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HomeMy WebLinkAboutbocc.con.amended.226.2014A��ITxiN Pitkin County COUNT'S Contract Cover Sheet Please complete the Contract Cover Sheet when the contract is completed and signed by Contractor and Pitkin County Project Manager. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments to Procurement (procurement help(cupitkincounty.com). Any contracts $50,000 and over will be routed for signatures to County Manager and Attorney's Office (if required) by Procurement & Contracts Manager. Contract Information Contract Number 226.2014A Project Name Maintenance of Revcord 48 Channel Mission Critical Recording System Contractor Grabar Voice and Data, Inc. Budget Line Item 119.35.00000.82480 Additional Budget Line Item(s) andspecial notes to Finance Click here to enter text. Contract Start Date 11/1/2015 Contract End Date 10/31/2016 Automatic Renewal Yes ❑ No If Construction: Retainage I Click here to enter text. ii tnts is a new contractor, please request they complete and submit to Finance a W-9 Form. Contact Information: Department Dispatch Project Manager Bruce Romero Project Manager Phone 315.2184 Provide a brief description of the contract: Maintenance Contract Value Summary: Contract Amount $29,571 This Change order/Amendment amount (if applicable) $ 5,727 New Contract Total $35,298 Procurement Method: None ® Informal El Formal ❑ Sole Source ❑ Emergency ❑ Contract Renewal ❑ Contract Type: Services/Maintenance ® Construction ❑ Goods, Equipment, Supplies ❑ Change Order/Amendment ❑ Other, please explain ❑ Click here to enter text. NOTE: CLERKS OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST. Contract # bocc.con.226.2014 Budget Line Item # 119.35.00000.82480 441-fTKI1VoU1vT'it C ,cN'z-D CONTRACT AMENDMENT Change Order Number: 226.2014A OWNER: Pitkin County Regional Dispatch Center 506 East Main Street, Dept. C Aspen, Colorado 81611 CONTRACTOR: Grabar Voice and Data, Inc. PO BOX 1762 Bismarck, N.D. 58502 Rev. 8.31.11 iaa/js The Provision of Maintenance of Revcord 48 Channel Mission Critical Recording System (the "Agreement") dated August 21, 2014 between the Board of County Commissioners of Pitkin County (the "County") and Grabar Voice and Data Inc. (the "Contractor"), is hereby amended as follows: Description of Change: • Extend contract duration to October 31, 2016 • Update annual maintenance fees for 2015-2016, fees shall be increased by $112.00. o New rate is:$5727.00 • Extend contract funds to cover 2015-2016 maintenance fees. Original Contract Price $ 29,571.00 Net Increase/Decrease in Contract Price (this change order) $ 5,727.00 *Total Adjusted Contract Price (including this change order) $ 35,298.00 In all other respects the Agreement is in full force and effect and remains unchanged by this Amendment. GRABAR VOXE, & DATA, INC. By: Authorized Signer) PITKIN COUNTY REGIONAL EMERGENCY DISPATCH CENTER Br-utzlitomero, Director Date: /"—.?-/—/ 5- % /Zl /,— Date: *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. Grabar PO Box 1762 Bismarck ND 58502 VOICE a. DATA A Nl C CE) fD 701.258.3528 ® 701.250.8850 088&239.1311 ©grabarvoke.com Guaranteed Maintenance Agreement Provided by: Grabar Voice & Data, Inc. PO Box 1762 Bismarck, ND 58502 For: Pitkin County Regional Dispatch Center 506 East Main Street, Dept. C Aspen, CO 81611 Primary Contact: Bruce Romero Product Description: Revcord Digital Voice Recording System Annual Rate: $5,727.00 *Annual Rate does not include applicable sales tax* GMA Dates: November 1, 2015 —October 31, 2016 Bronze Customized Contract Options: 11 Page Priority Definition *On Site Response Times are in effect following the determination that on site support is required. Repair parts are shipped overnight, unless otherwise pre -arranged. The arrival of the technician and the shipped parts will be coordinated to coincide Priority 1 - Critical Failure: In a 100% recording environment, any failure of equipment, NICE software or communications to the NICE products which results in loss of recording channels or data, or if allowed to persist will result in such recording loss. Priority 2 — Major Problem: Any problem resulting in loss of ability to retrieve calls or loss of replay functionality for two or more workstations. ® Priority 3 — Product Anomaly: Any problem affecting one or more workstations which does not result in a loss of recording or replay but nevertheless results in diminished Product response or performance, for example if an administrator loses the ability to add or delete users. • Priority 4 - System Inquiry: Planned Intervention Request for information 21Wage Phone Availability 8- 5*5 60 minutes 8- 5*5 120 minutes 8- 5*5 24 hours 8- 5*5 24 hours Call Back Response Time Phone Availability 24*7 24*7 24*7 24*7 Call Back Response Time 60 minutes 120 minutes 24 hours 24 hours Phone Availability 24*7 24*7 24*7 24*7 Support Coverage 8- 5*5 8- 5*5 8- 5*5 8- 5*5 Call Back Response Time 60 minutes 120 minutes 24 hours 24 hours On Site Response Times 6 hours 24 hours 48 hours 48 hours *On Site Response Times are in effect following the determination that on site support is required. Repair parts are shipped overnight, unless otherwise pre -arranged. The arrival of the technician and the shipped parts will be coordinated to coincide Priority 1 - Critical Failure: In a 100% recording environment, any failure of equipment, NICE software or communications to the NICE products which results in loss of recording channels or data, or if allowed to persist will result in such recording loss. Priority 2 — Major Problem: Any problem resulting in loss of ability to retrieve calls or loss of replay functionality for two or more workstations. ® Priority 3 — Product Anomaly: Any problem affecting one or more workstations which does not result in a loss of recording or replay but nevertheless results in diminished Product response or performance, for example if an administrator loses the ability to add or delete users. • Priority 4 - System Inquiry: Planned Intervention Request for information 21Wage BRONZE CONTRACT TERMS AND CONDITIONS Grabar Voice & Data, Inc. Contract Service - Telephone Support Only: 8:00 - 5:00 Monday through Friday Local