RECEIVED OCT 0-92024 PRGN Board of Commissioners Agenda Item Transmittal Form BY:. fuacnaJiny Procurement/Contractiransmital Form Type ofc contract: 1yearD Multi-year X Single Event D Contract #: BOCApproval Date: DS Submission Information Contact Name: Sharon Webb Department: Rockdale County EMA V Vendor Information Vendor Name: AmericansigmalCarp.ANSServices, LLC- GA Address: 541 Kings Way, Unit] B Email: mdalommeansericecen Phone #: 856-264-1336 Contact: Mike D'Alonzo ProjectTitle: Maintenance Plan for Weather Sirens Address: Swedesboro, NJ 08085 Funding Account Number: 100-3920-522200-04 Secsummaey FbR "gycost Contract amount: $122,126.80 /5yacost ContractType: Goods0) Services (X) Grant0) Contract Action: New0) Renewal0) Change Order0) Term of contract: 5year contract Original Contract Number: Chief Financial Officer Signature Ihaver reviewed the: attached contract, andt the amounti is approvedf forprocessing. donilps Signature: ga4 -813139 Procurement Manager Signature Ihave reviewed the attached contract, and itisi in compliance with Purchasing Policies of Rockdale County. 1ol-24 Date: 413/205 malne Date: Signature: hpas Detailed Summary of Contract: 5 year maintenance plan for Weather Siren - replacement of main batteries in year 2 &5. rl- 25,0000 424,28170 # a4,L0 34,38140 # a4aF1.70 d cosTa N2 4r3 44 V5 brigina ogupment 21715847 ihsalatuon Department Head/Elected Official Signature: Chana blb Date: 1019/2024 gas-24 SERMIEES ANS Dedication, Performance, Reliability LLE January7,2025 August 13, 2024- original proposal date Rev1 August 27, 2024-revip proposal date Sharon Webb Director 3500 E Fairview Rd SW Stockbridge, GA 30281 Dear Sharon, Rockdale County Emergency Management Agency lam providing you with a copy of the ANS Services siren: service & maintenance proposal. Below you will find details of how we provide customers with top siren service and maintenance in thei industry. MAINTENANCE PHILOSOPHY Our goal at ANS Services LLCist to not only provide the best in class preventive maintenance and restoration services to our clients, but also to help our clients manage their life safety systems. Through comprehensive system maintenance, monitoring and support our clients achieve and maintain "Top Quartile" performance ini the siren industry while we drive towards 1009reliability. ANS Services CONTINUAL IMPROVEMENT CYCLE AC Continual Improvement Cycle has been developed and implemented to better coordinate the processes involved with providing our clients with the best service ands support possible. This model demonstrates ANS Services' proactive approach to improving system performance. ANALYZE Service & Support CONTINUAL IMPROVEMENT CYCLE 1. ANALYZE Analyze current. system performance through comprehensive system performance trending. 2. PLAN - Create System Improvement Plans (SIPs) based on analysis to improve system performance: and reliability. 3. IMPLEMENT - Manage the implementation of SIPs to ensure planned goals are met, 4. TEST- Test the results of SIPs to gauge the effectiveness of system analysis and validate the results ofi improvement planning. T E S T P L A N ANSServices, LLC MPLEMENT ANS Services STANDARD SUPPORT CONTRACT 1 ANS Dedication, performance, Reliabilty ERVICES LLE The following describes ANS Services standard: support contract offerings for Rockdale County. Asthis documents intent is to describe standard items, itisi important to understand that support contracts can be customized. SYSTEM CARE MANAGER AK key concept to ANS Services support model is the role of our System Care Manager (SCM). ANS Services assigns a System Care Manager to all of the alert notification systems within our clients' inventory. Itisi important to note that we do not simply assign an account manager to your contract butr rather we: assign an! SCM to each alert SCM has the primarygoal ofi implementing the Continual Improvement Cycle and driving towards 100% system reliability. The SCM's function is to continually evaluate system performance, client requirements, and industry trends to ensure that the client achieves and maintains top quartile performance in the nuclear industry. Using the Continual Improvement Cycle, your SCM will prepare for and present system statistics during monthly siren system meetings, either onsite or via teleconference, as desired. Additionally, your SCM can provide valuable technical assistance evaluating Nuclear Industry Operating Experiences as they occur. Your SCM will act as as single point of contact for all preventive maintenance, corrective maintenance, and support contract notification system supported. Each needs. SYSTEM MONITORING ANDI PERFORMANCE TRENDING ANS Services does not wait toi react, we: strive to prevent. Ourg goal ist to bei the primary care giver for your alert notification system. With your cooperation, the SCM assigned to Rockdale will