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2020-09-21 - Ordinance 2020-072 - AUTHORIZING EXECUTION OF AN AGREEMENT WITH CONCENTRIC INTEGRATION LLC., FOR SUPPORT SERVICES ORDINANCE 2020—72 AN ORDINANCE AUTHORIZING EXECUTION OF AN AGREEMENT WITH CONCENTRIC INTEGRATION LLC., FOR SUPPORT SERVICES WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, Engineering and Information Technology services are listed professional services in Section 2.08.40 of the Buffalo Grove Municipal Code.; and WHEREAS, the Village Manager is authorized to execute agreements for professional services. NOW THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE,COOK AND LAKE COUNTIES, ILLINOIS, as follows: SECTION 1. The foregoing recitals are hereby adopted and incorporated and made a part of this Ordinance as if fully set forth herein. SECTION 2. The Village Manager is authorized to execute a contract with Concentric Integration LLC, pending review and approval by the Village Attorney at a price not to exceed $85,700.00 SECTION 3. If any section, paragraph, clause or provision of this Ordinance shall be held invalid, the invalidity thereof shall not affect any other provision of this Ordinance. SECTION 4. This Ordinance shall be in full force and effect from and after its passage and approval and not be codified. AYES: 6—Stein Ottenheimer,Weidenfeld Johnson Smith Pike NAYES: 0— None ABSENT: 0—None PASSED: September 21, 2020 APPROVED: September 21 2020 APPROVED: Beverly SussmVillage President ATTEST: bra Jane'" n, Villag e Clerk 00, 11 CONCENTRIC I N T E G R AT 1 o N Support Services Agreement 2020-2021 Customer: Village of Buffalo Grove Concentric Job Number: 201096.00 Concentric Integration, LLC (Concentric) agrees to enter into a support agreement with the Customer to provide support services based on the "Services" indicated below and in agreement with the Terms & Conditions and Service Definitions. Services & Fees ■ Fixed Fee Services indicates a fixed scope as described in the attached Service Definitions. Since the scope is negotiated upfront, we are able to establish this price at the beginning of the contract. ■ Time and Material (T&M) Services denotes a variable scope determined by the Customer. T&M Services are requested on a case-by-case basis and are approved by a responsible representative of the Customer. Monthly invoices will be sent for T&M Services as they are used. Labor will be billed on the basis of our standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel costs. Labor rates differ for Concentric staff members. o The hourly rate charged is the same for regular hours, after hours, emergency service, weekend, holiday, and overtime. o There is no minimum call-out charge during normal business hours. There is a 1.0 hour minimum charge for after-hours emergency support. o Mileage for travel is billed at the IRS-approved amount as calculated from the employee's office location to site visited during normal business hours or from deployment location to the site visited for urgent service. o Travel time is charged at the same hourly billing rate indicated on the rate sheet. ■ Please see the attached Rate Sheet for our current hourly billing rates. Under this agreement, there is a fixed discount on labor of 5% off those standard billing rates. Please note that the rates listed on the attached rate sheet are our current rates and may increase during the term of the project. I N Fixed Fee Services $37,300 m., .. m .� ......... ...------ Project Management ........ ........ ...........................---- . _. ..,.� Proactive Maintenance - — — ......... ...... _. Technology&SCADA Budget Planning ..... _. ......... -- - ......... Third-Party Support Renewals ------------... ..._.......... - .......® ......... ...... --Time and Material Services ® 48,400 �.. ....................................... ...... ......... Total Fee $85,700 . 8678 Ridgefield Rd., Crystal Lake, IL 60012 • 815-788-3600 • www.goconcentric.com Support Services Agreement 2020-2021 2020 Rate Sheet' _22 Principal $195 Provides oversight&direction. Responsible for contracts,scope,overall satisfaction. Automation Engineer IV $160 Advanced controls,automation startups and project involvement. High level troubleshooting of technical issues. Performs and coordinates advanced design,programming,and field activities, including controls,automation startup assistance,project Automation Engineer 111 $145 involvement,and high level troubleshooting of technical issues. Can be involved with client assessments and writing technical reports to set direction related to process automation and technology. Works as a team member to perform more advanced design, Automation Engineer 11 $130 programming, and field activities(PLCs,OlTs,controls,&related repairs)with direction from senior staff,typically on larger WFTPs, WWTPs,and integrated systems. Provides