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HomeMy WebLinkAboutFS 2008-02-20 Item 2D - Purchase - In-Car Video with COBAN TechnologiesTO: Chief Haynes FROM: Cmdr. D. McOmber DATE: January 25, 2008 SUBJECT: In -car video purchase contract Chief, Peter Beckwith, Mary Miotke, and Jeff Morton have reviewed the attached contract with our in- car video vendor COBAN Technologies and it is ready to be approved. According to Jeff, the next step after your approval is to send it to Rhonda for her signature. COBAN has set a date of February 18 -22 to begin the process of installing the equipment into the patrol vehicles. Unfortunately, the back -end video management system will have to be installed at a later time due to a scheduling problem with IT. We have not yet determined a date for the back -end install, but it should be within two months. COBAN is going to be in our area during the week of February 18 to complete installations for two other departments who have also purchased their system. Since we plan to put equipment into 15 cars, COBAN wanted to get a head start by doing some of our fleet in advance. Completing some of the installations now will help speed up the final rollout process. As a result, some of the vehicles will have the camera hardware installed, but the equipment will not be functional until later. To keep things rolling along, I would like to get this signed as soon as possible. When the contract is singed, I will fax a copy to COBAN Thanks, DMM City of Tukwila Police Department An Accredited Agency MEMORANDUM .JIIrI Ha gc17on, Mayor David bt%. Haynes, Mel o' Police 6200 Southcenter Blvd. Tukwila, WA 98188 Phone (206) 433 808 Admin Fax. (206) 244 -6181; Invest. Fax: (206) 431-3688 10 PURCHASE CONTRACT and STATEMENT of WORK Between City of Tukwila Police Dept And COBAN Research and Technologies For POLICE DIGITAL IN-CAR VIDEO CAPTURE AND MANAGEMENT SERVICES This Purchase Contract ("Contract") is made and entered into by and between CaBAN Research and Technologies, Inc., (hereinafter referred to as "CaBAN") and the City of Tukwila Police Dept (the "CITY"). This Contract consists of the provisions set forth below, including provisions of all Attachments referenced herein and attached hereto. In the event of a conflict between the provisions set forth below and those contained in any Attachment, the provisions set forth below shall control. A. General Terms and Conditions 1. Freight All deliveries are F.O.B. Stafford, TX. The CITY will be responsible for the shipping cost in getting the supplies and equipments to its final destination. 2. Warranty conditions All supplies, equipment and services shall include manufacturer's standard one (1) year material warranty. All equipment proposed shall be new unless clearly stated herein in writing. CaBAN shall assign to the CITY all benefits of any manufacturer's warranty or any other guarantee which may apply to the same; such warranties shall begin when supplies or equipment are delivered to the CITY. CaBAN further warrants and represents to the CITY: (a) its services and work will be provided in a professional manner, consistent with the commercially accepted best practices and standards that are in use in its line of business as of the time such services and work are provided; and (b) it has the skills, qualifications, expertise, experience and financial capability necessary to perform the services described herein in an efficient and cost-effective manner with a high degree of quality and responsiveness; and (c) Any training, support and other services that CaBAN provides under this Contract, directly or through its authorized subcontractors, shall be provided by personnel who are trained and skilled in the provision of such services consistent with commercially accepted best practices. 3. Contracts All contracts and agreements between CaBAN and the CITY shall strictly adhere to the statutes that are set forth in the Uniform Commercial Code as adopted by the State of Texas and as most recently revised. PURCHASE CONTRACT will be put into effect by means of a Purchase Order(s) executed by authorized agents of the CITY 4. Tax exempt status All government entities exempt from payment of taxes under Chapter 20, Title 122A of the Revised Civil Statutes of Texas, for the purchase of tangible personal property, must supply CaBAN with the appropriate documentation prior to or in conjunction with initial purchase. 5. Delivery For initial deployment CaBAN will ship ordered products within 45 working days, from the date of receiving the signed contract and S.O.W. from the CITY. Any subsequent order placed by the CITY after the initial deployment will be executed within 30 business days of receiving the P.O., unless modified in the Special Terms and Conditions section of this Contract set forth below. If a product cannot be shipped within that time, CaBAN shall notify the CITY as to why the product has not or cannot be shipped and shall provide an estimated shipping date, if applicable. The participant may cancel the order if estimated shipping time is not acceptable. 6. Invoices COBAN shall submit invoices to the CITY. Each invoice shall include the CITY's purchase order number. The shipment tracking number or pertinent information for verification of the CITY's receipt shall be made available upon request. 7. Payments The compensation to be paid to COBAN by the CITY for all services will be as set forth on the Price Quote & Statement of Work. Should additional work beyond the scope of the services detailed herein by COBAN be requested by the CITY, fees for such services will be negotiated with the CITY prior to performing such work. . The CITY shall make payment within thirty (30) days following the receipt of COBAN's invoice, which invoice shall be sent to: City of Tukwila Police Dept 6200 South center Blvd. Tukwila, WA 98188 . Payment shall be mailed to: COBAN Account Receivable 12503 Exchange Drive, Suite 536 Stafford, TX, 77477. 8. Pricing COBAN and the CITY agree to the fee structure for the terms of this Contract detailed in the Coban Price Quote (see Appendix I) & City of Tukwila Police Dept Purchase Order ( Appendix II ) 9. New Technology and Products New products that meet the scope of work may be added to the existing Contract, provided the parties hereto agree to do so. Pricing for such new products shall be supplied, in writing, to the CITY for review and approval. COBAN may replace or add product lines to an existing contract if the line is replacing or supplementing products on contract, is superior to the original products offered, is discounted in a similar or to a greater degree and/or if the products meet the requirements of the original solicitation. B. Special Terms and Conditions 1. Safety The CITY acknowledges and understands that the installation of after-market equipment in motor vehicles can compromise a vehicle's safety-related design characteristics, including but not limited to: . Airbags, including but not limited to potential obstruction of airbag deployment; . Passenger compartment, including but not limited to potential for ergonomic problems, physical obstacles, etc. . Trunk/gas tank protection, including but not limited to the potential for trunk-mounted equipment to exacerbate tank vulnerability in a rear collision. By agreeing to this SOW and to the performance contemplated thereby, The CITY expressly assumes the risks outlined above with respect to the equipment and the installation of said equipment hereunder. To this end, your agreement on the mechanical placement of after-market, in-vehicle equipment during installation hereunder constitutes CITY's acceptance that these minimum safety requirements have been met, and that the installer has been judged capable of repeating the acceptance criteria for the balance of the installations for the CITY. COBAN shall bear no liability whatsoever for any claims, expenses, losses or costs relating to the safety of any equipment provided hereunder or the safety of any installations thereof. Digital video surveillance systems, including in-vehicle systems, offer new functionality and added convenience, but they may also introduce some unique security and privacy exposures. These exposures include, but are not limited to, policies and operating procedures related to a) the capture, transfer, and management of digital images; b) the use of these digital images in legal proceedings; and c) the use of these digital images for other purposes. Numerous techniques are available that may mitigate some of these unique security and privacy risks, including ensuring that security reliance