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HomeMy WebLinkAboutCOW 2008-02-25 Item 4B - Purchase - In-Car Video for Police Department with Coban Research and Technologies for $150,532.47 w COUNCIL AGENDA SYNOPSIS t c .•.1y� 5 Initzats ITEM NO. P�� r i r Meeting Date Prepared by i Mayor's rpiew 1 Council review 02/25/08 1 DH 0 03/03/08 1 DH 1 I V 1 I I i 6. ITEM INFORMATION CAS NUMBER: 08-025 I ORIGINAL AGENDA DATE: FEBRUARY 25, 2008 AGENDA PrEM TITLE Police Department In -Car Video Purchase Contract CATEGORY Discussion Motion Resolution Ordinance BidAwward L1 Public Healing I I Other Mtg Date 02/25/08 Mtg Date 03/03/08 Mtg Date Mtg Date Mtg Date Mtg Date i Itg Date SPONSOR Council Ma Adrl Svcs DCD 1 1 Finance Fire (l Legal 1 I P&R Police PW SPONSOR'S Council is being asked to award a contract to Coban Research and Technologies, Inc. in the SUMMARY amount of $150,532.47. The contract is for the purchase and installation of digital in -car video for the patrol cars. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte f Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. f Planning Comm. DATE: 2/20/08 RECOMMENDATIONS: SPONSOR /ADMIN. Council President COM flrrriE Unanimous Approval; Forward to Committee of the .A /hole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $$150,532.47 Fund Source: 501 02 594 480 64 00 Comments: MTG. DATE RECORD OF COUNCIL ACTION 2/25/08 MTG. DATE ATTACHMENTS 2/25/08 Informational Memorandum dated 1/25/08 Purchase contract and statement of work Minutes from the Finance and Safety Committee meeting of 2/20/08 �11LA, City of Tukwila 1 ffin N ggel ton, Mayor Hayacs, CJnc/ o Police ce =o Police DDepartmentDa David W �c 2 y` An Accredited Agency 19OB MEMORANDUM TO: 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 ?‘11 ASO) 6200 Southcenter Blvd. Tukwila, WA 98188 Phone (206) 433 -1808 Admin Fax. (206) 244 -6181; Invest. Fax. (206) 431 -3688 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 COBAN Research and Technologies, Inc., (hereinafter referred to as "COBAN 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 COBAN 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 COBAN 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 COBAN 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 COBAN 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 COBAN with the appropriate documentation prior to or in conjunction with initial purchase 5. Delivery For initial deployment COBAN 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, COBAN 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 Southcenter 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 subpoenas 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 (1) 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: To COBAN at: City of Tukwila Police Dept COBAN Research and Technologies, Inc 6200 Southcenter Blvd. 12503 Exchange Drive, Suite 536 Tukwila, WA 98188 Stafford, TX, 77477 City of Tukwila Police Dept— Police In -Car Video Capture and Management Services Contract SOW 3 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 David Hinojosa Printed Name Printed Name VP of Sates Title Organization Title Organization Buyer Address: Seller Address: City of Tukwila Police Dept COBAN Research and Technologies, Inc. 6200 Southcenter Blvd., 12503 Exchange Drive, Suite 536 Tukwila, WA 98188 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> Top 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. Scone 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 Day5 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 110mA, 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(sl: Wireless (802.11G) Upload: The City of Tukwila Police Department will be implementing a wireless upload solution via 802.11G connectivity to provide wireless upload capability COBAN's digital in car unit will connect to this solution via COBAN's 802.11G 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, view 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 COBAN. 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; COBAN engineer will test connectivity and operability from workstation to server An authorized member of the City of Tukwila Police Dept 1.