panel/CAD design and programming tasks for small processes Automation Engineer 1 $115 (lift stations, pump control,etc.). Provides panel/CAD design,as well as Instrumentation &Control design.Works as a team member to perform design,programming,and field activities with direction from senior staff. ........... .......... ......... Lead industrial/automation information technology designer and IT Consultant IV $160 responsible for commissioning,quality control,and project management. Works as a leader to coordinate work with consultants/analysts. Performs and coordinates advanced design of client networks/systems. Performs server,network,and desktop architecture,design, management,and oversight. High level troubleshooting of network, IT Consultant 111 $145 security,and server technical issues.Works as a team leader to coordinate work with consultants/analysts.Performs and coordinates advanced design of client networks/systems. Performs server, network,and desktop management and oversight and IT Consultant 11 $125 typical higher-level network administration duties. Can also be a project coordinator or manager. ----- -----------------Provides basic systems and network administration/support services. IT Consultant 1 $110 Performs PC Workstation/Server Administration services and tasks. Works as a team member for support of client systems and network administration. Coordinates purchasing and logistics/shipping for automation,controls, Administrative Support $85 instrumentation,and related IT and security equipment. Prepares equipment specifications. ............... .............---------------I.............................J- ..............................­­­..........­­­........................................ .................. ........................ Rates are subject to change on January 1 of each year. Project#201096.00 Village of Buffalo Grove 110ME��������E��%�r,f1 Support Services Agreement 2020-2021 Time Period and Payment Start Date: August 1, 2020 End Date: July 31, 2021 Fixed Fee Services: Payment to be made in two (2) equal payments of$18,650 upon being invoiced. Payment 1: December 2020 Payment 2: May 2021 Time&Materials Services: The estimated amount of$48,400 for the Time &Materials Services portion of this contract will be invoiced separately on a monthly basis, as those services are incurred. We suggest planning for approximately$4,000-$5,000 monthly for these services. Concentric will perform T&M Services as requested. Standard Terms and Conditions References Effective Date: The Effective Date of this Proposal and the associated Standard Terms and Conditions shall be the date this Proposal is accepted as shown by Customer's dated signature. Third Party Materials (See Standard Terms and Conditions Paragraphs 3.2 & 8.3): ® DOES apply ❑ DOES NOT apply Notices: Notices required to be provided to Customer in accordance with Paragraph 16.3 of the Standard Terms and Conditions shall be delivered to the individual and address given above, unless Customer provides updated notification information to Concentric in writing Standard Terms and Conditions Concentric Integration, LLC's Standard Terms and Conditions, Version 10 (V10), located at http://goconcentric.com/standard-terms/are hereby incorporated into this Project Proposal as though fully attached hereto. By signing below, each of the undersigned represents and warrants that Concentric Integration, LLC's Standard Terms &Conditions are legal, valid, and binding obligations upon the parties for which they are the authorized representative. Project#201096.00 Village of Buffalo Grove Support Services,Agreement 2020-2021 Standard Terms & Conditions 1. The submitted proposal and these Standard Terms 6 Conditions constitute and are herein referred to as the AgreemenL 2. Concentric Intogtatlon,LLC Is hofoln referred to as Concentric,and tha party with whom Concentric Is entering into this Agreement With Is herein referred to as Owner. 3. Concentric may submit requests for patodlc progress payments for services rendered_Payments shall bo duo and owing by the Owner upon receipt of Concentric's invoice for services.Payments to Concentric shall be pursuant to the Illinois Local Government Prompt Payment Act Goricontria's two"for —.yam 'fi`1`dal'F"rvrittOh�llittCB`t8t?ram°DtW"I'Yt '"S+7''g'Yrl'd "" 4, This Agreement may be terminated.in whole or in part.by either party if the other party substantially fails to fulfil its obligations under this Agreement through no fault of the terminating party;or the Owner may terminate this Agreement,in whole or in part,for its co nvenienee.However,no such termination may be effected unless the terminating party gives the other party:(1)riot less than ten (10)calendar days written notice try certified mail of intent to terminate,and(Z an Opportunity for a meeting with the terminating party baforaternination_Irthis Agreement Is terminated by either party,Concentric shall be paid for sarvicasperformed tothoorfoetivo date of termination,including reimbursable expenses.In the event of contract termination,the Owner shall receive reprodux ilote copies of Drawings,Custom Developed Appacationns and other docurnonts completed by Concentric. 