3To:
From:
Via:
Date:
Subject:
CITY OF SOUTH M lAM I
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
ting City Manager
Castro, Chief of Police !:!)
South Miami
.*Od
fiirr
2001
Agenda Item No. ~
A Resolution authorizing the Acting City Manager to purchase from Parker Systems, Tier
2 Support for the fifty (50) pay stations at $250.00 per machine, in an amount not to
exceed $12,500.00.
Background: The City of South Miami desires to purchase an extension of the Tier 2 Support
from Parker Systems through September 30, 2013, for the fifty (50) parking pay
stations.
Expense: Not to exceed $12,500.00, using account #001-1910-521-3459, Contractual
Services -Parking, with a current balance of $252,500.00.
Attachments: 0 Proposed Resolution
o Parker Systems Proposal Letter
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
RESOLUTION NO: _______ _
A Resolution authorizing the City Manager to purchase from Parker Systems, Tier 2
Support for the fifty (50) pay stations at $250.00 per machine, in an amount not to exceed
$12,500.00.
WHEREAS, the City of South Miami ("City") previously purchased Pay Stations from Parker
Systems and the contract included a Tier 2 Support/maintenance agreement; and
WHEREAS, Parker Systems is a sole source for the maintenance of the Pay Stations; and
WHEREAS, the City of South Miami desires to purchase an extension of Tier 2 Support through
September 30, 2013, for the fifty (50) parking pay stations at $250.00 per machine.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1: The Acting City Manager is authorized to purchase, from Parker Systems, Tier 2
Support for the fifty (50) parking pay stations in the amount not to exceed $12,500.00 from account
number 001-1910-521-3459, Police Contractual Services with a current balance of$252,250.00.
Section 2: If any section clause, sentence, or phrase of this resolution is for any reason held
invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the validity of
the remaining portions of this resolution.
Section 3: This resolution shall become effective immediately upon adoption by vote of the City
Commission.
PASSED AND ADOPTED this __ day of _____ , 2012.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF:
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
CITY OF SOUTH MIAMI
Support and Maintenance Agreement
For Digital Payment Technologies' Pay Stations
PARKER SYSTEMS ("DISTRIBUTOR" for Digital Payment Technologies) agrees to
provide the Support, Maintenance, and Preventative Maintenance Services specified
herein for the City of South Miami ("CUSTOMER") who hereby subscribes to such
services, pursuant to the charges, terms and conditions as set forth herein.
GENERAL TERMS AND CONDITIONS
This agreement shall be in effect for one (1) year. This contract will be automatically
renewed for successive periods of one year each at the prevailing rate, subject, however,
to the right of either party to terminate the contract at the end of the original, or any
renewal term by written notice to that effect, to the last known principal office of the
other party at least thirty days prior to the designated termination date.
PARKER SYSTEMS may terminate this agreement upon fifteen (15) days notice for
CUSTOMER'S failure to remit timely payments as set forth below.
In these TERMS and CONDITIONS, the following words have the following meanings:
"DPT" means Digital Payment Technologies, the manufacturer of the Payment Stations
who is located at 4105 Grandview Highway, Burnaby, BC Canada V5C 6B4.
"CUSTOMER" means a person or entity who purchased Payment Stations and/or
Software directly from the DISTRIBUTOR and who wishes to subscribe to these
serVIces.
"DISTRIBUTOR" means the DPT Authorized Reseller and Support Agency from which
the DPT Equipment was purchased. For the purposes of this Agreement, the
DISTRIBUTOR referred to is PARKER SYSTEMS, a Florida Corporation located at
12938 Mallory Circle, #102, Orlando FL 32828.
"PAY STATION" means a DPT Payment Station for which the DISTRIBUTOR will
provide maintenance and support services as outline herein.
"SOFTWARE" means the DPT software to be installed on a CUSTOMER PC for use
with one or more Payment Stations.
