HomeMy WebLinkAbout11-06-2006 ITEM VIII-B-7A
TYOF
UBU-- N
WASHINGTON
AGENDA BILL APPROVAL FORM
Agenda Subject: Resolution No. 4111
Date:
Public Safety in -car digital video ro'ect
October 31, 20013
Department: Attachments: Resolution No. 4111,
Budget Impact:
Information Services Purchase Contract and Statement of
$212,957.00
Work between City of Auburn and
Coban Research and Technologies
Administrative Recommendation:
City Council adopt Resolution No. 4111.
Background Summary:
Replacement of the Police Department's dated VHS in -car video recording and management system with
a comprehensive digital in -car system.
The Police Department, City Attorney's Office, Information Services and Fleet Maintenance formed an
evaluation team to complete a business process review that identified the minimum system, technical,
document storage and retrieval requirements. A Request for Proposal was sent out to 15 vendors and
Coban was selected as the vendor that met the criteria set forth during the business process review.
The Coban in -car digital video system was demonstrated for the team by the City of Seattle. The City of
Seattle and the Washington State Patrol have both successfully implemented this system, along with
several other agencies outside the state.
To fund this project, the Police Department and Information Services recommend that $125,000 come
from earmarked funds from the 2005 budget plus $90,000 in Information Services fund balance be
applied to this project as well.
T1 106-2
Reviewed by Council & Committees:
❑ Arts Commission COUNCIL COMMITTEES:
Reviewed by Departments & Divisions:
❑ Building ❑ M&O
❑ Airport ® Finance
❑ Cemetery ❑ Mayor
y
❑ Hearing Examiner ® Municipal Serv.
El Finance ❑ Parks
❑ Human Services 111 Planning & CD
El Fire ❑ Planning
❑ Park Board ❑Public Works
El ❑ Police
El Planning Comm. ❑ Other
❑ Public Works El Human Resources
❑ Information Services
Action:
Committee Approval: ❑Yes [--]No
Council Approval: ❑Yes []No Call for Public Hearing
Referred to Until
Tabled Until
Councilmember: Cerino Staff: Rem her
Nleetin Date: November t , 2006 Item Number: VIII.B.7
AUBURN *MORE THAN YOU IMAGINED
CITY OF
~- WASHINGTON
Interoffice Memorandum
Information Services
To: Mayor Lewis and City Councilmembers
From: Lorne Rempher~
Jim Kelly
Date: October 30, 2006
Re: Recommendation on Public Safety in -car digital video project
Attached is our recommendation on the public safety in -car digital video project. Since year end is nearing and we would like
to put these cameras into service prior to the end of the budget year, we are asking that you consider this for discussion on
November a and would request, if there are no concerns, that the item also be forwarded to full council by the Municipal
Services Committee for consideration at that meeting.
Page 1 of 1
AUBURN41 MORE THAN YOU IMAGINED
• MII
19 m o w�
•
To: Municipal Services Committee
Finance Committee
From: Lorrie Rempher
Jim Kelly
Date: November 6, 2006
Interoffice Memorandum
Information Services
Re: Recommendation on Public Safety in -car digital video project
Overview
In 2005, the City began researching a comprehensive in -car video recording and management system to replace the VHS
system that is currently in use. Due to many factors including the maturity of the systems available, that project was held until this
year.
An evaluation team with members of the Police Department, City Attorney's Office, Information Services and Fleet Maintenance
was formed and completed a business process review identifying minimum system requirements and documenting each
departments processes in the capture and use of in -car video. Documented requirements of the system included increased
citizen and officer safety; elimination of the current VHS tape system; providing greater ease of maintenance and data retrieval;
and providing video evidence in the event the City must enter into litigation. In addition, technical requirements for wireless upload
of the video from the patrol vehicle and online storage and retrieval were documented.
The team created a Request for Proposal which was sent to 15 vendors. They received and evaluated proposals from Coban
Research & Technologies, Integrian, L3 Communications, Northland Security Products and VisionHawk.
Coban was the only vendor with a comprehensive system that met the criteria set forth in the business process review. In
addition, the City of Seattle and the Washington State Patrol along with other agencies outside the state have successfully
implemented this system. The team visited Seattle Police Department and as a result of the review and site visit, recommends
implementing the Coban in -car digital video system in the Police Department and viewing software to select City Attorney's office
computers.
Summary of Costs
Coban In -car hardwaretsoftware
$158,725
Dell Server & Microsoft back office hardware/softwaretlicensing 26,558
Coban On-site installation & training 10,450
Tax $17,224
"$212,957
*Note: includes three years maintenance and warranty on software and equipment.
Recommendation and Request for Budget Authorization
The Police Department and Information Services recommend that the City enter into an agreement with Coban Research and
Technologies to implement a comprehensive in -car video system. After consultation with the Finance Director, we further
recommend that the $125,000 earmarked from the 2005 budget plus $90,000 in Information Services fund balance be authorized
to fund this project.
Page 1 of 1
AUBURN* MORE THAN YOU IMAGINED
RESOLUTION NO. 41 1 1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT
BETWEEN THE CITY OF AUBURN AND COBAN
RESEARCH AND TECHNOLOGIES FOR DIGITAL IN -CAR
VIDEO CAPTURE AND MANAGEMENT SERVICES
WHEREAS, the City of Auburn is engaged in various municipal functions
including police services; and
WHEREAS, the City desires to have a comprehensive in -car video
recording and management system to replace the VHS system that is currently
in use; and
WHEREAS, Coban Research and Technologies is qualified and able to
provide these services at a cost that is acceptable to the City; and
WHEREAS, it is in the public interest for the parties to enter into an
agreement with Coban Research and Technologies for an in -car video
recording and management system.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
KING COUNTY, WASHINGTON, HEREBY RESOLVES as follows:
Section 1. The Mayor of the City of Auburn and the Auburn City Clerk
are hereby authorized to execute an Agreement between the City of Auburn
and Coban Research and Technologies for an in -car video recording and
Resolution No. 4111
November 1, 2006
Page 1 of 2
management system which agreement shall be in substantial conformity with
the Agreement a copy of which is attached hereto, marked as Exhibit "A" and
incorporated herein by this reference.
