HomeMy WebLinkAbout12/04/2007, C4 - APPROVE CONTRACT FOR THE REPLACEMENT OF POLICE AND FIRE DEPARTMENT MOBILE DATA COMPUTERS AND IN-CAR council M Dem
December 4,2007
Ac,En0A Report Item Numlxr C4
CITY OF SAN LU IS O B I S P O
FROM: Deborah Linden, Chief of Police
Prepared By: Ian Parkinson, Police Captain
SUBJECT: APPROVE CONTRACT FOR THE REPLACEMENT OF POLICE AND
FIRE DEPARTMENT MOBILE DATA COMPUTERS AND IN-CAR
VIDEO CAMERAS
CAO RECOMMENDATION
Approve an agreement with CDCE, Inc. in the amount of$533,461.84 for the purchase of thirty
Panasonic Mobile Data Computers and nineteen Panasonic In-Car Video Cameras and authorize
the mayor to execute the agreement.
DISCUSSION
For the past four years, the Police and Fire Departments have utilized Mobile Data Computers
(MDCs) in the police and fire vehicles to obtain and transmit data in the field. The Police
Department has also had in-car video cameras for approximately seven years. As part of the
adopted 2007-09 budget, Council approved the replacement of the MDCs and in-car videos
because the existing units are no longer reliable and have been routinely failing.
Until very recently, MDCs and in-car video cameras were sold and operated as separate systems.
There are now systems available that integrate the MDCs and video cameras, which increases
efficiency and data sharing, and makes better use of the limited space in the patrol cars.
Since the adoption of the budget, staff from the Police and Finance/IT departments has identified
three vendors that provide integrated MDC/in-car video systems. Two of these vendors have
just started marketing their systems and since there are not any police or fire departments
currently using their products, staff has no way to effectively evaluate the durability and
reliability of their integrated systems. The third vendor is Panasonic which has proven to be
reliable and has several good references regarding its integrated MDC/in-car video system.
When staff contacted Panasonic about the integrated MDC/in-car video system, Panasonic
recommended the City purchase the equipment through CDCE, Inc., a Panasonic vendor in
Yorba Linda, California. The City already has an established relationship with CDCE.
Following a competitive bid process, the City recently awarded a contract to CDCE for the
purchase of Panasonic CF-29 toughbook computers for several police vehicles, as well as several
handheld mobile data wireless displays pursuant to an Office of Traffic Safety (OTS) Grant.
During these transactions, staff found CDCE to be reliable and responsive.
C`C
Replacement of MDCs and In-Car Video Cameras Page 2
During Staff's recent evaluation of available products and vendors, staff learned that in August,
2007, the County of Sacramento (Sheriff's Department) conducted a competitive bid process for
an integrated MDC/in-car video camera system with virtually the same specifications desired by
the City. The only differences in the specifications were that Sacramento desired some minor
options that the City of San Luis Obispo does not require, such as backlit keyboards and GPS
capability in the MDCs. The County of Sacramento awarded their contract to CDCE, Inc. for the
same Panasonic system staff had evaluated. Staff reviewed the County of Sacramento's RFP,
evaluation summary and award documents. Staff believes their competitive bid process was
complete and fair. Staff noted that the vendors who submitted bids included those staff had
previously researched.
Since the County of Sacramento's competitive bid process was so recent, and included the same
core specifications desired by the City of San Luis Obispo, staff requests approval to use
cooperative purchasing to contract with CDCE, Inc. for the purchase of thirty Panasonic Mobile
Data Computers and nineteen Panasonic in-car video cameras for a total of$533,461.84. Seven
of the MDCs will replace those currently in use in Fire Department vehicles. The remainder of
the MDCs and all of the in-car video cameras will replace the existing systems in Police
Department vehicles.
CONCURRENCES
The Fire Chief and Director of Finance/IT concur with the recommendation.
FISCAL IMPACT
The cost to replace the MDCs and in-car video cameras is included in the 2007/2008 budget and
is below original estimates approved in the adopted CIPs:
Description Cost
Mobile Data Computer CIP 280,000.00
In-Car Video Camera CIP 231,000.00
Fleet Addition CIP Account 30,000.00
Subtotal 541,000.00
Panasonic MDC/In-Car Video from CDCE, Inc. 533,461.84
ALTERNATIVES
1. Do not approve this contract. Council could deny this purchase and direct staff to
continue to use the existing MDCs and in-car video cameras. This alternative is not
recommended since the existing equipment is no longer reliable and fails on a regular
basis. Prolonging the life of the existing equipment will increase the failure rate,
resulting in diminished function for the users.
(24-a
Replacement of MDCs and In-Car Video Cameras Page 3
2. Direct staff to conduct a competitive bid process for the MDCs and in car video
cameras. Council could deny the request to purchase the equipment via the cooperative
purchasing procedures and direct staff to conduct a competitive bid process. Based on
the bids submitted in response to the County of Sacramento's RFP, staff has no indication
that the outcome of another competitive bid process for the same equipment would result
in a different outcome. Staff knows of no additional vendors other than those who bid in
Sacramento's process. Because Sacramento's process was so recent, it is reasonable to
assume the costs for the equipment are the same or very similar. Staff believes that
conducting another competitive bid process for the same equipment would unnecessarily
delay the replacement of these critical systems.
ATTACHMENTS
1. Proposed Agreement with CDCE, Inc.
2. County of Sacramento Contract
T:\Council Agenda Reports\Police CAR\CAR MDC&video Camera replacement Cooperative Purchase CDCE 12-4-07.doc
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0 ATTACHMENT 1
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on December 5, 2007, by
and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and CDCE
INC.,hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS,the City wants to purchase Panasonic mobile data computers and in-car video systems.
WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so
which has been accepted by City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, .
as first written above,until acceptance or completion of said services.
2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay
and Contractor shall receive therefor compensation in a total sum not to exceed$533,461.84.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as set
forth in Exhibit A attached hereto and incorporated into this Agreement. Contractor further agrees to the contract
performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement..
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City.
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not.reduced to writing and specifically incorporated herein shall be of
any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties
hereto.
IILr�
M ATTACHMENT 9
Agreement Page 2
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor CDCE Inc.
22641 Old Canal Road
Yorba Linda,CA 92887
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that
each individual executing this agreement on behalf of each party is a person duly authorized and empowered to
execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation
By:
City Clerk Mayor Dave Romero .
APPROVED AS TO FORM: CONTRACTOR
By:
ity mey
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CDCE Incorporated Exhibit A Quote# 112007SLOPD
San Luis Obispo Project Costs Worksheet
Required Products and Services
Qty ProdueVSeMce Notebooks,Port Replicators,GPS,Antennas Installed In Police Vehicles, Unit Extended
per Specifications. Price Price
30 Rugged Notebook Panasonic Toughbook CF-30:Intel Core Duo L7500 1.66Ghz(Centrino),13.3' $ 3,500.00 $ 105,000.00
Non Touch XGA,IGS,80GB,Intel 802.1 ta/b/g,WtnXP SP2,TPM1.2,
Bluetooth,Veraon EVDO RevA,Dual Pass(Upper.WWAN,Lower.WLAN) 3-Year
30 Notebook Memory CF-30 2GB Memory Upgrade $ 385.00 $ 11,550.00
5 DVD/CD Drives CF-30 Internal DVDICD-RW Drives $ 300.00 $ 1,500.00
30 Rugged Remote Screen& Panasonic:Toughbook PDRC:12'PDRC with Emissive Backlit Keyboard $ 1,875.00 $ 56,250.00
Keyboard
60 SB20 4'-15' CA Mandatory LCD Recycling Fee(far Toughbooks) $ 6.00 $ 360.0
30 Pon Replicator CF-30 Vehicle Part Replicator with Dual Pass through Cable&RJ45. 1- $ 460.00 $ 13,800.00
Year Warranty.
18 Port Replicator Mount In Dash In Dash PDRC Screen Mount with factory radio located behind mount Custom $ 775.00 $ 13,950.0
Screen Mount Keyboard Tray Side Mount Keyboard Tray With Mount for MDWD.Port Rep Mount Box For Trunk
Of Vehicle.
18 Power Kits Fused Connections for Toughbook and/or Arbitrator,Radios and other DC $ 350.00 $ 6,300.00
Devices. Enclosure Includes:6-Gang Fuse,Ground Block,and Battery Isolation
Timer.