SERVICES PROVIDED
Hardware
All DPT Pay Stations come with a one year parts and labor warranty. Warranty
commences (7) days from date of shipment. All malfunctioning parts will be either
repaired or replaced by the DISTRIBUTOR, either through assistance via telephone or
on-site. Defective part replacements will be shipped within (2) business days Monday
through Friday from Canada, and within (1) day from Orlando.
Repairs or replacement parts required as a result of rust or corrosion, damage due to
accident, improper handling or operation, shipping damage, abuse, misuse, unauthorized
repairs or attempted repairs, vandalism or "Acts of God" are not included.
If an electrical or mechanical repair becomes necessary, the CUSTOMER must obtain a
RETURNING MATERIALS AUTHROZA nON (RMA) number prior to returning any
parts. This number must be included with any returns.
If the CUSTOMER experiences hardware performance problems with the DIGITAL
PA YMENT TECHNOLOGIES ("DPT) Pay Station, the CUSTOMER must notify the
DISTRIBUTOR by telephone or email for verification of the problem(s) and to arrange
for service/trouble shooting of the equipment. Should remote diagnosis of the problem
not be successful, DISTRIBUTOR will make a site visit to remedy the issue, make
repairs, or determine replacement parts required.
To obtain warranty service for DPT Pay Stations, the DISTRIBUTOR must be contacted.
The DISTRIBUTOR must confirm if the equipment is experiencing a problem covered
under Warranty, and will repair, or at its discretion, exchange equipment which does not
conform to the warranty. Warranty services may be performed at the CUSTOMER'S
location, at a service center, or via other means.
Standard terms for malfunctioning equipment hardware under warranty are Return to
Depot, where CUSTOMER is liable for one way shipping costs, and DISTRIBUTOR is
liable for all parts and labor. When possible, arrangements may be made to ship
replacement parts and installation instructions to the CUSTOMER. If a trip to the
CUSTOMER site is required after trouble shooting via telephone or email, the
CUSTOMER will incur no additional expenses for this trip.
Routine functions typically performed by the Customer include:
• EMS Monitoring of Pay Stations for Alerts or Alarms
• Reloading paper
• Fixing paper jams, coin jams and/or bill jams
• Revenue collection
• Uploading pay station configurations
• Configuration changes, and administrative maintenance of BOSS (Back Office
System Software)
• Distribution of desiccant (as required) in moisture rich environments
• Routine Maintenance functions as outline in attached "Appendix A" -
Maintenance Schedule
Software Updates
The DISTRIBUTOR may periodically provide software updates at no additional cost to
the CUSTOMER. The software updates may include modifications, program
enhancements, debugging, and/or new features.
This section will not be interpreted to require the DISTRIBUTOR to either develop and
release updates or customize the updates to satisfy CUSTOMER'S particular
requirements unless agreed upon in the initial purchase
Updates will not include any new products which DISTRIBUTOR or DPT decides to
make generally available as a separately priced option.
Operating System Support
DISTRIBUTOR will provide the first level of assistance for routine questions about
system administration and other operating system issues. Where first level assistance is
not sufficient in resolving software issues, the DISTRIBUTOR will facilitate third party
assistance from DPT via telephone, email or PC Charge.
Telephone and On-Site Support
Phone assistance and support to evaluate and diagnose hardware or software issues will
be available from 9:00 a.m. to 6:00 p.m. EST Monday through Friday, excluding
holidays. Request for support and/or assistance calls shall be made to: PARKER
SYSTEMS at 407-432-0869, or 407-482-8006, or by email to
Lynda@parkersystemsplace.com.
Every effort will be made to return emergency phone calls within (1) hour. All calls will
be returned within (4-6) hours, and on site visits for repair or assistance made within a
reasonable amount of time (generally 24 hours) after initial call. As a course of
immediate resolution, and at the CUSTOMER'S discretion, actions to include detailed
instructions via the phone may be requested to resolve specific issues.