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 COBAN technicians will install Fifteen <15 >TOPCAM install. COBAN will wire the overhead light bar to be a recording "trigger". Upon completion of installation of the in car units, COBANs 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. COBAN 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). Training, City of Tukwila Police Dept has opted for "Train the Trainer" approach. COBAN 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 following are assumptions made by 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 COBAN 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. COBAN assumes no responsibility for the protection of The City of Tukwila Police Dept data. COBAN 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 COBAN. Any service 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 LT 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. COBAN 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 COBAN 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 COBAN 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 COBAN 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 COBAN 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. COBAN 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. COBAN 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 David Hinojosa Printed Name Printed Name VP of Sales Title Organization Title Organization Buyer Address: Seller Address: City of Tukwila Police Dept COBAN Research and Technologies, Inc. 6200 Southcenter Blvd., 12503 Exchange Drive, Suite 536 Tukwila, WA 98188 Stafford, TX 77477 USA 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 VVARRANTIES 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 Services 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 COBAN 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 COBAN's at 281 -277 -8288 within the applicable warranty period for information regarding warranty service. If COBAN determines that all or part of the PRODUCT requires return for repair or replacement, a Return Merchandise Authorization Number (RMA will be issued. Please follow COBAN's instructions and return the PRODUCT freight paid to COBAN 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 COBAN 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 COBAN'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 COBAN 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 COBAN at 281 277 -8288. CaII 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 COBAN 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. COBAN 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, COBAN 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 COBAN 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 mnrjj nr a terhninia to be ditrhed will be billed at $150 00/ hour (Travel expenses may be assessed as well if a RMA Shipping 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 ANY WAY MODIFIED, COBAN IS NOT RESPONSIBLE WHATSOEVER TO RECOVER OR RESTORE SAID CONTENTS CITY PRODUCT WILL BE RETURNED TO CITY CONFIGURED AS ORIGINALLY C?TYD (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 3 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 3 party software applications, network security settings changes resulting in loss of communication or ability to properly use the system. Systems affected by 3 party software upgrades and 3 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 SanDisk 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 Digital In 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 David Hinojosa Printed Name Printed Name VP of Sales Title Organization Title Organization Buyer Address: Seller Address. City of Tukwila Police Dept COBAN Research and Technologies, Inc. 6200 Southcenter Blvd., 12503 Exchange Drive, Suite 536 Tukwila, WA 98188 Stafford, TX 77477 USA 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. Software 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 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 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 Digital In 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 David Hinojosa Printed Name Printed Name VP of Sales Title Organization Title Organization Buyer Address: Seller Address City of Tukwila Police Dept COBAN Research and Technologies, Inc. 6200 Southcenter Blvd., 12503 Exchange Drive, Suite 536 Tukwila, WA 98188 Stafford, TX 77477 USA USA City of Tukwila Police Dept— Police In -Car Video Capture and Management Services Contract SOW 15 Safety Information 1 Failure to properly install, operates, and cares for the COBAN Systems can increase the risk of electric shock or fire. Failure to properly install and secure the COBAN Digital In 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 COBAN 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 COBAN TOPCAM, TOPCAM- PV /12, MDT, MDT -PV and TOPCAM G- 1/G-l1 System in the area where you drive. Always give full attention to driving and to the road. It is suggested that the overhead monitor on the Topcam® unit be in the "stowed" position while driving. 