is not placed solely on the system, and that the system and resulting images are used only in compliance with comprehensive department policies and standard operating procedures. You acknowledge and understand that you are solely responsible for City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 2 developing, implementing and maintaining appropriate security and privacy policies and operating procedures for the system(s) described in this SOW, and ensuring on-going compliance with them. COBAN shall bear no liability whatsoever for, and you hereby fully, irrevocably and unconditionally release COBAN and its successors and assigns from, any claims, expenses, losses, or costs relating to your use of the materials, system or services provided by COBAN hereunder, including any claims based on the content of any information captured on any video recorder provided hereunder. You will be solely responsible for any and all such claims made against COBAN which are based on your use of the materials, system or services provided by COBAN hereunder, The CITY acknowledge and agree that COBAN's performance hereunder does not include any obligation to provide testimony or other evidence of any kind in any legal, regulatory, administrative or other proceeding excluding subpoena::; issued by judge or court of law. In the event that COBAN is requested by the "department or the CITY" to be the expert witness to provide testimony or any evidence of any kind in connection with its performance hereunder, whether required by the CITY or any other third party, the CITY agrees to pay COBAN's time and materials rates plus COBAN's actual expenses incurred in the provision of such testimony or evidence. 2. Data Reconstruction: The CITY is responsible for maintaining its own procedures for the reconstruction of lost or altered files, backup or saving of data or programs to the extent deemed necessary by the CITY and for actually reconstructing any lost or altered files, data or programs. COBAN assumes no responsibility for the protection of the CITY data. COBAN is not liable for damage to software or data caused by service to the computer hardware equipment. The CITY agrees that it shall have the sole responsibility for safeguarding the software and data during service work performed by COBAN. COBAN is not liable for software damage due to any outside factor, i.e. software virus, network or power outages, etc. 3. Force Majeure: Neither party hereto shall be liable for delays or failure to perform with respect to this agreement due to (i) causes beyond the party's reasonable control and not avoidable by diligence, (ii) acts of God, epidemics, war, riots, or delays in transportation which are beyond the party's reasonable control and not avoidable by diligence, or (iii) inability for causes beyond its control and not avoidable by diligence to obtain necessary labor, materials, or manufacturing facilities, or delays caused by subcontractors due to similar causes. In the event of any such delay (each such event being beyond the party's reasonable control and not avoidable by diligence), the date of performance shall be extended for a period equal to the time lost by reason of the delay. Delays that require the extension of the project timeframe, (IE: vehicles not available for installation, personnel not available for training, back end hardware / software failure, etc.), that are not made known to COBAN prior to the commencement of the installation of the in car units may result in additional installation / training fee's. Delays occurring during the installation shall be IMMEDIATELY made known to COBAN's Project Manager for coordination and resolution. Delays incurred by the CITY on the behalf of COBAN will be immediately made know to the MAIN Contact person representing the CITY on this project as well as to the appropriate internal COBAN personnel and resolved as quickly and efficiently as possible. 4. Miscellaneous: Any notice, demand or request herein provided or permitted to be given by any party hereto to another may be served by hand delivery or by prepaid registered mail, delivered or addressed as follows: To the CITY at: City of Tukwila Police Dept 6200 Southcenter Blvd. Tukwila, WA 98188 To COBAN at: COBAN Research and Technologies, Inc. 12503 Exchange Drive, Suite 536 Stafford, TX, 77477 City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW .., .) C. Signature Form The undersigned hereby agrees to purchase goods and/or services in compliance with the terms, specifications and conditions at the prices quoted unless noted in writing. The undersigned further certifies that he or she is an authorized agent of the company and has authority to negotiate and contract for the company named below. Prices are guaranteed for until completion of this project ACCEPTED AND AGREED TO: ACCEPTED AND AGREED TO: City of Tukwila Police Dept COBAN Research and Technologies, Inc. Buyer Signature Date Seller Signature Date Printed Name David Hinojosa Printed Name Title & Organization VP of Sales Title & Organization Buyer Address: City of Tukwila Police Dept 6200 South center Blvd~, Tukwila, WA 98188 Seller Address: COBAN Research and Technologies, Inc. 12503 Exchange Drive, Suite 536 Stafford, TX 77477 U.S.A. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 4 Statement of Work The following pages describe the products, services and support information pertaining to the purchase of Fifteen<15> TopCam System @ and the DVMS@ hardware / software. This document will breakdown the solution item by item with a description of the product or service contained in that particular section. Scope of In-Car Video Proiect. The purpose of this installation is to provide the City of Tukwila Police Dept with a fully functioning digital in car video and extended storage solution. Expectations: The expectations set forth in this document and all attached documents, are to provide a documented "flow" of the installation. The City of Tukwila Police Dept expects to be able to utilize COBANs digital in car / storage solution for daily recording and storage of traffic (and other) stops performed by their officers in the field. COBAN will install and train the officers and appropriate personnel on the operation of the TOPCAM units as well as the back end storage solution. Upon completion of said installation and training, an authorized department representative will provide a signature approving completion of the project. The timeframes listed in this document are for planning purposes only. Any changes to these timeframes on behalf of either party will be communicated in a timely manner for approval. Estimated Delivery & Installation Date: (Appendix III) Coban Technicians will arrive Tukwila at Day 1 Tech 1 DVMS Server / AP Configuration Tech 2 In-Car Installation Day 2 Tech 1: Workstations / Auto DVD Configuration Tech 2: In-Car Installation Day 3 Tech 1: 4hr. Admin Training & 4hr. Officer Training Tech 2: In-Car Installation Day 4 Tech 2: In-Car Installation Day 5 Tech 2: In-Car Installation In-Car Hardware and Software Purchased: 15 - TopCam System: 6.4" Touch Screen Monitors a. 1.6GHz Intel P-Mobile, 512 SDRAM, 30G Internal HDD b. Power Module c. 40 GB Mobile Hard Drives with USB2.0 interface d. GPS e. Wireless Microphone Receiver and transmitter (Including Li-ion battery 11 OmA, leather pouch, car charger cable, wall charger cable) f. 12 ft. In-Car covert microphone g. 802.11 Wireless Card, Low Loss Cable, Fix Mount Antenna h. Microsoft Windows XP PRO i. MPEG2 format video capture and storage 1- Tech Support Kit 1- 10 Mic Charging Station 4- Transmitter Package B 25-Lapel Mic 5- 40MHDD Back office Software / Hardware Purchased: The following components are purchased for DVMS back office: (3) Upload Cradles (15)COBAN DVMS Software License City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 5 These licenses provide the department with software upgrades, support, patches and certain future "add-on" functions to be determined at a later date for a period. ("Add-ons" features do not include any new feature that requires the purchase of additional hardware and/or software or onsite "integration" with other applications and or devices.) Workstations & Upload Solution(s): Wireless (802.11 G) Upload: The City of Tukwila Police Department will be implementing a wireless upload solution via 802.11 G connectivity to provide wireless upload capability. CaBAN's digital in car unit will connect to this solution via CaBAN's 802.11 G wireless card to facilitate the wireless upload of the recorded video. Due to liability issue, Coban is unable to install the Access Point, Cables & Antenna for the City. Wireless equipment will be pre-deliver to the City; it is the City's responsibility to have the Wireless equipment installed prior to Coban arriving on site for configuration. The City of Tukwila Police Dept will also be utilizing the removable hard drive upload solution; recorded video will be up- loaded from TopCam system to the server via removable hard drive. City of Tukwila Police Dept will be providing its own workstations for this purpose and ensure the workstation meets the Coban minimum upload workstation requirement listed below. . DVD r/RW /CD r/RW +/- multi-burner (if officers are to burn DVD/CD's from the department workstations.) . Windows XP professional / SP2 . DVD burning software (preferably Sonic MyDVD Deluxe 5.2) . 