Okaloosa County BOCC — November 4, 2014 — Systems Specialists Contract - EOC - FY '15

CONTRACT/LEASE RENEWAL FORM Date: Company Name: Systems Specialists, inc. Atin: Jack D. Bilby Address: 114 Fast Wright Street Gily, State, Zip: Pensacola, FL 32501 RE: C12-1985-FM Dear Jack D, Bilby: The Okaloosa County Board of County Commissioners agrees fo renew the subject contract/leasé, #C12-1985-FM for an addifional ferm. The contract renewal period will be 10/01/2014 to 9/30/2015. The annual budgeted amount for this contract is $3290.00. If you are in agreement, please sign below and return this form aiong with a current Certificate of Insurance listing Okaloosa County as co-Insured (if applicable). COUNTY REPRESENTATIVES AUTHORIZED COMPANY REPRESENTATIVE Ou Centractor Systems Specialists, Inc. aa) = S aa ry Govan BAe S Approved By: Approvediy: au {as prescribed below on item 7) Approved By: Tile: Senbsere “WU ane et. (as prescribed below on item 1] 8 Date: Date, fU~ ap ~/Y County Depariment instructions: 1) Obtain signatures from Department Director, authorized Company Representative and then 2) 3) Purchasing Director <$25K and less, County Administrator <$50K and less or Board >$50K, as. necessary. Hi Board approval is required, the Chairman and Counly Administrator's signatures are required, Make sure the company provides a current Cerlificate of lnsurance. (If applicable). Keep. a copy of this form for your records. Send original to Purchasing Services Coordinator, If you have any questions please coniact the Purchasing Director at 850-689-5960, Fax: 850- 689-5998. (997 Systems Specialists, Inc. Authorized Representative Barber Colinan, Siebe & Invensys Building Systems, TAC—~ Schneider Electric 114 East Wright Street Pensacola, Fl. 32504 MAINTENANCE SERVICES AGREEMENT Phone: (880) 472-2147 Fax: (850) 47222746 Emergency Operations Cénter Systems Specialists, me. 100 College Blvd. +44 East Wright Steet Niceville, FL. Pensacola, FL 32501 (Fax ID 59-1739430) Services to be Provided at the following Location(s): Oksioosa' Co. Emergency Ops Center Niceville, FL Systeins Specialists, Inc. agrees to provide the setvices described in the attached schedulés in accordance with thé following teins and conditions: Services Agreement and Schedules: Graphical User Intetface Air Handling Wait Controllers Tetmitial Unit Controfiers Terms and Payment. This. Seite Agreement shall begin of the ist day of October 2044, and shall continue fora period of cne year and from year to year thereafier unit terminated. After the initial tenn, either party may terminate this agreement upon thirty days writer notice prior to. the anniversary date: of the agreement. THe contract price shall He subject to adjustnient yearly to recbgnize any chaliges in costs. Notice of proposed adjustments te the annual price will be provided atleast sixty days prior io-agreement renewal date. Systems Specialists, ihc. agress'to furnish the setvices as described in this agreement for the Sumi of, $3,290.00. (Three Thousatid Two Hundred Ninety Dollars) annually. This includes Semiannual check outs for the sum of May $1974.00 and September $1316.00. Ih Addition to the annual edritract amount, the chstomer shall pay arly. present taxes or governmental charges with regard to the transiér, usé, or ownership of possession of the équiprrient covered by this agreement, Invoices will be issued semi-annually at the completion of each semi-annual check.cut as-agréed. Payment will be made:within 30 days of invoice date. ‘This propesal, including the attached pages, special conditions, and allachments constitutes the entire agreement and shail become a valid contract after customer accepiance and credit approval by Systems. Specialists, inc: This agréemient supersedes all per presentations and agreements not incorporated herein. This Proposal is valid when accepted by Oct, 31, 2014. Signatures Submitted for This. agreement is accepted for Systems: Specialists, ine.: Customer: By, Jack D Bilby é Title: Service Manager \e ( Signature: ah Q ae ( Date: jz: pst be Bate: rls] Zaid Date Submitted; OFFICE USE. Phone: Proposal No: Agreement No: Oct 2014-2075 Systems. Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS Okalocsa Ca. EOC Page 1 of 8 40. 14. 42. 13. 414. 