18 CF-30 Power Supplies CF-30 DC Power Supply $ 95.00 $ 1,710.00
30 GPS Receiver/Antenna External Navigator GPS Antenna&Receiver.Embedded 12 Channel GPS $ 330.00 $ 9,900.00
receiver,GPS antenna,3 dB Gain Cellular Antenna,802.11 a/Wg 2.4Ghz/SGhz
Antenna. Permanent Adhesive Mount Black Color. 15'coax cable. RF
connects to TNC. GPS connects via USB
18 Installation of New Notebook Installation of Panasonic Toughbooks using new mounting hardware. Also $ 750.00 $ 13,500.00
Includes Power Management System and Antenna installation.
15 Removal of existing MDC Removal of existing Palomar MDCs. $ 250.00 $ 3,750.00
1 Net Motion Net Motion Server License,35 Client Licenses,35 Policy Manager Client License, $ 11,900.00 $ 11,900.00
1 Year Premium Maintenance(actual server not Included)
_ Warranties - -
30 CF-30 Protection Plus Toughbook Protection Plus-CF-30(5 Years) - $ 840.00 $ 25200.00
Warranty
30 PORC Protection Plus PDRC 5 Year Protection Plus Warranty -PDRC $ 795.00 $ 23,850.00
Warranty
30 CF-30 Port Rep Protection Warranty Extension(Years 2,3,4,&5)-Docking Slafions/Port Replicators $ 320.00 $ 9,600.00
Plus Warranty
Subtotal $ 308,120.00
Tax $ 17,969.15
Freight $ 500.00
Section A Total $ 326.589.15
Qty Product/Service Digital In-Car Video System,Including Video Management Software Unit Price Extended Price
19 In-Car Video Solution Panasonic Arbitrator Sl:Video Camera,Soll"tate Recorder,Two 4GB P2 $ 5,000.00 $ 95,000.00
Cards,Wireless and Wired Microphone,GPS Receiver,Antennas,and CMS
Software license. 1-Year Warranty.
19 2nd Officer Wireless Wireless Microphone Transmitter and Charger/Receiver,Leveller Microphone, $ 475.00 $ 9,025.00
Microphone System Battery,leather Mic Holder.
Triggers Additional Triggers set at$50 plus additional Hardware If needed -Code 2,
19 Rear Facing Camera Infrared Camera to Record Rear Seat $ 100.00 $ 1,900.00
19 Installation of Video System Arbitrator Mobile Video Installation. Includes Installation of the Power $ 250.00 $ 4,750.00
Management System.Wireless Mic.Shotgun and Light bar triggers set
19 Arbitrator Protection Plus 5 Year Protection Plus-Includes Year 2-5 Extended Warranty(PP Coverage $ 1,589.00 $ 30,191.00
Warranty Year 1-5)
1 Backend Backend Server Solution-Includes:Servers,storage,access points,software, $ 49,000.00 $ 49,000-06
1 Backend Installation Installation of Backend Solution $ 2,000.00 $ 2,000.00
1 Training Training of Video System for Trainers, (4-Hour Class and 2-4 Hour Practical) $ 1,200.00 $ 1,200.00
1 Training Training of Video Management System,1 Session,Max of 15 students.(Full Day) $ 1,500.00 $ 1,500.00
Subtotal $ 194,566.00
Tax $ 12,006.69
Freight $ 300.00
Section B Total $ 206,872.69
Total Cost of Project $ 533,461.84
Sacramento Sheriff Departments contract pricing has been extended to the San Luis Obispo Police Department This
quotation is valid only if the complete solution is purchased as itemized on this quote.
Exhibit B
CONTRACT PERFORMANCE TERMS
1. Business Tax. Contractor must have a valid City of San Luis Obispo business tax certificate
prior to execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling(805) 781-7134.
2. Ability to Perform. Contractor warrants that it possesses, or has arranged through subcontracts,
all capital and other equipment,labor, materials,and licenses necessary to cavy out and complete
the work hereunder in compliance with any and all federal, state, county, city, and special district
laws,ordinances, and regulations.
3. Laws to be Observed. Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances,regulations and adopted codes during its performance of the work.
4. Payment of Taxes. The contract prices shall include full compensation for all taxes that
Contractor is required to pay..
5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary.
6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
7. Public and Employee Safety. Whenever Contractor's operations create a condition hazardous to
the public or City employees, it shall, at its expense and without cost to the City, furnish, erect
and maintain such fences, temporary railings, barricades, lights, signs and other devices and take
such other protective measures as are necessary to prevent accidents or damage or injury to the
public and employees.
8.. Preservation of City Property. Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged as a result of Contractor's operations, it shall be replaced or restored at Contractor's
expense. The facilities .shall be replaced or restored to a condition as good as when the
Contractor began work.
9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors
engaged for the performance of this work that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will
not engage in, nor permit such sub-contractors as it may employ, to engage in discrimination in
employment of persons because of age, race, color, sex; national origin or ancestry, sexual
orientation,or religion of such persons.
11. Work Delays. Should Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then the time
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0 M
Exhibit B:Contract Performance Terms Page B-2
of completion may, at the City's sole option,be extended for such periods as may be agreed upon
by the City and the Contractor.
12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the services provided by Contractor(Net 30).
13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain
that the services of Contractor are being performed in accordance with the requirements and
intentions of this contract. All work done and all materials furnished; if any, shall be subject to
the City's inspection and approval. The inspection of such work shall not relieve Contractor of
any of its obligations to fulfill its contract requirements.
14. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
15. Interests of Contractor. Contractor covenants that it presently has no interest, and shall not
acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree
with the performance of the work hereunder. Contractor further covenants that, in the
performance of this work,no sub-contractor or person having such an interest shall be employed.
Contractor certifies that no one who has or will have any financial interest in performing this
work is an officer or employee of the City. It is hereby expressly agreed that, in the performance
of the work hereunder, Contractor shall at all times be deemed an independent contractor and not
an agent or employee of the City.
16. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and
hold the City and its agents, officers and employees harmless from and against any and all
claims asserted or liability established for damages or injuries to any person or property,
including injury to Contractor's employees, agents or officers which arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of Contractor,
and its agents, officers or employees, in performing the work or services herein, and all
expenses of investigating and defending against same, provided, however, that Contractor's
duty to indemnify and hold harmless shall not include any claims or liability arising from the
established sole negligence or willful misconduct of the City, its agents,officers or employees.
17. Contract Assignment. Contractor shall not assign, transfer, convey or otherwise dispose of the
contract, or its right, title or interest, or its power to execute such a contract to any individual or
business entity of any kind without the previous written consent of the City.
18. Termination. If, during the term of the contract; the City determines that Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify Contractor in
writing of such defect or failure to perform;which notice must give Contractor a 10(ten)calendar
day notice of time thereafter in which to perform said work or cure the deficiency.
If Contractor has not performed the work or cured the deficiency within the ten days specified in
the notice, such shall constitute a breach of the contract and the City may terminate the contract
immediately by written notice to Contractor to said effect. Thereafter, neither party shall have
any further duties, obligations, responsibilities or rights under the contract.
In said event, Contractor shall be entitled to the reasonable value of its services performed from
the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from such
C ,2
Exhibit B:Contract Performance Terms Page B-3
breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone
or task satisfactorily delivered or completed by Contractor as may be set forth in the Agreement
payment schedule; compensation for any other work, services or goods performed or provided by
Contractor shall be based solely on the City's assessment of the value of the work-in-progress in
completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a
full and complete accounting of costs. In no event, however, shall Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
19. Ownership of Materials. All original drawings,plan documents and other materials prepared by
or in possession of Contractor as part of the work or services under these specifications shall
become the permanent property of the City,and.shall be delivered to the City upon demand.
20. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by Contractor as part of the work or services under these specifications
shall be the property of City,and shall not be made available to any individual or organization by
Contractor without the prior written approval of the City.
21. Copies of Reports and Information. If the City requests additional copies of reports,drawings,
specifications, or any other material in addition to what Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, Contractor shall
provide such additional copies as are requested, and City shall compensate Contractor for the
costs of duplicating of such copies-at the Contractor's direct expense.
22. Insurance. Contractor shall procure and maintain for the duration of the contract insurance
against claims for injuries to persons or damages to property that may arise from or in connection
with the performance of the work hereunder by Contractor, its agents, representatives,employees
or sub-contractors.
a. Minimum scope of insurance. Coverage shall be at least as broad as:
• Insurance Services Office Commercial General Liability coverage (occurrence
form CG 0001).
• Insurance Services Office form number CA 0001 (Ed. 1/87) covering
Automobile Liability,code 1 (any auto).