Section 2. The Mayor is hereby authorized to implement such
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. This resolution shall be in full force and effect upon
passage and signatures hereon.
Dated and signed this day of , 2006.
CITY OF AUBURN
PETER B. LEWIS
MAYOR
ATTEST:
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
Daniel B. Heid, City Attorney
Resolution No. 4111
November 1, 2006
Page 2 of 2
EXHIBIT "A"
PURCHASE CONTRACT and Statement of Work -
Between
City of Auburn
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 Auburn (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 shall be freight prepaid, F.O.B. destination Auburn, WA. and shall be included in all pricing
offered unless otherwise clearly stated in writing
2. Warranty conditions
All supplies, equipment and services shall include manufacturer's minimum standard warranty and three
(3) year parts and labor warranty unless otherwise agreed to in writing. COBAN shall be an authorized
dealer, distributor or manufacturer for all products. 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 sha II begin when supplies or
equipment are delivered to and accepted by the Customer.
COBAN further warrants and represents to the CITY:
(a) it has full power and authority to enter into this Contract and to grant and provide to the CITY all the
rights set forth herein; and
(b) it is duly incorporated and subsisting and properly registered under the laws of the State of Texas
and authorized to do business in the State of Texas; and
(c) the execution of this Contract will not breach or interfere with any other agreement to which
COBAN has entered into; and
(d) it shall not enter into another agreement, the carrying out of which would interfere with the carrying
out of this Contract; and
(e) its services and work will be provided in a professional, good and workmanlike 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
(f) its services and work shall meet the CITY's standard work rules, security regulations or similar
requirements if COBAN is informed of same; and.
(g) 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
(h) all work performed under this Contract shall be free and clear of liens, claims, security interests or
encumbrances in favor of COBAN, its contractors, subcontractors, material suppliers, or other
persons or entities making a claim by reason of having provided labor, materials and equipment
relating to this Contract; and COBAN agrees to defend, indemnify and hold haHlese'CITY, at
COBAN's Supplier's sole cost and expense, from and against any and all actions, lawsuits, or
proceedings brought against the CITY as a result of liens filed against the work hereunder, the site
of any of such work, or any other property of the CITY or any third party, and agrees to pay any
judgment or lien resulting from any such actions, lawsuits, or proceedings (and such obligation to
defend, indemnify and hold harmless shall survive the expiration or termination of this Contract);
and
(i) there are no actual or threatened suits or claims pending that involve COBAN's right to grant any
rights hereunder, perform the services, or that would otherwise affect COBAN's performance under
this Contract; and
(j) 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. Customer support
COBAN shall provide timely and accurate technical advice and sales support to the CITY and
designated staff. COBAN shall respond to such requests within one (1) working day after receipt of the
request either by telephone or e-mail.
4. 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 Washington and as most recently
revised. Contracts for purchase will normally be put into effect by means of a purchase order(s) executed
by authorized agents of the CITY.
5. 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.
6. Disclosures
COBAN affirms that it has not given, offered to give, nor intends to give at any time hereafter any
economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a
public servant in connection with this Contract.
7. Ordering Procedures
Purchase orders are issued by the CITY to COBAN per order. Participating entities must send purchase
orders to COBAN, unless otherwise stipulated by COBAN. COBAN will review and forward orders to their
purchasing department within 2 working days. Confirmation of receipt of order may be requested by the
CITY.
8 Shipments
COBAN shall ship ordered products within 45 working days, (for initial deployment & from date of
receiving the signed contract and S.O.W.) and 10 business days for each P.O. submitted after the initial
order, 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.
9. Invoices
COBAN shall submit invoices, in duplicate, 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. COBAN shall not invoice for partial shipments unless agreed to in
writing in advance between COBAN and the CITY.
10. Payments
The compensation to be paid to COBAN by the CITY for all services will be as set forth on the
2
Price Quote & Statement of Work. Should additional work beyond the scope of the services diWIed
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 have no obligation to make any payment due hereunder until the thirty (30) days
following the receipt of COBAN's invoice, which invoice shall be sent to the CITY upon the
conclusion of the services unless otherwise stated in the "PROJECT QUOTE" & Statement of
Work. As outlined in Statement of Work schedule, attachment A. COBAN and the CITY shall
agree that all services have been completed. Invoices shall be mailed to: 2 First St. SE, Auburn,
WA 98002. Any such invoice shall include true and correct copies of any and all receipts and
other documents and materials in support of the invoices, and any such additional documents or
materials as the CITY may request in connection with the invoice and/or the payment to COBAN.
COBAN shall maintain accurate records, which are the basis of charges for any fees, expenses, if
applicable, or other charges to the CITY.
In the event the CITY disputes any amount, whether related to fees or other charges on any
COBAN invoice, the CITY and COBAN agree to seek to resolve such dispute within ninety (90)
days after notification of the dispute to COBAN. COBAN agrees to provide full supporting
documentation concerning.any disputed amount or invoice to the CITY within thirty (30) days after
the CITY provides written notification to COBAN. So long as the CITY furnishes such written
notification to COBAN, the CITY shall have no obligation during the ninety (90) day period specified
above to pay any amount that the CITY reasonably disputes hereunder.
