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Res No 247-12-13804RESOLUTION NO:247-12-13804 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,inan amount not to exceed $12,500.00. WHEREAS,theCity of South Miami ("City")previously purchased Pay Stations from Parker Systemsandthe contract included aTier2 Support/maintenance agreement;and WHEREAS,Parker Systems isasole source forthe maintenance of thePay Stations;and WHEREAS,theCity of South Miamidesiresto purchase an extension of Tier2 Support through September 30,2013,forthefifty(50)parking paystationsat$250.00permachine. 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,Tier2 Supportforthefifty(50)parking pay stations inthe amount notto exceed $12,500.00 fromaccount 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 isforany reason held invalid or unconstitutional bya court of competent jurisdiction,the holding shallnot affect the validity of the remaining portions of this resolution. Section 3:This resolution shall become effective immediately upon adoption byvote of theCity Commission. PASSED AND ADOPTED this 4 th day of December ,2012. ATTEST:APPROVED: clerk s MayorYCLERK READ AND APPROVED AS TO. LAN£¥AGE^GALITY ANJ E^Cimm THEREOF/ RM,COMMISSION VOTE:5-0 Mayor Stoddard:Yea Vice Mayor Liebman:Yea Commissioner Newman:Yea Commissioner Harris:Yea Commissioner Welsh:Yea To: From: Via: Date: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor &Members of the City Commission Kelly^artreft\m,iping City Manager Ojpndc^^^^eijd^Castro,Chief of Police November 21,2012 Agenda Item No. South Miami mil? 2001 Subject:AResolutionauthorizingtheActingCityManagertopurchasefromParkerSystems,Tier 2 Support forthe fifty (50)paystationsat$250.00permachine,inanamountnotto exceed $12,500.00. Background:TheCity of SouthMiamidesirestopurchaseanextension of theTier2Support from Parker Systems through September 30,2013,forthefifty(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:•Proposed Resolution d Parker Systems Proposal Letter CITY OF SOUTH MIAMI Support and Maintenance Agreement For Digital Payment Technologies'Pay Stations PARKER SYSTEMS ("DISTRIBUTOR"forDigitalPaymentTechnologies)agreesto providetheSupport,Maintenance,andPreventativeMaintenanceServices specified hereinfortheCity of SouthMiami ("CUSTOMER")whoherebysubscribestosuch services,pursuant tothe charges,termsand conditions assetforthherein. GENERAL TERMS AND CONDITIONS Thisagreementshallbeineffectforone(1)year.Thiscontractwillbeautomatically renewed for successive periods of oneyeareachatthe prevailing rate,subject,however, totheright of eitherpartytoterminatethecontractattheend of theoriginal,orany renewaltermbywrittennoticetothateffect,tothelastknownprincipaloffice of the other partyatleastthirtydays prior tothedesignated termination date. PARKER SYSTEMSmayterminatethisagreementuponfifteen (15)daysnoticefor CUSTOMER'S failuretoremittimelypaymentsassetforthbelow. IntheseTERMSandCONDITIONS,thefollowingwordshavethefollowingmeanings: "DPT"means Digital Payment Technologies,the manufacturer of the Payment Stations whoislocatedat 4105 GrandviewHighway,Burnaby,BC Canada V5C6B4. "CUSTOMER"meansapersonorentitywhopurchasedPaymentStationsand/or Software directly fromthe DISTRIBUTOR andwho wishes to subscribe tothese services. "DISTRIBUTOR"means theDPT Authorized Reseller and Support Agency from which theDPT Equipment waspurchased.Forthepurposes of thisAgreement,the DISTRIBUTOR referred tois PARKER SYSTEMS,aFlorida Corporation locatedat 12938 Mallory Circle,#102,Orlando FL32828. "PAY STATION"means a DPT Payment Station for which the DISTRIBUTOR will provide maintenance andsupportservicesasoutlineherein. "SOFTWARE"means the DPT software to be installed on a CUSTOMER PC for use with one or more Payment Stations. SERVICES PROVIDED Hardware AllDPTPay Stations come withaoneyearpartsand labor warranty.Warranty commences (7)daysfromdate of shipment.All malfunctioning parts willbe either repaired or replaced bythe DISTRIBUTOR,either through assistance via telephone or on-site.Defective part replacements willbe shipped within (2)business days Monday through Friday from Canada,and within (1)dayfrom Orlando. Repairsor replacement partsrequiredasaresult of rustorcorrosion,damagedueto accident,improper handling oroperation,shippingdamage,abuse,misuse,unauthorized repairs or attempted repairs,vandalism or "Acts of God"arenotincluded. If an electrical or mechanical repair becomes necessary,the CUSTOMER must obtain a RETURNING MATERIALS AUTHROZATION (RMA)number prior to returning any parts.This number must be included withany returns. If the CUSTOMER experiences hardware performance problemswiththeDIGITAL PAYMENT TECHNOLOGIES ("DPT)Pay Station,the CUSTOMER must notify the DISTRIBUTOR by telephone oremailforverification of theproblem(s)andtoarrange 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 partsrequired. To obtain warranty service forDPTPayStations,the DISTRIBUTOR must becontacted. The DISTRIBUTOR must confirm if the equipment is experiencing a problem covered under Warranty,and willrepair,oratits discretion,exchange equipment which doesnot conform tothe warranty.Warranty services maybe performed atthe 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 