• Workers' Compensation insurance as required by the State of California and
Employer's Liability Insurance.
• Errors and Omissions Liability insurance as appropriate to Contractor's
profession.
b. Minimum limits of insurance. Contractor shall maintain limits no less than:
• General Liability: $1,000,000 per occurrence for bodily injury, personal injury
and property damage. If Commercial General Liability or other form with a
general aggregate limit is used, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the
required occurrence limit.
• Automobile Liability: $1,000,000 per accident for bodily injury and property
damage.
16� r 1
Exhibit B:Contract Performance Terms Paye B-4
• Employer's Liability: $1,000,000 per accident for bodily injury or disease.
• Errors and Omissions Liability: $1,000,000 per occurrence.
C. Deductibles and self-insured retentions. Any deductibles or self-insured retentions must
be declared to and approved by the City. At the option of the City, either. the insurer
shall reduce or eliminate such deductibles or self-insured retentions as respects the City,
its officers, officials, employees and volunteers; or Contractor shall procure a bond
guaranteeing payment of losses and related investigations, claim administration and
defense expenses.
d. Other insurance provisions: The general liability and automobile liability policies are to
contain,or be endorsed to contain,the following provisions:
• The City, its officers, officials, employees, agents and volunteers are to be
covered as.insureds as respects: liability arising out of activities performed by or
on behalf of Contractor; products and completed operations of Contractor;
premises owned, occupied or used by Contractor, or automobiles owned, leased,
hired or borrowed by Contractor. The coverage shall contain no special
limitations on the scope of protection afforded to the City, its officers, official,
employees,agents or volunteers.
• For any claims related to this project, Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents
and volunteers. Any insurance or self-insurance maintained by the City, its
officers, officials,employees, agents or volunteers shall be excess of Contractor's
insurance and shall not contribute with it.
• Any failure to comply with reporting or other provisions of the policies including
breaches of warranties shall not affect coverage provided to the City, its officers,
officials,employees,agents or volunteers.
• Contractor's insurance shall apply separately to each insured against whom claim
is made or suit is brought; except with respect to the limits of the insurer's
liability.
• Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty(30) days'prior written notice by certified
mail,return receipt requested,has been given to the City.
e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M.
Best's rating of no less than ANII.
f. Verification of coverage. Contractor shall furnish the.City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements
effecting general liability and automobile liability coverage required by this clause must
also be provided. The endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. All endorsements are to be received and approved
by the City before work commences.
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10545 Armstrong Avenue
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b Mather CA 95655
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Your Vendor number with us
629994 This number must appear on all correspondence to the
Purchasing Division..
CDCE INCORPORATED Contract number/date
22641 OLD CANAL ROAD MA00021915 / 06/26/2007
YORBA LINDA CA 92887 Issuing Officer/Telephone
Arnold, Penelope/916876-6379
Signature:67144L ,t
Vendors Contact Person: MICHAEL BROWN DD
Vendors Phone Number: 415.515-4290
Contract Period
Valid from: 08/13/2007
Valid to: 08/12/2008
F.O.B. Dest . , Freight PPA - RFP 6933
Payment Terms: Payable Within 30 Days
Contractual maximum valuer 4, 500, 000 . 00
You are hereby notified that the goods and/or services listed have been
awarded to you subject to terms and conditions referenced and to the..
general conditions listed on the reverse .
Before supplying any goods or services to the County, the vendor must
obtain a CSO. (Contract Shipping Order) number from the ordering
department . A CSO is an authorized release (Purchase Order) against
the contract and shall be provided in written form. "Verbal" orders
are not acceptable. For a CSO to be considered valid, it must be
within the scope of this contract and be consistent with its pricing,
terms and conditions. The CSO number must be referenced on all
documents related to the order (packing slips, invoices, etc . ) .
Failure to obtain a CSO and reference its number may result in the
delay or non-payment of the invoice.
This Agreement is established for the acquisition of In-Car Video and
Rugged Notebooks, per the pricing, terms and conditions of Request for
Proposal 6933 and is hereby incorporated by reference and made a part
of this contract .
This contract includes:
Exhibit A - CDCE Price List., Aug 1, 2007
Exhibit B - Statement of Work - Aug 1, 2007
Exhibit C - Panasonic Limited Warranties
Page: 1 of 9 Itemized Contract number/print date: MA00021915 f 0/8//14/2p0(07
MACHMENT 2
NOTE: INSTALLATION SERVICES ARE NOT INCLUDED IN 'THIS AGREEMENT
WITHOUT APPROVAL FROM THE COUNTY BOARD OF SUPERVISORS.
Vendor Contact :
Michael Brown, Project Manager
mbrown@cdce.com
415-515-4290
County Contact :
Kevin Bell, Project Manager
kbell@sacsheriff .com
916-874-4267 office
916-606-4355 cell
CONTRACT PERIOD:
The contract shall be for a one-year period, beginning August 13, 2007,
and continuing through August 12, 2008. The County reserves the right
to extend the contract for two additional one-year terms. Renewals for
the second and third years will be per mutual agreement between the
COUNTY and CONTRACTOR.
PRICING:
The fixed pricing annotated on Exhibit A is firm for the initial
contract period. If the CONTRACTOR' s established price for any item
offered is decreased during the term of the contract period, then such
discounts/reductions in price shall be automatically offered to the
GOUNTY. All Non-Fixed Priced items are subject to market fluctuation
and subject to adjustments.
UNRESTRICTED QUANTITIES:
The COUNTY is not limited to purchase all of its requirements from any
contract resulting from this request for proposal . The quantities
listed are estimated only.
TERMINATION:
Either party may terminate the contract at any time with thirty (30)
days written notice to the other party, whether or not such other party
is in default .
Upon such termination, the CONTRACTOR agrees to turn over to the COUNTY
everything in its possession or control pertaining to the services
performed by the vendor within seven days of receipt of Notice of
Termination by the non-terminating party.
The COUNTY agrees to pay, without duplication, for work performed prior
to the date of mailing written notice of cancellation by standard US
Postal Service and for any work performed at the specific written
request of the COUNTY prior to the effective date of termination.
PAYMENTS/INVOICES :
CONTRACTOR will submit to the COUNTY an original itemized invoice in
arrears.
A separate invoice shall be prepared for each deliverable.
2-
Page: 2 of 9 Itemized Contract number/print dater MA00021915 1 08/14/2007
40 ft ATACHME9 2
All invoices shall include a Contract Shipping Order (CSO) number, name
of CONTRACTOR, date of invoice, and contractor' s unique invoice number.
Each invoice shall contain a minimum of the following information:
.remittance address; "bill to" and "ship to" addresses; item
descriptions; unit prices, discounts, extensions; and invoice total.
Invoice discrepancies shall be handled in a professional, courteus,
expeditious manner. Failure to comply with established invoicing
procedures will be grounds for the COUNTY to terminate an awarded
Contract . A meeting may be arranged by the selected party to reach a
mutual understanding of the COUNTY' s requirement in this area.. . The
COUNTY and the CONTRACTOR shall negotiate in good faith to resolve any
disputed invoices, or portions thereof.
APPLICABLE LAWS :
CONTRACTOR in providing the services specified herein, shall comply
with all applicable Federal, State and County statutes, ordinances,
regulations, directives, and laws and this contract shall be deemed to
be executed within the State of California and construed with and.
governed by the laws of the State of California.
ASSIGNMENT AND SUB-CONTRACTING:
No performance to be rendered or payment due may be delegated or
assigned. The Using Agency/Department shall pre-approve any
subcontractor prior to services being performed by a subcontractor.
All terms and conditions are applicable to subcontractor's personnel.
In addition, the CONTRACTOR is required to reveal in their proposal
'what, if any, of the work is to be performed outside of the country.
CONTRACT CHANGES:
The COUNTY shall retain the right to add., delete or change service
needs under this contract and may do so upon giving written
notification to vendor. If these changes cause an increase or
reduction in the cost of this contract, said cost shall be readjusted
and, when agreed upon, incorporated into the Agreement ..
PRIOR AGREEMENTS :
This Agreement constitutes the entire contract between COUNTY and
CONTRACTOR regarding the subject matter of this Agreement. Any prior
agreements, whether oral or written, between COUNTY and CONTRACTOR
regarding the .subject matter of this Agreement are hereby terminated
effective immediately upon full execution of this Agreement.
INDEMNIFICATION:
Contractor shall defend, indemnify; and hold harmless County, its Board
of Supervisors, officers, directors, agents, employees and volunteers
from and against any and all demands, claims, . actions., liabilities.,
losses, damages, and costs, including reasonable attorney' s fees,
arising out of or resulting from the performance of this Agreement
whether caused in part by a party indemnified hereunder.