1 USB 2.0 port for upload cradle . Pentium 4 processor and minimum of 256 MB ram . Minimum of 64 MB 3d Graphics card (preferably with dual monitor and TV out capability). . Windows Media Player 9.0 <minimum> . MPEG II Codec The equipment listed above only applies to workstations that the department will use for upload, vievv and export of recorded videos to and from the storage array. Workstations that simply wish to be able to view videos and run reports from the DVMS software need only to be running Windows XP Pro, MPEG II Codec, and have an active Ethernet connection. The DVMS Client may be loaded on to additional workstations in the department with no additional license fees incurred from CaBAN. DVMS Server Coban will provide City of Tukwila Police Dept with a 12TB server for storing the uploaded video files. DVMS application will be installed on the server; CaBAN engineer will test connectivity and operability from workstation to server. An authorized member of the City of Tukwila Police Dept I.T. personnel MUST be on hand for this installation when the DVMS storage devices are to be added to the departments existing network. In - Car Installation CaBAN @ technicians will install Fifteen <15>TOPCAM install. CaBAN will wire the overhead light bar to be a recording "trigger". Upon completion of installation of the in car units, co BANs technicians will systematically test each unit in a step by step process to ensure that ALL functions are fully operable. Upon successful completion of each phase an authorized contact person for the department will be required to approve the installation and completion of each phase. Successful, timely completion of all phases of testing will depend on many "outside" factors pertaining to the existing equipment that are currently in the vehicle. CaBAN shall install these Fifteen <15> units under the assumption that ALL scheduled vehicles have been thoroughly assessed by the City of Tukwila Police Dept and approved for said installation. Any failure or inconsistency noted during installation and testing shall be reported immediately to the City of Tukwila Police Dept for resolution. (An example of one of the most commonly found failures during installations are that the battery in the vehicle is not charging properly or is not holding a charge properly. This can cause a premature "shutdown" of the digital in car unit, or the existence of "scotch locks" on existing cabling). Trainin~ City of Tukwila Police Dept has opted for "Train the Trainer" approach. CaBAN will train the appropriate department personnel who in turn will be responsible for training the officer and other authorized department personnel on the operation of the digital in car unit and DVMS storage application. Electronic user manuals on all equipment and applications installed will be provided to the department for review. COBAN@ will provide One (1) day, up to 8 hours per day, up to 8 department personnel, of training. This training will include training the "trainers" on the operation of the TOPCAM System@ unit as well as Administrative training on the DVMS. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 6 The followinq are assumptions made bv COBAN@ of the City of Tukwila Police Dept CITY . The vehicle(s) scheduled for installation on the agreed upon date will be present and available to COBAN@ technicians. Failure to have vehicles available during this time may result in additional fees. . All personnel to be trained on the scheduled date will be available for training purposes. Failure to have appropriate personnel available on scheduled training day may result in additional fees. User manuals will be provided with all equipment for the departments distribute and review. . If additional training or installation time is required, COBAN@ will contact the main contact person onsite for approval prior to any additional services being performed. . If the agreed upon date for installation cannot be met; the City of Tukwila Police Dept agrees to notify CaBAN 14 days prior to scheduled installation date. . An authorization signature of main department contact after installation and training is completed will be required. . Digital photographs and completed vehicle surveys of ALL of the vehicles the TOPCAM - G2 units are to be installed in will be provided at least 14 days prior to installation by the City of Tukwila Police Dept. . The City of Tukwila Police Dept is responsible for maintaining its own procedures for the reconstruction of lost or altered files, backup or saving of data or programs to the extent deemed necessary by the CITY and for actually reconstructing any lost or altered files, data or programs. CaBAN assumes no responsibility for the protection of The City of Tukwila Police Dept data. CaBAN is not liable for damage to software or data caused by service to the computer hardware equipment, except to the extent that such damage is caused directly or indirectly by CaBAN. Any service I.warranty work required on the workstation, server or other devices provide by the City of Tukwila Police Dept CITY in conjunction with the in car video project will be performed by the manufacturers representative from which they purchased the devices from. . The City of Tukwila Police Dept I.T department will be responsible for making certain that any and all security settings (port openings, firewall settings, antivirus software, etc.) are made prior to the installation and testing of the DVMS storage equipment. CaBAN shall not be held liable for any of the following and is not limited to: network breach, data interception or loss of data due to those types events, virus / Trojan infection, if and when a situation should occur. It is highly recommended that the City of Tukwila Police Dept I.T. department maintain a "remote" connection to the server for the remote support of the server by CaBAN software engineers. This connection need not be a "constant or always live" type, but one that can be established easily as needed. . Any RMA units/components that are returned to CaBAN as "non-operational or considered "non-warranty" that are in fact operational (example: CPU units that have not been ghosted properly or at all, scratched / hazy touch screen monitors, microphones missing parts such as: battery, internal seals, antennas, obvious misuse or damaged systems) will be addressed with CITY OF TUKWILA POLICE DEPT and invoiced at standard contract pricing for replacement including the cost of shipping. Digital Photographs will be supplied of said equipment for review by the appropriate CITY OF TUKWILA POLICE DEPT CITY personnel prior to CaBAN invoicing them for the said items. FORCE MAJEURE . Neither party hereto shall not be liable for delays or failure to perform with respect to this agreement due to (i) causes beyond the party's reasonable control and not avoidable by diligence, (ii) acts of God, epidemics, war, riots, or delays in transportation which are beyond the party's reasonable control and not avoidable by diligence, or (iii) inability for causes beyond its control and not avoidable by diligence to obtain necessary labor, materials, or manufacturing facilities, or delays caused by subcontractors due to similar causes. In the event of any such delay (each such event being beyond the party's reasonable control and not avoidable by diligence), the date of performance shall be extended for a period equal to the time lost by reason of the delay. . In the event of any suit or action under this Contract, venue for all causes of action shall be instituted and maintained in Fort Bend CITY, Texas. The CITY and CaBAN agree that the laws of the State of Texas shall govern and apply to the interpretation, validity and enforcement of this Agreement; and, with respect to any conflict of law provisions, the parties agree that such conflict of law provisions shall not affect the application of the law of Texas (without reference to its conflict of law provisions) to the governing, interpretation, validity and enforcement of this Agreement. . CaBAN shall comply with required by all laws, ordinances, rules and regulations and lawful orders and all other requirements of public authorities bearing on its performance of and under this Contract. . CaBAN shall, during the entire term of the Contract, be construed to be an independent contractor and nothing in this Contract is intended nor shall be construed to create an employer-employee relationship, a joint venture relationship, a joint enterprise relationship, or any other relationship other than that of vendor and purchaser. . Time is of the essence of this Contract. . The undersigned person are the properly authorized officials and have the necessary authority to execute this Agreement on behalf of the parties hereto, and each party hereby certifies to the other that any necessary resolutions or other act extending such authority have been duly passed and are now in full force and effect. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 7 The undersigned hereby agrees to purchase goods and/or services in compliance with the terms, specifications and conditions at the prices quoted unless noted in writing. The undersigned further certifies that he or she is an authorized agent of the CITY and has authority to negotiate and contract for the CITY named below. ACCEPTED AND AGREED TO: ACCEPTED AND AGREED TO: City of Tukwila Police Dept COBAN Research and Technologies, Inc. Buyer Signature Date Seller Signature Date Printed Name David Hinojosa Printed Name Title & Organization VP of Sales Title & Organization Seller Address: COBAN Research and Technologies, Inc. 12503 Exchange Drive, Suite 536 Stafford, TX 77477 USA Buyer Address: City of Tukwila Police Dept 6200 South center Blvd., Tukwila, WA 98188 USA City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 8 Limited Warranty & Support Statements EQUIPMENT WARRANTY The warranty applies within the fifty (50) United States and all States. This Limited Warranty is non-transferable. This Limited Warranty is null and void if the factory applied serial number or tamper evident labels have been damage, altered or removed from the product. WHAT THIS WARRANTY COVERS AND FOR HOW LONG COBAN Technologies, Inc. ("COBAN") warrants the COBAN Manufactured TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System ("PRODUCT"), against defects in material and workmanship under normal use and service for a period of one (1) year from the date of shipment. COBAN, at their discretion, will at no charge repair the PRODUCT (with new or reconditioned parts), replace it with the same or equivalent PRODUCT (using new or reconditioned Products), during the warranty period, provided that the CITY notifies COBAN according to the terms of this warranty. The repaired or replaced PRODUCT is warranted for the remaining original applicable warranty period. All replaced parts of the PRODUCT shall become the property of COBAN. This expressed limited warranty is extended by COBAN to the original end-user purchasing the PRODUCT for purposes of commercial, or industrial, or governmental use only, and is not assignable or transferable to any other party. This is the complete warranty for the PRODUCT manufactured by COBAN. COBAN assumes no obligations or liability for additions or modifications to this warranty unless made in writing and signed by an officer of COBAN. Unless made in a separate written agreement between COBAN and the original End-user CITY, COBAN does not warrant the installation, maintenance, or service of the PRODUCT. COBAN cannot be responsible in any way for any ancillary equipment not furnished by COBAN, which is attached to or used in connection with the PRODUCT, or for operation of the PRODUCT with any ancillary equipment and all such equipment is expressly excluded from this warranty. Because each system, which may use the PRODUCT, is unique, COBAN disclaims liability for range, coverage, or operation of the system as a whole under this warranty. GENERAL WARRANTY PROVISIONS This warranty sets forth the extent of COBAN'S responsibilities regarding the PRODUCT. Repair, replacement, or refund of the CITY price, at COBAN'S option, is an exclusive remedy. THE WARRANTY IS GIVEN IN LIEU OF ALL OTHER EXPRESS WARRANTIES. COBAN DISCLAIMS ALL OTHER WARRANTIES OR CONDITIONS, EXPRESSED OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL COBAN BE LIABLE FOR DAMAGES IN EXCESS OF THE ORIGINAL CITY PRICE OF THE PRODUCT, FOR ANY LOSS OF USE, LOSS OF TIME, INCONVENIENCES, COMMERCIAL LOSS, LOST PROFITS, OR SAVINGS OR OTHER INCIDENTAL, SPECIAL, INDIRECT, OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE PRODUCT TO THE FULL EXTENT THAT MAY BE DISCLAIMED BY LAW. CITY'S RESPONSIBILITIES It is the CITY responsibility to backup the contents of hard drives, including any data that may be have stored or software that may have been installed on the hard drive. It is possible that the contents of the hard drive will be lost or that the drive may need to be reformatted in the course of service and COBAN will not be held liable for any damage to or loss of any program, data or other information stored on any media or any part of any PRODUCT service hereunder. It is HIGHLY recommended that the CITY create a valid disk "image" after final installation is completed. This image will need to be updated as changes are made to the units and kept safe by the CITY for data recovery purposes. COBAN assumes no liability or responsibility in developing a disaster recovery policy for the CITY. The CITY will perform any and ALL data reconstruction, unless specifically stated in the initial contract between COBAN and the CITY. COBAN shall not be liable for delays or failure to perform with respect to this agreement due to (i) causes beyond the party's reasonable control and not avoidable by diligence, (ii) acts of God, epidemics, war, riots, or delays in transportation which are beyond the party's reasonable control and not avoidable by diligence, or (iii) inability for causes beyond its control and not avoidable by diligence to obtain necessary labor, materials, or manufacturing facilities, or delays caused by COBANs due to similar causes. In the event of any such delay (each such event being beyond the party's reasonable control and not avoidable by diligence), the date of performance shall be extended for a period equal to the time lost by reason of the delay. City of Tukwila Police Dept- Police In-Car Video Capture and Management SeNices Contract & SOW 9 PATCHES & UPDATES Prior to applying "regular" patches / upgrades from Microsoft to servers, City of Tukwila Police Dept will submit a list of desired patches / upgrades to CaBAN for reference. It is the CITY's responsibility to thoroughly test the Microsoft patches and Service Packs before roll out. SERVICE & SUPPORT CITY must notify CaBAN's at 281-277-8288 within the applicable warranty period for information regarding warranty service. If CaBAN determines that all or part of the PRODUCT requires retum for repair or replacement, a Retum Merchandise Authorization Number (RMA#) will be issued. Please follow CaBAN's instructions and return the PRODUCT freight paid to CaBAN with the RMA number. If requested, proof of a bill of sale (which is evidence that the product is within the warranty period) must be presented to obtain warranty service. In addition, if replacements / cross ship are required and CITY wishes to receive the most expedient service available, CITY will be required to provide CaBAN with a credit card authorization to bill CITY's credit card in the event that CITY fail to return the original parts. The credit card will only be charged for CaBAN'S list price for the part if the part has not been returned within thirty '(30) days. Service and support of the unit POST installation will be handled as follows: The officer(s) utilizing the systems will report all support requests/system issues to CITY'S main technical contact, (names, numbers and email addresses to be provided by the CITY.) who is in charge of the in-car video program. The main technical contact person for the department will then contact CaBAN within 24 hours of the issue being brought to their attention so that the issue can be resolved as quickly as possible. The fleet technicians who will be providing the installation for these units may also need to be involved in the initial troubleshooting portion of this process. Depending on what type of problem is