11. Pricing
COBAN and the CITY agree to the fee structure for the terms of this Contract detailed in the Price Quote
Attachment B. (include attachment in document) Pricing may be renegotiated on future purchases to
reflect price decreases or changes in unit / component pricing. Prices are valid for 90 days from date of
acceptance.
12. 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.
A. Special Terms and Conditions
1. Product and Service Offerings
This Contract is for in -car digital capture devices, consulting services, installation services, back-office
management software and hardware, and archiving hardware. All equipment supplied shall be by
national and international manufacturers, sold as new equipment (realizing that manufacturers recycle
many components). This contract is not for used or remanufactured machines, except those
remanufactured by the OEM (original equipment manufacturer). All equipment sold must have new serial
numbers.
2. Information Technology Consulting Services
COBAN shall provide the following information technology consulting services to the CITY: The ability to
analyze and document the current video capture needs of the CITY of Auburn Police Department, and
how to improve such processes through digital capture and management.
3. Network Services
COBAN shall provide the following network services to the CITY: the design, installation, and training on
the administration of the corresponding hardware and software mentioned in the Digital in car video
project quote for the storage of the digital in car video files.
4. Digital Capture Devices
COBAN shall provide the following to the CITY: Provide a range of products and services intended to
support the digital capture and storage of video and audio in a mobile police vehicle.
COBAN shall provide the following to the CITY: Provide a wide range of products and services intended
to support the installation of the proposed hardware in the car, as well as installation of the proposed
back-office hardware, software, and archiving devices at the CITY's police station located at 340 E Main
St Auburn, WA 98002 as outlined in Attachment A.
6. Back-office hardware, software, and archiving devices
COBAN shall provide the following to the CITY: provide a wide range of products intended to support the
needs of the CITY to store, manage and retrieve critical video data. This includes products and services
such as server configuration, management software, server attached DVD burner as outlined in
attachment A.
7. 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 of Auburn 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 by
COBAN. COBAN is not liable for software damage due to any outside factor, i.e. software virus, network
or power outages, etc., except to the extent that such software damage is caused directly or by COBAN
8. 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 fees. Delays occurring during the installation shall be IMMEDIATELY made known to
COBANs Project Manager for coordination and resolution. Delays incurred by the CITY on the behalf of
COBAN will be immediately made known 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.
9. MISCELLANEOUS:
A. If a third Party claims that any equipment, supplies, or other materials that COBAN provides under
this Contract infringes any intellectual property right (including, without limitation, patent, copyright,
trade secret and proprietary rights), COBAN will defend, indemnify, and hold harmless the CITY
against any such claim at COBAN's expense and pay all costs, damages, and attorney's fees that a
court finally awards, provided that the CITY:
1) Promptly notifies COBAN in writing of the claim and does not incur defense expenses without
prior notice to COBAN; and
2) Allows COBAN to control, and cooperates with COBAN in, the defense and any related
settlement negotiations.
If such a claim is made, or appears likely to be made; COBAN must provide to the CITY one of the
following alternatives at the CITY's election: (a) enable the CITY to continue to use the equipment,
supplies, or other materials which is the subject of the claim, (b) modify the equipment, supplies, or
other materials so as to make it non -infringing, (c) replace the equipment, supplies, or other
materials with a non -infringing product that is functionally equivalent to or superior to the
product to COBAN, with reimbursement to the CITY of the cost for the same.
The provisions of this subsection shall survive the termination or expiration of this Contract.
B. The CITY, by written notice, may terminate this Contract, in whole or in part. Upon receipt of the
termination notice, COBAN will stop work as specified in the notice in an orderly and expeditious
manner, place no further subcontracts or orders in connection with this Contract (except as
necessary to complete the continuing portion of the Contract, if any), terminate all subcontracts to
the extent they relate to terminated work and, with the approval of CITY, settle all outstanding
liabilities arising there under, deliver to CITY all equipment, materials, and products in progress,
and all applicable interests in and rights thereto), completed work and supplies produced or
acquired for the work terminated, and complete performance of any work not terminated. The CITY
will pay COBAN for all equipment, materials, and products delivered and accepted by the CITY and
for COBAN's services properly performed and provided through the effective date of termination.
C. COBAN has no authority or power to and shall not assign, transfer, delegate, subcontract or
otherwise convey any interest herein without the prior written consent of the CITY, and any such
assignment, transfer, delegation, subcontract or other conveyance without the CITY's prior written
consent shall be considered null and void and shall be cause for the CITY to immediately terminate
this Contract.
D. In the event of any suit or action under this Contract, venue for all causes of action shall be
instituted and maintained in the state of Washington. The CITY and COBAN agree that the laws of
the State of Washington 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 Washington (without reference
to its conflict of law provisions) to the governing, interpretation, validity and enforcement of this
Agreement.
E. 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.
F. Except as otherwise provided for herein, this Contract supersedes all previous agreements and
constitutes the entire understanding of the parties hereto. The CITY shall be entitled to no other
benefits than those specified herein. No changes, amendments or alterations shall be effective
unless in writing and signed by both parties. If any provision of this Contract is held by a court of
competent jurisdiction to be invalid, illegal, or unenforceable, the validity, legality, and enforceability
of the remaining provisions of this Contract will not be affected or impaired thereby.