REVIEWED AND APPROVED:
Page: 3 of 9 Itemized Contract number/print date: MA00021918 / 08/1412007
ATTACHMENT 2
Robert Parrish
Deputy County Counsel
CONTRACTOR:
Carrie L.—Solomon, President
CDCE Incorporated
Item Tgt. qty. Unit Price Unit of Extended
Mat Num Description / Unit Measure Value
00010 300 Each
Package A - Patrol Vehicle System
10, 459. 00 / 1 EA 3 ,137, 700 . 00
Package A Includes :
Panasonic Toughbook CF-30 Pkg
Panasonic Arbitrator 1 . 5 Kit
CF-30 Port Replicator Interface Plate
CF-30 Vehicle Port Replicator
CF-30 DC Power Adapter
Infrared Camera for Rear Seat
2 Year Extended warranty for Arbitrator
3 Year Extended Software Upgrade Pkg
CA Recycling Fee for Toughbook
00020 1 Each
Left Blank for Future Use
0 . 01 / 1 EA 0 . 01
Cir 1 4
Page: 4 of 9 Itemized Contract number/print date: MA00021915 / 08/14/2007
ATTACHMENT 2
Item Tgt. qty. Unit Price Unit of Extended
Mat Num Description / Unit Measure Value
00030 30 Each
Package B - Patrol Pkg w/o Rear Camera
10,359 . 00 / 1 EA 310, 770 . 00
Package B - No Rear Cameras (K-9 Vehicles)
Panasonic Toughbook CF-30 Pkg
Panasonic Arbitrator 1 .5 Kit
CF-30 Port Replicator Interface Plate
CF-30 Vehicle Port Replicator
CF-30 DC Power Adapter
2 Year Extended Warranty for Arbitrator
3 Year Extended Software Upgrade Pkg
CA Recycling Fee for Toughbook
00040 1 Each
Left Blank for Future Use
0 . 01 / 1 EA 0 . 01
00050 100 Each
Package C - Unmarked Vehicle w/o Cameras
4, 946. 00 / 1 EA 494, 600 . 00
Package C - No Camera System (Unmarked/Detective Vehicles)
Panasonic Toughbook CF-30 Pkg
CF-30 Port Replicator . Interface Plate
CF-30 Vehicle Port Replicator
CF-30 DC Power Adapter
CA Recycling Fee for Toughbook
00060 1 Each
Left Blank for Future Use
1 EA 0 . 01
00070 300 Each
Mounting Kit - Ford Crown Victoria
300. 00 / 1 EA 90, 000 . 00
Kit Includes: Vehicle Tunnel' Mounting Arch for Crown Vics,
8 inch Tube, Mini Cobra Arm, Tilt Swivel Motion Device
00080 20 Each
Mounting Kit - Ford Expedition
440. 00 / 1 EA 8, 800. 00
Kit contains:
Sidewinder Floor Plate, Angled Tube, Offset Adapter Plate,
10 inch Tube, Mini Cobra Arm, Tilt Swivel Motion Device, Supports
Page: 5 of 9 Itemized Contract number/print date: MA00021915 / 08/14/2007
ATTACHMENT 2
Item Tgt. qty. Unit Price Unit of Extended
Mat Num Description / Unit Measure Value
00090 20 Each
Mounting Kit - Dodge Charger
345 . 00 / 1 EA 6, 900 . 00
Kit Contains :
Sidewinder Floor Plate, Angled Tube, Offset Adapter Plate,
8 inch Tube, Mini Cobra Arm, Tilt Swivel Motion Device
00100 6 Each
Video System Training for Deputies
1, 200 . 00 / 1 EA 7,200 . 00
6 Stations, Max of 30. Students per Class
00110 2 Each
Video Management Software Training
1, 500 . 00 / 1 EA 3, 000. 00
1 Session, Max of 15 Students
00120 50 Each
Panasonic Toughbook CF-30, with GPS
4, 300 . 00 / 1 EA 215, 000 . 00
00130 50 Each
CA Recycling Fee for Toughbook LCD
6 . 00 / 1 EA 300 .00
THIS IS A MANDATORY FEE AND MUST BE PURCHASED WITH ITEM 120 .
00140 50 Each
DC Power Adapter for Toughbook CF-30
80 . 00 / 1 EA 4, 000 . 00
00150 50 Each
Panasonic Arbitrator 1 . 5 Camera Kit
4, 999 . 00 / 1 EA 24.9, 950 . 00
00160 50 Each
Vehicle Port Replicator
460. 00 / 1 EA 23, 000 . 00
00170 50 Each
Port Replicator Interface Plate
100 . 00 / 1 EA 5, 000 . 00
00180 50 Each
Infrared Camera for Rear Seat
100 . 00 / 1 EA 5, 000 . 00
Page: 6 of 9 Itemized Contract number/print date: MA00021915 / 08/14/2007
r AFACNMENT 2
Item Tgt. -qty. Unit Price Unit of Extended
Mat Num Description / Unit Measure Value
00190 5 Each
P2 Card Reader
3, 000 . 00 / 1EA 15, 000. 00
00200 300 Each
Additional Triggers to Start Camera
50 . 00 / 1 EA 15, 000. 00
Triggers added to the system; plus additional hardware if needed
00210 . 300 Each
5G Accelerometer for Crash .Censor (opt)
350 . 00 / ,1 EA 105, 000 . 00
00220 50 Each
2 Year Extended Warranty for Arbitrator
249 . 00 / 1 EA 12, 450 . 00
PART NO. PAN-CF-SVCARBEX2Y
ONLY AVAILABLE AT TIME OF INITIAL PURCHASE
00230 50 Each
3 Year Extended Software Upgrade Package
165 . 00 / 1 EA 8, 250 . 00
PART NO. EUAM003
AVAILABLE ONLY AT TIME OF INITIAL PURCHASE
INCLUDES UNLIMITED SOFTWARE UPDATES AND UPGRADES.
00240 10 Each
80GB Hard Drive (Blank) with Caddie
350 . 00 / 1 EA 3 ,.500 . 00
00250 10 Each
120GB Hard Drive (Blank) with Caddie
435 . 00 / 1 EA 4, 350 . 00
00260 10 Each
AC Power Adapter
70 . 00 / 1 EA 700 . 00
00270 10 Each
Standard Battery
180 . 00 / 1 EA 1, 800 . 00
00280 10 Each
Second Battery for Multi-Media Bay
190 . 00 / 1 EA 1, 900 . 00
ox L '
Pago: 7 of 9 Itemized Contract number/prim date: MA00021915 / 08/14/2007
�"At M
MACHMENT 2
Item Tgt. qty. Unit Price Unit of Extended
Mat Num Description / Unit Measure Value
00290 10 Each
Emissive Backlit Keyboard
275 . 00 / 1 EA 2, 750 . 00
Item to be swapped by Panasonic Authorized Technician.
00300 10 Each
DVD/CD-RW Combo Drive
265. 00 / 1 EA 2, 650 . 00
00310 10 Each
13 . 3 in Protective Film for CF-30 Screen
75 . 00 / 1 EA 750 . 00
00320 10 Each
1GB Memory Upgrade
175 . 00 / 1 EA 1, 750 . 00
00330 10 Each
Shutdown Timer - Copeland Power Tamer
80 . 00 / 1 EA 800 . 00
00340 • 10 Each
Video Recording Unit; P2 Card Not Incl .
1, 600 . 00 / 1 EA 16, 000 . 00
00350 10 Each
Front Mounted Camera; No Cables
1,575.00 / 1 EA 15, 750 . 00
00360 10 Each
Camera Mount, Visor for Front Camera
130. 00 / 1 EA 1, 300 . 00
00370 10 Each
P2 Card, 16GB
1, 500 .00 / 1 EA 15, 000 .00
00380 10 Each
Wireless Microphone System
475 . 00 / 1 EA 4, 750 . 00
Includes Transmitter and Charger/Receiver, Lavalier Microphone,
Battery, Leather Mic Holder
00390 10 Each
Wireless Microphone Transmitter
225 .00 / 1 EA 2, 250 . 00
Page: 8 of 9 Itemized Contract number/print date: MA00021916 1 08/14/2007
OCH EM
Item Tgt. qty. Unit Price Unit of Extended
Mat Num Description / Unit Measure Value
00400 1.0 Each
Cable Kit for Arbitrator
95 .00 / 1 EA 950 .00
Includes VPU Power Cable and GPIO (Trigger) Cable Set.