occurring the vehicle may need to be brought to the fleet technicians shop for further diagnosis and problem resolution. (Providing that the issue is of an emergency nature, minor issues can be reported by the department at their earliest convenience.) Before the CITY contacts COBAN, please have the following information ready: . Supported System's Invoice Number . Model Type . Serial Numbers . Vehicles Number . Description of the problem and any troubleshooting steps CITY has already taken. . To ensure proper troubleshooting, it is strongly recommended that the CITY not remove any components prior to contacting Coban technicians. Call for Assistance . Call the CaBAN at 281-277-8288. . Call from a location where CITY personnel can physically access the system if needed during phone based troubleshooting . Basic Support is intended for use during business hours Monday through Friday from 8:00 AM to 5:00 PM Central Standard Time. Calls received outside of normal business hours will receive a call-back during normal business hours. When requested, let the CaBAN technician know what error message the CITY are getting and when it occurs; what CITY were doing when the error occurred; and what steps CITY may have already taken to solve the problem. The technician will go through a series of standardized troubleshooting steps over the phone with the CITY to help diagnose the issue. Following completion of remote troubleshooting and problem determination the technician will determine if the issue requires parts to be dispatched or if the issue can be resolved remotely over the phone The main technical contact OR an authorized installation technician shall be available to assist in troubleshooting the unit by phone if needed. CaBAN will contact the department with this request and schedule a time to troubleshoot the unit if the appropriate personnel are not available at that time. Upon completion of troubleshooting, CaBAN will assess the situation and determine the next course of action. (if the issue is not resolved.) Solutions to these issues will range from issuing RMA number to having the fleet technician perform onsite repair to correct the problem. The CITY will supply a login and connection profile for access to CITY network via VPN. Access will be restricted to only the server and workstation. Remote control for the server and workstation will be granted to CaBAN support via their choice of remote access software (Terminal Services, VNC, PC Anywhere, etc). City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 10 Any deliberate misuse or destruction (cabling cut, monitors cracked, deletion of operating system files on the in car unit OR the DVMS workstation, etc) of the in car digital system / DVMS workstation or server; requiring a replacement model or a technician to be dispatched will be billed at $150.00/ hour. (Travel expenses may be assessed as well if a local technician is not available.) Arrangements will be made with the department prior to another unit being shipped or technician being dispatched. Any 3rd party software loaded or devices integrated with / on the TOPCAM - G2 system POST installation will be the CITY's responsibility to ensure system functionality & compatibility. CaBAN is not responsible for damages caused by or in conjunction to the installation of third party software. (CaBAN may request a licensed version of the software for testing. This software shall be returned to the department after testing is completed and installation is approved.) Warranty Items Covered Under this S.O.W. . All CaBAN components in TOPCAM & MDT GII (Camera, microphone, monitor, receiver, camera mount, etc.) . DVMS and Mobile Recorder Software Applications . Manufacturers defects in material or workmanship (for period of warranty) . Support and service on the 12TB Server will be provided by Equus Computer Systems, Inc. Service Contact Number: 800-576-7929 or via internet at: http://www.equuscs.com . Support and service on the Primera Bravo II DVD Disk Publisher will be provided by Primera Technology Inc. Service Contact Number: 763-475-6669 or via internet at: http://www.primera.com/contact tech support.cfm Level 1 - Initial problem discovery and diagnostics. CaBAN Technician will contact the CITY's designated contact to perform initial rudimentary troubleshooting steps. A trouble ticket will be generated, problem will be diagnosed, once solved the ticket will be closed. If problem cannot be resolved with initial call, CaBAN Tech Support technician will escalate the issue to a level 2 technician for further research/troubleshooting. Level 2 - Level Two issues Will require servicing/repairing on the components (camera, receiver, etc.) If service or repair is required, CaBAN Technician will issue an RMA number and instruct the CITY to return the components to Coban. Prior to issuing an RMA number for component, CaBAN Technical support staff may request that the in car unit be "re-imaged" by the designated department contact to see if this resolves the issue. If re-image and replacement component do not resolve the issue, the problem will be escalated to a Level 3 technician. Cross ship or unit replacement will be issued at Coban's discretion. Level 3- Level Three issues are typically classified, as "Total System Failures" meaning the system is not operational or useable by the department. If this is the case, and the serviced or repaired components did not resolve the issue, a complete system replacement will be sent (if determined the only solution.) Additional troubleshooting and diagnostics will be attempted prior to issuing an RMA for a complete system replacement or the vehicle may need to be sent to the authorized service center for diagnostics or replacement. Initial response Time: 4 - 8 Business hours after escalation to Level Three Priority by CaBAN. Resolution times will vary depending on nature of problem. If CITY are not able to resolve a hardware issue by completing the troubleshooting steps, they will notify CaBAN of the issue by email at hwsupport@cobantech.co . Each reported problem will include a description of the issue to include initial reports from end users, the results of troubleshooting steps taken, the name of the person conducting the troubleshooting, serial number of the computer experiencing the problem, and car number the computer is in. . This information is required on every submission as well as a contact name and number for the City of Tukwila Police Dept CITY personnel who can be contacted for further troubleshooting if needed to determine the proper resolution to the problem reported. Submissions that do not include all of the aforementioned information will not be addressable until said information is provided. . Normal hours are Monday through Friday, 8:00 am to 5:00 pm CST. . Some typical request statuses include RMA issued, case assigned to CaBAN support team for further research, or request for additional troubleshooting and report of results from City of Tukwila Police Dept personnel. . In cases where an RMA is not issued and the CaBAN support team is researching the issue further, CaBAN will provide City of Tukwila Police Dept update via phone or email on the issue status at least every other business day. . If a hardware issue is severe enough to make the computer unable to perform patrol functions, delays of RMA issuance due to CaBAN support researching an issue should never exceed three business days after the day of the initial report. In this circumstance, an RMA should be issued for equipment repair or replacement. (Providing said hardware "issue" is a defect in said component and not a result of the system becoming unstable due to addition of 3rd party software, hardware or system settings changes on behalf of City of Tukwila Police Dept CITY.) City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 11 RMA Shippin~ During the first 90 days of deployment, Coban will be responsible for the RMA shipping both ways. After the 90th day, the CITY will need to follow Coban's standard RMA shipping policies and procedures. CITY will be responsible for returning the defective module back to Coban. Coban will only pay for return shipping to get the repaired/serviced modules back to the CITY. Any expedited shipping request will be the responsibility of the CITY. Other information Unit Replacement. Once replacement component has been received, CITY must relinquish the defective unit to COBAN. If the defective unit is not returned within ten (10) days, the CITY agrees to pay COBAN for the replacement unit upon receipt of invoice. Failure to honor the invoice within