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 COBAN TOPCAM, TOPCAM- PV /12, MDT, MDT -PV and TOPCAM G -I G -II System. Stay Away from Dangerous Voltage Inside the COBAN Digital In Car Video System. Contact with energized parts inside the COBAN TOPCAM, TOPCAM- PV /12, MDT, MDT -PV and TOPCAM G- I /G -11 System can cause serious injury or death from electric shock. This can also lead to fire and /or damage to the COBAN System. Do Not Take the COBAN Digital In Car Video System Apart Do not attempt to service, repair or tamper with the COBAN TOPCAM, TOPCAM- PV /12, MDT, MDT -PV and TOPCAM G- I /G -II System yourself. Refer all servicing to COBAN Customer Service Department or COBAN Authorized Service Personnel. Do not attempt to modify the COBAN System in any way Do Not Insert Anything Into or obstruct Ventilation Openings Voltage is present within the COBAN 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 COBAN TOPCAM, TOPCAM- PV /12, MDT, MDT -PV and TOPCAM G- I /G -Il System, first turn off the COBAN Digital In 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 COBAN System Do not insert objects into ventilation openings when cleaning the COBAN System (such as q -tips, rags, cotton swabs or other materials.) Do not use abrasive or flammable cleansers on the COBAN 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- I /G -II System From Falling. To reduce the risk of the COBAN 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 COBAN 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 COBAN Authorized Repair Center or COBAN 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 Digital In 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-H 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 II 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 1 Coban Price Quote Part Number L_ Description List Price Quantity Total 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 I Coban Spares SCMIC-PKGBT Package B Transmitter New w/ lapel 350.00 4 1,400.00 I SCMIC-LEVA Lapel 45.00 25 1,125.00 SCMIC-TANT Transmitter Antenna 12.00 Optional SCMIC-BP01 j Lithium Ion Battery 20.00 1 Optional 1 SCMIC-LCO3 Microphone Leather Pouch 20.00 Optional SCMHD-1840 40GB Removable HDD 350.00 5 1,750.00 Coban Wireless In-Car Antenna AWIR-INT TopCam In-Car Wireless 150.00 1 15 2,250.00 Access Point I WAP-01 I Cisco AP 2,700.00 f 1 2,700.00 Coban BackOffice Software WDVMS-LC DVMS Software License Fee In-Car Unit 250.00 15 I 3,750.00 I WMPG2-LC Mpeg 2 Codec 35.00 30 1,050.00 Note: Every PC playing Mpeg 2 Video needs a Codec Licese Hardware 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 1 10/1000 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 1 2 WESTERN DIGITAL 80GB 7200 8MB SATA. 1 1 AMED 2229 BLACK SOLID CASE W/350W 24PIN 1 1 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 1 LITE ON DUAL LAYER 16X DVDRW BLACK. 1 SONIC MY DVD 6.1 DELUX SOFTWARE. I 1 SAPPHIRE ATI X1650Pro 256MB 2DVITV PCIE 1 INTEL PRO /1000 GT GIGABIT DESKTOP ADAPTE f I 1 MICROSOFT KB /OPTICAL MOUSE COMBO 1 WINDOWS XP PROFESSIONAL OEM W /SYSTEM 1 VIEWSONIC 17" LCD MONITOR. I I 1 ALTEC LANSING 120i 2 PC SPEAKER BLACK. I, 1 ASSEMBLY/TESTING /QC /BURNIN INSTALLATION 1 3 YEAR ONSITE SERVICE Server w/ Internal RAID ALL server are Dual Xeon CPU, Windows 2003 Server, FULL 2005 SQL server I 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 DMS/WCR DP XEON 2 LAN VGA SCSI BOARD I I DUAL GIG ON BOARD, VGA ONBOARD 2 X USB 2.0 PORTS ONBOARD 2 XEON DC 5050 3.OGHZ 2X2MB LGA771 1U/A 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 2 3WARE ESCALDE 12CHNL SATA CNTL PCI 64BIT I 1 SLIMLINE BLACK DVD 1 1 SLIM FLOPPY DRIVE 1 1 MICROSOFT KB /OPTICAL MOUSE COMBO I 1 1 WINDOWS SERVER2003 STD EDITON 5 CALS OEM 1 MS SQL SERVER 2005 STD EDTN COMPL 5 CAL 1 ASSEMBLY /SW LOAD /RAID SETUP/72HR BURN -IN I 1 VIEWSONIC 17" LCD MONITOR. 