45, GENERAL CONDITIONS This agreement applies only to equipment installed prior to effective date of this agreement and as described in this agreement, Normal working hours (8 a.m. to 4 p.m.; Monday through Friday, excluding holidays) will apply to all services, unless otherwise stated, including major repairs performed under this agreement. This agreement assumes the systems covered to be in maintainable condition. If repairs are found necessary upon initial inspection or initial seasonal start-up, repair charges will be submitted for approval. Should these restoration charges be declined, those non-maintainable items will be eliminated from the program and the agreement price adjusted accordingly. - It is agreed that the customer shall provide reasonable means of access to all devices that are to be maintained. Normal operation such as starting, stopping and resetting of the listed equipment is not included in this program. However, Systems Specialists, Inc. shall be permitted to start and stop all primary equipment incidental to ithe operation of the mechanical system. If the system is modified, changed or altered, or if any equipment is added, or if the system is removed within the premises or to other premises, Systems Specialists, Inc., at its sole option, reserves the right fo terminate or re~ negotiate this agreement based on the condition of the system after the changes have been made. It is agreed that the contract price shall be adjusted yearly; such adjustments shall be consistent with current labor and material costs. This agreement may be terminated after its initial term on the anniversary of its effective date by either party by giving written notice a minimum of 30 days prior te the anniversary date. Systems Specialists, inc. shall not, under any circumstances, be liable for injury to persons or damage to property unless such injury or damage is caused by a negligent act af omission or commission by Systems Specialisis, inc.’s agents, employees or subcontractors. , .- Systems Specialists, Inc. and the Customer assume the non-occurrence of the following contingencies which, without limitation, might render performance by Systems Specialists, Inc. impractical: strikes, fires, war, late or non-delivery by suppliers of Systems Specialists, Inc, and all other contingencies beyond the reasonable contro! of Systems Specialists, Inc. Under no circumstances shall Systems Specialists, Inc. be liable for any special or consequential damages whether based upon lost goodwill, lost resale profits, work stoppage, impairment of other goods or otherwise and whether arising out of breach of warranty, breach of contract, negligence or otherwise, except only in the case of personal injury where applicable law requires such liability. But ir no event shail Systems Specialists, Inc.’s liability exceed the purchase price paid under this contract. The Customer shail pay Systems Specialists, Inc. in addition to the contract price, the amount of all present and future taxes or any other government charge now or hereafter imposed by existent or future laws with respect to the transfer, use, ownership or possession of equipment to which this agreement relates, exclusive of ordinary personal property taxes assessed against Systems Specialisis, Inc. It is agreed that the customer shall assume responsibility and pay extra for all service and material required due to electrical power failure, low voltage, bumed out main or branch fuses, low water pressure, corrosion or lightning strikes. The customer is responsible for the addition of any items of equipment or performance of any safety test or corrections in design as recommended or required by insurance companies, government, state, municipalities or other authorities. The customer is responsible for the indoor air quality of their facility. In the event Systems Specialists, Inc. is required to make any repairs and/or replacement and/or emergency calls occasioned by improper operation or misuse of equipment covered by this agreement or any cause beyond Sysiems Specialists, Inc.'s control, the customer shall reimburse Systems Specialists, Inc. for expenses incurred In making repairs and/or replacements and/or emergency calls in accordance with the established rate for performing such service such as calls for thermostat setting, air balancing or equipment resetting. if equipment becomes non-repairable due to unavailability of replacement parts, Systems Specialists, Inc., at its option, may remove the equipment from the contract and will not be required to maintain or service such equipment as a part of this agreement. However, Systems Specialists, Inc. will assist the owner in replacing the equipment at prevailing service rates. The customer is responsible for the replacement or repair of non moving parts of the 5 heating, cooling