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Home My WebLink About5.A.1. Support Agreement for Hardware and Software for Digital Dictation System ��.1. CITY OF SHAKOPEE A POLICE DEPARTMENT �;��r�� . r� . �,��.. Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Tammy Helgeson, Police Records Supervisor SUBJECT: Northland Business Systems Support Agreement for Hardware and Software for Police Digita( Dictation System DATE: December 6, 201�. INTRODUCTION: The Council is asked to approve the renewal of a support agreement with Northland Business Systems to provide service to the Shakopee Police Department's digital dictation system and equipment for the 2012 year at the cost of $3,750.77. BACKGROUND: The Police Department purchased the Winscribe digita! dictation system and related Olympus digital recorder equipment in November 2003. In October 2011, six additiona) Phillips digital recorders were purchased to replace the oldest Olympus 3000 digital recorders that were no longer compatible with the Winscribe digital' dictation system. The system is used to manage all police related audio recordings including statements and case narratives. The Winscribe system and Olympus/Phillips recording equipment was purchased from Northland Business Systems, an authorized vendor and service provider of Winscribe. A service agreement is necessary to assure prompt service and prompt software upgrades. Funds exist in the police department budget for this agreement. � VISIONING REI.ATIONSHIP: This action supports: Goal F- Housekeeping item. ALTERNATIVES: 1. Renew the support agreement for the 2012 year at the cost of $3,750.77. 2. Do not renew support agreement for the 2012 year. 3. Table and give staff further direction. RECOMMENDATION: Staff recommends alternative #1— renew the support agreement for the 2012 year at the cost of $3,750.77. ACTION REQUESTED: The City Council, if they concur, should by motion renew the Hardware and Software Support Agreement for the 2012 year with Northland Business Systems and authorize the appropriate city officials to sign the agreement at a cost not to exceed $3,750.77. NORTHLAND BUSINESS SYSTEMS HARDWARE AND SOFTWARE SUPPORT AGREEMENT Dated this 13th day of November 2011 BETWEEN Northland Business Systems AND Shakopee Police Dept. THE PARTIES AGREE: 1. IN consideration of payment by the Customer of the annual support fee as set out in Schedule One, Northland Business Systems agrees to provide corrective maintenance and support services in respect of systems supplied by Northland Business Systems as outlined in Schedule Two of this agreement, to the Customer for the location set out in Schedule Three of this agreement 2. ON receipt of a request for support during the hours of service as outlined in Schedule Four of this agreement, Northland Business Systems undertakes to respond to the problem via its remote help desk facility=and commence the appropriate corrective action, or where necessary, dispatch a service engineer to the location specified in this agreement at the earliest available opportunity. 3. THIS agreement does not cover: (i) Re-configuration (adds, moves and changes) of software for new services or facilities requested by the Customer; Such re-configuration will be chargeabls at the rates specified in Schedute Five. 4. SUBSEQUENT to receipt of notification from the Customer that the system is malfunctioning, Northland Business Systems Technicians shall during the hours of service outlined in Schedule Four of this agreement, make such repairs and adjustments and replace such parts of the equipment as may be necessary to restore the system to its normal operating condition. 6. CORRECTIVE maintenance and support requested outside the hours of service specified in Schedule Four, will be chargeable to the Customer at the rates for such services specified in Schedule Five. 7. SHOULD there be a requirement to restore the system and the system is not able to be restored from backup due to the failure of the customer to maintain adequate backup procedures the restore will be chargeable at the rates specified in Schedule 5. 8. Northland Business Svstems shall under no circumsfances be responsibfe or liabie for any incidental, indirect or consequential damages in connection with or arising out of this agreement or the services provided hereunder, or directly or indirectly arising from the Customers use of the software, neither shall Northland Business systems be liable for such consequences arising from failure to perform its obligations hereunder and delays for reasons beyond its control or for any causes in the nature of force majeure (see definitions). Furthermore, damage fo the system resulting from events in the nature of force majeure is not covered by this agreement. 9. THIS agreemenfi shall be for a term of one year from November 13th, 2011 and may thereafter be renewed annually on payment of a further annual maintenance fee, such fee to be of an amount notified by Northiand Business Systems to the Customer on renewai of this agreement. 