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

CONTRACT/LEASE RENEWAL FORM Date: Company Name: Systerns Speciaiisis, Inc. Attn: Jack D. Bilby Address: 114 East Wright Street City, State, Zip: Pensacola, FL 32501 RE: C12-1986-EM Deor Jack D, Biloy: The Okaloosa County Board of County Commissioners agrees to renew the subject contract/lease. #C12-1986-FM for an additional term. The contract renewal period will be 10/01/2014 to 9/30/2015. The annual budgeted arnount for this contract is $13,256.00. ff you ore in agreement, please sign below and return this form along with a current Certificate of Insurance listing Okaloosa County as co-insured (if applicable). COUNTY REPRESENTATIVES AUTHORIZED COMPANY REPRESENTATIVE Contractor Systerns Specidiists, inc. = a _ Nak Approved By: Approved By: / Reh : sy {as prescribed below onitem 1) Approved By: Tile: Saepence (Mantic 2 (as. prescribed below on item 1) a Date: pata {O > Qi iy County Department instructions: 1) Obtain signatures from Deparlment Director, authorized Company Representative and fhen. 2) 3) Purchasing Director <S25K arid less, County Administrator <S50K and less or Board >S50K, as necessary. If Board approval is required, fhe Chairman and County Administrator's signalures are required. Make sure the company provides a current Cerlificate of Insurance. (lf applicable). Keep a copy of this form for your records. Sénd original to Purchasing Services Coordinator. If you have any quesifons please Contact fhe Purchasing Dirécior at 850-689-5960, Fax: 850- 689-5998, 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 Fax: (850) 472-2746 MAINTENANCE SERVICES AGREEMENT New Courthouse Annex Lewis Tumer Blvd Fort Walton Beach, FL. Systems Specialists, inc. 114 East Wright Street Pensacola, PL 32501 (Fax 1D ¥ $9-1739430) Services to be Provided at the following. Location(s}: Okalédsa Co. Courthouse Annex Fort Walton Beach; FL Systems Specialists, tric. agrees to provide the services described in the. attached schedules in scedidarice with the following-terms and conditions: Services Agreement and Schedules: Graphical User interface Att Handling Unit Coniretlers. Terminal Unit Controllers: ‘Terms and Payrnent This. Service Agreement shall begin on the 1st day of October 2014, and shall-continue for a period of oné year and form year to year thereafter until terminated. After the initial term, either party may terminate this agreénient upoti thirty days written notice prior te the: anhlvefsaty daté.of the agreement. The contract price. shall be subject to. adjustment. yearly to recognize, any changes in casts. Notice of proposed adjustments to the annual price will be- provided atleast sixty days prior to agreement renewal date: Systenis Specialists, Inc. agrees to funiish the sérvites as.deseribed in this aoreeniént for the sum off $13,256.00 (Thirteen. Thousand Two Hundred Fifty-Six Doflars) annually. This includes. Quarterly check outs for the sunt of February (2018) $3314.00, May (2015) $3344.00, Augist (2015) $3314 and Noveriber (2044) $3374.00, in addition to. the. annual contract amount, the customer shall pay any present taxes or governmental charges with regard to the transier, ase, of ownership: or possession of the.equipment covered by this agreement. Invoices will Be issued: Quarterly at the complétion of each quarterly: check out as agreéd. Payrierit will be made within 30 days of invoices date. This. proposal, including the attached pages, special conditions, ahd: attachiiénts constitutes the entire agreement and shat become. a valid contract after customer atceptance and credit approval by Systerris Spécialists, Inc. This agreement supersedes all prior presentations and agreements not incomorated hereii, This Proposal is valid when accepted by Oct. 31, 2074. Signatures: Submitted for This. agreement is accepted for Systems Specialists, Inc.: Customer: ; fy. Jack D Bitby f py ddawa ld L. Tsgnge Title: Service Manager BG AY Title: & a Signature: Cyn wet \ Signature: 7 ; ; Date: t | ft 2- Gui) LY Date: Uv Date Submitted: OFFIGE USE Phone: Proposal No: Agreement.No: Oct 2044-2015 Okaloosa Co. Courthouse Annex Page. + of 8 10. 11. 12. 13. 14. 15. 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 helidays) 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 reasenable means of access to all devices that are to be maintained. Normal operation such as starting, stopping and resetting of the fisted equipment is not included in this program. However, Systems Specialists, Inc. shall be permitted to start and stop all primary equipment incidental to the 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 to 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 tenminated after its initial term on the anniversary of its effective date by either party by giving written notice a minimum of 30 days prior to the anniversary date. Systems Specialists, Inc. shall not, under any circumstances, be liable for injury to persons or damage to properly unless such injury or damage is caused by a negligent act of omission or commission by Systems Specialists, Inc.’s agents, employees or subcontractors. Systems Specialists, Inc. and the Customer assume the non-occurrence of the following