Loading...
HomeMy WebLinkAbout4111 RESOLUTION NO.4 1 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 J\ov ~m b-et(' ,2006. ~~.~ " <...~ PETER B. LEWIS MAYOR ATTEST: !Ja0-.IP(\ ;) . 'bti.~ ~. ~~~ Danielle E. Daskam, City Clerk 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 ". .! ? 9 ., ... This Purchase Contract ("Contract") is made and entered into by and between Coban Research and Technologies, Inc., (hereinafter referred to as "CaBAN") 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. CaBAN shall be an authorized dealer, distributor or manufacturer for all products. All equipment proposed shall be new unless clearly stated herein in writing. CaBAN shall assign to the CITY all benefits of any manufacturer's warranty or any other guarantee which may apply to the same; such warranties sha II begin when supplies or equipment are delivered to and accepted by the Customer. CaBAN 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 CaBAN 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 L_________ relating to this Contract; and CaBAN agrees to defend, indemnify and hold harmlesslne"CITY, at CaBAN'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 CaBAN's right to grant any rights hereunder, perform the services, or that would otherwise affect CaBAN's performance under this Contract; and U) 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 CaBAN shall provide timely and accurate technical advice and sales support to the CITY and designated staff. CaBAN 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 CaBAN and the CITY shall strictly adhere to the statutes that are set forth in the Uniform Commercial Code as adopted by the State of 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 CaBAN with the appropriate documentation prior to or in conjunction with initial purchase. 6. Disclosures CaBAN 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 CaBAN per order. Participating entities must send purchase orders to CaBAN, unless otherwise stipulated by CaBAN. CaBAN 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 CaBAN 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, CaBAN shall notify the CITY as to why the product has not or cannot be shipped and shall provide an estimated shipping date, if applicable. The participant may cancel the order if estimated shipping time is not acceptable. - 9. Invoices CaBAN 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. CaBAN shall not invoice for partial shipments unless agreed to in writing in advance between CaBAN and the CITY. 10. Payments The compensation to be paid to CaBAN 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 seiVfceis'"delailed herein by CaBAN 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 CaBAN'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. CaBAN and the CITY shall agree that all services have been completed. Invoices shall bemailedto:2FirstSt.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 CaBAN. . CaBAN shall maintain aC,curate 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 CaBAN invoice, the CITY and CaBAN agree to seek to resolve such dispute within ninety (90) days after notification of the dispute to CaBAN. CaBAN 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 CaBAN. 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 CaBAN 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. CaBAN 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 CaBAN 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 CaBAN 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 CaBAN 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. 3 5. Installation Services CaBAN 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 CaBAN 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. CaBAN assumes no responsibility for the protection of the CITY of Auburn data. CaBAN is not liable for damage to software or data caused by service to the computer hardware equipment, except to the extent that such damage is caused directly by CaBAN. CaBAN is not liable for software damage due to any outside factor, Le. software virus, network or power outages, etc., except to the extent that such software damage is caused directly or by CaBAN 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 I software failure, etc.), that are not made known to CaBAN prior to the commencement of the installation of the in car units may result in additional installation I training fees. Delays occurring during the installation shall be IMMEDIA TEL Y 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 CaBAN 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 CaBAN provides under this Contract infringes any intellectual property right (including, without limitation, patent, copyright, trade secret and proprietary rights), CaBAN will defend, indemnify, and hold harmless the CITY against any such claim at CaBAN's expense and pay all costs, damages, and attorney's fees that a court finally awards, provided that the CITY: 1) Promptly notifies CaBAN in writing of the claim and does not incur defense expenses without prior notice to CaBAN; and 2) Allows CaBAN to control, and cooperates with CaBAN in, the defense and any related settlement negotiations. If such a claim is made, or appears likely to be made; CaBAN 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 4 equipment, supplies, or other materials, or (d) terminate this Contract and ret"urii'll1e"Tnfringing product to CaBAN, 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, CaBAN 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 CaBAN for all equipment, materials, and products delivered and accepted by the CITY and for CaBAN'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 CaBAN 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. CaBAN shall comply with required by all laws, ordinances, rules and regulations and lawful orders and all other requirements of public authorities bearing on its performance of and under this Contract. 