10. THE Customer shall be responsible for the supervision, management and control of the use of the equipment and software including without limitation to the generality fihereof, ensuring proper machine configuration, program installation and operating methods, establishing adequate backup procedures, implementing sufficient procedures and check points to safisfy the Customers requirements for security and accuracy of input and output as well as restart and recovery in the event of a malfunction. 11. Northland Business Svstems reserves the right to at its own expense have sub- contractors perform the services agreed to be provided hereunder or any part of such services without in any way detracting from North(and Business System's primary obligation to supply the services specified in this agreement: Northland Business Systems shall inform the Customer of all sub-contractors used. 12. THE Customer will not allow any persons other than Northland Business Systems authorized personnel to make adjustments, repair or maintain the system hardware without written consent from Northland Business Systems. 13. ANY differences and/or disputes which may arise befinreen Northland Business Systems and the Customer in connection with this agreement shall be referred to Arbitration in accordance with the Arbitration Act 1908 or any amendment thereof being in force. 14. THIS agreement is not transferable or assignable by the Customer or Northland Business Systems except with the express written permission of the other party. DEFINITIONS Force Majeure includes acts of God, strikes, lockouts, riots, acts of war, epidemics, Governmental action after the date of this Agreement, fire, communication line failures, Power failures or surges, earthquakes or other disasters. Rest�ond shall be defined as: Northland Business Systems will acknowledge the fault as logged with the Northland Business Systems Helpdesk within four hours of a fault being logged. Critical faults (system down) will receive priority. Repair time is on a best efforts basis. Software services shall be defined as: fault investigation/resolution and general consultation. Corrective maintenance shall be defined as replacement or repair of any faulty hardware component. SCHEDULES Schedule One — Suaport Fees: $3750.77 Schedule Two - Description of Svstem: 1- WinScribe System 4.0 Server Software 8— Olympus DS3300 Digital Recorders 6- Philips 9610 Recorders 6- WinScribe Typist License 21- Exporter License Schedule Three - Location of qremises in which eauipment is situated: Shakopee Police Dept. 475 Gorman Street Shakopee, MN 55379 Schedule Four - Hours Of Service: 8.00am to S.00pm Monday to Friday except on Public Holidays. Schedule Five - Casual Support Charqes: (These prices are indicative only and subject to change without notice.) a. Durina Business Hours: Telephone support, software reconfiguration during business hours is chargeable in 30 minute increments at $160.00 per hour. A minimum charge of $80.00 applies. On-site support, software reconfiguration during business hours is chargeable in 30 minute increments at $160.00 per hour. A minimum charge of $160.00 applies. Travel, Accommodation and Expenses may apply. b. After Hours: Telephone support, software reconfiguration and consultation after hours is chargeable by the hour or part thereof at $350.00 per hour. A minimum charge of $350.00 applies. On-site support, software reconfiguration and consultation after hours are chargeable by the hour or part thereof at $350.00 per hour. A minimum charge of $350.00 applies. Travel, Accommodation and Expenses may apply. I, the undersigned, have read and accept the terms and conditions of the Hardware and Software Support Agreement presented in this document, Accepted By Shakopee Police Dept Signature: �--�--..--�-_� �-� Q � Title: � �-�. �r � �`�. � , �� e ��,.� � Date: ��\ �� Accepted By Northland Business Systems Signature: Title: � � Date: �d � . � CITY OF SHAKOPEE Mayor � ; . {,.. _ s .� � � City Administrator � � � City Clerk ��,,,��, � �� CONTRACT INVOICE --- ---- - - � - ' Invoice Number: IN31044 _._ �+�ice ,� vx�'�� r��rdir�� t�tt�tinrts Invoice Date: 10/21/2011 ��'�`i�l� �[�. � �� {��E� ButnsVTi��e, MN �`J��7 P:952-$9�-4?Ad �: 95� $9479�3 +�opnarorroFNBrEhlantt9us�a�s5ys�n� Bill To: City of Shakopee-Police Department Customer: City of Shakopee-Police Department 475 Gorman St 475 Gorman St Shakopee, MN 55379 Shakopee, MN 55379 `�„��,~ v , . " c' couni�°rfo��"�� x�. ��- �, � �� ,� . n . fip� ` � ,. ��Pa ent�.� §- ,;: � e- ate� -�Invoice� 0 1 � � , " xg� ..�� ,�;�_ .,�� CIfSHAPD Due on Receipt 30/Zi/2a11 $3,750.77 $3,750.77 � , � _� � �bn,n,.� Number� � � � ��'� F:� .� �� rNrm�;e�� , rt _t��-' ��,��p p �� itr o�n . ' >, -��.� � __��, � CN1125-03 Raoui 952-292-1210 11/13/2011 11/12/2012 $3,699.90 ,� � ��, � ��. �� . � �� . � . . . _ � �,�, �� Rema- ,.�� _ �. � .��. �.;.