contingencies which, without limitation, might tender performance by Systems Specialists, Inc. impractical: strikes, fires, war, late or non-celivery by suppliers of Systems Specialists, Inc., and all other contingencies beyond the reasonable control of Systems Specialists, Inc. Under no circumstances shall Systems Specialists, Inc. de 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 !aw requires such liability. But in no event shall Systems Specialists, Inc.’s liability exceed the purchase price paid under this contract. The Customer shall pay Systems Specialists, fnc. in addition to the contract price, the amount of all present and future taxes or any other govemment 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 Specialists, Inc. it is agreed that the customer shall assume responsibility and pay extra for all service and material required due fo electrical power failure, low voltage, burned 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 Systems 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, Systerns 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 paris of the 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, oii storage tanks, oi! 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 ail payments under this contract shall have been made as agreed. Systems Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. Courthouse Annex Page 1 of & Systems Specialists, inc. Authorized Representative Barber Colman, Sisbe & Invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 32501 Phone: (850) 472-2147 SERVICES AGREEMENT — Fax: (850) 472.2146 Sysiems Specialists, Inc. will maintain the system or equipment listed in the Schedule of Equipment in the schematic drawings for the DBC contro! system. L 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 tesis and adjustments are made to ensure efficient and reliable operation of other major components. Each scheduled 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. Maintenance interyals will be determined by our experience, manufacturers’ recommendations, usage, location and run-time intervals unless otherwise noted. A service report willbe completed after each call and provided to the customer. A duplicate record will be maintained at the Systems Spectalists, Inc. office to update the history of the work performed. A listing of typical service procedures |s given in the attachments that follow. to 2 Pe w This agreement covers four scheduled maintenance visits — two {five day visits) during the heating season (August and November) and two {five day visits) during the cooling season (February and May}. 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 repait 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 ori 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: (Net included in this agreement) All of the necessary unscheduled emergency labor to restore, repair or 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. Gomprehensive Coverage: Accepted by: (Not included in this agreement} The labor and material components and parts necessary to restore covered equipment to normal 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-dayAveek, 24-hour/day basis. OPERATIONAL SUPPORT ‘On a regularly scheduled basis, Systems Specialists, Ine 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. . Systems Specialisis, inc. Page 3 of 8 Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 32504 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 Suppert 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 capabllities. 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 approvai 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 recornmended operating procedures. A complete backup of the most recently verified databases will be maintained, on file by Systems Specialists, inc., for emergency backup through telephone modem link up or on site 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, andfor 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 Eleciric pricing schedules. Systems Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Go. Courthouse Annex Page 4 of 8 Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & invensys Building Systems, TAC ~ Schneider Electric 114 East Wright Street Pensacola, FL 32504 Phone: (850) 472-2447 SCHEDULE OF EQUIPMENT - Fax: (850) 472-2146 Equipment Qty. Manufacturer Model / Serial No. Coverage Location Building Controller 1 Siemens 1,2 Central Plant AHU Controller 8 Siemens 4,2 AHUs / Plant Plant Controller 4 Siemens 1,2 Plant Unitary Controller 7 Siemens 4,2 AHUs VAV Controller 91 Siemens 4,2 Various Room Temp Sensors | 92 Siemens 4,2 Reoms Actuators 19 Siemens 1,2 AHUs VFDs 8 Siemens 41,2 AHUs GRAG Connections 9 Siemens 1,2 GRAC Units Ducifimmersion Temp | 42 Siemens 1,2 AHUs/Plant Outdoor Air Sensor 4 Siemens . 41,2 Central Plant Relays/Transducers 95 Siemens 4,2 AHUs/Plant Valves less than 2” 91 Siemens 1.2 VAV boxes Valves 2” and larger 8 Siemens 4,2 AHU This is the entire list of maintained equipment as of: August 9, 2012 Coverage Types: 4 = Scheduled Maintenance Visit Labor 2 = Scheduled Maintenance Visit Materials 3 = Repair Labor 4= Repair Materials Systems Specialists, Inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. Courthouse Annex Page 5 of 8 Saroer Conan, Sieve & INVENSYS BUNGING SYSTEMS, FAL — SCNNeIAE!. EIecrric 194 East Wright Sireet Pensacola, Fi. 