1 APC SMART UPS 1500VA USB SERIAL 2U 1 3 YEAR ONSITE SERVICE I, Automated DVD Burner BDVD -25 Automated Robotic CD /DVD Back -up Solution 4,845.00 1 I 4,845.00 City of Tukwila Police Dept— Police In -Car Video Capture and Management Services Contract SOW 20 Coban Services I 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 LINST -02) LSET -03 I Server with Internal RAID Hardware software configuration 2,500.00 1 2,500.00 I I LSET -08 I Onsite Wireless Site Survey 1,250.00 I I Optional I LSET -01 I Workstation Hardware software configuration 250.00 3 I 750.00 I LSET -06 Automated DVD Burner Hardware software configuration I 500.00 1 500.00 I LSET -07 Wireless Upload Hardware software configuration (per 500 00 1 500.00 access point) In -Car Installation I LINST-01 I In -Car Hardware Installation Car Includes Travel 500.00 15 I 7,500.00 I Training Training prices are based on one trainer per day. An additional charge of $1000.00 per day will need to be added for additional day. LTRAN -02 I On -Site Officer Training include Travel 1 1 I Tess than 15 vehicles 1 1,500.00 1 1 1 1,500.00 I Alternative /On I I I Going Training Web training can be an alternative method of training for small departments. For larger departments, it is recommended to provide onsite "train the trainer" or classroom training. LTRAN -04 I Online Web Training per session) I 500.00 I 1 Optional I Warranty Service WARR -G23 TopCam G2- Second/ThirdYear Extended Warranty 700.00 Optional include DVMS Annual License Fee Standard 1st yr. Manufacturers Warranty) I WARR -DVD I Automated DVD Second/ Third Year Extended Warranty 1 750.00 I 1 Optional 1 LSERV -03 I Project Management Fee Hr. I 150.00 1 15 I 2,250.00 Shipping I LSH1P -01 I Shipping per unit cost TopCam) I 50.00 1 15 1 750.00 I Sub Total: 138,230.00 TAX: 8.9% 12,302.47 I TOTAL: 150,532.47 I City of Tukwila Police Dept— Police In -Car Video Capture and Management Services Contract SOW 21 Appendix 11 City of Tukwila Police Dept Purchas Order 11/14/2007 17.38 FAX 206 244 8181 TUKWILA POLICE DEPT 12002/002 DEPT p W G 4 0$ 4 5 �t J THIS NUMSER MUST APPEAP. CITY OF TUKWILA t1 ON ALL PACKAGES, INOICES, AND CORRESPONDENCE 6200 SOUTHCENTER BLVD TUKWILA, WASHINGTON 98188 (206) 433 -1800 VENDOR CODE (FOR FINANCE USE ONLY 11/06/2007 VENDOR NAME &ADDRESS DATE COBAN RESEAROE ANDTECHNOLOGIES, INC. NEU VENDOR 11-9 ATTACHED. 12503 EXCHANGE DR. STE. #536 n VERBALQUDTE STAFFORD, TX 77477 (281) 277 -8288 r x i WRITTEN QUOTE I I Q•IDR. DENNIS MCOMBER SHIP TO DEPT TUKWILA. WA STREET ADDRESS TOP CAM VIDEO SYSTEM AS PER 501 J 02 I 594 1 480 164 100 $150,532.47 SALES QUOTE #P1110207 DATED 11/022007 I I I 2007 BUDGET PAGE 175 LINE 28 OUTFTis 15 FRONT LINE PATROL VEiT11LES 1 1 1 I I 1 J 1 I 1 1 1 1 OTHER SOURCES DAY WIRELEss /INTFGRrAN QUOTE $150,222.44 KUSTJM SIGNALS QUOTE $119,811.78 6a e DEPARTMENTAL tom'• EXECUTIVE APPROVAL 1 APPROVAL ACCOUNTING COPY 11/14/07 WED 18:41 [T% /RX NO 5467] 1 002 22 Appendix 111 Deployment Schedule 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 Hours System Administrator's Training System Overview DVMS Software System Flow 1 x 4hr 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 Hours General Officer's Training TOPCAM -I1 System Training 1 x 4hr 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 Finance Safety Committee Minutes February 20, 2008 Page 2 D. In Car Video Purchase Contract Staff is seeking full Council approval to award a contract to Coban Research and Technologies, Inc. in the amount of $150,532.47. This contract is for the purchase and installation of digital in -car video for the patrol vehicles. Staff has been working on the implementation of this project for approximately two years. The delay in this project has been beneficial, as technology has been evolving very quickly with these types of systems. Currently, the technology seems to have reached a stable position of evolution and offers a solid opportunity for installation. Several surrounding jurisdictions have selected Coban for the purchase and installation of these types of cameras and are satisfied with the technology performance as well as the outcome -based results of the in -car video. If approved by Council, the installation of the systems will begin in April. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 25 COW FOR DISCUSSION. 111. ANNOUNCEMENTS No announcements. IV. MISCELLANEOUS Rhonda Berry shared with the Committee that staff was planning on discussing the crime statistics software as approved for purchase last year at tonight's meeting. However, there is a complication in software and information management and sharing with Valley Communications Center. This complication is currently being worked on with City staff and Valley Comm representatives. Additional information will be provided as it becomes available. Meeting adjourned at 6:09 p.m. Next meeting: Tuesday, March 3, 2008 5:00 p.m. Conference Room #3 0 Committee Chair Approval Minutes b KAM.