ten (10) days after receipt will cause the cancellation of this Service Description Agreement and may result in other legal steps. Parts Ownership. All service parts removed from CITY Supported System become the property of COBAN. CITY will be obligated to pay at the current retail price(s) for any service parts removed from CITY's Supported System and retained by CITY. COBAN will uses new and reconditioned parts made by various manufacturers in performing warranty repairs. Compliance with Terms and Conditions FAILURE TO FOLLOW THE ABOVE INSTRUCTIONS MAY RESULT IN DELAYS, AND MAY CAUSE THE CITY TO INCUR ADDITIONAL CHARGES, OR MAY VOID WARRANTY. IF DURING THE REPAIR OF THE PRODUCT THE CONTENTS OF THE HARD DRIVE ARE ALTERED, DELETED, OR IN ANYWAY MODIFIED, COBAN IS NOT RESPONSIBLE WHATSOEVER TO RECOVER OR RESTORE SAID CONTENTS. CITY PRODUCT WILL BE RETURNED TO CITY CONFIGURED AS ORIGINALLY CITYD (SUBJECT TO AVAILABILITY OF SOFTWARE) Be sure to remove all third party hardware, software, features, parts, options, alterations, and attachments not warranted by COBAN prior to sending the PRODUCT to COBAN for service. COBAN is not liable for any loss or damage to these items. Cooperate with the technician - CITY agrees to cooperate with and follow the instructions provided by COBAN. Experience shows that most system problems and errors can be corrected over the phone as a result of close cooperation between the user and the technician. Listen carefully to the technician and follow the technician's suggestions. ITEMS NOT COVERED UNDER THIS WARRANTY . De-installation or re-installation of product(s) or software application(s) . Warranty support or service for 3rd party systems. . Troubleshooting of applications or application compatibility issues. . Data Migration . Customization of end user MS Window desktop . Vehicle with electrical issues . On Site Service . Batteries . Freight costs to the repair depot. . Normal and customary wear and tear . Damage due to connection to improper voltage supply . Non-COBAN supplied equipment . PRODUCT that has had the serial number removed or made illegible. . Systems that are non operational due to abuse, neglect or improper usage for anything other than what the system was configured to do. Not limited to dirt, debris, water damage, (liquid of any type). . Unauthorized entry opening of the COBAN module, monitor or forced removal of the MHDD and or components. . Defects or damage from improper testing, operation, maintenance, installation alteration, modification, or adjustment. . Systems affected by virus, security breach, or other network related occurrence including but not limited to: installation of 3rd party software applications, network security settings changes resulting in loss of communication or ability to properly use the system. . Systems affected by 3rd party software upgrades and 3rd party hardware changes that cause system to become unstable or inoperable and configurations that deviate from the Original Master Gold Image. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 12 . A PRODUCT subjected to unauthorized PRODUCT modifications, disassemblies, or repairs (including, without limitation, the addition to the PRODUCT of non-COBAN supplied equipment) that adversely affect performance of the PRODUCT. . A PRODUCT, which, due to illegal or unauthorized alteration of the software / firmware in the PRODUCT, does not function in accordance with COBAN, published specifications or with the FCC type acceptance labeling in effect for the PRODUCT at the time the PRODUCT was initially distributed from COBAN. . Scratches or other cosmetic damages to PRODUCT surfaces that do not affect the operation of the PRODUCT. GOVERNING LAW In the case that this PRODUCT is sold in the United States, the laws of the State of Texas govern this warranty. TRADEMARKS TOPCAM, TOPCAM, DVMS, Mobile Start, COBAN, and COBAN logos are registered trademarks of COBAN Research and Technologies, Inc. Microsoft, Windows, Window XP Embedded and Windows logos are registered trademarks of Microsoft Corporation. Firewire and Sony logo are registered trademark of Sony Corporation. Intel, Pentium and Celeron' are registered trademarks of Intel Corporation. Compact Flash and SanDisk logo are registered trademarks of San Disk Corporation. GWD 900 and Gomet logo are registered trademarks of Taiwan Gomet Technology Co., Ltd. PS/2 ,Travelstar and IBM logo are registered trademarks of IBM Corporation If purchaser does not agree with these terms and conditions, they should promptly contact COBAN Research and Technologies, Inc. for instruction on return of the entire COBAN Digitalin Car Video System, including COBAN Software for a refund. A 15% restocking charge will be applied. ACCEPTED AND AGREED TO: ACCEPTED AND AGREED TO: City of Tukwila Police Dept COBAN Research and Technologies, Inc. Buyer Signature Date Seller Signature Date Printed Name David Hinojosa Printed Name Title & Organization VP of Sales Title & Organization Seller Address: COBAN Research and Technologies, Inc. 12503 Exchange Drive, Suite 536 Stafford, TX 77477 USA Buyer Address: City of Tukwila Police Dept 6200 Southcenter Blvd., Tukwila, WA 98188 USA City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 13 Software License GRANT OF LICENSE Copyright laws and international copyright treaties, as well as other intellectual property laws and treaties protect the COBAN SOFTWARE. The COBAN SOFTWARE is licensed, not sold. This LICENSE grants CITY the following rights: Software. CITY may install and use one copy of the COBAN SOFTWARE on the PRODUCT Storage/Network Use. CITY may install the DVMS CITY software on their existing internal local area network. The CITY may not make unauthorized copies of the COBAN Mobile Start software without the express written consent of COBAN. COBAN assumes no liability for software installation failures due to incompatible hardware, software or network security issues that are controlled by the CITY Information Technology Department. COBAN will not be responsible to install said software on the CITY local area network, unless specifically contracted to do so. Instructions shall be provided to the CITY to accomplish this task. Back-up Copy. A back-up copy of the COBAN SOFTWARE is included with the PRODUCT. CITY may use the back- up copy solely for archival purpose. DESCRIPTION OF OTHER RIGHTS & LIMITATION Limitation on Reverse Engineering. De-compilation and Disassembly. CITY may not modify, reverse engineer, de- compile, or disassemble the COBAN SOFTWARE or HARDWARE in whole or in part without the express consent from COBAN. Failure to obtain consent may void any and all warranties. Separation of Components. The COBAN SOFTWARE is licensed as a single product. Its component parts may not be separated for use on more than one PRODUCT. Single PRODUCT. The COBAN SOFTWARE is licensed with the PRODUCT as a single integrated product. The COBAN SOFTWARE may only be used with the PRODUCT. Rental. CITY may not rent or lease the COBAN SOFTWARE. Software Transfer. Softvvare / Hardware / Licenses are NOT transferable. Termination. Without prejudice to any other rights, COBAN may terminate this LICENSE if the CITY fails to comply with the terms and conditions of this LICENSE. In such event, the CITY must destroy all copies of the COBAN SOFTWARE and all of its component parts. PROHIBITION ON EXPORTATION EXCEPT FOR EXPORT TO CANADA AND AUSTRALIA, THE COBAN SOFTWARE AND ANY UNDERLYING TECHNOLOGY MAY NOT BE EXPORTED OUTSIDE THE UNITED STATE OR TO ANY FOREIGN ENTITY OR "FOREIGN PERSON" AS DEFINED BY U.S. GOVERNMENT REGULATION, INCLUDING WITHOUT LIMITATION, ANYONE WHO IS NOT A CITIZEN, OR LAWFUL PERMANENT RESIDENT OF THE UNITED STATES. CITY AGREES THAT BY DOWNLOADING OR USING THE COBAN SOFTWARE, THEY ARE AGREEING TO THE FOREGOING AND THEY ARE WARRANTING THAT THEY ARE NOT A "FOREIGN PERSON" OR UNDER THE CONTROL OF OR ACTING ON BEHALF OF THE FOREIGN ENTITY. U.S. GOVERNMENT RESTRICTED RIGHTS The Software Product and documentation are provided with RESTRICTED RIGHTS. Use, duplication, or disclosure by the United State Government is subject to restrictions as set forth in subparagraph (c)(1) and (2) of the Commercial PRODUCT Software-Restricted Rights at 48 CFR 52.227-19, as applicable. Manufacturer is COBAN Research and Technologies, Inc., 12503 Exchange Drive, Suite 536, Stafford, Texas 77477. SOFTWARE WARRANTIES -Reserved The COBAN PRODUCT described in this instruction manual may include copyrighted COBAN SOFTWARE stored in semiconductor memory and other media. Laws in the United States and other countries preserve certain exclusive