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 CaBAN 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 anyone 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. CaBAN shall, during the entire term of the Contract, be construed to be an independent contractor and nothing in this Contract is intended nor shall be construed to create an employer-employee relationship, a joint venture relationship, a joint enterprise relationship, or any other relationship other than that of vendor and purchaser. I. 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: 5 To the CITY at: City Clerks Office 25 W Main Street Auburn, WA 98001 To CaBAN at: Coban Research and Technologies, Inc. 12503 Exchange Drive, Suite 536 Stafford, TX, 77477 J. 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 th is 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/StatelZip 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 ~ -=- - '( ~-f - i006 Peter B. Lewis City Mayor ~ 6 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> CaBAN TOPCAM G2 Digitalin-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 Proiect: The purpose of this is to provide the CITY of AUBURN with a fully functioning digital in car video and extended storage solution. CaBAN 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: CaBAN 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. CaBAN 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. CaBAN 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 th~ 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) CaBAN TOPCAM G2 Digitalin-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. I n-Car covert microphone Ten (10) Spare Wireless Transmitter Package B Five (5) 40G Removable HDD Twenty-three (23) Digital Video Management System ( DVMS ) License 7 Forty-three (43) MPEG 2 Codec 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 Archivina 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 /CD 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 Viewina 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 I 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. CaBAN will install required software applications for the DVMS solution and configure and test all equipment that is to be utilized for this project. CaBAN 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 CaBAN 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. 8 DVMS Server: The server for the DVMS application will be provided by the CITY of AUBURN Configuration Detail Section will be added later. Configuration requirements for the server, SOL, and wireless upload will be submitted by CaBAN to the CITY at least 14 days in advance of installation Patchina and Updatina: The CITY of AUBURN should apply any patches deemed necessary. In the event that the Windows or SOL Server patch/update affects CaBAN Solution, CaBAN 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. CaBAN 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 HOD 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 CaBAN 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 CaBAN so that their technicians can assess the vehicles and equipment installed currently.. CaBAN 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. CaBAN 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 CaBAN 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. CaBAN will contact the department with this request and schedule a time to troubleshoot the unit if the appropriate personnel are not available at that time. Upon completion of troubleshooting, CaBAN will assess the situation and determine the next course of action. (if the issue is not resolved.) Solutions to these issues will range from 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 CaBAN support via VPN. CaBAN 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 Level 2 - Typical Level 2 issues will require replacing a component (camera, receiver, etc.) If reprace'menr'" 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 CaBAN 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 CaBAN 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 CaBAN. CaBAN has reviewed the specifications of the Server, RAID and L TO tape device and approves them. The CITY of AUBURN will install and configure the Server and RAID according to the written instructions provided by CaBAN 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. Trainin~: 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 CaBAN 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 CaBAN of the CITY of Auburn. 1. The vehicle(s) scheduled for installation on the agreed upon date will be present and available to CaBAN technicians. Failure to have vehicles available during this time may result in additional fees. 10 2. All personnel to be trained on the scheduled date will be available for training purposes. Failure"fci"fiave" 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, CaBAN 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 CaBAN 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. CaBAN assumes no responsibility for the protection of The CITY's data. CaBAN is not liable for damage to software or data caused by service to the computer hardware equipment, except to the extent that such damage is caused directly or indirectly by GOBAN. 