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HomeMy WebLinkAboutBAS Upgrade at Evanston Service CenterDate: November 2, 2011 Site Name: City of Evanston RE: Andover Controls System Full Service Agreement Thank you for the opportunity to present you with a proposal for a service agreement with Schneider Electric. Service agreements are an excellent way to maximize the value of your building and the systems installed in it. Our service agreements are designed to continually meet the dynamic and changing needs of your business and the facilities that support them. By investing in a service agreement, you can take advantage of the features and functionality in your system and receive the full value it was designed to deliver. Please review the enclosed proposal and I will call you to follow up and answer any questions you may have. We look forward helping you to achieve success in your business. Sincerely, Heather Milisap Service Account Representative Schneider Electric 708-271-4781 Schneider Electric I Buildings Business 17475 Palmer BIW, Homewood IL 60430 USA Tel+1708-271.4700 Fix +1708.271-4701 wwwschneid... I.efdc rem/huild mos BAS CONTROLS MAINTENANCE SUMMARY City of Evanston Scheduled Inspections: Schneider Electric will provide 9 (8) hour -site inspections per year. The maintenance tasking procedures, which our technicians precisely follow, are based on the equipment manufacturers and Schneider Electric's recommendations, equipment application and our extensive experience. Service Procedures for TAC Equipment and Peripherals Devices: 1. Andover Equipment All Andover Controllers will be checked accordingly to manufacturers' specifications. All power supply and input rail voltages will be checked for proper ranges. CX batteries are to be replaced per the manufacturer's recommendations. 2. Panels The interior of the Andover Control Panels will be checked for dust and debris and cleaned. The TAC workstation will be checked for dust build-up and cleaned. 3. Temperature Sensors; Space Duct and Well All temperature sensors are checked by software and or handheld indicator to verify the actual temperature. 4. Humidity Sensors All humidity, CO2, CO, and Smoke sensors will be checked by the manufactures specifications. A hand held indicator/calibrator or test kit will be used to test and calibrate, if necessary. 5. Transducers and Safety Devices The pressure for each transducer will be checked at the field panel and compared to the reading at the device. Transducers shall be tested for proper operation and calibration in relation to the device they are controlling. I.E. valves, dampers, etc. Low Limit Thermostats will be tested. High and Low Static safety devices will be checked. 6. Chillers and Boiler Software A Schneider Electric Technician will observe the operation of these systems. The set point to the temperature reading for chilled water; hot water for the converter and perimeter will be examined. 2010 - Schneider Electric I Buildings Business Page 2 of 12 7. Supply Fan Software The operation of each supply fan will be observed by a Schneider Electric Technician. Each set point in respect to the temperature reading or static pressure for the discharge air, mixed air, return air, hot deck, cold deck, space temperature and fan static will be examined, if applicable. 8. Mixed Air Control A Schneider Electric Technician will visually check position of fan dampers. Schneider Electric will monitor mixed air temperature and change mixed air temperature to watch modulation of dampers. 9. Supply Fan Status Devices A Schneider Electric Technician will shut off each individual fan and verify that Andover has checked a loss of airflow. If the Status device does not respond, an Schneider Electric Technician will calibrate to check and adjust the cut off set point, then test it again. 10. Pump Status Devices A Schneider Electric Technician will shut off one pump at a time. The Andover software will be checked to see if it received a loss of water flow. if needed, the device will be calibrated and the test will be performed again. 2010 -Schneider Electric I Buildings Business Page 3 of 12 Full Agreement Overview City of Evanston Corrective Maintenance and Component Replacement Coverage: The main objective of this service agreement is to ensure your TAC system and equipment operates with optimal efficiency. During the course of executing the maintenance tasking procedures, our technicians are trained to identify impending problems and repair them before they cause unplanned downtime. Remote Technical Service Support: Includes support over the telephone during normal business hours: Monday — Friday 8 am - 5 pm. This will provide engineers priority access to remote technical support personnel when they are unsure of system operation or detect a problem. Off -Hours Technical Telephone Support: Includes support over the telephone after hours Monday through Friday, Saturday, Sunday and Holidays if no physical response if required. Demand Service Call Coverage: Beyond the scheduled inspections, Schneider Electric will provide scheduled demand service calls during normal business hours Monday — Friday 8 am - 5 pm, to minimize downtime. Emergency Call Coverage: Even with the comprehensive care provided in this program, occasional failures can occur. Schneider Electric will be available for emergency response between scheduled visits, Monday through Sunday, including holidays, 24 hours per day, to minimize downtime. Emergency after hours calls are priced at a discount to you with this contract. The additional charges for emergency calls will be billed at the premium rate less the preferred houriv rate. Database Protection: Schneider Electric will back up your system files and