5. Concentric agrees to hold harmless and indemnify the Owner and each of its officers,agents and employees from any and all liability clams,losses,or damages,to the mRant that such claims,losses,or damages are caused by Concentric's mngllgonoc;In the performance of the services under this Agreement,but not including liability that maybe due to the sole negligence of the Owner c r other consultants, contractors or subcontractors working for the Owner,or thole officers,agents and enpioyoas.In tho avoid claims,losses,or damages are caused by the joint or concurrent negligence of Concentric and the Owner.they shall be borne by each party in proportion to its ncglganco. G. The Owner acknowledges that Concentric is a Limited Liability Company and not a Professional Service Corporation,and further acknowledges that the corporate entity,as the party to this contract,expressly avoids contracting for Individual responsibility of Its ofnc*rs.directors,of eimployees. 7. The Owner and Concentric agree that any claim made by either party arming out of any act of the other party,or any officer,director, or employee of the other party In the mmcution or performance,or tho Agreement,shall be made salary against the other party and not individually or lointy against such officer,director,of employees. 8. For the duration of the project.Concentric shal procure and maintain Insurance for protection from claims under worker's compensation acts,claims for damages because of bodily injury,inducing personal injury,sickness or disease or death of any and all employees or of any parson other than such omplayoos,and from chins or damages because or injury to or dastructlon of property Including loss or use resulting therefrom alleged to arise from Concentric's negligence in the performance of services under this Agreement The Owner shall be named as an additional Insured an Conce ntrics general liability Insurance policy.Tho Imns of Liability for the InSnlranro required by this Subsection are as follows: Workers Corn pen5aticn: 5tatutory Lhnns EAcess Umbrella Liability 35,OOD.Doo per claim and aggregate Ceneral Llabuity: 31.0000Dt1 per claim 132.DOD.DOD aggregate Professional Liability 35.000.D00 per claim Autatp6uo Llabynty. 31,000,01)0 combined singlo limit lis,000,000 aggregate 9. Notwithstanding any other provision of this Agreement and to the fullest extent permitted by law,the total liability,in the aggregate, of Concentric and thelrofnoer5,drectors,employees,agents,and any of them,to the owner and anyone claiming try,through or under the Owner,forany and all claims,losses.costs or damages whatsoever arising out of,resulting from or in anyway related to the project or the Agreement from any cause or causes,including but not limited to the negligence,proforsional errors or omissions,strict Iebibty or breach of contract or warranty expressed or implied of Concentric or their officers,directors,employees,agents or any of them, haroattar referred to as the'Owner's Clalmr,shall not axcood the total insurance proceeds available to pay on bohar of or to Concentric by their insurers in settlement of satisfaction of Owners Claims under the terms and conditions of Concentric's insurance policies applicable thorotn,including at covered payments made by those insurors for Foos,costs and expanses of irwastigation.claims aillustment.defense and appeal. 10. Concentric tb responsible for the quality,technical accuracy,timely completion,and coordination of at Designs,Drawings,Custom Dovdopod Applications and other sarvieos furnished or required u ndor this Agreement,and shall endeavor to porrorm surh sorvicas with the same skill and judgment which can be reasonably expected from similarly situated professionals, 11. Trio Owner may.at any time,by written order.make t7ianues within the[general scope of this Agreement in the services to be petlformed by Concentric it such changes cause an increase or decrease in Concentric's fee or time required for performance of any services under this Agreement,whether or not changed by any ardor,an aqutabio adjustment shall be made and this agroomoni shall be modified In writing accordingly.No service for which an additional compensation will be charged by Concentric shall be furnished without the written authorization of the Dwner. 