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 CaBAN 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. CaBAN shall not be held liable for any of the following and is not limited to: network breach, data interception or loss of data due to those types events, virus / Trojan infection, if and when a situation should occur. It is highly recommended that the CITY of 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. Proiect Chanae 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 Phone 281-277-8288 x 136 281-277-8288 x 130 281-277-8288 x 160 281-277-8288 x 110 ort 281-277-8288 x 3 ort 281-277-8288 x 3 11 Auburn Communication List Name Kath Price Colin Schmalz FORCE MAJEURE: Phone 253-288-3179 253-804-5021 253-288-3160 253-288-3137 253-876-1996 1. 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 CaBAN 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 Address City/StatelZip Telephone No. Fax No. E-mail address Authorized signature Date Printed name Position with Agency City of Auburn 25 W Main Street Auburn, WA 98001 (253) 931-3033 s--~ ---~ Peter B Lewis City Mayor Authorized signature Date Printed name Position with Coban 12 Limited Warranty Statements Coban Digitalln-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. ("CaBAN") warrants the Coban Manufactured VMDT, VMDT-PV/12, MDT, MDT-PV and TOPCAM G-IIG-II 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 CaBAN 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 CaBAN to the original end-user purchasing the PRODUCT for purposes of commercial, or industrial, or govemmental use only, and is not assignable or transferable to any other party. This is the complete warranty for the PRODUCT manufactured by CaBAN. COBAN assumes no obligations or liability for additions or modifications to this warranty unless made in writing and signed by an officer of CaBAN. Unless made in a separate written agreement between CaBAN and the original end-user purchaser, CaBAN 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 CaBAN, 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, CaBAN 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 CaBAN'S responsibilities regarding the PRODUCT. Repair, replacement, or refund of the purchase price, at CaBAN'S option, is an exclusive remedy. THE WARRANTY IS GIVEN IN LIEU OF ALL OTHER EXPRESS WARRANTIES. CaBAN 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 CaBAN 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. III. 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 CaBAN determines that all or part 13 of the PRODUCT requires retum for repair or replacemen~ a Retum Merchandise Authorization um r '(RMA#) 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 CaBAN 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 CaBAN'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 CaBAN 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, CaBAN 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 CaBAN prior to sending the PRODUCT to COBAN for service. CaBAN 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 I firmware in the PRODUCT, does not function in accordance with CaBAN, published specifications or with the FCC type acceptance labeling in effect for the PRODUCT at the time the PRODUCT was initially distributed from CaBAN. . 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-CaBAN supplied equipment 14 IV. GOVERNING LAW In the case that this PROOUCT is sold in the United States, the laws of the State of Washington govem this warranty. V. TRADEMARKS VMOT, TOPCAM, OVMS, 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 SanOisk logo are registered trademarks of SanOisk Corporation. GWO 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 Copvriahts 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 CaBAN copyrighted PRODUCT programs, including the exclusive right to copy or reproduce the copyrighted PRODUCT program in any form. Accordingly, any copyrighted CaBAN PRODUCT programs contained in the CaBAN PRODUCT described in this instruction manual may not be copied or reproduced in any manner without the express written permission of CaBAN. Furthermore, the purchase of CaBAN 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. ("CaBAN"), the manufacturer of the VMDT, VMDT-PV, MDT, MDT-PV and TOPCAM Systems ("PRODUCT"). All CaBAN softwafe, 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 CaBAN websites or provided by CaBAN as updates / upgrades, shall be referred to as CaBAN SOFTWARE. The CaBAN SOFTWARE includes PRODUCT software, the associated media, any printed materials, and any "on-line" or electronic documentation, as well as CaBAN 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 CaBAN SOFTWARE only in connection with the use of PRODUCT. By installing, copying, downloading or otherwise using the CaBAN 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 CaBAN 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 CaBAN 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 CaBAN 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 CaBAN 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 CaBAN 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 CaBAN SOFTWARE is licensed as a single product. Its component parts may not be separated for use on more than one PRODUCT. . Single PRODUCT. The CaBAN SOFTWARE is licensed with the PRODUCT as a single integrated product. The CaBAN SOFlWARE may only be used with the PRODUCT. . Rental. You may not rent or lease the CaBAN SOFTWARE. . Software Transfer. Software / Hardware / Licenses are NOT transferable. . Termination. Without prejudice to any other rights, CaBAN 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 CaBAN SOFTWARE and all of its component parts. 