perform the following system monitoring and performance trending as part of the Collect Test Results = Where possible ANS Services receives all daily, weekly, quarterly and annual system test reports. These reports are analyzed and the datal is used to Monthly! Log File Analysis = Although the daily test results provide a solid picture of system performance, there is additional technical information available int the raw: system 24/7 Support Hotline For many of our clients ANS: Services is the first point of contact when as system error occurs. Wep provide az 24/7 emergency hotline to be used by EOC personnel at the system control points. The hotline is used to contact our technical support staff and report system issues, or to resolve an issue over the phone. Once notified of an issue our technical staff will notify the appropriate personnel and apprise Remote Access- - For ANS: Services to provide: system monitoring, a network connection must be provided tot the NEXGen server for ANS emailed daily reports & remote access. This access can help alleviate ther need for support from EOCI resources during system maintenance and testing. The network connection will be att the counties cost. Continual Improvement Cycle. create trendingi reports. log files. them oft thei issue and path forward. 2 JANS Dedication, Performance, Reliability SERVEES KL PREVENTIVE MAINTENANCE To provide our clients with top quartile performance and to continually drive towards 100% reliability, ANS Services has developed the most comprehensive support package to Complete PM- The Complete PM includes performing the maintenance, inspection and tuning criteria fort the effected sitei integrating the preventive maintenance procedures of the equipment manufacturer, industry maintenance procedures, and ANS Services maintenance procedures. The Complete PM includes maintenance activities on the entire siren site from the grounding system to the: siren head. ANS has access to OEM parts and material as an added benefit. ANS: Services recommends Complete PM: services be performed annually. Low or control PM year 1,3&5.A A High or Full PM completed Control Point PM- - Control Point PMi is performed annually per manufacturer, industry maintenance procedures, and ANS Services requirements. Ast thel heart of the: siren systems command and control functions, the control points must bel kept in optimal operating condition at all times. This includes not only performing ther maintenance items ont the hardware and communications platforms, but also evaluating the performance of any associated computer hardware, operating system and peripheral devices. Maintenance willl be performed utilizing the equipment manufacturer's requirements and any additional requirements provided by the client and. ANS Services. Environment PM - In additional to maintaining the equipment at the level required to reach top quartile performance, ANS Services will evaluate and recommend changes to the remote site environment to ensure: system performance. Environmental PM ensures that at tent foot radius around the Siren Head is free of encroaching tree limbs or growth. This Environmental Maintenance will also ensure that no growth or vegetation is making contact or touching the siren pole or the RTU/Control Cabinets. Environmental PMi is Maintenance documentation. along with pictures provided: subsequent to work offer our clients. year2&4. completed once per year durign regular maintenance. performed. EMERGENCY SERVICES ANS Services will provide 24/7 on call emergency response services. Our typical response ANS Services owns and operates our own fleet of 40',65/,75' bucket trucks and material handlers. ANS Services owns and operates pole setting equipment to support our clients ini the event of storm or other disaster. Inaddition to ANS Services resources, we have strategic agreements inj place with nationwide utility equipment providers to augment our resources if commitment to be onsite is 4 hours from notification. required. 3 SERMIEES ANE Dedication, Performance, Rellabillty 2L2 24/7/365: 1(800) # available for use where technician & management are on call. The ANS Services 20241 rate sheet is used for cost considerations when at technician is requested outside ANS Services employs engineers, project manager professionals (PMP), construction managers, RF engineers &! SME, master electricians, electronic technicians, siren technicians, IT professionals and heavy equipment operators; all with decades of experience in the alertnotification: and of normal maintenance. Contnuctu/mmmuncaton industry. Our employees possess the following credentials: American Signal Corporation Certified DOT Supervisor Certified OSHA Safety certified TWIC card holders Bucket truck certified Boom truck certified Digger Derrick certified CDLdriver FIELD READINESS ANS2 Minute Site Safety Drill 1. What hazards arei in the area? 2. How could Iget hurt? 3. Do we have the proper PPE? 4. Do wel havei the necessary tools? 