database during each quarterly scheduled service visit. A copy of this backup will be stored on -site as well as at Schneider Electric's branch location. Scheduled database back-ups are designed to significantly reduce downtime in the event of a database or hardware failure. Service Documentation: We will document all scheduled and unscheduled service work showing the time, date, name of service technician, and equipment identification and brief description of work. Hardware Repair Service: There is no charge to replace any worn, failed or doubtful component listed on the attached equipment list during normal or off business hours. Software Revisions: Any minor software revision requested to original installed points will be programmed by Schneider Electric Software specialists at no additional charge. Major changes will be charged per quote at the Schneider Electric preferred hourly rate. Performance Assurance Program: Schneider Electric will meal. with you annually or more frequently upon request, to evaluate and make modifications, if necessary, to this maintenance program in order to ensure that it continues to meet both your business and technical requirements. 2010 - Schneider Electric I Buildings Business Page 4 of 12 BAS Work Description Summary Procedure #9: Service Maintenance for Host Computer Workstation - Hardware: Apply hardware firmware updates Hardware: Check cable connections Hardware: Check hardware for signs for preemptive failure+M"o Hardware: Restart System'' Operating System: Apply Windows Updates Operating System: Apply Service Packs Operating System: Check system logs Operating System: Check memory resource allocation Operating System: Check disk resource allocation Operating System: Defragment disks *Anti -Virus: Verify definitions *Anti -Virus: Run full system scan * If Anti -Virus is not installed or current, Schneider Electric can install, renew and maintain existing or new Anti -Virus software at an additional cost. Procedure #2: Service Maintenance for Schneider Electric Controller Taps I Modems Check operation of TAP and modem communication Check all cables and connectors Connect to all nodes on the Controller and Sub LAN to record functional abnormalities Check and verify third party communication software via dialing into site Complete report 2010 - Schneider Electric i Buildings Business Page 5 of 12 Procedure #3: Review of System Operation Check alarm file and PC summary for any points in alarm mode Check PC summary for points in test mode Check PC summary for points in manual mode Check PC summary for any'old data' Check PC summary for any points inhibited Check messages file for the following message types: Command errors, Test on / off points, Manual on / off, Station restore, Host / Link / PC / LAN reconfigure Station Save on each controller and create backup of system (archive files) Complete report Procedure #4: Service Maintenance for Temperature and Humidity Calibration Prior to any work being executed, Schneider Electric will seek approval from maintenance operator Schneider Electric will coordinate with operator to determine any problem areas Once the operator has submitted temperature / humidity problem list, Schneider Electric will verify readings Schneider Electric will place certified thermometer / % RH meter at location of sensor Allow settling time before taking final reading Compare actual measured reading to controller reading Record offset of point Verify and adjust to within 1 degree or 5% of % RH Check system is fully operational and acknowledge any alarms Complete report 2010 -Schneider Electric i Buildings Business Page 6 of 12 Procedure #5: Service Maintenance for Power Fail Restart Sequences Prior to any work being executed, Schneider Electric will seek approval from maintenance operator Make notation of existing controller set points Verify Event Sequence (Create this sequence if it does not exist) Make necessary changes to Event Sequence for proper restore action Complete report Required equipment: Computer Procedure #6: Service Maintenance for DDC Controllers Prior to any work being executed, Schneider Electric will seek approval from maintenance operator Check all DC and AC Power supplies for proper voltage levels Verify controller operation and communication on LAN Visually inspect circuit boards Clean Controller Panel Verify panel 1/0 schedule is correct Inspect panels, cabling and connections for damage and corrosion Complete report 2010 -Schneider Electric I Buildings Business Page 7 of 12 Maintained TAC Equipment City of Evanston Schneider Electric will check those field devices, controllers, and network elements as indicated below. This is recommended for all sites to maintain original condition of installed and commissioned systems. This is accomplished by providing the necessary testing and calibration, identifying defects and potential problem areas, and reducing the likelihood that emergencies will occur. I QUANTITY 01 01 43 03 01 04 05 04 01 01 01 01 02 14 01 02 01 01 01 01 01 02 02 01 01 01 01 01 43 EQUIPMENT CX9900 w/Modem LCX810 TCX865 TCX845 CMX240 w/Modem TCX851 TCX865 EMX155 EMX150 I AC256 w/Modem IOU Board I CX9900 w/Modem LCX810 12865 TCX852 EMX160 EMX150 1 CX9900 1 PS1201240-AC85 1 12814 I CX9900 12920 12810 I I BCX1 12814 12810 I CX9900 w/Modem I LCX810 1 TCX865 DESCRIPTION Master Controller I Infinet Controller Infinet Controllers Infinet Controllers I Master Controller Infinet Controllers Infinet Controllers Expansion Modules Expansion Module Master Controller Input/Output Controller I Master Controller Infinet Controllers Infinet Controllers I Infinet Controllers I Expansion Modules I Expansion Module I I NetController Power Supply Infinet Controller NetController 8 Nodes