HomeMy WebLinkAbout09.e EDB Proprietary Services- WW Gay HVAC EXECUTIVE SUMMARY
AGENDA ITEM:
Request for Proprietary Service Procurement with W.W. Gay Mechanical Contractor for Upgrading the
HVAC System in the Clay County Utility Authority's (CCUA)Administration Building.
Date: May 15, 2025
BACKGROUND:
Staff is seeking approval to procure proprietary services from W.W. Gay Mechanical Contractor for a
necessary upgrade to our existing HVAC system in the Administration Building.This upgrade specifically
targets the JACE (Java Application Control Engine) system and the corresponding software interface,
which are essential for ensuring optimal performance and longevity of the HVAC infrastructure.
Currently, our HVAC control system utilizes Niagara software, which has become ineffective for
managing our building automation functions. Its outdated capabilities pose significant challenges
concerning interoperability, data management, and remote access. Maintaining compatibility with
existing infrastructure while upgrading from AX Niagara to the latest Niagara 4 system is essential to
avoid substantial costs and disruptions that a full system replacement would incur.
W.W. Gay Mechanical Contractor has been identified as an authorized provider of exclusive components
and specialized software needed for this anticipated HVAC system upgrade. The proprietary procurement
will preserve the HVAC system continuity and manufacturer warranties, which would be compromised
by using a third-party vendor.
BUDGET:
Staff determined that these services are fair, competitive, and reasonable. Within the departmental capital
budget for FY 2024/2025, staff budgeted$15,000 for Building Automated System HVAC Hardware.
RECOMMENDATION:
Staff respectfully requests the Board of Supervisors to grant proprietary status to W.W. Gay Mechanical
Contractor for upgrading the HVAC System in the Administration Building.
ATTACHMENTS:
W.W. Gay Mechanical Contractor Proposal
//AW(Author)
//JM, JR,AE(Review)
//DM(Final)
1 J J 524 Stockton Street Jacksonville,Florida 32204
PEI GAN Email: jshepard@wwgavcontrols.com Proposal Submitted to:
Phone:904-394-7242
PAl.FOR, Prepared By:Joe Shepard Courtney Hinson
Date Proposal Number CCUA JACE Replacement upgrade/
5/7/25 2025047 Niagara 4 Front End Software Maintenance
Agreement
Description
Base Provide and Install(1)JACE-9000 Web Server Controller to replace the existing WEB-600 that is no
Scope longer supported due to the requirements of JAVA. The JACE-8000 uses HTML-5 code so no JAVA/
Plugins are needed to support the web graphics.
• Provide and Install(1)New JACE-9000 Web Controller.
• Provide and Install(1)Niagara 4 engineering software on existing PC with(1)JACE License.
• Backup existing AX Niagara database and migrate it to Niagara 4.
• Provide customers with a current backup of the new JACE after the migration.
• Provide customers with refresher training on navigating the system and add any additional users
as needed.
Base Scope- $12,287.00
SMA Provide (1)Year of software maintenance and support. This will allow to the software to have the latest
Agreement security patches and added features that are released during the(1)year period.
• Provide and install up to two software updates that are released during the one-year period.
• Backup Software and trends Quarterly to W.W. Gay Cloud storage. Link to be provided to the
customer.
• Provide support as needed. (up to 8 hours)
• Provide a reduced service rate of$137 per hr. for service calls exceeding the allotted hours.
Normal rate is $149.00
Yearly SMA Agreement- $2,720.00
Exclusions:
No overtime included. Work to be performed remotely between the hours of 7 to 3:30 M-F This is a migration only. No
updates to the graphic pages or layout to be changed. If current backup is unusable additional labor will be required.
All material is guaranteed to be as specified.All work to be completed in a workmanlike manner according to standard practices.Any alteration or deviation from
above specifications involving extra costs will be executed only upon written orders,and will become an extra charge over and above the estimate.All agreements
contingent upon strikes,accidents,or delays beyond our control.Owner to carry fire,tornado,and other necessary insurance.Our workers are fully covered by
Workman's Compensation Insurance.This proposal may be withdrawn by us if not accepted within Thirty(30)days.
Signature of Acceptance: TOTAL:
See above for pricing
Initial billing shall be 30%of total proposal price based on mobilization and up front material cost.
Subsequent billing shall be in monthly increments until balance is satisfied
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