On-site visits shall be scheduled Monday through Friday, 9AM to 6 PM, unless otherwise
mutually agreed in emergency situations.
Charges
CUSTOMER shall pay a one time annual fee of $250.00 per pay station, per year, for
services pursuant to this agreement. Payment is due and payable one year in advance.
Liability
The DISTRIBUTOR shall not be liable for failure to perform its obligations hereunder,
and such failure to perform shall not constitute a breach of this agreement, when repair of
the equipment is required as a result of accident, misuse, abuse, unauthorized repairs or
attempted repairs, vandalism or "Acts of God". Additionally, the DISTRIBUTOR shall
not be liable for delays or failure to perform under this agreement for causes beyond its
reasonable control during the period of time that such causes are existent.
Indemnification
The CUSTOMER agrees to indemnify and hold the DISTRIBUTOR, its directors,
officers, employees and agents from, and against, any and all liability, claims, expenses,
damages, causes of action, suits or judgments arising out of any actions of Subscriber's
employees or agents.
Unauthorized Repair
CUSTOMER hereby agrees that no unauthorized repairs or attempted repairs of the
equipment shall be made by CUSTOMER'S employees, agents, or by third parties. In the
event that such unauthorized repair or attempts to repair result in service being performed
by the DISTRIBUTOR which would not have been required in the absence of such
unauthorized repairs or attempted repairs, the DISTRIBUTOR shall charge the
CUSTOMER for such additional required service, and CUSTOMER hereby agrees to
pay such additional service charges.
Repair Parts
All parts which are removed from the equipment and replaced shall become the property
of the DISTRIBUTOR.
Entire Agreement, Applicable Law
This agreement constitutes the entire agreement between the DISTRIBUTOR and the
CUSTOMER, and there are no promises or representations other than set forth herein.
This agreement may only be modified or amended upon written agreement by both
parties, and executed by duly authorized officers or agents thereof.
STATE OF FLORIDA
COUNTYOF ______________ __
This agreement is made and entered into this ___ day of , 2012,
by and between (hereinafter referred to as
the "CUSTOMER") and PARKER SYSTEMS (hereinafter referred to as the DISTRIBUTOR").
WITNESSETH
Lynda Harrington, President
PARKER SYSTEMS
City of South Miami
APPENDIX A
Maintenance Schedule
Date
Date
Regular maintenance and preventative maintenance of the LUKE Payment
Station is required to keep the Payment Station operating efficiently and trouble-
free. Maintenance kits with the appropriate cleaners and lubricants are available
from the DISTRIBUTOR.
A routine maintenance schedule is also recommended. Following is the
minimum maintenance and preventative maintenance program recommended.
Once or More a Week -To be performed by the Customer
• Inspect unit for damage
• Inspect coin acceptor pathway
• Inspect bill validator pathway
• Clean bill validator with presoaked cleaning pad
• Purchase credit card test ticket
• Check battery voltage (>12v)
• Ensure chargers have power
• Check paper roll length
Every Six Weeks -To be performed by Distributor
• Clean printer with pre-soaked cleaning pad
• Lubricate hinges and locks if Payment Station is located near salt water
• Clear printer of paper dust
• Clean credit card reader
• Clean bill validator
• Clean sensors and coin tracks
• Clean Solar panel, and check connections
• Inspect coin bag for wear
• Blowout bill stacker with compressed air
• Wipe coin acceptor pathway with wipes
• Perform EMS connectivity tests
• Field test all components
Every Three Months -To be performed by Distributor
• Lubricate hinges and locks
• Lubricate coin acceptor return bar
• Clean and wax cabinet exterior
Every Six Months -To be performed by Distributor
• Change access passwords (or with staff change)
• Confirm programming is correct and assist with necessary changes
• Check cable tie paths
• Check alarm module
• Check for loosened nuts
• Inspect wear on plastic parts