G. If any term, covenant, condition or provision of this Contract is held by a court of competent
jurisdiction to be invalid, void or unenforceable, the remainder of the provisions hereof shall remain
in full force and effect and shall in no way be affected, impaired or invalidated thereby. All
obligations arising prior to the termination of this Contract allocating responsibility or liability of or
between the CITY and COBAN shall survive completion of the services hereunder and termination
of this Contract. The rights and remedies provided by this Contract are cumulative and the use of
any one right or remedy by either party shall not preclude or waive its right to use any or all other
remedies, and said rights and remedies are given in addition to any other rights the parties may
have by law statute, ordinance, or otherwise.
H. 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.
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 Clerks Office
25 W Main Street
Auburn, WA 98001
To COBAN at:
Coban Research and Technologies, Inc.
12503 Exchange Drive, Suite 536
Stafford, TX, 77477
Service of any such notice, demand or request shall be deemed complete on the day of actual
delivery, if sent by hand delivery, or if that day is not a business day, then on the next following
business day, or on the date of receipt of the registered mail, evidenced, by the proof of delivery
issued by the post office. Either party may at any time give notice in writing to the other of any
change of address of the party giving such notice or the address therein specified shall be deemed
to be the address of such party for the giving of notices hereunder.
K. Time is of the essence of this Contract.
L. All exhibits to this Contract referenced herein are incorporated herein and made a part hereof.
M. 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.
10. 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
Agency name
Address
City/State2ip
Telephone No.
Fax No.
E-mail address
Authorized signature
Date
Printed name
Position with Agency
City of Auburn
25 W Main St
Auburn, WA 98001
(253)931,3179
(253)876-1920
plewis@auburn
Peter B. Lewis
City Mayor
Accepted by Coban Research and Technologies
Authorized signature
Date
Printed name
Position with Coban
David Hinojosa
VP of Sales/ Marketing
Statement of Work
for
The City of Auburn Police Department In -Car Video Project
The following pages describe the products, services and support information pertaining to the purchase of Twenty -
Three <23> COBAN TOPCAM G2 Digital In -Car Video units and the DVMS hardware / software to be installed.
This document will breakdown the solution item by item with a description of the product or service contained in that
particular section.
Purpose of In -Car Video Prosect:
The purpose of this is to provide the CITY of AUBURN with a fully functioning digital in car video and extended
storage solution. COBAN will be providing Twenty-three (23) TopCam G2 units for use by the CITY of AUBURN
POLICE DEPARTMENT.
Project Schedule: Provided in Appendix B attached to this document
Description of Services:
COBAN will provide the CITY of AUBURN the following:
Delivery of Deliverables as specified and priced in attachment A
Installation of (2) TopCam Units
Configuration of Back Office Hardware and Software
Training: Installation, Officer, Administration, IT
Successful upload of data via wireless and upload station
The CITY of AUBURN POLICE DEPARTMENT 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 appropriate personnel on the operation of the TOPCAM G2 units as well as the back end storage
solution. Upon completion of said installation and training the CITY of AUBURN project manager 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.
Expectation:
The expectations set forth in this document and all attached documents, are to provide a documented "flow" of the
installation. The CITY of AUBURN POLICE DEPARTMENT 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 - G2 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.
Hardware and Software purchased:
Twenty- Three (23) COBAN TOPCAM G2 Digital In -Car Video System
The following components are included in the TOPCAM G2 purchase:
(1) 6.4" LCD Headliner Module
(1) CPU Module: 1.6GHz P -Mobile, 512 RAM, 30GB Internal HDD
(1) Power Supply
(1) 30 GB Mobile Hard Drives with USB 2.0 interface
(1) CCD Camera
(1) Wireless Microphone Receiver & Transmitter Package
(1) 12 ft. In -Car covert microphone
Ten (10) Spare Wireless Transmitter Package B
Five (5) 40G Removable HDD
Twenty-three (23) Digital Video Management System ( DVMS ) License
Two (2) USB Upload Cradle
One (1) Automated Robotic CD/DVD Burner (50 -disc capacity)
3 year warranty for equipment and DVD Burner
Upload Workstation Requirements
The City will be utilizing mainly a wireless upload for video, however as a backup will be utilizing a hard drive upload
on 2 workstations. The CITY OF AUBURN will be providing the upload stations for this solution. The following
hardware is required in these prior to installation:
• Windows XP professional / SP2
• 1 USB 2.0 port for upload cradle
• Pentium 4 processor and minimum of 256 MB ram
• Windows Media Player 9.0 <minimum>
• MPEG2 codec
• Active Ethernet connection
DVD Archivinq Workstation Requirements
The City will be archiving video from online storage to DVD. The following hardware is required in these prior to
installation:
• Windows XP professional / SP2
• Pentium 4 processor and minimum of 256 MB ram
• DVD r/RW ICD r/RW +/- multi-
• Windows XP professional / SP2
• Pentium 4 processor and minimum of 256 MB ram
• Minimum of 64 MB 3d Graphics card (preferably with dual monitor and TV out capability).
• DVD burning software (preferably Sonic MyDVD Deluxe 5.2)
• Windows Media Player 9.0 <minimum>
• MPEG2 codec
• Active Ethernet connection
Video Viewing Workstation Requirements
For review or training purposes, video may be viewed either from the online storage or DVD by Command staff and
above.
• Windows Media Player 9.0 <minimum>
• MPEG2 codec
• Active Ethernet connection (if video is stored online)
• DVMS software installed (no license required)
• DVD player (if viewing from DVD)
Back office Software / Hardware
The DVMS Server software will be installed on a server computer (Video Server) with MS Windows Server 2003.
The CITY of AUBURN will be responsible for providing the MS SQL Server 2005 to be installed on the CITY of
AUBURN's Video Server. CITY of AUBURN is responsible for obtaining enough CAL (Client Access Licenses).