00410 10 Each
Camera Cable - Short .
155 . 00 / 1 EA 1, 550. 00
00420 10 Each
Camera Cable - Long
125 . 00 / 1 EA 1, 250 . 00
Page: 9 of 9 Itemized Contract numbor/print data: MA00021916 / 08/14/2007
County of Sacramento \
Mange to Itemized Contr( Contract and Purchasing
Services Division
Armstrong Avenue
MACHME�I�SMat t919)Suite 202A
876-6360
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Your Vendor number with us ? jlfinU ! hk?1i "c. f < rgsPTSiJXirfig ! '$sT°µ=
629994 Purchasing Division.
Contract number/date
CDCE INCORPORATED MA00021915 / 06/2.6/2007
22641 OLD CANAL ROAD Issuing Officer/Telephone
YORBA LINDA CA 92887 Arnold, Penelope/916 876-6379
- Signature. yt..y �'[i
Vendors Contact Person: MICHAEL BROWN
Vendors Phone Number: 415-515-4290
Contract Period
Valid from: 08/13/2007
Valid to: 08/12/2008
F.O.B. Dest . , Freight PPA - RFP 6933
Payment Terme: Payable Within 30 Days
Contractual maximum value: 4, 500, 000. 00
You are hereby notified that the goods .and/or services listedhave been
awarded to you subject to terms and conditions referenced and to the
general conditions listed on the reverse.
Before supplying any goods or services to the County, the vendor must
obtain a CSO (Contract Shipping Order) .number from the ordering
department. A CSO is an authorized release (Purchase Order) against
the contract and shall be provided in written form. "Verbal" orders
are not acceptable. For a CSO to be considered valid, it must be
within the scope of this contract and be consistent with its pricing,
terms and conditions . The CSO number must be referenced on all
documents related to the order (packing slips, invoices, etc.) .
Failure to obtain a CSO and reference its number may result in the
delay or non-payment of the invoice.
Change Order 01, dated Sep 6, 2007, is written to add the following
Piggyback language:
PIGGYBACK:
This contract represents a competitively bid agreement between the
County of Sacramento and CDCE, Incorporated. The contract pricing
herein is available for all state and local agencies wishing to
purchase these products and services . Reference the County of
Sacramento or agreement number MA00021915, CDCE Incorporated. If
�l d�
Page: 1 of 4 Change to number/print date: MA00021915 1 09/06/2007
ATTACHMENT 2
equipment configurations or requirements differ from those listed with
this contract, pricing adjustments will be made to accommodate the
required configurations for that agency.
With respect to any purchase by the principle contract holder,
Sacramento County will not be construed as a dealer., re-marketer or
agent of any supplier. All transactions, purchase orders, etc. . . will
occur between CDCE Incorporated and the participating agency
individually.
This Agreement is established for the acquisition of In-Car Video and
Rugged Notebooks, per the pricing, terms and conditions of Request for
Proposal 6933 and is hereby incorporated by reference and made •a part
of this contract .
This contract includes:
Exhibit A - CDCE Price. List, Aug 1, 2007
Exhibit B - Statement of Work - Aug 1, 2007
Exhibit C - Panasonic Limited Warranties
NOTE: INSTALLATION SERVICES ARE NOT INCLUDED IN THIS AGREEMENT
WITHOUT APPROVAL FROM THE COUNTY BOARD OF SUPERVISORS.
Vendor Contact :
Michael Brown, Project Manager
mbrown@cdce. com
415-515-4290
County Contact :
Kevin Bell, Project Manager
kbell@sacsheriff.com
.916-874-4267 office
916-606-4355 cell
CONTRACT PERIOD:
The contract shall be for a one-year period, beginning August 13 , 2007,
and continuing through August 12 , 2008 . The County reserves the right
to extend the contract for two additional one-year terms. Renewals for
the second and third years will be per mutual agreement between the
COUNTY and CONTRACTOR.
PRICING:
The fixed pricing annotated on Exhibit A is firm for the initial
contract period. If the CONTRACTOR' s established price for any item
offered is - decreased during the term of the contract period, then such
discounts/reductions in price shall be automatically offered to the
COUNTY. Ail Non-Fixed Priced items are subject to market fluctuation
and subject to adjustments.
UNRESTRICTED QUANTITIES:
The COUNTY is not limited to purchase all of its requirements from any
contract resulting from this request for proposal. The quantities
listed are estimated only.
Page: 2 of 4 Change to number/print date: MA00021915 1 .0910612007
ATTACHMENT 2
TERMINATION:
Either party may terminate the contract at any time with thirty (30)
days written notice to the other party, whether or not such other party
is in default .
Upon such termination, the CONTRACTOR agrees to turn over to the COUNTY
everything in its possession or control pertaining to the services
performed by the vendor within seven days of receipt of Notice of
Termination by the non-terminating party.
The COUNTY agrees to pay, without duplication, for work performed prior
to the date of mailing written notice of cancellation by standard US
Postal Service and for any work performed at the specific written
request of the COUNTY prior to the effective date of termination.
PAYMENTS/INVOICES :
CONTRACTOR will submit to the COUNTY an original itemized invoice in
arrears .
A separate invoice shall be prepared for each deliverable.
All invoices shall include a Contract Shipping Order (CSO) number, name
of CONTRACTOR, date of invoice, and contractor' s unique invoice number.
Each invoice shall contain a minimum of the following information:
remittance address; "bill to" and "ship to" addresses; item
descriptions; unit prices, discounts, extensions; and invoice total .
Invoice discrepancies shall be handled in a professional, courteus,
expeditious manner. Failure to comply with established invoicing
procedures will be grounds for the COUNTY to terminate an awarded
Contract . A meeting may be arranged by the selected party to reach a
mutual understanding of the COUNTY' s requirement in this area. The
COUNTY and the CONTRACTOR shall negotiate in good faith to resolve any
disputed invoices, or portions thereof.
APPLICABLE LAWS:
CONTRACTOR in providing the services specified herein, shall comply
with all applicable Federal, State and County statutes, ordinances,
regulations, directives, and laws and this contract shall be deemed to
be executed within• the State of California and construed with and
governed by the laws of the State of California.
ASSIGNMENT AND SUB-CONTRACTING:
No performance to be rendered or payment due may be delegated or
assigned. The Using Agency/Department shall pre-approve any
subcontractor prior to services being performed by a subcontractor.
All terms and conditions are applicable to subcontractor' s personnel .
In addition, the CONTRACTOR is required to reveal in their proposal
what, if any, of the work is to be performed outside of the country.
CONTRACT CHANGES :
The COUNTY shall retain the right to add, delete or change service
needs under this contract and may do so upon giving written
notification to vendor.. If these changes cause an increase or
Page: 3 of 4 Change to number/print date: MA00021915 1 09/06/2007
0 ( A7ACHMENT 2
reduction .in the cost of this contract, said cost shall be readjusted
and, when agreed. upon, incorporated into the Agreement.
PRIOR AGREEMENTS :
This Agreement constitutes the entire contract between COUNTY and
CONTRACTOR regarding the subject matter of this Agreement . Any prior
agreements, whether oral or written, between COUNTY and CONTRACTOR
regarding the subject matter of this Agreement are hereby terminated
effective immediately upon full execution of this Agreement .
INDEMNIFICATION:
Contractor shall defend, indemnify, and hold harmless County, its Board
of Supervisors, officers, directors, agents, employees and volunteers
from and against any and all demands, claims, actions, liabilities,
losses, damages, and costs, including reasonable attorney' s fees,
arising out of or resulting from the performance of this Agreement
whether caused in part by a party indemnified hereunder.
REVIEWED AND APPROVED:
Robert Parrish
Deputy County Counsel
CONTRACTOR:
Carrie L: Solomon, President
CDCE Incorporated
*** Text changed ***
Page: 4 of 4 Change to number/print date: MA00021916 / 09/06/2007
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ATTACHMENT 2
TABLE OF CONTENTS
I. overview ..
A. Background...........................................................................................1
B. Scope....................................................................................................1
I!. Deliverables .............................