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 damnage, dust and debris. which can adversely affect system operation. Service Procedure Function Benefit Recommended Frequency Verification 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 io produce expected results. applications. Verify setup and operation of trend reports. Ensures that operational staff has Verify setup and operation of archival trend therough knowledge of system storage reports. operations and methods. Verify setup and operation of Host console devices. Verify setup and operation of remote site diakup communications, Verify setup of users, passwords and privilege levels to agrsed upon “as builts”. Correct records and/or differences as noted, Verify setup and operation of maintenance ‘time reminder applications. Verify operation of print screen documentation capability. Verify setup and operation of LAN device communications, Synohronize network ciock operations. Verify setup and operation of status log reposts. Verify setup and operation of polnt summary reports. Service Procedure Function Benefit Recommended Frequency Device Database Backup Provide backup of system databases to hard disk Ensures on-site PC files are maintained at Annually system. Provide backup to floppy diskette of archived irend data files for long-term storage. Provide hard disk backup of data files to off-site storage location. Provide hard disk backup of data files to on-site storage location, Perform routine disk file maintenance. operating standard. Ensures accumulated data may be recovered for later analysis. Protects total system from catastrophic loss or malicious damage by providing off-site archived storage. Provides an on-site backup of systern for fast recovery in event of catastrophic failure. Ensures that disk Is organized ard clear of data previously saved to backup disk. Systems Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. Courthouse Annex Page 6 of & Systems Specialists, Inc. Artthnrivad Ranracantativa Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & invens ys Building Systems, TAC - Schneider Electric 114 East Wright Street Pensacola, FL 32504 Phone: (850) 472-2147 MAINTENANCE SERVICES Air Handling Unit and Plant Controllers - Fax: (850) 472-2146 Report all damaged components. which can adversely affect system operation and Integrity. Service Procedure Function ° Benefit Recommended Frequency Verify Controller Database and Comparefverify 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 goais for enery reduction and comfort performance. identify all additions, modificailons, and changes to software sequences, setpoints, Eliminates “creeping decay" of schedules and limits. operational performance caused by non- removal of “temporary” bypasses, etc. Provide assessment report to Owner of impact of all noted changes. Provides Owner with recommended courses of action to Improve performance: Update “as built’ records and database ‘over time, storage files with Owner approved changes. Verify Operation of Remote initiate communications with DDC contro! Provides continuous check of service Semi Annually Telecommunication Datalink to network . response mechanism. Remote Site Verify alarm dial-out capabilities to service Detects failure of third party dataiink. contractor. Remote Service Provide routine database backup service of Reduces dowritime by having a current Annually ail operating controller databases. database available for replacement. On-Site Service In the event of catastrophic failure, download Provides an off-site record archiving database to replacement device. depot as protection against catastrophic faifure, theft and malicious damage to Update device database to current operating | databases. standards, : Check Device Battery Verify proper aperation of battery backup, Ensure historical date integrity is Annually maintained for diagnostic purposes. Visual Inspection Ensure device Is not physically damaged. Ensure there are not impending failures Semi Annuaily Systems Specialists, Inc. The BEST in ENVIRONMENTAL CONTROLS Okalocsa Co. Courthouse Annex Page 7 of 8 Systems Specialists, inc. Authorized Representative Barber Colman, Siehe & Invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL. 32507 Phone: (850) 472-2147 MAINTENANCE SERVICES Terminal Unit Controllers Fax; (850) 472-2146 Service Procedure Function Benefit Recommended Frequency Check Sequence of Mechanical Verify that controlled equipment properly Ensures that system operates as designed Semi annually Operation cycles from full heat to full cool. to provide proper occupant comfort Heating In Fail Coating in Spring Verifies proper input fo after-hours billing programs. Maximizes energy efficiency of systems by employing scheduted control operations. 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 controlled systems switch from Ensures after-hours comfort of occupants, Annually Operation uneccupiad to occupied modes. Sysiems Specialists, Inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. Courthouse Annex Page 8 of 8