SQL Server 2005 will be installed prior to installation.
DVMS Software Licenses & MPEG2 Codec.
These licenses provide the department with software upgrades, support, patches and certain future "add-on"
functions to be determined at a later date. COBAN will install required software applications for the DVMS solution
and configure and test all equipment that is to be utilized for this project. COBAN will request that the CITY of
AUBURN provide them with complete system specifications of workstation to be configured prior to installation.
The CITY of AUBURN project manager will assist COBAN technicians on various security and network issues
throughout the entire installation period, network administration and other network related tasks that may need to be
performed on the existing infrastructure.
uvMs server: i ne server Tor the uvmb application will De provided by the CITY of AUBURN
Configuration Detail Section will be added later. Configuration requirements for the server, SQL, and wireless
upload will be submitted by COBAN to the CITY at least 14 days in advance of installation
Patching and Updating:
The CITY of AUBURN should apply any patches deemed necessary. In the event that the Windows or SQL Server
patch/update affects COBAN Solution, COBAN will treat this situation as level three service issues.
In — Car Installation:
COBAN's (technicians will install and test two (2) TOPCAM G2 units and all appropriate components into One (1)
Ford Crown Vic patrol vehicle and One (1) Chevy Tahoe patrol vehicle; these initial vehicles will be used as training
vehicles for the CITY of AUBURN technicians. COBAN will wire the overhead light bar, speedometer, and siren to
be the recording "trigger", as well as the officers being able to manually trigger either from the HDD or wireless
microphone. 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.
COBAN shall install these two (2) units under the assumption that ALL scheduled vehicles have been thoroughly
assessed by the CITY of AUBURN and approved for said installation. Any failure or inconsistency noted during
installation and testing shall be reported immediately to COBAN for resolution. (an example of one of the most
commonly found failures during installations is 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.) A vehicle survey form
will be sent that will be returned to COBAN so that their technicians can assess the vehicles and equipment
installed currently.. COBAN will also test wireless upload as well as cradle upload for both units to verify all is in
working order
COBAN will request that the CITY of AUBURN POLICE DEPARTMENT provide COBAN with digital photos of each
vehicle interior and installation area PRIOR to the installation of the TOPCAM G2 units. These photos will assist
COBANs installation technicians in assessing the best way to mount the unit. These photos must be sent to
COBAN at least 14 days PRIOR to deployment date. COBAN will also request a total number of vehicle makes and
models that will be installed by AUBURN POLICE DEPARTMENT so that the correct installation components can
be shipped with each unit
Service and Support:
Service and support of the unit POST installation will be handled as follows (this is somewhat flexible depending on
departmental policy):
The officer(s) utilizing the systems will report all support requests/system issues to the CITY's IS Helpdesk. The
Helpdesk will then contact COBAN within 8 business 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. (The above is providing that the issue is of an emergency nature. Minor issues can be reported
by the department at their earliest convenience.)
The CITY's 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 shipping replacement parts to having the fleet technician
perform onsite repair to correct the problem. The CITY of AUBURN I.S. department will supply a login and
connection profile for access to CITY network via VPN. Access will be restricted to only the server and upload
workstation. Remote control for the server and workstation will be granted to COBAN support via VPN. COBAN will
not establish remote connections to the server or workstation without prior knowledge and approval of the CITY IS
department.
Levels of.Service:
Level 1 —Initial problem discovery and diagnostics. COBANs 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, COBANs support technician will
escalate the issue to a level 2 technicians for further research/troubleshooting within 8 hours.
9
component is required, COBANs technician will issue an RMA number and instruct the CITY's designated contact
person on how the process will work and when to expect said replacement component. Once replacement
component is received by the department, the designated contact person will contact COBANs Technical support
department for replacement instructions. Prior to issuing an RMA number for component, COBANs technical
support staff may request that the in car unit be "re-imaged" by the CITY's 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.
Initial response Time: 8 Business hours. Resolution times will very depending on nature of problem.
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 replacement RMA 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
Initial response Time: 4 Business hours. Resolution times will very depending on nature of problem.
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.) This issue will need to be addressed with the department
prior to another unit being shipped or technician being dispatched.
Any software loaded or devices integrated with / on the COBAN in -car unit POST installation will need to be tested
on a spare unit by the CITY of AUBURN prior to deploying to the rest of the units. COBAN is not responsible for
damages caused by or in conjunction to the installation of third party software/hardware. Upon the CITY of
AUBURN request COBAN can provide compatibility test or work with the CITY to try to resolve compatibility issues
for $ 150.00 / hour.
COBAN's Business Hours: 8:30 AM to 6 PM, Central Time
COBAN does not provide after hours or weekend support.
DVMS Installation and Setup:
The CITY of AUBURN has chosen to purchase the back end storage solution hardware/software from a vendor
other than COBAN. COBAN has reviewed the specifications of the Server, RAID and LTO tape device and
approves them. The CITY of AUBURN will install and configure the Server and RAID according to the written
instructions provided by COBAN within 30 days of installation. The CITY of AUBURN will also verify that ANY
existing workstation that is to be used as a DVMS upload workstation/Client meets or exceeds the recommended
specifications provided in this document.
COBANs will provide 1 field engineer < up to 8 hours per day > to install DVMS application on the server and TWO
(2) upload workstations They will test connectivity and operability from workstation, server and RAID array in the
agreed upon location for the department. COBANs technicians will also test the automated DVD burner with the
solution as well. An authorized member of the CITY's I.S. department MUST be on hand for this installation if the
DVMS storage devices are to be added to the departments existing network.