..........................................2
A. Panasonic Toughbook..........................................................................2
B. Panasonic Arbitrator 1.5 Kit..............
C. Additional Items ....................................................................................2
D. Equipment Packages............................................................................3
E. Vehicle Mounting Hardware Kits...........................................................3
F. Equipment Delivery...............................................................................4
G. Payment Plan........................................................................................4
H. Manufacturer Warranty .........................................................................4
Ill. Insight Video Net CMS Software....................................:.5
A. License Overview..................................................................................5
B. Outstanding CMS Software Issues .....:.................................................5
C. High Priority Issue.................................................................................5
D. Medium Priority Issues...........................................................................6
E: Low Priority Issues................................................................................6
F. Software Penalty....................................................................................6
G. Software Upgrade/Maintenance............................................................6
IV. Maintenance/Support........................................................7
A. Panasonic Technical Support ...............................................................7
B. CDCE Support................:.....................................................................8
V. Training ..........:................................................................. 13
A. Officer Training Workshop ..................................................................13
B. Video Management Training Workshop..............................................13
C. Software Installation Document..........................................................13
�T_ d �.
ATTACHMENT2
I. Overview
A. Background
On February 7, 2007,the Purchasing Agent released Request for Proposal (RFP)
#6933 for In-Car Video and Notebook System. In March 2007, a multi-divisional
evaluation team initiated Phase I of the RFP evaluation process. In May 2007, the
evaluation team initiated Phase II and each vendor was provided one marked
patrol vehicle to install their equipment for departmental review. On May 25, 2007,
the evaluation team selected CDCE Incorporated (www.cdce.com) as the vendor.
B. Scope
The scope of this project is to purchase equipment from CDCE and to ensure that
the software associated with the video camera system meets the requirements
specified in RFP #6933.
MA60021915 Exhibit B, Statement of Work: Equipment and Software
�r�
ATTACHMENT 2
IL Deliverables
A. Panasonic Toughbook
1. Panasonic Toughbook CF-30 with the following items
o 1 x 1 GB RAM (Panasonic)
o 13.3"Touch Display
o 80 GB HD
o 802.11 a/b/g
o Bluetooth
o CA Mandatory Recycling Fee
o Dual Pass Through Antenna (802.11 and Cingular HSDPA)
o lEmissive Backlit Keyboard
o GPS
o Integrated Cingular HSDPA
o Intel Core Duo Processor-1.66 GHZ
o Trusted Platform Module 1.2
o Windows XP Service Pack 2
2. CF-30 Vehicle Port Replicator
3. CF-30 Port Replicator Interface Plate
4. CF-30 Vehicle Power Adapter
B. Panasonic Arbitrator 1.5 Kit
1. 16 GB P2 Card
2. Arbitrator GPS Receiver
3. Arbitrator Video Camera
4. Insight Video Net Central Management System (CMS) Software License
5. Video Processing Unit (VPU)
6. Wired and.Wireless Microphone System
7. Five Triggers
o Wireless Microphone
o Speed (using Arbitrator GPS)
o Code 2 Lights
o Code 3 Lights
o Crash Sensor(Accelerometer)
C. Additional Items
1. Rear Camera
2. P2 Card Reader(2)
MA00021915 Exhibit B, Statement of Work: Equipment and Software �2
ATTACHMENT 2
D. Equipment Packages
The equipment is organized in the following packages.
Package A— Complete System (Patrol Vehicles)
o Panasonic Toughbook CF-30
o Panasonic Arbitrator Kit 1.5
o CF-30 Port Replicator Interface Plate
o CF-30.Vehicle Port Replicator
o CF-30 Vehicle Power Adapter
o Rear Camera
o Arbitrator Hardware, 2-year Extended Warranty
o Arbitrator Software, 3-year Extended Software Upgrade
Package B— No Rear Camera (K-9 Vehicles)
o Panasonic Toughbook CF-30
o Panasonic Arbitrator Kit 1.5
o CF-30 Port Replicator Interface Plate
o CF-30 Vehicle Port Replicator
o CF-30 Vehicle Power Adapter
o Arbitrator Hardware, 2-year Extended Warranty
o Arbitrator Software, 3-year Extended Software Upgrade
Package C.— No camera system (Unmarked/Detective Vehicles)
o Panasonic Toughbook CF-30
o CF-30 Port Replicator Interface Plate
o CF-30 Vehicle Port Replicator
o CF-30 Vehicle Power Adapter
E. Vehicle Mounting Hardware Kits
The vehicle mounting hardware components are organized in the following kits.
Charger Kit
o 8" Tube Pedestal
o Angled Tube
o Mini Cobra Arm
o Offset Adapter Plate
o Sidewinder Floor Plate
o Tilt Swivel Motion Device.
Crown Victoria Kit
6 8" Tube Pedestal
o Mini Cobra Arm
o Tilt Swivel Motion Device
o Vehicle Tunnel Mounting Arch
MA00021915 Exhibit B, Statement of Work: Equipment and Software /�3
k-/ JV
ATTACHMENT 2
Expedition Kit
o 10° Tube Pedestal
o Angled Tube
o Mini Cobra Arm
o Offset Adapter Plate
o Sidewinder Floor Plate
o Tilt Swivel Motion Device
o Tube Supports
NOTE:
The specific mounting components are subject to change for each kit.
F. Equipment Delivery
All items, except for the vehicle mounting hardware, shall be delivered to the
Sacramento County Sheriffs Department (SSD) Headquarters. One week notice
is required before shipping equipment.
Headquarter Address:
711 G Street
Attn: Kathy Brelje.
Sacramento, CA 95814
The vehicle mounting hardware shall be delivered to the North Central station
house in one shipment..
North Central Address:
2500 Marconi Ave, Suite 100
Attn: Lt. Phil Brelje
Sacramento, CA 95821
G. Payment Plan
Payment will be paid Net 30 after the equipment is received.
H. Manufacturer Warranty
o Panasonic Toughbook CF-30—Will use the standard 3-year warranty.
o Arbitrator 1.5 Kit—Will purchase the 2-year extension and this will extend
the warranty to 3 years.
MA00021915 Exhibit B, Statement of Work: Equipment and Software (n. 4
ATTACHMENT 2
III. Insight Video Net CMS Software
A. License Overview
The CMS software license is included in the purchase of the Panasonic Arbitrator
1.5 Kit. The software license entitles SSD to receive the following services and
functionality.
1. Software Configuration
a. Installation of the .Net framework
b. Configure the wireless upload feature
c. Install the CMS server component
d. Configure the CMS services
e.. Assist SSD staff with file storage configuration on HP EVA SAN
f. Provide documentation for the installation and configuration
2. Arbitrator 1.5 SI (patrol vehicle software)
a. Meet the requirement Item #63 outlined in section 6.4, "Vehicle Camera
Control Center Requirements" in the RFP.
Section 6.4 -Vehicle Camera Control Center Requirements, Item #63 of the
RFP states:
The Operator ID can be captured from network login to populate the Control
Center"Login" screen".
B. Outstanding CMS Software Issues
The identified issues in Phase II Vendor Evaluation Phase that were not resolved
during that timeframe have been submitted to Insight Video Net. These issues
have been categorized into High, Medium, and Low priority levels.
C. High Priority issue
1. Auto-Login Process, RFP Requirement#63
In the RFP response, CDCE answered 'Yin Response Code column and
added "Active Directory" in the Comments column. This feature was not
included during the Phase II evaluation process, but must be included in the
Implementation phase. This issue must be in production and validated by SSD
technical staff prior to implementing the video camera system.
MA00021915 Exhibit B, Statement of Work: Equipment and Software 5
o
ATTACHMENT 2
D. Medium Priority Issues
The medium priority issues are not required to be in production prior to
implementing the video camera system, but would be a great addition if they were
deployed with the high priority issue.
1. Synchronize CMS with Active Directory
2. Remove user login information when the CMS Media Player is closed
3. Scheduled Storage Matrix
4. DVD burning feature
E. Low Priority Issues
The low priority issues.are not required to be in production prior to implementing
the video camera system.
1. Retrieved videos in the CMS client are not sorted in the correct date heading
2. Users are sorted in the CMS client according to User Id and not username
3. Push Arbitrator Updates
F Software Penalty
According to the letter submitted by Insight VideoNet on 7/9/2007, the high.priority
issue (Auto-Login Process)will be included in the scheduled release of CMS 3.0
SR1 on 10/15/2007. If the single high priority item is not implemented by February
4, 2008, SSD will exercise the following penalty:
Continue to use all purchased Panasonic Arbitrator 1.5 Kits and the'02 Card .
Readers with a 5% discount on the existing equipment. In addition, there will
be a 5% discount on the future purchase of all Panasonic Arbitrator 1.5 Kits if
the high priority item isnot implemented by the purchase of the new product.