�,� Summary: Contract base rate charge for the 11/13J2011 to il/12/2012 billing period $3,699.90 * *Sum of equipment base charges $3,699.90 DetaiL• Eqwpment included under th�s contract � ;; ;; LOGMEIN/DIGITAL LOGMEIN Number S Number B ase Charge L oca t io n EQ5087 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Olympus Server License/Olympus D53300 Number Serial Number Base Charge Location R00482 100100832 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R00483 I00104577 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R00484 100104578 City of Shakopee-Police Department 475 Gorrnan St Shakopee, MN 55379 R00485 100104579 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R00486 10�510503 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R00487 100110782 Ciry of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R00488 100110783 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R05463 100117816 City of Shakopee-Police Department 475 6orman St Shakopee, MN 55379 Philips/Philips LFH9610 Page 1 of 4 ��,,�� CONTRACT INVOICE - - - ---- Invoice Number: IN31044 _v�� i�i��a re�arclir�g �c�Jirticari�___ Invoice Date: 10/Zi/2011 ��'�"�� R£�. � ��.��.r��l��:� Bumsville, �4+IN aS�7 P: 9'�2 8'9�4-4�{l4 F: 9��:-$94 794� +�c�e►��lVarthl�r�d�� Bill To: City of Shakopee-Police Department Customer: City of Shakopee-Police Department 475 Gorman St 475 Gorman St Shakopee, MN 55379 Shakopee, MN 55379 r��3� � ACCOUni�`No�`�`�? �� a entTe "�� Due Date � �`� � "��'t � � ��" P �Bala Due�� .,"x�r. �,^a.i. $� .�o, xYE�� " � . 9ai'-"-�'„o�.wd n..�S1�3's'...: . �t3 h.v�`'wJ�'i.�� ,a . .�'�'AG�+'l� ...' YE:i':.e �" CITSHAPD Due on Receipt 10/21/2011 $3,750.77 $3,750.77 Number Serial Nu Base C Location EQ5043 257211 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R010069 214717 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R10365 245537 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R10366 245538 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R10372 245541 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 R]0376 245535 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Winscribe/WinScribe 4.0 Server Software Number Seriai Number Base Charge Lo EQ5088 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Winscribe/Winscribe System Number Serial Number Base Charge Location WS0012 8Mg3KEfQkdmvCI{u City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Winscribe/ WS Number Serial Number Base Charge Location R0562� City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0098 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0967 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0970 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Page 2 of 4 , �r��,,,�,�� CONTRACT INVOICE ----- -- Invoice Number: IN3iO44 ____v�r�� vitiec� re��r�dirr� saJa,,itic�r�s _ Invoice Date: 10J21/2011 '��Q� �'�� `�. � ��11�,��1L1�� Bumsville, lV1N 553�7 P: �52-$9��42{I+� �: 9��-$94-?903 hc�nsror,oF N�rtl�fand �,*�ys� Bill To: City of Shakopee-Police Department Customer: City of Shakopee-Police Department 475 Gorman St 475 Gorman St Shakopee, MN 55379 Shakopee, MN 55379 g �' �A'..,? �"-� k E 's.l" SY�S' '��`�a" �s� � � D�r � � a s�`,F�" w2� £ nr,�s'K `� €t...e a;a�. � � � '��` 3 - � �`�, .: , �� ; �AaountNo xy .,�� Y ,:�`,� �Payme��Terms � , ��, ue:Date ��,�,� �.��>��InvoceTo'�1�� J ,`, ��,��Bal�anCeDue � ( x: ; CITSHAPD Due on Receipt 10/21/2011 $3,750.77 $3,750.77 WS0971 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0972 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0973 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0974 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0975 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0976 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0977 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0978 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 W i nscribe/ WS Numbe Serial Nu mber Base Charge Location EQ4868 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 EQ4871 City of Shakopee-Police Department 475 Gormart St Shakopee, MN 55379 EQ4872 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 EQ4873 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 EQ4874 City of Shakopee-Potice Department 475 Gorman St Shakopee, MN 55379 EQ4875 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Page 3 of 4 �r��„�,�� CONTRACT INVOICE - - - -- -- Invoice Number: IN31044 _... _ ... ___. _ vc�ie� & �i�'�c� � ��l�rtfc�r�� Invoice Date: 10/21/2011 ��a�� c�� . � �i��i �r�;�� E�umsville, M�I 5�337 P: 9�2 894-4�71r4 �: 9rs�'�+-8�4-fi903 +��r�+oF Northl��rt e��y,� Bill To: City of Shakopee-Police Department Customer: City of Shakopee-Police Department 475 Gorman St 475 Gorman St Shakopee, MN 55379 Shakopee, MN 55379 L*s � a � � s.5 z �'-"„�+-,.�r ._ .- F ✓� � 3� � W� r"�"'',�s9��6 �, ca,..sv vw ' � r y� .:�:�° ��-w� ��r� *�.. K�,,..,��.N'AC q_P��RI12flt�eliMSs t z , �n�;s4i��,. i �U@ r.� ;�� Ew_,Z��sIF�C@ e._ CITSHAPD Due on Receipt 10/21/2011 $3,750.77 $3,750.77 EQ4876 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 EQ4877 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 EQ4878 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Winscribe/ WS Num Seria N Base Charge Locat WS0891 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0895 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0965 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0966 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0968 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 WS0969 City of Shakopee-Police Department 475 Gorman St Shakopee, MN 55379 Invoice SubTotai $3,699.90 Tax: $5 Invoice Total $3,750.77 Balance Due: $3,750.77 1606 Cliff Rd. E Burnsville, MN 55337 952-894-4204 Page 4 of 4