Training:
COBAN will provide two (2) days < up to 8 hours per day, up to 8 department personnel> of user training. This
training will include training the "trainers" on the operation of the TopCam - G2 unit as well as training the
appropriate personnel on uploading, storing, retrieving and exporting test video's recorded by the officers on the
day of training. If time permits, the "trainers" have the option of driving the vehicle while a COBAN representative
accompanies them, assisting them with any operational issues that they may have.
See the attachment A with the training schedule and topics.
COBAN will provide one (1) days < up to 8 hours per day, up to 3 fleet installers > of TopCam installation training.
Estimated start and complete dates:
The following are assumptions made by COBAN of the CITY of Auburn.
1. 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.
10
appropriate personnel available on scheduled training day may result in additional fees. 10 User manuals will be
provided with all equipment for the departments distribute and review. 3. 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.
4. If the agreed upon date for installation cannot be met; the CITY of Auburn agrees to notify COBAN 14 days prior
to scheduled installation date.
5. An authorization signature of main department contact after installation and training is completed will be
required.
6. Digital photographs detailing the interior, behind the seat, 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
Auburn Police Department.
7. The CITY of Auburn 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's 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 in conjunction with the in car video
project will be performed by the manufacturers representative from which they purchased the devices from.
8. With the assistance of COBAN technical staff, the CITY of Auburn I.S. 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 AUBURN I.S. department
maintain a "remote" connection to the server for the remote support of the server by COBANs software engineers.
This connection need not be a "constant or always live" type, but, one that is able to be established easily as
needed. Coban shall provide, 14 days prior to installation date, security requirements for wireless upload.
Project Change Control:
A Project Change Request (PCR) will be the vehicle for communicating change. The PCR must describe the
change; the rationale for the change and the effect the change will have on the project. Both parties must review the
proposed changes to determine the impact of such changes on the project schedule and project costs. Supplier will
determine the effect that the implementation of the PCR will have on price, schedule and other items and conditions
of the Agreement if any, and notify Buyer. Upon Agreement of the PCR, Supplier/Buyer will provide a written
Change Authorization and/or Project Change Request (PCR) that must be signed by both parties to document the
change; a signed PCR will be considered as an addendum to this Statement of Work. Commitment and
authorization to implement a change affecting price or hours will be committed via a Purchase Order alteration or a
separate Purchase Order.
Communication:
All communications between the parties will be carried out through the following designated coordinators. All
notices required in writing under this Agreement will be made to the appropriate contact listed below at the following
addresses and will be effective upon actual receipt. Notices may be transmitted electronically, by registered or
certified mail, or courier. All notices, with the exception of legal notices, may also be provided by facsimile.
Coban Communication List
Name
Specialized In
Phone
E-mail
Pete Lin
Account Manager
281-277-8288 x 136
petel@cobantech.com
David Hino'osa
Sales/Marketing VP
281-277-8288 x 130
davidh@cobantech.com
Cindy Chang
Project Manager
281-277-8288 x 160
cindyc@cobantech.com
Allan Chen
Software VP
281-277-8288 x 110
allanc@cobantech.com
Main Support Line
Hardware Tech Support
281-277-8288 x 3
hwsupport
cobantech.com
Main Support Line
Software Tech Support
281-277-8288 x 3
swsupport@cobantech.com
Commun
Name
Specialized In
Phone
E-mail
Kathy Price
Main IS Contact
253-288-3179
k rice auburnwa. ov
Colin Schmalz
IS technical Services
Manager
253-804-5021
cschmalz@aubumwa.gov
Lorrie Rem her
IS Director
253-288-3160
Irem her auburnwa. ov
Wayne Knapp
Ci Fleet Manager
253-288-3137
wkna auburnwa. ov
William Pierson
Patrol Commander
253-876-1996
w ierson auburnwa. ov
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.
2. In the event of any suit or action under this Contract, venue for all causes of action shall be instituted and
maintained in King County, Washington. The CITY and COBAN agree that the laws of the State of Washington
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 Washington (without reference to its conflict of law provisions) to the governing,
interpretation, validity and enforcement of this Agreement.
State of Washington will be venue and controlling authority
3. 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.
4. 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.
5. Time is of the essence of this Contract.
6. 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.
Agency name
City of Auburn
Address
25 W Main Street
City/State/Zip
Auburn, WA 98001
Telephone No.
(253) 9314033
Fax No.
E-mail address
Authorized signature
Date
Printed name
Peter B Lewis
Position with Agency
City Mayor
Accepted by Coban Research and Technologies
Authorized signature
Date
Printed name
David Hinojosa
Position with Coban
VP of Sales/ Marketing
12
Limited Warranty Statements
Coban Digital In -Car Video System
The warranty applies within the fifty (50) United States and all States or Territory of Australia.
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.
If the affected product is being purchased pursuant to a written Agreement signed by Coban, the warranty
contained in that written Agreement will apply. Otherwise, the following warranty applies.
I. WHAT THIS WARRANTY COVERS AND FOR HOW LONG:
Coban Research and Technologies, Inc. ("COBAN") warrants the Coban Manufactured VMDT, VMDT-PV/12, MDT,
MDT -PV and TOPCAM G-I/G-11 System ("PRODUCT"), against defects in material and workmanship under normal
use and service for a period of three (3) years 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
purchaser 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 purchaser, 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.
II. GENERAL PROVISIONS:
This warranty sets forth the extent of COBAN'S responsibilities regarding the PRODUCT. Repair, replacement, or
refund of the purchase 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 PURCHASE 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.