If the medium and low priority items are not implemented by June 13, 2008, SSD
will receive a 5% discount on future purchases.of all Panasonic Arbitrator 1.5 Kits if
the items are not implemented by the purchase of the new product.
G. Software Upgrade(Maintenance
SSD will purchase the Extended Upgrade Agreement for an additional 3 years per
user license.
MA00021915 Exhibit B, Statement of Work: Equipment and Software 6
ATTACHMENT 2
UV. Maintenance/Support
A. Panasonic Technical Support
The standard technical support services for the CF-30 and the Arbitrator 1.5 is
handled through the Panasonic support line, 1-800-LAPTOP-5. Panasonic
technical support will also provide the following additional services to SSD.
1. Email/Fax Support for Return Authorization (RMA) Requests
The Asset Management (AM) team can send RMA requests via email to
rmarea5us.panasonic.com or via fax to (201) 271-3104. The RMA request
information will include:
o Model #
o Serial number#
o Problem description
o Shipping address to return unit (Including Company Name)
o Contact name
o Contact phone number
o (For In-Warranty Repairs) Request a shipping box if needed
o Shipping address for box
Response for RMA requests via email and fax will be sent to requestor
within 2 business hours (Monday- Friday, gam - 5pm eastern time).
NOTE:
Panasonic Technical Support will inform the.AM team the next business day if
the email address or the fax number is changed.
2. No troubleshooting required for RMA Requests
The Department IT staff will conduct the troubleshooting of Panasonic products.
Therefore, the Panasonic technician will not require the AM team to conduct
any troubleshooting techniques.
3. RMA Shipping Boxes
Panasonic will either provide RMA shipping boxes to SSD or will overnight a
shipping box after an RMA is granted for equipment covered by the warranty.
The RMA shipping boxes will have a pre-paid shipping label.
4. DOA Items
Any DOA out of the box items shall be replaced with NEW equipment within 15
business days unless otherwise requested at no charge to SSD. In the event
that a unit with special order items (such as integrated modem or GPS module)
is required, replacement time may exceed 15 days..
MA00021915 Exhibit B, Statement of Work: Equipment and Software 7 �' o
CA':Y'�
O
ATTACHMENT 2
DOA Review Process
1) SSD Technical staff calls the Panasonic at 1-800-LAPTOP-5
2) SSD Technical staff troubleshoots the problem with Panasonic
3) After the troubleshooting.process, Panasonic will either have resolved the
problem or determined the equipment is DOA
At the request of SSD, Panasonic will send a special RMA if the equipment is
deemed DOA.
5. Service for Non-warranty Eauiyment
At the request of SSD, Panasonic will overnight a shipping box and SSD will
ship the equipment to Panasonic.
The costs associated with providing services for non-warranty equipment is:
o Diagnostic Cost —$115
o Repair Cost—To be determined after diagnostic
o Shipping Cost back to SSD — $35
The initial diagnosis cost will cover the labor fee. The repair cost will not
include any labor fees and SSD will only pay for the parts to fix the equipment.
In the event that.the equipment is not repaired by Panasonic, SSD will pay the
diagnostic cost and shipping cost to return the equipment.
6. Reolacement return time
The standard turnaround time for replacement equipment should not exceed 4
business days from receipt of the product. Panasonic will notify the AM team if
the turnaround time is expected to exceed that timeframe.
In the event of unsatisfactory or non-responsive support from Panasonic, CDCE
will assist SSD within 24 hours in obtaining necessary support..
B. CDCE Support
Equipment Purchases
1. For purchases, CDCE will
o Provide a delivery ETA of equipment
o Notify the AM team of any.back-ordered items
o Notify the AM team of any partial shipments
2. The Department shall receive equipment within approximately 30 —60 days
after CDCE's Receipt of Order. Any equipment not scheduled to be delivered
in that timeframe will be deemed backordered and CDCE shall notify SSD of
estimated delivery dates.
MA00021915 Exhibit B, Statement of Work: Equipment and Software 8
ATTACHMENT2
3. The serial numbers will be provided to SSD within 5 days of the equipment
shipping date.
4. All orders shall be FOB Destination, Freight Prepaid and Added.. CDCE will
request that the shipping company make deliveries to the following address:
711 G Street
2nd Floor
.Attn: Kathy Brelje
Sacramento, CA 95814
NOTE:
The vendor owns the goods in transit and is responsible for product until
received by the Department. The vendor will assist with the settlement of
claims and is responsible for the full replacement of damaged goods.
Standard County Equipment Return Policy
Any product for any reason, regardless of the condition of the equipment or
packaging can be returned with incurring fees/charges within 30 days of receipt.
NOTE:
This return policy is in no shape or form related to the implementation of the
high priority issue mentioned in Section III, C. If the high priority item is
unresolved by February 4, 2008, the County will implement the Software
Penalty mentioned in Section III, F.
Warranty Period
Software.and.Hardware Validation
There is a 90-day warranty period to accept the integration of the front-end
software and hardware (Toughbook and Arbitrator) on each vehicle. CDCE
services shall be.available on a Time and Material (T&M) basis for a specific
vehicle after the vehicle has been certified by SSD for functionality. The 90-day
period will begin after this.certification.
The Non-conventional use of the equipment that results in equipment failure will
void the initial 90-day warranty for that vehicle. It will require the agreement of
CDCE and SSD to void the warranty for any vehicle. The agreement of both
parties to void the warranty will allow CDCE to provide T&M services for that
specific vehicle.
MA00021915 Exhibit B, Statement of Work: Equipment and Software g
1� - w
ATTACHMENT 2
Back-end CMS Software Validation
There is a 90-day warranty period to validate the CMS Back-end software at the
following station houses.
o Central
o East
o North Central
o Northeast
o Northwest
CDCE services shall be available on a T&M basis after 20 vehicles have been in
operation at each station house fora period of 90 days. The implementation plan
shall be structured accordingly.
CDCE Services
CDCE will provide the following services during the warranty period:
o 8am 5pm Help Desk Support
o Next Day Response (Phone Call or Email)
o Issue Resolution within 5 business days
o On-site Service when needed
On-site Service
In order to receive onsite service (when CDCE is not already on-site), the following
steps will be conducted:
1) SSD Technical staff will troubleshoot the issue
2) If SSD is unable to resolve the issue, they will call the CDCE Help Desk
3) If the CDCE Help Desk is unable to resolve the issue via phone, they will
dispatch a local CDCE resource
The local resource will coordinate with SSD staff and travel to the site to
troubleshoot the issue. After CDCE has identified_the issue, they must determine
whether the issue is covered under the 90-day warranty.
If the problem is covered under the warranty, CDCE will resolve the issue without
any cost to SSD. If the issue is not covered under the warranty, this information
must be communicated to SSD staff and CDCE management before any additional
work is done. Any work performed by CDCE on non-warranty items must be
authorized by SSD management.
NOTE:
Both parties must agree that the issue is not covered under the warranty before
any work is authorized. SSD will not pay for unauthorized work.
MA00021915 Exhibit B, Statement of Work: Equipment and Software 10
C4- �' r
ATTACHMENT
If SSD agrees with CDCE's assessment that the issue is not covered under the
warranty, CDCE will resolve the issue. SSD will be billed according to the T&M
chart for diagnostic and repair time.
If the Department disagrees with CDCE's assessment that the issue is not covered
under the warranty, CDCE will not resolve the issue. The Department will be billed
according to.T&M chart for diagnostic time only.
NOTE:
The maximum diagnostic time shall be 1 hour per vehicle.
Time and Materials Services
The Department will use CDCE resources on a T&M basis when needed.
Per
Service Description Incident/Call
Call-in Help Desk telephone support
Telephone Help Desk services per call-in incident $25.00
Times available for support: Monday—
Friday 8:00 a.m. to 5:00 p.m., excluding
holidays and weekends.
NOW
Service Description Rate
Travel and On-site Straight Time Rate
T&M Field Support minimum two 2 hours per incident) $125.00/hr
T&M Infrastructure Travel and On-site Straight Time Rate $195.00/hr
Support minimum four: 4 hours per incident
T&M Field Support Travel and On-Site Overtime Rate (after $250.00/hr
hours, weekends and holidays) .
T&M Infrastructure Travel and On=Site Overtime Rate (after $390.00/hr
support hours, weekends and County holidays)
Service appointments will be made for the
next.available time in the CDCE field
service schedule after a service support
Schedule call is received. The appointment will be
dependent upon the next available time
sufficient to complete the necessary
service or repair.
MA00021915 Exhibit B, Statement of Work: Equipment and Software 11
ATTACHMENT 2
Service Descri tion Per Request
Vehicle Installation Install Mobile Data Computer and/or
vehicle mount equipment.