16 Prohibition on Export EXCEPT FOR EXPORT TO CANADA AND AUSTRALIA, THE CaBAN 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 CaBAN 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 Digitalin-Car Video System can also increase the risk of the system falling and possibly resulting in bodily harm. To reduce the risk of serious injury, death, or damage to the 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-IIG-II System in the area where you drive. Always give full attention to driving and to the road. * It is su~~ested that the overhead monitor on the Topcam@ unit be in the "stowed" position while drivin~. General Electrical Precautions As with many other electrical devices, f;3ilure 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 Digitalin Car Video System. Contact with energized parts inside the Coban VMDT, VMDT-PV/12, MDT, MDT-PV and TOPCAM G-IIG-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 Digitalln-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- IIG-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 VMDT, VMDT-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 VMDT, VMDT- PV/12, MDT, MDT-PV and TOPCAM G-I/G-II System, first turn off the Coban Digitalin-Car System, and then disconnect the power cable from the System. (This should be done either by an Authorized Service Technician or under the guidance of an Authorized Service Technician.) . Take precautions from dropping, inserting or spilling anything into the 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. 18 Keep the Coban VMDT, VMDT-PV/12, MDT, MDT-PV and TOPCAM G-IIG-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 ofC6ba"fi'Customer Service Department. Do Not Expose the Coban VMDT, VMDT-PVl12, MDT, MDT-PV and TOPCAM G-IIG-II System to Liquid or Moisture · Do not use this apparatus near water or expose it to rain, moisture, or dripping or splashing liquids. · Do not place objects filled with liquids, such as beverages on or near the Coban Digitalin-Car Video System. · Do not clean the Coban System with water, liquid cleaners, solvents, or aerosols. Prevent the Coban 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- UG-II Owner's Manual Only Use Attachments / Peripherals Specified and Authorized by the Coban Research and Technologies, Inc. 19 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. Dav 1 TopCam Installation Trainina (Coban will dispatch one installer for 1 day) Deliverable: Installation Manuals (2) Installation Training Two Complete TopCam Install Summary: Coban's 0 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 Iightbar, speedometer, and siren to be the recording "triggers", as well as manually from the HOD 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. Davs 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 I 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 workstatiqn 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 HOD 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 HOD from an generic imaged HOD. Coban field engineer will create a DVD inventory report. Dav 3 Back Office Trainina (Coban will dispatch 1 Trainer for 1 day) Deliverab/e: 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. Dav 4 Officer Trainina (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. . .. _men! B C.BAN ~I.~..."i;;.. f, '1t:'''iOlOG1II Caban Pricing 0*: 111312001 C_mer: City at AuIMm P_ ee_(WA) Addreu: 25 VYeIt Mlin Street City, StMe. Zlp: Auburn. WA 98001 PtIone: (253)288-3179 Fax: CobIn Research and Technologi",lnc. 1'2&1 3 e._ o..,SIa. 536 StIfrofd. T8X8I n477 Phone.281.277.8288 FIIX..281.m.8258 Tope... o.n n .1.4" Monitor System Sing" Camenl & Microphone CPU Mod....: UGHz P_, 512MB RAM. 3OGII_ HDO ......11,., Mod....: 8.4" LCD MonIkH PowM Supply Modufe 1.'- 30G MobIle HDO M_W1_XP.pRO Sony Digital CarneralX11A no fR GWD-9OO WIroIos. Mlcrophone"'_ A Wreleu Microphone Tranamitter Antennl 10, Wrer_ Mcrophone Wreh_ Microphone Lj..lon Battery 1400mA 'Mr... Merophone LeaItler Pouch 'Mr... Microptlonl Chargei' DC c. Charger Cabte Wre(ea Microphone Wall Charger Catlfe Wreleu Microphone Receiver Antenna for Wrll.. Microphone Receiv8f 12ft. In-Car Covert Microphone GonIlSy.....&~_Uconu '_10 DVMS___,_naI_, PKkIlge B (Transm"') ~.. Mictophone T~ ~ for KftMu Microphone ~SI MicropItone IJ-'on Battery 1.f(XtmA """"'$1 Mk;tophone l.Mther Pouch Hh/Ou _ Chorpor DC CM Cho<per Coble _u _ WIIChorporCoble SCMHD-113O 30GB RemoVllble HOD 1.750.00 WMPG2-<.C M....2Codec 43 1,075.00 (Per Uoe.-.e) BUPl~1 Mobile HDO Up-load stand 300.00 Automated OVO Burner BDVD-SO Autom8ted Robotic CDfDVD Back-up Solution 5.500.00 Fully CobM DVMS Integ,..... fast. Uomated robotic CDIDVD dupliclltion .tong with fuH~, CIOO dpi dlrect-to-diK: pnnting - all In OM compllCt, fa Includes Coben ow burning 1Oftware.1 ye. .,rMty LSET-D2 DVMS Set..up Fee (Indudes all expense) 2,500.00 stand Alone _ __ & _conIIg_ LTRAN.o1 In-ear InstaWion rr.&nlng . Include Trwef 1 Day Training (2 vehiQellnstallation) 1,500.00 Tope... 02. SecondfThr. V.. Extended W....,.ty ( Include DVMS Annuaf License Fee & standard 1s1 yr. M.llnctures 1,500.00 l TRAN.o2 an-Slte Officef T",",lnu -lnclucIrI Tr"'" 1 O-v Training LTRAN.o3 On.site_otIIc:oT_ 1 DIy Training l.soo.oo WARR.Q23 23 13.100.00 WARR.soVDSO AuIom8ted Robotic comvo Bck-up SolutIon . Second'Tht.. Year Extended WarrMIy 000.00 LSERV-G3 Project Management F"I Hr. 23 3.450.00 LSHlP.o1 Shipping per unil cosl ( Ground & Insurance)- TopCMn 23 1.150.00 TOTAl S 1.',17$.00 I Oisdaimer. ThiI price quotation iI vlllld solely for the entity identified. Prices and product l'llailability are sub;ect to ctl.nge after the expiration 0' the period aet forth above. The quotltion II confidenliel and may not be sha,edwith any third pertv. Tax is not induded.