rights for COBAN copyrighted SOFTWARE programs, including the exclusive right to copy or reproduce the copyrighted SOFTWARE program in any form. Accordingly, any copyrighted COBAN SOFTWARE programs contained in the COBAN PRODUCT described in this instruction manual may not be copied or reproduced in any manner without the express written permission of COBAN. Furthermore, the CITY shall not be deemed to grant either directly or by implication, estoppels or otherwise, any license under the copyrights, patents or patent applications for COBAN, except for the normal non-exclusive, royalty-free license to use that arises by operation of law in the sale of a product. END USER LICENSE AGREEMENT This End-User License Agreement ("LICENSE") is a legal agreement between the CITY and COBAN Research and Technologies, Inc. ("COBAN"), the manufacturer of the TOPCAM, TOPCAM-PV, MDT, MDT-PV and TOPCAM Systems ("PRODUCT"). All COBAN software, including COBAN Mobile Start Software ("SOFTWARE") and third party City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 14 software not otherwise licensed by a specific end user license agreement included with CITY PRODUCT, downloaded from COBAN websites or provided by COBAN as update I upgrades, shall be referred to as COBAN SOFTWARE. The COBAN SOFTWARE includes PRODUCT software, the associated media, any printed materials, and any "on-line" or electronic documentation, as well as COBAN supplied or facilitated update I upgrades thereto. Notwithstanding for foregoing, software distributed together with separate end user software license agreements (the "Third Party EULA"), including but not limited to Windows@ operating system provided by Microsoft Corporation, shall be covered by respective Third Party EULAs. CITY may use the COBAN SOFTWARE only in connection with the use of PRODUCT. By installing, copying, downloading or otherwise using the COBAN SOFTWARE, CITY agrees to be bound by the terms of this LICENSE. If CITY does not agree to the terms of this LICENSE, the CITY should promptly contact COBAN for instruction on return of the entire PRODUCT and COBAN SOFTWARE for a refund. A 15% restocking charge will be applied. If purchaser does not agree with these terms and conditions, they should promptly contact COBAN Research and Technologies, Inc. for instruction on return of the entire COBAN Digitalin Car Video System, including COBAN Software for a refund. A 15% restocking charge will be applied. ACCEPTED AND AGREED TO: ACCEPTED AND AGREED TO: City of Tukwila Police Dept COBAN Research and Technologies, Inc. Seller Signature Date Buyer Signature Date Printed Name David Hinojosa Printed Name Title & Organization VP of Sales Title & Organization Buyer Address: City of Tukwila Police Dept 6200 Southcenter Blvd., Tukwila, WA 98188 USA Seller Address: COBAN Research and Technologies, Inc. 12503 Exchange Drive, Suite 536 Stafford, TX 77477 USA City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 15 Safety Information I Failure to properly install, operates, and cares for the CaBAN Systems can increase the risk of electric shock or fire. Failure to properly install and secure the CaBAN Digitalin Car Video System can also increase the risk of the system falling and possibly resulting in bodily harm. To reduce the risk of serious injury, death, or damage to the CaBAN System: . Read these instructions . Keep these instructions . Heed all warnings . Follow all instructions. . Use While Driving Check the laws and regulations on the use of CaBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G- I/G-II System in the area where you drive. Always give full attention to driving and to the road. * It is su~~ested that the overhead monitor on the Topcam@ unit be in the "stowed" position while drivin~. General Electrical Precautions As with many other electrical devices, failure to take the following precautions can result in serious injury or death from electric shock or fire, or damage to the CaBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-II G-II System. Stay Away from Dangerous Voltage Inside the COBAN Digitalin Car Video System. Contact with energized parts inside the CaBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System can cause serious injury or death from electric shock. This can also lead to fire and/or damage to the CaBAN System. Do Not Take the COBAN Digitalin Car Video System Apart Do not attempt to service, repair or tamper with the CaBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System yourself. Refer all servicing to CaBAN Customer Service Department or CaBAN Authorized Service Personnel. Do not attempt to modify the CaBAN System in any way. Do Not Insert Anything Into or obstruct Ventilation Openings Voltage is present within the CaBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II Systems when the System is connected to power whether it is turned on or off. To eliminate all voltage to the CaBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System, first turn off the CaBAN Digitalin Car System, and then disconnect the power cable from the System. (This should be done either by an Authorized Service Technician or under the guidance of an Authorized Service Technician.) . Take precautions from dropping, inserting or spilling anything into the CaBAN System . Do not insert objects into ventilation openings when cleaning the CaBAN System (such as q-tips, rags, cotton swabs or other materials.) . Do not use abrasive or flammable cleansers on the CaBAN System. . Only clean the unit in the "system off" mode. . Follow the cleaning instructions provided in the system manual. Keep The COBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-IIG-II System From Falling. To reduce the risk of the CaBAN System from falling or injuring the user or damaging the unit, please properly set up and operate the system according to the Vehicle Installation Manual. Avoid Damaging Any Electrical Cable . Protect the cables from being stepped on or pinched, particularly at plugs, and the point where they exit from the apparatus. . Do not jerk, knot, sharply bend, or otherwise abuse the cables. . Do not expose the cables to sources of heat. . When disconnecting the cables from the CaBAN System components or the power source, pull on the plugs - DO NOT PULL ON THE CABLES! . Arrange all connectors .and cables so that passengers are not likely to trip over or accidentally pull on them as they move around or enter and exit the vehicle. If any cable becomes damaged in any way, immediately discontinue use of the system immediately and call the CaBAN Authorized Repair Center or CaBAN Customer Service Department. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 16 Do Not Expose the COBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System To Liquid Or Moisture . Do not use this apparatus near water or expose it to rain, moisture, or dripping or splashing liquids. . Do not place objects filled with liquids, such as beverages on or near the COBAN Digitalin Car Video System. . Do not clean the COBAN System with water, liquid cleaners, solvents, or aerosols. Prevent The COBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System from Overheating Do not block any ventilation openings. Install in accordance with the COBAN Vehicle Installation Manual. Install the COBAN System in a well-ventilated area. Do not place the COBAN System near any soft surface that may block ventilation openings. Do not install near any heat sources or any apparatus that produces heat. Only Use the Type of Power Source Indicated on the COBAN TOPCAM, TOPCAM-PV/12, MDT, MDT-PV and TOPCAM G-I/G-II Owner's Manual Only Use Attachments / Peripherals Specified and Authorized by the COBAN Research and Technologies, Inc. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 17 Safety Information" About Musculoskeletal Disorders Use of keyboards, mouse, or other electronic input devices may be linked to serious injuries or disorders. When you use the keyboard or other electronic input devices, as with many activities, you may experience occasional discomfort in your hands, arms, shoulders, neck, or other parts of your body. However, if you experience symptoms such as persistent or recurring discomfort, pain, throbbing, aching, tingling, numbness, burning sensations, or stiffness, DO NOT IGNORE THESE WARNING SIGNS. PROMPTLY SEE A QUALIFIED HEALTH PROFESSIONAL, even if symptoms occur when you are not using these apparatuses. Symptoms such as these can be associated with painful and sometimes permanently disabling injuries or disorders of the nerves, muscles, tendons, blood vessels, and other parts of the body. These musculoskeletal disorders (MSDs) include carpal tunnel syndrome, tendonitis, tenosynovitis, vibration syndromes, and other conditions. While researchers are not yet able to answer many questions about MSDs, there is general agreement that many factors may be linked to their occurrence, including medical and physical conditions, stress and how one copes with it, overall health, and how a person positions and uses their body during work and other activities. Some studies suggest that the amount of time a person performs an activity may also be a factor. Some guidelines that may help you work more comfortably and possibly reduce your risk of experiencing an MSD. These guidelines address topics such as: . You should position yourself in a comfortable posture. . Keeping your hands, fingers, and other body parts relaxed. . Take breaks regularly. If you have questions about how your own lifestyle, activities, or medical or physical condition may be related to MSDs, see a qualified health professional. City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 18 Appendix I Coban Price Quote Part Number Coban In-Car In-Car Systems SYSG2-SCSM TopCam Gen II - 6.4" Monitor System Single Camera & $ 5,250.00 15 $ 78,750.00 Microphone Coban Options SCMIC-CHG12 12 Mic Charging Station $ 580.00 1 $ 580.00 SCOPT-01 GPS $ 250.00 15 $ 3,750.00 SYSTS-01 Tech Support Kit $ 495.00 1 $ 495.00 Coban Spares SCMIC-PKGBT Package B ( Transmitter) - New wtlapel $ 350.00 4 $ 1,400.00 SCMIC-LEVA Lapel $ 45.00 25 $ 1,125.00 SCMIC-TANT Transmitter Antenna $ 12.00 Optional SCMIC-BP01 Lithium Ion Battery $ 20.00 Optional SCMIC-LC03 Microphone - Leather Pouch $ 20.00 Optional SCMHD-1840 40GB Removable HDD $ 350.00 5 $ 1,750.00 Coban Wireless In-Car Antenna I AWIR-INT TopCam In-Car Wireless $ 150.00 15 $ 2,250.00 Access Point WAP-01 Cisco AP $ 2,700.00 1 $ 2,700.00 Coban BackOffice Software WDVMS-LC DVMS Software License Fee tin-Car Unit $ 250.00 15 $ 3,750.00 WMPG2-LC Mpeg 2 Codec $ 35.00 30 $ 1,050.00 Note: Every PC playing Mpeg 2 Video needs a Codec Licese Hardware I BUPL-01 Mobile HDD Up-Load Stand $ 175.00 3 $ 525.00 Workstations BWKST-01 Standard - Upload Workstation $ 2,045.00 3 Provided by PD STD UPLOAD WORKSTATION (NEW CONFIG) 1 INTEL LGA775 SATA GIG AUD VGA 1011000 ONBOARD. SOUND ONBOARD. USB 2.0 ONBOARD 1 INTL CORE 2 DUO 1.86GHZ 1066MHZ 2MB L775 1 CPU INSTALLED. 2 256MB DDR2 PC2-5300 NON ECC UNBUFERED LP 2 WESTERN DIGITAL 80GB 7200 8MB SATA. 1 AMED 2229 BLACK SOLID CASE W/350W 24PIN 1 04:TEAC 1.44 FLOPPY DRIVE BLACK City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 19 1 LITE ON DUAL LAYER 16X DVDRW+I- BLACK. 1 SONIC MY DVD 6.1 DELUX SOf1\lVARE. 1 SAPPHIRE ATI X1650Pro 256MB 2DVIITV PCIE 1 INTEL PRO/1000 GT GIGABIT DESKTOP ADAPTE 1 MICROSOFT KB/OPTICAL MOUSE COMBO 1 WINDOWS XP PROFESSIONAL OEM W/SYSTEM 1 VIEWSONIC 17" LCD MONITOR. 1 AL TEC LANSING 120i 2 PC SPEAKER BLACK. 1 ASSEMBLY ITESTING/OC/BURNIN-INSTALLA TION 1 3 YEAR ONSITE SERVICE Server w/ Internal RAID ALL server are Dual Xeon CPU, Windows 2003 Server, t-ULL 2005 SQL server BSVR-10T 12 TB Server (10.5 TB after HOT SPARE and RAID 5 settings) $ 19,010.00 1 $ 19,010.00 5U SERVER WITH 16X750GB DRIVES: 12TB -10.5TB USABLE (BVSR-6T) 1 SM DMSIWCR DP XEON 2 LAN VGA SCSI BOARD DUAL GIG ON BOARD, VGA ONBOARD. 2 X USB 2.0 PORTS ONBOARD 2 XEON DC 5050 3.0GHZ 2X2MB LGA771 1U/A I 2 CPU INSTALLED. 2 DDR2 512MB 667MHZ ECC FULLY BUFFERED SR 2 X 512MB 667MHZ FBDIMMS INSTALLED 1 5U SATA2 930W RP 24B W/RAIL DISCRETE PTP 930W RED PS INCLUDED. RAILS INCLUDED. 24 HOT-SWAP SATA DRIVE BAY. 6 OPEN. 18 FILLED OS DRIVES: RAID 1 2 WESTERN DIGITAL 36GB SATA 8MB 10K DISK 2 X 36GB DRIVES INSTALLED. RAID 1 DATA DRIVES: RAID 5 + 1 HOT-SPARE 16 SGT 750G 16MB 3GB/s SATA2 NL-ST3750640NS I 2 3WARE ESCALDE 12CHNL SATA CNTL PCI64BIT 1 SLlMLlNE BLACK DVD. 1 SLIM FLOPPY DRIVE 1 MICROSOFT KB/OPTICAL MOUSE COMBO 1 WINDOWS SERVER2003 STD EDITON 5 CALS OEM 1 MS SOL SERVER 2005 STD EDTN COMPL 5 CAL 1 ASSEMBL Y/SW LOAD/RAID SETUP/72HR BURN-IN 1 VIEWSONIC 17" LCD MONITOR. 1 APC SMART UPS 1500VA USB & SERIAL 2U. 1 3 YEAR ON SITE SERVICE Automated DVD Burner BDVD-25 Automated Robotic CDIDVD Back-up Solution $ 4,845.00 $ 4,845.00 1 City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 20 Coban Services Back Office Pre- Config All prices are based on one working day and person. An additional charge of $1000.00 per day will need to be added for additional days and if Hardware setup is required (see L1NST-02) LSET-03 Server with Internal RAID Hardware & software configuration $ 2,500.00 1 $ 2,500.00 LSET-08 Onsite Wireless Site Survey $ 1,250.00 Optional LSET-01 Workstation Hardware & software configuration $ 250.00 3 $ 750.00 LSET-06 Automated DVD Burner Hardware & software configuration $ 500.00 1 $ 500.00 LSET-07 Wireless Upload Hardware & software configuration (per $ 500.00 1 $ 500.00 access point) In-Car Installation L1NST-01 In-Car Hardware Installation / Car - Includes Travel $ 500.00 $ 7,500.00 Training Training prices are based on one trainer per day. An additional charge of $1000.00 per day will need to be added for additional day. L TRAN-02 On-Site Officer Training - include Travel less than 15 vehicles $ 1,500.00 1 $ 1,500.00 Alternative/On Going Training Web training can be an alternative method of training for small departments. For larger departments, it is recommended to provide onsite "train the trainer" or classroom training. L TRAN-04 Online Web Training ( per session) I $ 500.00 Optional Warranty / Service WARR-G23 TopCam GZ- Second/ThirdYear Extended Warranty $ 700.00 Optional ( include DVMS Annual License Fee & Standard 1st yr. Manufacturers Warranty) WARR-DVD Automated DVD - Second/ Third Year Extended Warranty $ 750.00 Optional LSERV-03 Project Management Fee / Hr. $ 150.00 15 $ 2,250.00 Shipping LSHIP-01 Shipping per unit cost ( TopCam ) $ 50.00 $ 750.00 Sub-Total: $ 138,230.00 TAX: 8.9% $ 12,302.4 7 TOTAL: $ 150,532.47 I City of Tukwila Police Dept- Police In-Car Video Capture and Management Services Contract & SOW 21 Appendix II City of Tukwila Police Dept Purchas Order 11/14/2007 17:38 FAX 206 244 6101 TUKWILA POLICE DEPT. SHIP TO 6200 SOUTHCENTER BLVD TUKWILA, WASHINGTON 98188 (205) 433 -1800 OTHER SOURCES DEPARTMENTAL APPROVAL CITY OF TUKWILA C MDR. DENNIS MC Gt'IBER DAY WIRE SS /ILRIAN KUS1UM SIGNALS VENDOR NAME ADDRESS COBAN RESEARCH ANDTEC NOLOGIES, 12503 EXCHANGE DR. STE. #536 STAFFORD, TX 77477 (281) 277 -8288 TOP CAM VIDEO SYSTEM AS PER 1 501 J 02 SALES QUOTE #F1110207 DATED 11/021 2007 BUDGET PAGE 175 LINE 28 OUTFITS 15 FRONT LINE PATROL VUiGLES rI..IE5 DEPT. VENDOR CODE (FOR FINANCE USE ONLY) EXECUTIVE APPROVAL J. DEPT p CODE_ INC. NEW VENDOR W -9 ATTACHED. n VERBAL QUOTE 71 J WRITTEN QUOTE STREET ADDRESS 594 480 64 00 QUOTE $150,222.44 QUOTE $119,811.78 Z 002/002 W G 40445 THIS NUMBER MUST APPEAR I ON ALL PACKAGES, INVOICES, I AND CORRESPONDENCE. 11/06/2007 DATE $150,532.47 ACCOUNTING COPY 11/14/07 WED 18:41 [TX/RX NO 5467] l�i�J002 TUKWILA, WA 22 Coban Technicians will arrive Tukwila at Day 1 Day 2 Day 3 Day 4 Day 5 1 x 4hr Hours 1 x 4hr Appendix III Deployment Schedule Tech 1 DVMS Server AP Configuration Tech 2 In -Car Installation Tech 1: Workstations Auto DVD Configuration Tech 2: In -Car Installation Tech 1: 4hr. Admin Training 4hr. Officer Training Tech 2: In -Car Installation Tech 2: In -Car Installation Tech 2: In -Car Installation Hours System Administrator's Training System Overview DVMS Software System Flow DVMS System Operation and Management: Log in Check -in/ Check -out Procedures Upload Video Data Retrieve, Retain Archive Video Data Export Video Data DVD, CD, Tape Library, etc. User Account Management System Management Server Operation Management DVMS Maintenance Server Maintenance Create and Setup Station Data Base General Officer's Trainina TOPCAM -II System Training In -Class TOPCAM Operation Demonstration Hardware Overview Recording Functions Wireless Microphone Operations In -Car Play Back Data Entry Video Transfer System Shutdown Procedures In- Vehicle Demonstration Back Office DVMS Training DVMS Operation Demonstration Hardware Overview Recording Functions Wireless Microphone Operations In -Car Play Back Data Entry Video Transfer System Shutdown Procedures In- Vehicle Demonstration Back Office DVMS Training DVMS Operation Demonstration Check -in/ Check -out Procedures Upload Video Data Retrieve, Retain Archive Video Data Export Video Data DVD, CD, Tape Library, etc. Overall Review rap -up Coban technician will oversee the department prior depart City of Tukwila Police Dept— Police In -Car Video Capture and Management Services Contract SOW 23