Okaloosa County BOCC — September 2, 2014 — Air Transport Supporting Documents

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number:__<' bo = Lo oo A P Tracking Number: 0 Ne -/'t . Grant Funded: YES NO Contractor/Lessee Name: aT Purpose /V @13 te Whee. ‘ Geohy Date/Term:{} nnwueltss ud Lyp notin on 93 © 1. CI creater THAN $50,000 Amount: 4p 3% J L.00 Jasons LP Woy 2. =i GREATER THAN $25,000 F~ 30-15 Department:__ (> 3. L] $25,000 or Less Dept. Monitor NameDOm 2a Wunan Document has been reviewed and includes any attachments or exhibits. Purchasing Review Date: Y-Jo-14 Purchasing Djrector or Designee Joanne Kublik = Risk Management Review Approved as written Ati Date: Zaft" 14 Risk Manager or designee Kk ie [ County Attorney Review q Approved as writteh ERE (~ rena bate, _| —\ - LY cabnty Atte) Gregory T. Stewart BR Following Okaloosa County approval: Contracts & Grants Document has been received: Contracts & Grants Manager SOLE SOURCE PURCHASE DATA SHEET Date: _ 6-23-14 PR No.: Requestor: _Jon Morris Phone No.:_651-7160 Department/Division: _Airports Item Description: EASE System for Airline ticketing and gate management Requesting Department's Suggested Vendor: Air Transport IT Services Vendor's Address: 5950 Hazeltine National Drive, Suite 210, Orlando, FL 32822 Vendor's Telephone No.: 407-370-4664 Point of Contact: Sharon Abate Please see attached Date REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: Signature of Buyer Who Reviewed Date Purchasing Services Coordinator Comments: Purchasing Services Coordinator Signature Date PURCHASING MANUAL - SOLE SOURCE DETERMINATION Comments: Approve: Ze Disapprove: O Amount of Purchase: Date: 20 Gtrterale 7/28 | (4. Purchasing Director Signature Date Sole Source Justification Air IT Air Transport IT Services installed the existing EASE system to include the proprietary software that runs this system. This is the only system that images multiple airline ticketing and manifesting of passengers/baggage. Other systems require each airline to forgo their native system to use a standard system. Most airlines object to the inconvenience and inefficiencies of learning a new system that may not be at other airports. The contract with Air Transport IT Services provides technical support and maintenance of the EASE system. Air IT provides the much needed reassurance that Air IT can resolve any critical issue discovered during normal and emergency situations. Air-Transport IT Services, Inc. 5950 Hazeltine National Drive, Suite 210 Orlando, FL 32822 Phone: 407-370-4664 Fax: 407-370-4657 Technical Support Services Agreement Between Air Transport IT Services, Inc. (AirlT) & Okaloosa County Airport (VPS) 1 = Agreement Overview This Technical Support Agreement provides VPS with AirlT expert-level technical support services that augment VPS’s own on-site troubleshooting and support of issues. In addition, it provides VPS much needed reassurance that VPS has AirlT’s full support resolving critical issues discovered during normal operations or with any emergency situations impacting VPS’s operations. Pe Air'T is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide ai (Fraport Page 2 of 10 2 ~Pricing Proposal AirlT agrees to provide the services detailed in this agreement for the fixed costs listed below. October 4,2014—September 30,2015 ™*” $35,756 October 1, 2015 — September 30, 2016 $ 36,829 October 1, 2016 — September 30, 2017 S$ 37,934 October 1, 2017 — September 30, 2018 S$ 39,072 October 1, 2018 — September 30, 2019 $ 40,244 3 Terms and Termination This agreement is effective upon complete execution of this Agreement. Either party may terminate this agreement at any time provided the other party is given 120 days written notice regarding termination of this agreement. 1. All prices quoted are in US Dollars. 2. The agreement will automatically renew on a year-to-year basis after the original terms ends unless cancelled by either party as stated above. 3. In the event VPS increases the quantities of devices or systems to be covered, AirlT shall propose adequate support personnel and associated costs to provide the same level of support described. In the event VPS increases the quantities or systems to be covered and does not accept AirlT’s proposed support personnel requirements or associated cost to provide the same level of support, AirlT will not guarantee the level of support described. 4, VPS agrees to assume all responsibility during this period for removing the handling of all EASE faulty hardware and shipping it to AirlT or the manufacturer for warranty repair during the hardware’s warranty period. 5. EASE system components covered in this agreement are listed in Appendix A. 6. Any additional support work requested by the airport shali be billed according to the labor rates in Appendix B, plus travel expenses. 7. There are no liquidated damages provisions in this agreement ie AlriT is a wholly-owned subsidiary of Fraport — Franidurt Airport Services Wordwide ae Fraport Page 3 of 10 4 Technical Support Services This agreement provides VPS with AirlT-provided technical support for the EASE system installed at VPS 24/7, 365 days a year. AiriT does not charge a separate “per-call” or “call-out” charge. 