foroneway shipping costs,and DISTRIBUTOR is liableforall parts andlabor.Whenpossible,arrangements maybe made toship replacement partsand installation instructionstotheCUSTOMER.If atriptothe CUSTOMER siteis required after trouble shooting via telephone or email,the CUSTOMER will incur no additional expenses forthistrip. Routine functions typically performed bythe 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 (asrequired)inmoisturerich environments •Routine Maintenance functionsasoutlinein attached "Appendix A"- Maintenance Schedule Software Updates The DISTRIBUTOR mayperiodicallyprovidesoftwareupdatesatnoadditionalcostto theCUSTOMER.Thesoftwareupdatesmayincludemodifications,program enhancements,debugging,and/or newfeatures. This section willnotbeinterpretedtorequiretheDISTRIBUTORtoeitherdevelopand release updates or customize theupdatestosatisfy CUSTOMER'S particular requirements unless agreed uponintheinitial purchase UpdateswillnotincludeanynewproductswhichDISTRIBUTORorDPTdecidesto make generally availableasaseparatelypricedoption. Operating System Support DISTRIBUTOR will provide thefirstlevel of assistance for routine questions about system administration and other operating systemissues.Wherefirstlevel assistance is not sufficient in resolving softwareissues,the DISTRIBUTOR willfacilitatethirdparty assistance fromDPTviatelephone,emailorPCCharge. Telephone and On-Site Support Phone assistance and support toevaluateanddiagnosehardwareor software issueswill be available from9:00a.m.to6:00p.m.EST Monday through Friday,excluding holidays.Request for support and/or assistance callsshallbe made to:PARKER SYSTEMS at 407-432-0869,or 407-482-8006,orby email to Lynda@parkersystemsplace.com. Every effort willbe made to return emergency phone calls within (1)hour.Allcallswill be returned within (4-6)hours,andonsite visits for repair or assistance made within a reasonable amount of time (generally 24 hours)after initial call.Asa course of immediate resolution,and at the CUSTOMER'S discretion,actions to include detailed instructions viathe phone maybe requested to resolve specific issues. On-site visitsshallbe scheduled Monday through Friday,9AMto6PM,unless otherwise mutually agreed in emergency situations. Charges CUSTOMER shallpayaonetimeannualfee of $250.00perpay station,peryear,for services pursuant tothisagreement.Paymentisdueandpayableoneyearinadvance. Liability The DISTRIBUTOR shallnotbeliableforfailuretoperformits obligations hereunder, andsuch failure to perform shall not constitute abreachofthis agreement,when repair of the equipment is required asa result of accident,misuse,abuse,unauthorized repairs or attempted repairs,vandalism or"Actsof God".Additionally,the DISTRIBUTOR shall notbeliablefordelaysorfailuretoperformunderthisagreementforcausesbeyondits reasonablecontrolduringtheperiod of timethatsuchcausesareexistent. Indemnification TheCUSTOMERagreestoindemnifyandholdtheDISTRIBUTOR,itsdirectors, officers,employees and agents from,and against,anyandall liability,claims,expenses, damages,causesofaction,suitsorjudgmentsarisingoutofanyactionsof Subscriber's employees or agents. Unauthorized Repair CUSTOMER hereby agreesthatno unauthorized repairsor attempted repairsofthe equipment shallbe made by CUSTOMER'S employees,agents,orbythird parties.Inthe eventthatsuch unauthorized repairor attempts torepairresultinservicebeingperformed bythe DISTRIBUTOR whichwouldnothavebeenrequiredintheabsence of such unauthorized repairsorattempted repairs,the DISTRIBUTOR shallchargethe CUSTOMERforsuchadditionalrequiredservice,andCUSTOMERherebyagreesto paysuchadditionalservicecharges. Repair Parts Allpartswhichareremovedfromtheequipmentandreplacedshallbecometheproperty of the DISTRIBUTOR. Entire Agreement,Applicable Law ThisagreementconstitutestheentireagreementbetweentheDISTRIBUTORandthe CUSTOMER,andtherearenopromisesor representations otherthansetforthherein. Thisagreementmayonlybemodifiedoramendeduponwrittenagreementbyboth parties,andexecutedbydulyauthorizedofficersoragentsthereof. .I STATE OF FLORIDA \|POUNTY OF j£1M,n/-&%&&" 'This agreement is made and entered into this «&£-day of/fejk-w-^--y 20lj£,J> by and between Qti^^^SoiA'L.fi-j ,<£*«.g (hereinafter referred to as the "CUSTOMER")and PARKER SYSTEMS (hereinafter referredtoasthe DISTRIBUTOR"). WITNESSETH ida Harrinaton,President DateLyndaHarrin PARKER *y y^^/3^£€\\y ofj&0*fth Miami f J Date APPENDIX A Regular maintenance and preventativemaintenance ofthe LUKE Payment Station is required tokeepthe Payment Station operating efficiently and trouble- free.Maintenancekitswiththeappropriate cleaners andlubricantsareavailable from the DISTRIBUTOR. A routine maintenance scheduleisalso recommended.Following isthe minimum maintenanceand preventative maintenance program recommended. Once or MoreaWeek -Tobe performed by the Customer ©Inspect unitfor damage ©Inspect coin acceptor pathway ©Inspect bill validator pathway ©Clean bill validator with presoaked cleaningpad •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 locksif 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 Blow out 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 (orwith 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