12. All Drawings,Custom Developed Applications,and other documents prepared or furnished by Concentric pursuant thh Agreement arc Instruments of service in rospact to tho project,and Concxxmr►c shall ratan the right of reuse of said documents and electronic media by and at the discretion of Concentric whether or not the project is completed.Electronic copies of Concentric's documents for information and reference in connection with the use and occupancy of the project by the Owner and others shall be delivered to and become the property of the Owner;however,Concentric's documents are not intended or represented to be suitable for reuse by the owner or others on additions or extensions or the project,or on any other project.Any such reuse without verification or adaptation by Concentric For the speck purpose intended will be at the Owner's sole risk and without liability of legal exposure to Coincer&ic,and the Owner shall indemnify and hold harmless Concentric from all claims,damages,losses and expenses including attorneys'Fees arising out or or resulting thoratrom. 13. Any provision or part thereof of this Agreement held to be void or unenforceable under any law shall be deemed stricken,and all remaining provisions shall continua to be valid and binding upon the parties.The parties agree that thls Agraenont shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision which comes as close as possible to expressing the ntonlion of the stricken provision 14. This Agreement contains and embodies the entire and integrated agreement between parties hereto and supersedes all prior nogotlatlons,roprosontatlons,or agreements,either written or oral. 15. TORT IMMUNITY DEFENSFS-Nothing contained in this Agreement is intended to constitute nor shall constitute a waiver of the rights,defenses,and Immunities provided or available to the Village under the Local Governmental and Governmental Employees Toil Immunity Act,745 ILCS 10 et seq. Project#201096.00 Village of Buffalo Grove NJJMJJJJ� ; ff Support Services Agreement 2020-2021 Acceptance If this agreement is acceptable, please sign one copy and return to us. Feel free to contact me if you have any questions. Sincerely, CONCENTRIC INTEGRATION, LLC N"D W.OtltN Michael D. Klein, PE President MDK CUSTOMER: VILLAGE OF BUFFALO GROVE ACCEPTED BY: TITLE: V DATE: Project#201096.00 Village of Buffalo Grove Support Services Agreement 2020-2021 Service Definitions Fixed Fee Services Project Management Plan, schedule, and coordinate the activities that must be performed to complete the project and provide support services. Proactive Maintenance If included, all services described within this section will be provided by Concentric for the specified fee regardless of actual hours of work performed. Proactive Maintenance is provided for hardware that appears in the Hardware List included in this Agreement. If included, Concentric will monitor certain aspects of the IT infrastructure, as well as perform periodic routine scheduled maintenance (detailed in the following table) in order to minimize unexpected system shutdowns by resolving issues before they reach a critical nature. Upon completion of the scheduled service, Concentric will provide written confirmation the service was completed. Scheduled services will be provided during Standard Hours if service does not significantly impact network performance. Scheduled services that may significantly impact network performance, and are not urgently needed to maintain network security, will be scheduled during other hours as agreed upon by Concentric and the Customer. Standard Hours are considered Monday—Friday 7:30 am to 5:00 pm, excluding major holidays. Project#201096.00 Village of Buffalo Grove Support Services Agreement 2020-2021 The following table details the Proactive services included under this Support Agreement, and at what frequency: i�i„�rr�>� �r i�r�r�r i/�nirerr� �nrrl ri9,rr+,ro rintnr'/p/'l�p rr Firewall Maintenance: • Upgrade Firmware ® ❑ ❑ ❑ ❑ ❑ • ReviewSecunty Lags&Backup Configuration . .... ... ....................... ......... ...... ................. ........... .. ........ ... Backup Review: • Upgrade Firmware&Check Free Space ❑ ❑ ® ❑ ❑ ❑ • Check an,d,,Back_Up Configuration__.... Server Maintenance: • Review Windows System Logs • Review Windows Services • Apply Windows Updates • Check Drive Free Space ❑ ❑ ® ❑ ❑ ❑ • Verify&Update Anti-Virus Software • Verify Backups Functioning Properly • Back Up SCADA Applications,If Applicable • Check UPS Operation (remotely !possible »n .. ,,,,,,,, _ ,m �... Server Infrastructure: • Perform Updates for BIOS,Drivers,Firmware,etc. ❑ ❑ ❑ ❑ ® ❑ • Review Server Hardware Operation .......... ...... m.......... ....... ., Server Software: • Perform Backup and Anti-Virus Software Version ❑ ❑ ❑ ❑ ❑ wpgrades Workstation Maintenance: • Apply Windows Updates ® ❑ ❑ ❑ ❑ ❑ • Verify&Update Anti Virus Software PLC OIT &Control Panel Maintenance: .. _....