4.1 Technical Support Services — Roles & Responsibilities The following are AirlT’s definitions of AirlT Service Technician roles and responsibilities for each of the levels. All technical support inquiries should be directed towards AiriT’s 24/7/365 Help Desk via telephone at 1-407-370-8974, Level 1 — Help Desk The AirlT Help Desk is responsible for handling the initial call from VPS’s Helpdesk or VPS Operations and recording the issue and escalating it to the appropriate party. AirlT shall provide VPS 24x7x365 Help Desk software support. The response time for all Help Desk Tickets shall be no greater than two (2) hours from the time the Help Desk creates a trouble ticket, pages or faxes such trouble ticket. Timely assistance will be given to resolve any software problem. Level 2 - Field Technicians Field technicians involved in the implementation phase of AirlT projects will be responsible for providing technical support for hardware and software issues for all installed components, as well as acting as an escalation point for Help Desk personnel. Level 3 — AirlT Systems Support Engineer / Manager Level 3 support provides high-level software support with the following responsibilities: In-depth troubleshooting of software and remote diagnostics Collection and reading of application log files Tracking open software trouble tickets and closing issues with client upon resolution Implementation of bug fixes and maintaining a log of open trouble tickets that are related to each fix and communicating closure of issues to client Escalation of issues and appropriate backup information to Level 4 Software Engineers when necessary Conduct ongoing education for Field Technicians Maintenance of automated support tool Provide monthly site reports to management and client Level 4 ~ AirlT Software Engineer Level 4 Software Engineer responsibilities lie in the areas of programming of the software, creating bug fixes, installation plans and training of support/field engineers, as well as acting as an escalation point for Level 3 Support Engineers. et Lace AiriT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide “— Cfraport Page 4 of 10 5 Response Escalation AirlT will make every reasonable effort to adhere to the following response escalation plan. AirlT’s response escalation plan is based on problem severity levels, and the associated response time(s) specified in the previous Section, as follows: 5.1 First Level Support AirlT will respond to trouble calls reported according to the response times listed in section 6 of this document. An AirlT technician will receive all trouble calls, create a Help Desk Trouble Ticket, & investigate the trouble reported. In the event the technician is unable to correct the problem in a reasonable timeframe (not to exceed 2 hours), or the problem is outside the scope of the work defined herein, the technician will immediately contact the appropriate support technicians for assistance. If the trouble call cannot be resolved within one hour by First Level Support, AirlT will escalate the ticket to: AirlT Factory Support Services The Original Equipment Manufacturer Escalate to other applicable organizations within the airport Escalate with other external maintenance organizations to resolve the problem. AirIT will call the Help Desk or, through direct access, update the trouble ticket. AirlT will remain the owner for all such trouble tickets, follow-up daily and provide reports as to the County as required. When the problem is resolved and verified, AirlT will call the Help Desk or, through direct access, close the trouble ticket. A statement of the corrective action(s) will be provided in the description before trouble ticket can be closed. When an outage exceeds, or is likely to exceed the Service Level, all affected Operation Contacts, will be notified. In no event will more than two hours pass from receipt of a trouble ticket before it is escalated and AirIT has notified all County designated management entities of the problem. 5.2 Second Level Support Initial local escalations will be generated by either the AirlT technicians or the technical manager monitoring open service calls. If First Level Support cannot resolve a problem within one (1) hour, or if the problem is found immediately to be not within First Level Support capability, the ticket will be escalated to Second Level support. In the event Second Level support is needed, the AiriT technician will contact the appropriate AirlT headquarters hot line. Once a critical issue is reported to the AirlT Hot Line, an AirlT/Factory Customer Support Engineer will respond to all inquiries to begin the investigation process on the problem reported. This engineer is responsible for documenting all information related to the problem. Once a solution is found for the reported problem, it is tested and implemented to correct the problem at the site. After implementation, the resolution is documented for future reference and tracking purposes. poe boven AirlT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide omy Ctraport Page 5 of 10 At Second Level, if required, AirlT will dispatch appropriate technical specialized support personnel to the trouble location to assist as necessary. AirlT’s technician will remain directly involved in the trouble resolution, providing the Second Level support or the AirlT specialized support personnel with on-site assistance, while updating the Help Desk and airport management with repair and activity status using, telephone, email or pager. 