and ventilating systems, such as duct work, boiler shell and tubes. boiler refractory and complementary equipment, for example but not limited to: cabinets, fixtures, boxes, water supply lines, drain lines, steam lines, plumbing, oil storage tanks, oil and/or gas lines, domestic water lines, refrigerant piping, pneumatic tubing, converter shell and tubes, heating or cooling coils and electrical wiring. Systems Specialists, Inc, reserves the right to discontinue this maintenance service agreement at any time, without notice, unless all payments under this contract shall have been made as agreed. Systems Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. EOC PROPRIETARY Page 2 of 8 Systems Specialists, inc. Authorized Representative Barber Colman, Siebe & Jnvensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 32507 Phone: (850) 472-2147 _ SERVICES AGREEMENT . Fax: (850) 472-2146 Systems Specialists, Inc. wiil maintain the system or equipmeni listed in the Schedule of Equipment or in these schematic drawings: SSI Project #JB07247 . SCHEDULED MAINTENANCE 1. Specially trained technicians, engineers and mechanics are available to conduct the necessary tasks to ensure that your equipment is properly maintained. 2. Each piece of covered equipment receives an annual inspection and thorough preventive maintenance routine as appropriate. In addition, periodic tests and adjustments are made te ensure. efficient and reliable operation of other major components. 3. Each scheduied call has a specific set of tasks detailing exactly what needs to be performed and what special skills, tools or instruments are required to keep equipment operating at peak level. 4, Maintenance intervals will be determined by our experience, manufacturers’ recommendations, usage, location and run-time intervals uniess otherwise noted. 5. A service report will be completed after each cail and provided to the custorner. A duplicate record will be maintained at the Systems Specialists, Inc. office to update the history of the work performed. 6. A listing of typical service procedures is given in the attachments that follow. **« This agreement covers two scheduled maintenance visits — one (two day visit) at the beginning of the heating season and one {three day visit) at the beginning of the cooling season. REPAIR SERVICES if in the course of a service call, it is determined that a repair to the covered system or a replacement of a component within the system would be beneficial, the following repair coverage has been elected. A. Preferred Labor & Materials: ‘Accepted by: The Customer will be advised of the defect, Subject to approval by an authorized agent of the customer, work will - be performed on a preferred time and material basis. Normal Labor Rates: $85.00 Overtime Labor Rates: $127.50 Mileage Rates: $1.00 per Mile B. Standard Labor: . Accepted by: (Not included in this agreement) All of the necessary unscheduled emergency labor to restore, repair er replace the equipment on the list of maintained equipment during System Specialists, Inc. normal working hours is included. Any material replacement ‘will be invoiced on a preferred pricing basis. C. Comprehensive Coverage: Accepted by: (Not included in this agreement) The labor and material components and parts necessary to restore covered equipment to nonnal operation are included. These replacements will be of like or current design to prevent system depreciation or obsolescence. All work will be performed during System Specialists, Inc. normal working hours. D. 24-Hour Coverage: Accepted by: (Not included in this agreement) This coverage Includes back-up emergency services for critical responses on a 7-dayAweek, 24-hour/day basis. OPERATIONAL SUPPORT On a regularly scheduled basis, Systems Specialists, Inc will make recommendations to the owner to improve system efficiency and reliability, or reduce operational costs. A summary of services performed will also be prepared for customer review. Page 3 of 8 Systems Specialists, inc. Authorized Representative Barber Colman, Siebe & Invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 325017 Phone: (850) 472-2147 SYSTEM SUPPORT SERVICES AGREEMENT Fax: (850) 472-2146 As outlined under this proposal, Systems Specialists, inc., agrees to provide System Support Services for the Facility Management System installed in accordance with the listed drawings or system description: SSI Project #99760 System Application Support Systems Specialists, Inc. agrees to provide recommendations to the customer regarding