�e...... eeeeeee .... . • Check functionality of Control Panel UPS • Back Up Programs • Check Status of Fuses,Circuit Breakers,&Surge Protectors ❑ El ❑ ® El El• Check Control Panel Thermal Management • Check for Environmental Issues with Water, Moisture, Dirt,Dust,etc. • Check for published PLC vulnerabilities and recommend up . e e g &M Ser i.. s) w ., . Radio Maintenance: • Check signal strength and back up configuration ❑ ❑ ❑ ® ❑ ❑ S...CAD_ .,A .-Testing,, , . ,, . ...... .,,,,.,.,,, .................. ..,......�... ............._. ... .............. . ,..... ... ......,,. Alarm • Manually test critical alarms(up to 50)from SCADA to ❑ ❑ ❑ ❑ ❑ continue to work properly sure the con W. W W en....... ..�... .. .o.. ..me „mv ..m., . -..... w SCADA Patching: _.... .. • Apply security related updates and patches to SCADA ® ❑ ❑ ❑ ❑ ❑ software(excludes full version upgrades,which are handled under T&M Servicesi— mentatron El El El El ❑ • ify&Update Network Diagram Project#201096.00 Village of Buffalo Grove 11111, Support Services Agreement 2020-2021 Technolwv& SCADA Budget Planning Budgeting for SCADA and related technology items can be used to help prioritize and guide decisions and overall budget planning for capital improvements. Concentric believes that providing advanced notice (where possible) of recommended equipment, software, security, and communications improvements will provide a much more effective planning and implementation cycle. When this service is selected, our senior level design staff intentionally review the system architecture to determine the risk and benefit of both inaction or selected improvements. Our staff discusses the recommended improvements, phasing, and costs with you and then provides a letter and prioritized table of recommended improvements that summarize the costs of the recommended initiatives. r r /r y C// / G//// / //// „�%////1,, ,/„ lC/l ITAINN Budget Planning&Cost Preparation p for following fiscal year) Budgetary Letter Third-Party Supoort Renewals The supported system includes hardware and software that may have applicable support and extended warranty agreements that are provided by a third party, such as the manufacturer or vendor/supplier. Once the initial installation's support/warranty period has expired, it is recommended that these agreements are maintained and renewed on a regular basis. If listed in the Included Services & Fees section of this agreement, Concentric will provide the renewals listed in the Third—Party Support Renewal list on Page 10. r r r � , y /, / / / lllrlr //, /%/// // // / / / 1 l / f pp Renew Third Party Support Contracts Contracts from OEM/Supplier Project#201096.00 Village of Buffalo Grove FEMME j Support Services Agreement 2020-2021 Time & Materials (T&M) Services Break-Fix(Repairs) Provide as-needed services. This service will be provided 24 hours a day, 7 days per week for the length of this agreement regardless of standard working hours. Concentric's daytime and after-hours phone number is 815-788-3600. Concentric staff typically answers the phone during standard business hours. A call center answers the phone after hours or when staff is not available to answer. Concentric will return any phone calls for urgent service within 30 minutes from when the phone call is placed and dispatch a staff member within 60 minutes if a site visit is required. Improvements Occasionally, staff identify small changes to the system that can have large impacts on operational efficiency, safety, and quality. These improvements can be easily designed and built without use of Consulting & Design services. Consulting& Design Through consulting and design, a system can be effectively maintained, improved, and upgraded. This service will provide for retained smaller project design services as it relates to IT infrastructure, instrumentation & controls, and Supervisory Control and Data Acquisition (SCADA). Project#201096.00 Village of Buffalo Grove 'f�ff �fjj Support Services Agreement 2020-2021 Hardware List If Proactive Maintenance is included as part of this Support Services Agreement, Concentric will proactively support the following hardware: f Server(including physical and virtual) Public Works & Pump Stations 8 Programmable Logic Controllers (PLC s) Public Works &Pump Stations 22 ......... ... _ . ......._ ......... Operator Interface Terminals (OITs) Public Works &Pump Stations 10 Project#201096.00 Village of Buffalo Grove Support Services Agreement 2020-2021 Third-Party Support Renewals If Third-Party Support Renewals are included as part of this Support Services Agreement, renewals will be processed as listed in the table below: o Carbonite 100GB Backup Support ® 1/1/2021 — 12/31/2021 1 $680 WonderWare Customer First ® 1/16/2021 1/15/2022 .1 $14,730 . Agreem _ _ ,,, ent e _ TOP Server ® 3/29/2021 —3/28/2022 1 $840 ......... ........ Specpter WIN911 Maintenance Support Program ® 4/9/2021 —4/8/2022 1 f $505 (S/N:W07161539001 COD) Rockwell TechConnect for Factory ®Talk Historian 4/28/2021 —4/27/2022 1 $1,720 _. TOTAL $18 475 Project#201096.00 Village of Buffalo Grove