Ill. HOW TO GET WARRANTY SERVICE:
Purchaser must notify a Coban Authorized Service Center or Coban's Customer Service Department at 281-277-8288
within the applicable warranty period for information regarding warranty service. If COBAN determines that all or part
13
will
be issued. Please follow Coban's instructions (specified in existing contract or Statement of Work agreed upon
between Coban and the Purchaser) and return the PRODUCT freight paid to Coban or its Authorized Service Center
with the RMA number.
Proof of purchase in the form 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 are required and you wish to receive the most
expedient service available, you will be required to provide COBAN with a credit card authorization to bill your credit
card in the event that you 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 days.
FAILURE TO FOLLOW THE ABOVE INSTRUCTIONS MAY RESULT IN DELAYS, AND MAY CAUSE THE
PURCHASER TO INCUR ADDITIONAL CHARGES, OR MAY VOID YOUR WARRANTY.
It is the Purchaser's responsibility to backup the contents of your hard drive, 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 Purchaser 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 PURCHASER for data recovery purposes. Coban assumes no liability or
responsibility in developing a disaster recovery policy for the Purchaser. The PURCHASER will perform any
and ALL data reconstruction, unless specifically stated in the initial contract between Coban and the Purchaser.
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 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.
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. YOUR PRODUCT WILL BE RETURNED TO YOU CONFIGURED AS ORIGINALLY
PURCHASED (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.
IV WHAT THIS WARRANTY DOES NOT COVER:
• Defects or damage resulting from use of the PRODUCT in other than its normal and customary manner.
• Defects or damage from misuse, accident, water, or neglect.
• Defects or damage from improper testing, operation, maintenance, installation alteration, modification, or
adjustment.
• Damage due to tampering with internal components
• Breakage or damage to antennas unless caused directly by defects in material workmanship.
• 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 affects performance of
the PRODUCT.
• PRODUCT that has had the serial number removed or made illegible.
• Batteries
• Freight costs to the repair depot.
• 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.
• Normal and customary wear and tear
• Damage due to connection to improper voltage supply
• Non-COBAN supplied equipment
14
.i
In the case that this PRODUCT is sold in the United States, the laws of the State of Washington govern this warranty.
V. TRADEMARKS
VMDT, 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 logos are registered trademark of Sony Corporation.
Intel, Pentium and Celeron are registered trademarks of Intel Corporation.
CompactFlash 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
15
Software Coayriahts
The COBAN PRODUCT described in this instruction manual may include copyrighted Coban PRODUCT programs stored
in semiconductor memory and other media. Laws in the United States and other countries preserve certain exclusive
rights for COBAN copyrighted PRODUCT programs, including the exclusive right to copy or reproduce the copyrighted
PRODUCT program in any form. Accordingly, any copyrighted COBAN PRODUCT 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 purchase of COBAN PRODUCT 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 (EULA) For Coban Software
This End -User License Agreement ("LICENSE") is a legal agreement between the Purchaser and Coban Research
and Technologies, Inc. ("COBAN"), the manufacturer of the VMDT, VMDT-PV, MDT, MDT -PV and TOPCAM
Systems ("PRODUCT"). All COBAN software, including Coban Mobile Start Software ("MOBILE START") and third
party software not otherwise licensed by a specific end user license agreement included with your PRODUCT,
downloaded from COBAN websites or provided by COBAN as updates / 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 updates /
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. You may use the COBAN SOFTWARE
only in connection with the use of PRODUCT. By installing, copying, downloading or otherwise using the COBAN
SOFTWARE, you agree to be bound by the terms of this LICENSE. If Purchaser does not agree to the terms of
this LICENSE, the Purchaser 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.
Coban Software 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.
Grant of License
This LICENSE grants you the following rights:
• Software. You may install and use one copy of the COBAN SOFTWARE on the PRODUCT
• Storage/Network Use. Purchaser may install the DVMS client software on their existing internal local area
network. The Purchaser 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 Purchaser's Information
Technology Department. Coban will not be responsible to install said software on the Purchasers local area
network, unless specifically contracted to do so. Instructions shall be provided to the Purchaser to accomplish
this task.
• Back-up Copy. A back-up copy of the COBAN SOFTWARE is included with the PRODUCT. You may use
the back-up copy solely for archival purpose.
Description of Other Rights and Limitations
• Limitation on Reverse Engineering. De -compilation and Disassembly. You 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. You 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 Purchaser
fails to comply with the terms and conditions of this LICENSE. In such event, the Purchaser must destroy all
copies of the COBAN SOFTWARE and all of its component parts.
16
Prohibition on Export
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, PURCHASER 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, Washington 77477.
17
Safety Information I
Failure to properly set up, operate, and care 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 VMDT, VMDT-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 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 VMDT, VMDT-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 VMDT, VMDT-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 Coban
System.
Do Not Take the Coban Digital In -Car Video System Apart
Do not attempt to service, repair or tamper with the Coban VMDT, VMDT-PV/12, MDT, MDT -PV and TOPCAM G-
I/G-11 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 VMDT, VMDT-PV/12, MDT, MDT -PV and TOPCAM G-I/G-11 Systems when the
System is connected to power whether it is turned on or off. To eliminate all voltage to the Coban VMDT, VMDT-
PV/12, MDT, MDT -PV and TOPCAM G-I/G-II 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 VMDT, VMDT-PV/12, MDT, MDT -PV and TOPCAM G -UG -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
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discontinue use of the system immed
Service Department.
Do Not Expose the Coban VMDT, VMDT-PV/12, MDT, MDT -PV and TOPCAM G -VG -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 VMDT, VMDT-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 VMDT, VMDT-PV/12, MDT, MDT -PV and TOPCAM G-
I/G-1111 Owner's Manual
Only Use Attachments / Peripherals Specified and Authorized by the Coban Research and Technologies, Inc.