Infinet Controllers Infinet Controllers I Master Controller I Infinet Controller Infinet Controller Master Controller I Infinet Controller I Infinet Controllers LOCATION Levy Senior Center Levy Senior Center I Levy Senior Center j Levy Senior Center Chandler -Newberger Chandler-Newberqer Chandler -Newberger Chandler -Newberger Chandler-Newberqer I I Robert Crown Ice Arena I Robert Crown Ice Arena I Firehouse # 3 1 Firehouse # 3 Firehouse # 3 Firehouse # 3 Firehouse # 3 Firehouse # 3 1 1 Boiler Room Boiler Room Boiler Room I Fleetwood Jordain i Fleetwood Jordain Fleetwood Jordain Civic Center Coolinq Twr I Civic Center Cooling Twr I Civic Center Coolinq Twr I Levy Senior Center I Levy Senior Center 1 Levy Senior Center 1 2010 - Schneider Electric I Buildings Business Page 8 of 12 FULL SERVICE AGREEMENT SUMMARY City of Evanston • Emergency calls after hours are priced at a discount to you with this contract. The additional charges for emergency calls will be billed at the premium rate less the preferred hourly rate. ® Includes 9 — (8) hour scheduled maintenance visits by a Schneider Electric Technician, Programmer, Network Specialist, or other technical Schneider Electric resource as appropriate for task completion. • Beyond the scheduled inspections, Schneider Electric will provide scheduled demand service calls during normal business hours Monday — Friday 8 am - 5 pm, to minimize downtime. e There is no charge to replace any worn, failed or doubtful component listed on the attached equipment list during normal or off working hours. • No corrective measures or repairs will be performed without Owner authorization to proceed. • Includes unlimited technical phone support during normal and off business hours. ® Master controller backup batteries are included in the agreement and are replaced per the manufacturer's recommendations. A Schneider Electric I.T. representative will be scheduled quarterly for on -site backups. The backups are put on DVD and kept off -site in Schneider Electric storage. ® All off -site hour activities will be documented and communicated for owner tracking. ® Purchaser agrees to pay the seller in advance the sum of $1,932.00 per Month throughout the terms of this agreement. Full Service Agreement Annual Pricing for year $23,184.00 2010 -Schneider Electric I Buildings Business Page g & 12 CUSTOMER ACCEPTANCE City of Evanston This agreement shall remain in effect for the period of January 1, 2012 throueh December 31, 2012 from the date of acceptance and shall be renewable upon the authorization of both parties. Schneider Electric Buildings Business may withdraw the above quotation if not accepted within thirty (30) days. CITY OF EVANSTON ACKNOWLEDGES THAT HE/SHE HAS READ AND UNDERSTANDS THIS AGREEMENT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. FURTHER, THE CITY OF EVANSTON AGREES THAT THIS IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN THE PARTIES, WHICH SUPERSEDED ALL PROPOSALS, OR PRIOR AGREEMENTS, ORAL OR WRITTEN AND ALL OTHER COMMUNICATIONS BETWEEN THE PARTIES RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT. Seller's Acceptance Schneider Electric �,,�s By: K6l ✓ Title: d�K-J�NtttGt-�- Nlhtil��Gt- Date: 2 �7 II 2 Owner/Authorized Agent's Acceptance By: /� v Title: G 17-i ff�A2 ✓&� Date: Approved as to form: Q W. Grant Farrar Corporation Counsel 2010 -Schneider Electric i Buildings Business Page 10 of 12 City of Evanston Name Service Agreement A. Planned and / or routine maintenance services provided under this agreement will be performed during normal working hours unless specifically stated in the contract. B. The guarantees and services provided under the scope of this agreement are conditioned upon City of Evanston operating and maintaining systems / equipment. City of Evanston will do so according to industry -accepted practices and in consideration of our recommendations. C. City of Evanston will provide and permit reasonable access to all covered equipment. Schneider Electric Buildings Americas Inc. (hereinafter "Company") will be allowed to start and stop equipment as necessary to perform its services and be permitted use of existing facilities and building services, after the technician has verbally notified the City of Evanston that he has arrived on the premise. D. The Company shall not be liable for any loss, delay, injury or damage that may be caused by circumstances beyond its control Including, but not restricted to acts of God, war, civil commotion, acts of government, fire, theft, corrosion, floods, lightning, power fluctuations, freeze -ups, strikes, lockouts, differences with workmen, riots, explosions, quarantine restriction, delays in transportation, shortage of vehicles, fuel, labor or materials, or malicious mischief. E. In the unlikely event of failure by the Company to perform the obligations in this contract, the Company's liability is limited to repair or replacement of product at its option, and such shall be City of Evanston sole remedy. Under no circumstances will tine Company be responsible for loss of use, loss of profits, increased operating or maintenance expense, claims of City of Evanston tenants or clients, or any special, indirect or consequential damages. F. The agreement does not include responsibility for system, equipment and component obsolescence, electrical failures or electrical wiring. Manual operation of equipment or systems is also excluded from this coverage, unless clearly included by amendment. G. The Company is not responsible for the removal or disposal of any hazardous materials or any cost associated with those materials unless otherwise specified in this agreement. Any charges Incurred for their proper disposal will be born by the City of Evanston and will be incremental to the contract price. If. This agreement does not include services occasioned by Improper operation, negligence, vandalism, or alterations, modifications, abuse, or misuse, or repairs to equipment not performed by the Company. Also excluded Is the furnishing of materials and supplies for painting or refurbishing equipment. I. The Company shall not be required to furnish any Items of equipment, labor, or make special tests recommended or required by insurance companies, federal, state, municipal or other authorities except as otherwise included in this agreement. 