modifications to the existing system applications for added energy savings, more efficient operation, and further enhanced information and facility management capabilities, Software Revision Upgrades (For Graphical User Interfaces) Software upgrades and revisions are not included in this-agreement. As applicable, hardware platform upgrade costs, installation material and labor charges of the software upgrades, and additional application engineering required by the upgrade will be presented to the customer or the authorized agent of the customer for approval prior to any releases being installed. Area Controller Firmware Upgrades Firmware upgrades of Area Controllers and Network Interface Modules are not included in this agreement. As applicable, installation material and labor charges for the firmware upgrades and additional application engineering required by the upgrade will be presented to the customer or the authorized agent of the customer for approval prior to any releases being installed. Database Maintenance Annually, as a minimum, Systems Specialists, Inc. will review all application software databases and verify that such databases are maintained in accordance with published recommended operating procedures. A complete backup of the tnost recently verified databases will be maintained, on file by Systems Specialists, Inc., for emergency backup threugh telephone modem link up or on sife visit The customer will provide an auto-dial/auto-answer phone modem connection to the Facility Management System. In addition, 24-hour phone line access will be provided by the customer. Unless specified under the additional services provisions of this agreement, emergency service and phone modem support will be provided on a time and materials basis. Migration Hardware and Software Pricing Preference In the event that the Customer desires to purchase new Graphical User Interfaces, LAN Interface Devices, and/or Area Controllers while this agreement is active, the Customer is guaranteed that they will receive a preferential discount on said equipment offered through standard Schneider Electric pricing schedules. Systems Specialists, inc. . The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co, EOG PROPRIETARY Page 4 of 8 Systems Specialists, inc. Authorized Representative Barber Colman, Siebe & Invensys Building Systems, TAC — Sehneider Electric SCHEDULE OF EQUIPMENT 114 East Wright Sireet Pensacola, FL 32501 Phone: (850) 472-2147 Fax: (850) 472-2146 Equipment Qty. Manufacturer Model / Serial No. Coverage Location ENC 2 Schneider Elechic ENC-520-2 1,2 Central Plant Unitary Controllers 27 Schneider Electric MNL-SRS3 4,2 AHUs Plant Controllers 2 Schneider Electric MNL-20RH3 4,2 Plant Duct Sensors 27 Schneider Electric 1,2 AHUs Room Sensors 27 Schneider Electric 1,2 Rooms Relays/EP Xducers 33 Schneider Electric 1,2 AHUs Actuators 40 Schneider Electric 1,2 AHUs Surge Protector 4 Schneider Electric 1,2 Central Plant Valves less than 2° 29 Schneider Electric 1,2 AHUs This is the entire list of maintained equipment as of: August 9, 2012 ’ Coverage Types: 1 = Scheduled Maintenance Visit Labor 2 = Scheduled Maintenance Visit Materials 3 = Repair Labor 4= Repalr Materials Systems Specialists, Inc. The BEST in ENVIRONMENTAL CONTROLS PROPRIETARY Okaloosa Co. EOC Page 5 of 8 Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & Invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 32501 Phone: (850) 472-2147 MAINTENANCE SERVICES Fax. (850) 472-2146 Graphical User Interface . Service Procedure Function Benefit Recommended Frequency Visual Inspection of Computers: Visually inspect and clean all hardware to be Ensure there are no impending device failures | Annually and Peripherals free of physical damage, dust and debris. which can adversaly affect system operation. Service Procedure Function Benafit Recommended Frequency Varlifleation of System Operations Verify setup and operation of monitor Provides routine testing and verification Annually screen, that application programs are performing Verify setup and operation of EMS report as designed to produce expected results. applications. Verify setup and operation of trend reports, Ensures that operational staff has Verify setup and operation of archival trend thorough knowledge of system storage reports. operations and methods, Verify setup and operation of Host console devices, Varify setup and operation of remote site dial-up communications, Verify setup of users, passwords and privilege levels to agreed upon "as builts”. Correct records