5.3 Third Level Support If a problem is not resolved within six (6) hours, it will be elevated to Third Level Support. Third Level Support combines AirlT iocal support services management, airport IT and Operations management, along with AirIT’s Technical Support Center resources and the higher level departmental management levels of the AirlT and the airport. The purpose of involving so many people at this level is to create a full support team whose primary focus is to resolve the trouble by committing all available resources and talents. If it is determined that third level, on-site support is needed to resolve an issue, AiriT will make reasonable efforts to travel to site to correct the issue. rk Ait T Is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide any (Fraport Page 6 of 10 6 Response Times AirlT will make every reasonable effort to adhere to the following response times. Telephone response to the first call will be made within 30 minutes. Initial dial in to VPS in an attempt to resolve the ticket as described above will be within 120 minutes. The problem will be restored within the timeframes described below: e For Emergency Failures - 120 minutes (or 6:30 am; 30 minutes following commencement of onsite hours). Emergency is defined as a problem that affects 50% of the Integrated System. e For Non-emergency, restoration will be eight hours (or 6:00 am; two hours following commencement of on- site hours). AirlT’s helpdesk can be reached via telephone at 1-407-370-8974. 6.1 Response Details The resolution time for Level-One Support will be 45 minutes from the time AirIT recelves the call, page or faxed ticket from the Help Desk, AirIT will notify the User and Help Desk when the problem has been resolved. An end-user device will be considered available only if all components are operating and fully functional. The availability of any individual workstation will be at least 95.0% between the hours of 0900-1700 Eastern Time. The priority for restoration of service failures will be servers followed by critical interfaces and end-user devices. The above measurements of availability for AirlT will only be based on events within AirlT’s control (the core room equipment and user devices. If the measured item is not available due to reasons outside of AirlT’s control, such as but not limited to problems with the airline host, wide area network, local area network and or operator error, such non-availability will be excluded from the measurement of availability of the above items. 6.2 System Failure Definitions A system failure is considered an emergency if any of the key components are inoperative to the extent the system cannot function in a normal manner. Emergency services shall include inspections and necessary tests to determine the causes of equipment or software malfunction or failure. The emergency services shall include: software changes, and the furnishing and installation of components and parts required to replace malfunctioning system elements. Emergency failures shall include situations described below. Note that “inoperative” shall be defined as a hardware or software failure that results in a device not meeting the functional, operational, or performance requirements defined herein. EASE™/LDCS (includes EASE™ servers, workstations, and peripheral devices): Ail CUPPS servers are inoperative or one is inoperative for greater than five days. Three or more Gate workstations (at separate gates) are inoperative. Two or more gate workstations at a single gate are inoperative. Three or more ticket counter workstations are inoperative. Three or more EASE™ stations are inoperative. Fifteen percent or more of the EASE™ peripheral devices are inoperative. a on AitT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide — Froport Page 7 of 10 . The third occurrence or greater of the same system failure in a thirty day period. e The seventh occurrence or greater of the same system failure in any time period. 7 Insurance Air IT agrees that during the entire term or any extensions of this Contract you will keep in full force and affect a policy of public liability with a limit of not less than One Million Dollars Combined Single Limit. Okaloosa County will be listed as an additional insured. In addition all policies shall contain a clause that the insurer will not cancel or change the insurance without first giving the County thirty (30) days prior written notice. The County reserves the right to increase the minimum liability insurance requirements as circumstances may warrant. Air IT shall furnish County a certificate of insurance evidencing all required insurance annually upon renewal to Contracts and Lease Coordinator, 602-C North Pearl Street, Crestview, FL 32536. 8 Hold Harmless To the fullest extent permitted by law, Air IT shall indemnify hold harmless County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by negligence, recklessness, or intentional, wrongful conduct of Air IT and other persons employed or utilized by Air IT in the performance of this Contract, al AitlT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide “~m CFraport Page 8 of 10 9 Agreement Both parties accept and agree to the terms of this agreement between AirlT and Okaloosa County by signing this document below. AIR-TRANSPO SERVICES, INC. By: efrtesi A han 8. [Wertee Nam; the, Peesroenr/ Coe Date : See fe¥ OKALOOSA COUNTY lig j) Lone Ly, Name: Lopate Le Lott L Title : Da heusa Count? Aefbaiysh nt fer Date : WLILEA Signature Okaloosa County Board of Co unt: Charles K. Windes, Jr, Chairman ¥ Commissioners Date ben AitT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide oo, CRaport Page 9 of 10 Appendix A — Hardware List QTY DESCRIPTION 2 Dell Servers 18 Workstations 18 Serial Device Servers 4 Cisco 2960 Switch 1 Cisco 3560 Switch 18 Access Keyboards ll Vidtronix Printers Vidtronix Printer Cabinets Access BGR Units Epson FX-890N 1 Samsung LCD with PC 11 LCD Mounting Bracket aed AitlT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide ay CFraport Page 10 of 10 Appendix B — Labor Rates Air-Transport IT Services, Inc. Hourly Labor Rates Please contact AirlT for current published rates. Le AiriT is a wholly-owned subsidiary of Fraport — Frankfurt Airport Services Worldwide “_~ Chaport