time is used for all Service Agreements. After Hours, Weekend Hours and/or Holiday Hours are not covered on this contract. This applies to all types of service work whether it is through telephone and remote diagnostics. Remote Diagnostics: Grabar, Voice & Data, Inc. will use a pre -designated option for remote viewing of management council or server. Network Stipulations: Any network issues and/or improper procedures of facility personnel that results in service required by Grabar Voice & Data, Inc. will be billed to the facility at Grabar Voice & Data contract rates. Computer Viruses: Any computer or system under service contract with Grabar Voice and Data, Inc. that contracts a computer virus is not and will not be covered under the terms of the contract. Grabar Voice and Data, at the customer's request, clean any viruses at an hourly rate. Grabar will not warranty or guarantee any virus clean-up as computer viruses are always changing and sometimes are not repairable. Inspections: Inspections will be performed on an as needed basis deemed necessary by Grabar Voice and Data, Inc., to assure maximum performance and minimum down time. Due to changes in industry standards, customer actions, third party applications and other network issues, Grabar Voice and Data, Inc. may make recommendations for hardware/software changes or enhancements to the system. The cost of implementing these recommendations is not covered under this agreement. Grabar Voice and Data, Inc. reserve the right to increase the cost of this agreement or void some or all parts of this agreement in the event that non-compliance with these recommendations cause a significant increase in support from Grabar Voice & Data, Inc. Parts Replacement: Customer is responsible for the replacement of all parts. Reconditioning: When in Grabar Voice and Data's opinion a shop reconditioning is necessary because normal repair and parts replacement cannot maintain the equipment in satisfactory operating condition, or parts are no longer available, Grabar Voice and Data Inc. will submit a cost estimate of needed repairs or replacement items which will be in addition to contract charges. If the customer does not authorize such work, Grabar Voice and Data Inc. may terminate this agreement with respect to such equipment. Some system components that have reached industry obsolescence (cards, drives, servers, monitors etc.), and are therefore unobtainable by Grabar Voice and Data Inc. will not be covered by this agreement. Grabar Voice and Data Inc. will make every attempt to work with customer to aid in obtaining suitable replacements for obsolete parts, but costs for those parts will not be part of this agreement 3 1 P a g e Supplies: Customer use of consumable supplies that have not been approved by the equipment manufacturer or Grabar may cause this agreement to be null and void. Headsets and foot controls are considered to be consumable items and are not covered under this agreement. Key Operator Training: Grabar will provide initial and occasional KEY OPERATOR refresher training if under an all inclusive on site agreement as part of this contract. In exchange for this service, the KEY OPERATOR will be used from time to time to help diagnose software issues VIA telephone, in order to respond with a quick fix solution when possible. Exclusions: Service rendered under this agreement excludes the following: (a) any service or parts damaged by accident, neglect, misuse, alteration of the equipment, unfavorable environmental conditions, electric current fluctuation, work performed without permission or prior approval by anyone other than Grabar representative or any force of nature, (b) non-standard procedure, location change or system change performed without prior approval of a Grabar representative, (c) connection to or with equipment not approved by Grabar representative, (d) loss of software media or stored information on drive regardless of cause. Grabar shall not be liable for any accidents to or caused by the equipment or machine. CONTRACT LABOR RATES (FOR CUSTOMERS WITH A SERVICE AGREEMENT) Contract labor rates apply below when a service contract is in place. These rates are only applicable for services not covered under this agreement such as system installations, moves, designing templates, additional training or other services. Rates are applied in increments shown below. Description Business Hours (Mon — Fri, Sam — 5pm) After Hours (Mon — Thurs, 5pm-8am) Weekend (Fri - 5pm to Mon 8am) Holidays (Please verify at time of service call) Customer PO# Acceptance: Authorized Signature and Title Date: Rate Increment $180.00 per hour % Hour $270.00 per hour 1 Hour $360.00 per hour 1 Hour $360.00 per hour 1 Hour 41?age Grabar Voice and Data Support Request Procedure If your equipment is not under warranty or have an inactive maintenance contract, you may incur charges for telephone support. Preferred Method for Grabar Technical Support: Please email our hel desk(a) rrabarvoice.com Please email the following information: Account name Contact person's name and telephone number (other than voice mail) The problem you are having with equipment or service request 8:00 am to 5:00 pm Service Call Procedure 1. Call our office at 701-258-3528 or 888-239-1311 (toll free). You will be asked for the following information: Account name Contact person's name and telephone number (other than voice mail The problem you are having with equipment. 2. We will open a work order that will be assigned to a support technician. After -Hours Non -Emergency Service Call Procedure 1. Call our office at 701-258-3528 or 888-239-1311 (toll free). Leave the same information in the voice mailbox as requested under Step 1. Above. Someone will get back to you first thing in the morning on the next business day. After -Hours Emergency Service Call Procedure 1. Call our office at 701-258-3528 or 888-239-1311 (toll free). 2. You will get our after-hours greeting. Follow the prompts to leave an after-hours service request -- Include the following information in your voicemail: Account name Contact person's name and telephone number (other than voice mail) The problem you are having with equipment. 51 Page