and/or differences as noted. Verify setup and operation of maintenance time reminder applications. Verify operation of print sereen documentation capability. Verify setup and operation of LAN device communications. Synchronize network clock operations, Verify setup and operation of status log rts. : Varify setup and operation of point summary Teports. Service Procedure Function Bonefit Recommended Frequency Device Database Backup Provide backup of system databases to hard disk Ensures onsite PC files are maintained at Annually system. operating standard. Provide backup to floppy diskeite of archived trend Ensures accumulated data may be recovered for data files for lang-term storage. later analysis, Provide hard disk backup of data flles to off-site storage locaflon. Provide hard disk backup of daia files to on-site storage location. Perform routine disk file maintenance. Protects totai systam from catastrophic loss or malicious damage by providing off-site archived storage. Provides an on-site backup of system for fast recovery in event of catastrophic fallure. Ensures that disk is organized and clear of data previously saved to backup disk. Systems Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS PROPRIETARY Okaloosa Co. EOC Page 6 of 8 Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & Invensys Building Systems, TAC— Schneider Electric 414 East Waght Street Pensacola, FL 32501 Phone: (850) 472-2147 MAINTENANCE SERVICES Air Handling Unit and Plant Controllers Fax: (850) 472-2146 Report ail damaged companents. which can adversely affect system operation and integrity. Service Procedure Function Bonefit Recommended Frequency Verify Controller Database and Compare/verify each LCM/GCM device: Database verification ensures DDC Annually Modifications database matches agreed upon Owner “as. system operates and performs as built" prints and records. designed to meet goals for energy teduction and comfort performance. Identify ail additions, modifications, and changes to software sequences, seipoints, Eliminates “creeping decay” of schedules and {tmits. operational performance caused by non removal of “temporary” bypasses, etc, Provide assessment repart to Owner of impact of all noted changes. Provides Owner with recommended courses of action to improve perfarmance Update “as built’ records and database’ ‘ever time. storage files with Owner approved changes. Verify Operation of Remote initiate communications with DDC control Provides continuous check of service Semi Annually Telecommunication Datalink to network , response mechanism. Remote Site Verify alarm dial-out capabilities to service Detects fallure of third party datalink. contractor. Remote Service Provide routine database backup service of Reduces downtime by having a current Annually all oparating controller databases. database available for replacement. On-Site Service - In the event of catastrophic failure, download | Provides an off-site record archiving database fo replacement device. depot as protection against catastrophic. fallure, theft and malicious damage to Update device database {o current operating databases. standards. Check Device Battery Verify proper operation of battery backup. Ensure historical cata integrity is Annually 7 maintained for diagnostic purposes. Visual Inspection Ensure device is not physically damaged. Ensure there are not impending failures Semi Annually Sysfems Specialists, Inc. The BEST in ENVIRONMENTAL CONTROLS PROPRIETARY Okaloosa Co. EOC Page 7 of 8 Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & Invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 32507 Phone: (850) 472-2147 MAINTENANCE SERVICES Fax: (850) 472-2146 Terminal Unit Controllers Service Procedure Function Benofit Recommended Frequency Check Sequence of Mechanical Verify that controlted equipment properly Ensures that system operates as designed Semi annually Operation cycies from full heat to full cool. to provide proper occupant comfort, Heating In Falt Gooling in Spring Check Room Sensor Accuracy Verify operational accuracy of room sensor Ensures comfort of occupants is provided Annually within +0.5°F : Check Zone Occupancy Override Verify that controled systems switch from Ensures after-hours comfort of occupants. Annually Operation unoccupied to occupied modes. Verifies proper input to after-hours billing programs, Maximizes energy efficiency of systems by employing scheduled control operations, Systems Specialisis, inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. EOC PROPRIETARY Page 8 of 8