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Attachment A to Coban SOW
Schedule of event for installation. All will occur within a one-week period (M -F).
The Top -Cam installer will be here for one day, doing the installation and training of the top cam
units.
The DVMS installer will be here for four days, setting up DVMS software, DVD burner, upload
workstations and officer and back office training.
Day 1 TopCam Installation Training
(Coban will dispatch one installer for 1 day)
Deliverable:
Installation Manuals (2)
Installation Training
Two Complete TopCam Install
Summary.
Coban's ❑ technicians will install and test two (2) TOPCAM G20 units (and all appropriate
components) into two (2) Ford Crown Vic patrol vehicles and. These two vehicles will be used as
training vehicles for AUBURN's technicians. Coban will wire the overhead lightbar, speedometer,
and siren to be the recording "triggers", as well as manually from the HDD and the mic. Each
trigger will be tested. Upon completion of installation of the in car units Coban's technicians will
systematically test each unit in a step by step process to ensure that ALL functions are fully
operable. This session will be attended by representatives from M&O.
Coban shall install these two (2) units under the assumption that ALL scheduled vehicles have
been thoroughly assessed by AUBURN and approved for said installation. Any failure or
inconsistency noted during installation and testing shall be reported immediately to Coban for
resolution. (an example of one of the most commonly found failures during installations is 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.) A vehicle survey form will be sent that will be
returned to Coban so that their technicians can assess the vehicles and equipment installed
currently.
Days 1 and 2 DVMS Setup
(Coban will dispatch 1 Field Engineer for 1 day)
Deliverable:
DVMS Administrator Manual
DVMS User Manual (10 hard copies and 1 soft)
DVMS Setup and Configuration for Server
DVMS Client Setup and Configuration for Workstation
DVMS archival setup
Summary:
The DVMS Server software will be installed on a server (provided by AUBURN) with MS
Windows Server 2003. The CITY of AUBURN POLICE DEPARTMENT will be responsible for
providing the MS SQL Server 2005 to be installed on the Video Server. CITY of AUBURN is
responsible for obtaining enough CAL (Client Access Licenses).
The RAID array will be responsible for storing the uploaded video files recorded by the officers in
the field. This RAID array will be controlled directly by the DVMS Server. A total of 3.6 terabyte
(unformatted capacity) of storage capacity is in this RAID / Server array. Videos will be archived
to DVD (through AutoDVD Solution) within 90 days after they are uploaded to the RAID storage.
After 90 days, if space requires, video will be deleted. No video will be stored longer than 3 years
1 day online.
AUBURN will verify that ANY existing workstatign that is to be used as a DVMS upload
workstation/Client meets or exceeds the recommended specifications provided in the SOW.
Coban Field Engineer will install the DVMS application on the server and two (2) upload
workstations. They will test connectivity and operability from workstation, server, and RAID array
in the agreed upon location for the department. Uploads from HDD via wireless and workstation
will be tested. Coban technicians will test the automated DVD burner with the solution as well. An
authorized member of the AUBURN IS DEPARTMENT MUST be on hand for this installation
when the DVD burner is added to the departments existing video server.
Coban field engineer will assist in writing procedures for recovering a HDD from an generic
imaged HDD.
Coban field engineer will create a DVD inventory report.
Day 3 Back Office Tralnina
(Coban will dispatch 1 Trainer for 1 day)
Deliverable:
DVMS User Manuals
Summary: Topics covered in this session are DVMS Software system flow, DVMS system
Operation and management, Login, check-in/check-out procedures, upload video & data, retrieve
retain & archive video & data, Export video & data to DVD, user account management, system
management, server operaion & management, DVMS maintenance, server maintenance, create
and setup station database. This session will be attended by representatives of IS.
Day 4 Officer Training
(Coban will dispatch 1 Trainer for 1 day)
Deliverable:
TopCam Hardware Manual (2)
Mobile Recorder Manual (2)
Summary: the following topics will be covered during the course of the training: In -class VMDT
Operation Demonstration, Hardware Overview, Recording Functions, Wireless Mic Operations,
In -Car Play Back, Data Entry, Video Transfer, System Shutdown Procedures, In -Vehicle
Demonstration, Check-in/Check-out procedures, Upload video & Data wirelessly, and upload
video and data using the upload workstation. This will be attended by the officers who will be
training other officers.
The afternoon session will cover the following topics: Retrieve, Retain, and Archive Video &
Data, Export Video & data to DVD. This session will be attended by the Evidence technicians, a
representative from Court, and a representative from Legal.
A9btoltst9nl e
TOTAL 9 /69,17599
Dhdsimer: Thio pia Vu.W N ra9d edey for me eney idWM.d Frites and product ausYabilily are au*d to chaps one, the ezPraeoe of the period tet (oft above. The quotation is confidental &Wmy not be
shared with any third party. Ta is ria inducted.
Coban Pricing
Dab: 9132099
Coban Reaaech and Tsdnolodoklne.
17603 EudwW Dr..9M. 636
MWOFA Tar 77677
CustomK Ciy of Ao— poses D -we" nt CM)
Adbw: 25 V" Mohr 9brt
Cly. 6411, DF Auburn. NN 96001
Famxmoi 201.%1266
a..201.277.0266
Pham: 1253OW3179
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TOTAL 9 /69,17599
Dhdsimer: Thio pia Vu.W N ra9d edey for me eney idWM.d Frites and product ausYabilily are au*d to chaps one, the ezPraeoe of the period tet (oft above. The quotation is confidental &Wmy not be
shared with any third party. Ta is ria inducted.