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HomeMy WebLinkAboutJAVS Fo,cv%aka a c� JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners FROM: Sophie Nordstrom DATE: f�'&'J-e iltPA2, Zj, 202 ," RE: Approval of JAYS Maintenance and Support Agreement STATEMENT OF ISSUE: ANALYSIS: Superior Court is requesting that this agreement be approved for 2025 funding FISCAL IMPACT: This current maintenance agreement amount is $11,804.52. We are utilizing the Trial Improvement Fund of $4,120.00(SC39700397141) and supplementing with $7684.52 from Expert Services (SC51221 410162). This division of funding may change depending on whether District Court also uses the Trial Improvement Fund. RECOMMENDATION Approve current JAVS Maintenance Agreement REVIEWED BY: '76 ",%°L /l as /2 jC Mark McCauley, ty Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: JUSTICE AV SOLUTIONS-JAYS Contract No: 020125SC Contract For: JAVS Safeguard Maintenance Agreement Term: 02/01/2025-01/31/2026 COUNTY DEPARTMENT: Superior Court Contact Person: Sophie Nordstrom/Maite Hollenbeck Contact Phone: 360-385-9395 Contact email: courtadmin©co.jefferson.wa.us AMOUNT: 11,804.52 PROCESS: —_ Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s)of Matching Funds _, Vendor List Bid Fund# 001 g 240 RFP or RFQ Munis Org/Obj SC39700 397141 8 SC51221410162 if Other: Contract Review Process APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES PLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: �■ N/A:0 COipGug.t. e41149vrAWAI-. /0 Signature / Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: a N/A: D Qa<t? - /0 /i.i/Z Signature ! Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 11/19/2024. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 11/7/2024. (1) No choice of law provision; (2) No indemnity; (3) Significant contract defenses; and (4) Requires Arbitration. Risk Management decision whether to accept the risk. Compared with previous years contract and the same provisions accepted. Signature page on page 6 has been modified by the PAO. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 0d 01 d 0 JOiNISClassic Coverage Extended Warranty, Preventative JUSTICEMSOLUTIONS 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"Customer" located in Port Townsend,WA for the period of February 1,2025, extending through January 31,2026. 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 a 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 the 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 helpdesk@jays.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 online 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 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's 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 the 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 the 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 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. 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 a new recorder at client expense. For replacement items purchased from JAYS,JAVS will provide labor at no charge. Components of Polycom Video Conferencing Codecs are included with this agreement. The Codec unit has optional coverage directly through Polycom and is separate from this agreement. JAVS service technicians will perform updates on software as needed for the Polycom Codec. However, JAVS service technicians can only provide feature updates to Polycom Systems that have a current active Polycom Certificate of Coverage. After the expiration of the initial warranty,separate support coverage is available through Polycom. If the court wishes to renew the warranty, please reach out to megan.york@jays.com to request a quote. 4. On-site Warranty Support. 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 JAYS, and re-installing repaired equipment; on all products listed in Attachment A. 2 5. Preventative Maintenance. JAVS 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. 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 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 backup UPS batteries and projector lamps. * 3. Consumable items such as batteries,CDs, DVDs,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 that 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$150.00 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. 3 D. TERMS 1. Effective Date. The Agreement begins February 1,2025,and will continue for a period of 1 year thereafter. 2. Fees; Payments. In consideration of JAVS provision of the Services,the Customer pays a fixed fee of $11,802.52 "Fee"plus any applicable state taxes.Payment of Fee will be made within 30 days from the date of the invoice. FEE BREAKDOWN Contract Period:February 1,2025-January 31,2026 MAC-00284 Courtroom Number/Location SIDK System Description Maintenance Fee 1 Superior Court SID-01149 HDA Recording System $ 7,955.00 2 Superior Court SID-01149 Mobile Cart Presentation System $ 2,873.00 Estimated Taxes(9%) $ 974.52 Total $ 11,802.52 Note: A. JAYS 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$150.00 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 the 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 the 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. 4 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 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). 5 ACCEPTED BY CUSTOMER ACCEPTED BY JAYS I I Jefferson County Superior Court Justice AV Solutions rti 0 Signature Signature Name Name Megan York Title Title Contract Administrator Date Date October 9, 2024 Phone# Phone# 502.489.5118 Email Email Megan.york@iays.com ACCEPTED BY CUSTOMER Additional Court Representative(ifnquved by Court) Signature Name Title Date Customer contact for scheduling of maintenance/repair Name Title Phone Email Appre f form only: r 7 s / for 11/08/2024 Philip C. 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Cri ON 01 CA Of 01 01 Of Of \ ri § 0000 00000 VI tA VI tA V) VI VI VI LA _ , ` k § kk k \ \ § B ` 62a 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 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 visits *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 at the Customer's agreed-upon appointment for the initial on-site repair. 7