5. Are we on the correct Uni/Train/Component? 6. Are the appropriate: safety barriersi in-place/available? 7. Have all positionable components been identified within the 21 Foot Zone ofplanned 8. Are the appropriate: robust operational barriers/llagging inj place/avalable work? 9. What else could go wrong? 10. Do we need to or have we changed our plan? Hazard Assessment Body positioning = Avoid Line - of-Fire Sharp Surfaces Pinch Points / Clearance Falling Objects/ / Suspended Loads Electrical Flash Chemical Spills 4 ANE Dedication, Performance, Reliability SERMICES AKe Projectiles (Unexpected Pressure) Lifting Angle Environment Adequate Lighting & Ventilation Slip/Trip) Hazards Sharp, Hot or Wet Surfaces Obstructions (pipes, beams, etc.) Adequate. Means to! Enter & Exit Housekeeping Allows Work Heat Stress Conditions Key Fundamental Behaviors ENSURE equipmenti is in a safe condition prior to starting work STOP and CORRECT unsafe behaviors or conditions STOP and REPORT equipment abnormalities NEVER proceed when faced with uncertainty! Always STOP work: and place equipment in a safe condition, SEEK guidance: and assistance from: supervision. Pre-Moblization Briefing (EXAMPLE) Note: A discussion between the] Field Foreman.System Care Manager and ANS Management is to occur prior to any mobilization into the field: regardless of client, system,project or task/mission atl hand. 1. Where are we going? 2. Whati is thej plan? 3. Safety concerns? 4. Anyl history associated with the site? 5. Picture review 6. Tool review 7. Vehicle/truckrevew. (IFTA, DVIR) 8. Expectations for the day? 10. Any testing scheduled? 11. Weather Forecast? 12. Any concerns or Uncertainty? 14, Do we: need to change our plan? 9. Whoi is communicating with stakeholders and ASCManagement? 13. Confirmation that the 21 Minute drill card willl be used on site as a sitel brief 5 ANE Dedication, Performance, Reliability SERMIEEE LLE Maintenance. Agreement 5-year maintenance plan. jt's been discussed and agreed to spread outthe cost of the current siren'system enhancement acrossa **On August 14, 2024, Rockdale County, selected the cellular option for communication enhancement"s Per ANS quote # 2270, the total cost fort this option is $75,826.80. The çounty would like to apply $25,000 to thé cellulars option up front. Pricing Breakdown: Cell option cost (increase from orignal cell quote duei to 5y years worth of cell modem: service &r networks set upf fee) $ 75,826.80 $ 25,000.00 $ 50,826.80 $ 8,700.00 $ 8,970.00 $ 9,250.00 $ 9,540.00 $ 9,840.00 $ 46,300.00 $ 97,126.80 $ 25,000.00 $ 24,281.70 $ 24,281.70 $ 24,281.70 $ 24,281.70 Initial payment Residual Maintenanceyear1 1 Maintenancey year2 2 Maintenanceyears Maintenance: year 4 Maintenance: year 5 total maintenance cost Total amount tos spread out over 4 years (residual +t totalr maintenance cost) Year 1 invoicing Sept. 2024 (initial payment) Year 2i invoicing Sept. 2025 ($73,636.80/4) Year 31 invoicing Sept. 2026 ($73,636.80/4) Year 41 invoicing Sept. 2027 ($73,636.80/4) Year 5i invoicing Sept.. 2028 ($73,636.80/4) Totalo cost of cello option & mainténance. $ 122,126.80 6 SERMEES LLe ANS Dedication, Performance, Reliability *Invoice to be submitted on September 1ofeachs year & payment due net 10* ANS Services recommends replacing the main batteries in year 2 & year 5. These batteries willl be at market price and labor will be assumed during maintenance. Battery costs are in addition to standard The ANS Services 2024 rate sheet is used for cost considerations above & beyond normal regular maintenance. This includes emergent work, corrective maintenance and work, travel time from Macon, maintenance costs. and bucket site time & travel time. Ifyou have any questions at all about this proposal, please do not hesitate to contact me, Thank you, Mike D'dlonze dugust 20, 2024 Mike D'Alonzo ANS Services 856-264-1336 Accepted! by: Print:s Signature: Date: The County of Rockdale Georgia. JaNice Van New Choir CEO ATTEST: Jennifer O. Rulledge, Counly Clerk Approved ast toi fom M. Qader A. Balg, County Attorney 7 Dedication, Performanca, Rellabity JANE Added language requested by the County. MUTUAL RELASE/NDEMNIPCATON Each party hereby agrees to indemnify: and hold harmless the other party from any form of action, lawsuit or claim brought by or on behalf of thei indemnifying party's employees, agents or invitees and related in any way to Poduc/Equpmenvsevtes supplied by ANS under this Agreement. Each party expressly agrees that the obligation ofi indemnity under this Paragraph extends to ani action, lawsuit or claim alleging negligence of the indemnitee. GOVERNING LAW of Georgia. This Agreement shall be construed andi interpreted according to the provisions of thel laws of the State 8