Vehicle Move. Vehicle mount and/or Mobile Data
Computer move.
Add/Change Addition to or modification of a.vehicle
existing installation
MA00021915 Exhibit B, Statement of Work: Equipment and Software 122
ATTACHMENT
V. Training
CDCE will conduct two different types of training workshops. A training plan and a
current user manual shall be submitted two weeks prior to conducting the training
sessions.
A. Officer Training Workshop
The officer trainer workshop will consist of
o Operating the physical camera
o Using the microphone system
o Using the Panasonic Arbitrator Software in the vehicle
o Using the CMS Client to retrieve and view,videos
B. Video Management Training Workshop
The video management training workshop will consist of detailed summary of
the CMS software including but not limited to:
o Users and Groups
o Synchronize LDAP
o Cabinets
o Video Association
o Video Tags
o Reports
C. Software Installation Document
As stated in Section 6.6 -Video Management Software Requirements, Item
#89 of the RFP, CDCE will provide documentation of the installation of the
video management software. This includes both the front-end Arbitrator and the
CMS 3.0 back-end infrastructure.
MA00021915 Exhibit B, Statement of Work: Equipment and Software 13
r/`f
MA00021915 Exhibit C,Limited Warrantls_:'
ATTACHMENT 2
LIMITED WARRANTY
1lidse 9vstemBardwars LIMITED WARRAM Y
Panasonic Computer Solutions Company(referred to as`Panssonldl at Iib sole discretion,
will replace or repair the below listed"Arbitrator"video system product components with new
or rebuilt-parts,free of charge in the U.S.A.for the period specified below from the data of
original purchase In the event of a defect in materials or workmanship.Coverage does not
Include wear or cosmetic damage.Lost Items are also not covered under the warranty.
1 Year-Video Camera
1 Year-Recorder Unit
I Year-Wireless Receiver Unit
i Year—P2 Cards)W"S)zes)
90 Days-Wireless Microphone(s)
90 Days-All"tam Component Interconnect Cables
This warranty Is extended solely to the original purchaser.A purchase recelpt or other proof
of date of original purchase will be required before warranty perrormance Is rendered.
This warranty only covers failures due to defects In materials or workmanship which occur
during normal use. It does not cover damage which occurs In shipment of failures which
are caused by products not supplied by Panasonic,or failures which result from alteratton,
accident,misuse,introduction of liquid or other foreign matter Into the unit, abuse,neglect,
Instaitatlon,maladjustment of consumer controls,Improper maintenance, modification or
service by anyone other than a Factory Service Canter or authorized Panasonic Service
Desleb or damage that to attributable to sate of God or War.
Limits and Exclusions:
There are no other express warranties except as listed above.
PANASONIC SHALL NOT BE LiABLE FOR LOSS OF DATA OR OTHER INCIDENTAL OR
CONSIeOUENTIAL DAMAGES RESULTING FROM THE USE OF THIS PRODUCT,OR
ARISING OUT OP ANY BREACH OF THIS WARRANTY ALL EXPRESS AND IMPLIED
WARRANTIES, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS
FOR A PARTICULAR PURPOSE ARE LIMITED TO THE APPLICABLE WARRANTY
PERIOD SET FORTH ABOVE. Some states do not allow the exclusion or Ilmitatlon of
Incidental or conesgventlat damages,or ilmitaRons on how tong an implied warranty harts,so
the above limitations or ontualone may not apply to you.
This limited warranty gives you specifc legal rights,and you may also have other rights
which vary from state to state,
If a problem wfth your product develops during or after the warranty period,you may contact
our representatives at 1-000dAPTOPB.
l 70
J •
vM 00021915 Exhibit C,Limited Warrantis ATTACHMENT 2
-PANASONIC COMPUTER SOLUTIONS COMPANY
Limited Warranty- Hardware
Panasonic Computer Solutions Company(referred to as"Panaaonlc`)will repair this Product(other than software,
which is covered'by a separate warranty)with new or rebuilt parts,free of charge in the U.I.A.,for three(3)years
from the date of original purchase In the event of a defect In materials or workmanehlp,This warranty includes the
AC Adapter but excludes the batteries and all other options and accessories which are covered for a period of one
(1)year from the date of purchase.
This warranty Is extended solely to the original purchaser.A purchase receipt or other proof of data of original
purchase will be required before warranty service is rendered.
This warranty Is limited to failures due to defects in materials or workmanship which occur during normal use.
It.does not cover damage which occurs In shipment,or failures which are caused by products not supplied by
Panasonic,or failures which result from alteration,accident, misuse,Introduction of liquid or other foreign matter
into the unit,abuse, negleot,Instelidon,malad)ustment of consumer controls. Improper maintenance,modification
1 or servfee by anyone other than a Factory Service Center or authorized Panasonic Service Deafer,or damage that
Is attributable to acts of God.
Limits and ExoluWans:
There are no other express warranties except as listed above.
PANASONIC SHALL NOT BE LIABLE FOR Loss OF DATA OR OTHER INCIDENTAL OR CONSEQUENTIAL
DAMA135S RBSU13ING FROM THE USE OF THIS PRODUCT OR ARISING OUT OF ANY BREACH OF THiS
WARRANTY ALL i?XPRESS AND IMPLIED WARRANTIES,INCLUDING THE WARRANTIES OF MERCHANTABILITY
AND FITNESS FOR A PARTICULAR PURPOSE,ARE LiMITED TO THE APPLICABLE WARRANTY PERIOD SET
FORM ABOVE.Some states do not allow the exclusion.or limitation of Incidental or conpequentlal damages,or
limitations on how long an Implied warranty lasta,so the above limitations or exclusions may not apply to you.
This limited warranty gives you specific legal rights,and you may have other rights which very from state to state.
If a problem with your product develops during or after the warranty period,you may contact our representatives
at 1-80D-LAPTOP6. If the problem Isnot handled to your satisfaction,write to the Consumer Affairs Division at
the address below:
Panasonic Consumer Affairs Division
I Panasonic Way
Secaucus,NJ 07094
Panasonic
2.
PANASONIC COMPUTER SOLUTIONS COMPANY
Umfted Warrardy- Software
Panasonic Computer Solutions Company(referW to as"Psnasonlo'y warrants to you only that the disk(s)or other
media on which the Programs are furnished will be free from defects in material and workmsnship.under normal
use for a period of sixty(60)days from the date of delivery thereof to you,as evidenced by your purchase receipt.
This is the only warranty Panasonic makes to you. Panasonic does not warrant that the functions contained In the
Programs wul meet your requirements or that the operation of the Programs wilt be uninterrupted or error free.
Panasonic'e entire Habil!%and your exclusive remedy under this warranty,shall be limited to the replacement, In
the United States,of any defective disk or other media which Is returned to Panasonic's authorized Servloe Center
together with a copy of the ourohase receipt,within the aforesaid warranty period.
Anything In the foregoing to the contrary not withstanding,Panasonic shall have no obtiganon for any defects In the
disk(e)or other media on which the Programs are furnished resulting from your storage thereof;or for defects that
have been caused by operation of the dlsk(s)or other media otherwise than on the Product or In the environment,
\ donditions other than those specified by Panasonic by alteration,accident,misuse,abuse,neglect,mishandling,
misapplication,Installation,maladjusti tent of consumer controls.Improper maintenance,modification or damage
that Is attributable to note of God. In addition,Panasonic shall have no obligation for any defects in the dlsk(s)or
other media If you have modified or attempted to modify any Program.
Duration of implied warranties,if any is limited to sixty(60)days.
Panasonic assumes no risk of and shall not in any case be liable for any damages;including,without limitation,
any special.Incidental,consequential or punitive damages arising from breach of warranty or contract;negligence
or any other legal theory including,without limitation,lose of goodwill,profits or revenue;loss of use of the
Programs or Products or any associated equipment;cost of capital,cost of any substitute equipment,fealllties
or services,downtime costs or claims of any parry dealing with you for such damages.
some slates do not allow the exalUelOn or limitation of Incidental or consequential damages,or limitations on how
long an Implied warranty lasts,so the above amltatlons or exclustono may not apply to you.
This limited warranty gives you specific legal rights,and you may also have other rights which vary from state
to state.This Limited Warranty will be governed by the laws of the State of New York,without regard to Its
confact-of4swe rules.
To obtaln service or technical assistance within-the continental U.S.A.and Alaska,can 1.8004 APTOP6.
1 00
Panasonic
3