue. The contact information is used by JAVS to log/track issues properly, assign priority levels
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 on the 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 on the 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, the Customer is responsible for the 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, the Customer is responsible for the cost of the replacement
product(s). JAVS recorders older than 5 years old, are not eligible for repair involving part(s)
replacement and require the purchase of new recorder at client expense.
For replacement items purchased from JAVS, JAVS will provide labor at no charge.
4. On -site Warranty SjMrt. JAVS will provide on -site warranty services, which include removing
equipment and forwarding to the 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.
S. 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: 9F&AC83B-6E20-4654-8083-7909A1415501
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 regarding 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 restoration.
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 a portal to portal.
D. TERMS
1. Effective Date. The Agreement begins February 1, 2021 and will continue for a period of 1 year thereafter.
2. Fees, PUMents._In consideration of JAVS provision of the Services, Customer pays a fixed fee of
$4,777.00 "Fee" plus any applicable state taxes. Payment of Fee will be made within 30 days from the
date of the invoice.
DocuSign Envelope ID: 9FSAC83B-6E20-4654-8083-7909A1415501
BREAKDOWN OF MAINTENANCE FEE
Contract Period: February 1, 2021- January 31, 2022
MAC-00294
Courtroom
Number/Location SID# Svstem Description Maintenance Fee
Superior Court
SID-01149
IAVS Centro CX Recording System
$ 4,777.00
Superior Court
SID-01149
Mobile Cart Presentation System (First Year Warranty)
$ -
Total $ 4,777.00
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 the 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 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 Systems)
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
DocuSign Envelope ID: 9F8AC83B-6E204654-8083-7909A1415501
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 800474-2371).
ACCEPTED BY CUSTOMER
Jefferson County Superior Court
Signature
Name Sophie Nordstrom
ACCEPTED BY JAVS
Justice AV Solutions
Signature
Name Megan Molnar
Title Court Adminstrator Title Contract Administrator
Date
Phone # Phone #
Email sordstom&o jefferson.wa.us
ACCEPTED BY CUSTOMER
Additional Court Representative tifrewima by �>
Signature
Name
Title
Date
Date October 26, 2020
Phone # 502,489.5118
Email Megan.molnar@jays.com
Customer contact for scheduling of maintenance/repair
Name
Title
Phone
Email
Ape�• tof (®j: �Date. 70
Philip C. Hunsucker, Chief Civil Deputy Prosecuting torney
Jefferson County Prosecuting Attorney's Office
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DocuSign Envelope ID: 9F&AC83B-6E20-4654-8083-7909A1415501
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.