3. In the event either party must commence a legal action in order to enforce any rights under this contract, the successful party shall be entitled to all court costs and reasonable attorney's fees as determined by the court for prosecuting and defending the claim, as the case may be. Venue for any and all disputes shall be in Dallas, Texas. This agreement shall be governed by the laws of the State of Texas including the Texas rules of conflict of law. K. The Company shall not be liable for the operation of the equipment nor for Injuries to persons or damage to property, except those directly due to the negligent acts or omissions of its employees and in no event shall It be tiabSe for consequential or speculative damages, The Company shall not be Gable for expense incurred in removing, replacing or refinishing any part of the building structure necessary to the execution of this agreement. The Company shall not be held liable for any loss by reason of strikes or labor troubles affecting its employees who perform the service called for herein, delays In transportation, delays caused by priority or preference rating, or orders or regulations established by any government, authority, or by unusual delays in procuring supplies or for any other cause beyond its reasonable control. L. Only the Company's personnel or agent are authorized to perform the work Included in the scope of this agreement. The Company may, at Its option, cancel its obligations under this agreement should non -authorized individuals perform such work. M. This agreement and all right hereunder shall not be assignable unless approved by the Company in writing. 2010 -Schneider Electric I Buildings Business Page 11 of 12 N. In the event of additional freight, labor, or material costs resulting from City of Evanston request to avoid delays with respect to equipment warranties, or accelerated delivery of parts and supplies, City of Evanston agrees to pay these additional costs at the Company's currently established rate. O. The Company's scope or work shall not include the identification, detection, abatement, encapsulation or removal of asbestos or products or materials containing asbestos or similar hazardous substances. in the event the Company encounters such material in performing its work, the Company will have the right to discontinue work and remove its employees until the hazard is corrected by City of Evanston or it Is determined no hazard exists. P. This agreement contains the entire contract and the parties hereby agree that this agreement has been agreed to and the entire agreement is then accepted and approved by an authorized person for both parties, and no statement, remark, agreement or, understanding, oral or written, not contained herein, will be recognized or enforced. Q. This agreement does not include the disposal of hazardous waste. R. City of Evanston agrees that in the event that there shall have been passed a federal and / or state law, which shall compel the Company to contribute to a federal and / or state health plan for Its employees, then the terms of this agreement shall be subject to adjustment to the extent that the cost of such mandated contributions increase the Company's cost to perform this contract. S. City of Evanston acknowledges and agrees that any purchase order issued by City of Evanston, in accordance with this agreement, is intended only to establish payment authority for City of Evanston internal accounting purposes. No purchase order shall be considered to be a counteroffer, amendment, modification, or other revision to the terms of this agreement. No tern or condition included in the City of Evanston purchase order will have any force or effect. T. The Buyer acknowledges that the Company's employees are valuable assets to the Company. The Buyer agrees to pay the Company an amount equal to 12 months of salary for each of the Company employees who worked at City of Evanston facility that is then hired by City of Evanston at any time during the term of this agreement and for six months thereafter. In addition, City of Evanston agrees to reimburse the Company for all costs associated with any training the Company provided to such employees during the three years before the date City of Evanston hires such employees. U. This master service agreement will be for a term of one (1) year from the date hereof and from year to year thereafter until terminated. Either party may terminate this agreement at any time with 90 days written notice, with or without cause, provided, however, that if City of Evanston cancels this agreement without due cause during the term of this agreement, City of Evanston shall pay the Company 25% of the annual price in addition to any previous amounts paid. The annual price of the service agreement shall be escalated at the anniversary of this agreement to reflect increases In labor and material costs as well as system expansion. V. This agreement excludes repair of pre-existing conditions that are required to place this equipment Into proper operating condition upon acceptance of this agreement. 2010 -Schneider Electric I Buildings Business Page 12 of 12