Upcoming Meeting Agenda Packet - Tarrant County 9-1

Tarrant County 9-1-1 District
February 23, 2015
Board Meeting
Agenda Packet
Tarrant County 9-1-1 District
2600 Airport Freeway | Fort Worth, Texas 76111
817-334-0911 | www.tc911.org
TARRANT COUNTY 9-1-1 EMERGENCY ASSISTANCE DISTRICT
BOARD OF MANAGERS’ AGENDA
Conference Room
2600 Airport Freeway, Fort Worth, Texas
Monday, February 23, 2015
12:00 PM
Executive Luncheon (11:30 AM - 12:00 PM)
Regular Meeting (12:00 PM)
I.
Call to Order
II.
Agenda Announcements
III.
Consider Approval of Consent Agenda Items
All consent agenda items listed below are considered to be routine items deemed to
require little or no deliberation and will be voted on in one motion. There will be no
separate discussion of these items unless a Board member so requests, in which event the
item will be removed from the consent agenda and considered separately.
a. Approve the minutes of the Board of Managers’ meeting, January 26, 2015.
b. Receive monthly financial reports.
c. Receive report of payments over $5,000.
d. Approve updating personal policy.
1. Add texting and driving prohibition.
IV.
V.
VI.
VII.
Receive and Consider FY2014 Audit Report
a. Hear report from Pattillo, Brown and Hill, LLP.
Request from North Richland for a Dedicated Back-up Site (RN15-010)
a. Hear presentation/request from North Richland Hills.
b. Take any action necessary.
Purchases Over $25,000.
a. Approval of UPS Preventative Maintenance Contract (RN15-011) – $410,693.92.
Assistance Program Applications (RN15-001)
a. Discuss and take appropriate action concerning PSAP Assistance Program applications.
1. 15036 (Tarrant County) – $25,210.
VIII. Executive Director Report
a. Staff recognition, upcoming meeting and events, reports on attendance at meetings and
events.
IX.
Briefing
a. The board will hear a report concerning the upcoming State Legislative Session from
Chris Keffer.
Tarrant County 9-1-1 District - Agenda
1
X.
Executive Session
Pursuant to Chapter 551, Texas Government Code, the Board of Managers reserves the
right to convene in Executive Session(s) from time to time as deemed necessary during
this meeting for the following matters:
XI.
Section 551.071
Consultation with the District's attorneys pertaining to any matter in which the duties of
the attorneys under the Texas Disciplinary Rules of Professional Conduct may conflict with
the Open Meetings Act, including seeking legal advice on any item posted on the Agenda.
XII.
Public Comment
Open Session Action Following Executive Session
a. Take any action necessary pursuant to executive session.
XIII. Adjournment
I do hereby certify that the above notice of meeting of the Tarrant County Emergency Assistance
District was posted at the District Offices, on the District’s website and on the Secretary of State’s
Open Meeting website, in compliance with Chapter 551, Texas Government Code.
Mandy Chanthapanya
Mandy Chanthapanya
Tarrant County 9-1-1 District - Agenda
February 19, 2015
Date
2
MINUTES
Tarrant County 9-1-1 Emergency Assistance District
January 26, 2015
According to Section 551.021 of the Government Code, minutes of a meeting must state the subject of
each deliberation and indicate each vote, order, decision, or other action taken. These minutes do not
include a summary of the discussion but only reflect the action taken by the body. A complete audio
recording of this meeting is available on the District’s website www.tc911.org.
A meeting of the 9-1-1 Board of Managers was held at 12:00 PM, Monday, January 26, 2015, in the
Conference Room of Tarrant County 9-1-1, 2600 Airport Freeway, Fort Worth, TX 76111.
Larry Boyd presided.
Board Members present:
Larry Boyd, Chair
Rick Brunson, Vice Chair
Richard Fregoe, Secretary
Jim Griffin, Treasurer
Sam Greif
Don Crowson
Vickie Gray
Jonathan Rile, The Eppstein Group
Bill Paxton, The Eppstein Group
Cathy Hamilton, AT&T
Others present:
Wayne Olson, Attorney
David Jones, Mission Critical Partners
Staff Members present:
Greg Petrey, Executive Director
Melinda Oliver, CFO/Business Manager
Wanda McCarley, Director of Operations
Kevin Kleck, Technical Operations Mgr.
Mandy Chanthapanya, Admin. Assistant
Phillip Rohrbough, GIS Analyst
Larry Boyd called the meeting to order at 12:00 PM.
CONSENT AGENDA ITEMS
Motion to approve the consent agenda items was made by Richard Fregoe and seconded by
Jim Griffin. Motion passed unanimously.
PURCHASES OVER $25,000.00
Discuss and take appropriate action concerning the following items:
a. Approval of Spring 2015 Public Education Campaign authorization to buy – $35,000.
Motion to approve Spring 2015 Public Education Campaign was made by Sam Greif and
seconded by Richard Fregoe. Motion passed unanimously.
b. Approval of Public Education Fulfillment contract – $25,000.
Motion to approve the Public Education Fulfillment contract was made by Richard Fregoe
and seconded by Don Crowson. Motion passed unanimously.
c. Approval of Public Affairs Representation agreement – $60,000.
Motion to approve Public Affairs Representation agreement was made by Rick Brunson and
seconded by Richard Fregoe. Motion passed unanimously.
d. Approval of Agreements with Six-Flags for the 2015 Telecommunicator Appreciation Event –
Not to exceed $65,030.
Motion to approve agreements with Six-Flags for the 2015 Telecommunicator Appreciation
Event was made by Jim Griffin and seconded by Rick Brunson. Motion passed unanimously.
Agenda Packet Page Number: 1
e. Approval of an agreement with Mission Critical Partners for support of previously approved
radio initiatives – Not to exceed $228,313.
Motion to approve an agreement with Mission Critical Partners was made by Don Crowson
and seconded by Jim Griffin. Motion passed unanimously.
ASSISTANCE PROGRAM
a. Discuss and take appropriate action concerning the PSAP Assistance Program applications
from Arlington, Irving, and Fort Worth Police Department.
Motion to approve the PSAP Assistance Program applications was made by Rick Brunson
and seconded by Richard Fregoe. Sam Greif and Vickie Gray abstained from voting on the
Fort Worth application, Don Crowson abstained from voting on the Arlington application,
and Larry Boyd abstained for voting on the Irving applications.
b. Discuss and take appropriate action concerning the Interoperability Assistance Program
applications from Arlington and Fort Worth.
Motion to approve the Interoperability Assistance Program applications was made by Rick
Brunson and seconded by Richard Fregoe. Sam Greif and Vickie Gray abstained from voting
on the Fort Worth application and Don Crowson abstained from voting on the Arlington
application.
EXECUTIVE DIRECTOR REPORT
The board will hear a report concerning Staff recognition, upcoming meeting and events, reports
on attendance at meetings and events from Greg Petrey. No action taken.
EXECUTIVE SESSION
Pursuant to Chapter 551, Texas Government Code, the Board of Managers reserves the right to
convene in Executive Session(s) from time to time as deemed necessary during this meeting for
the following matters:
Section 551.071
Consultation with the District's attorneys pertaining to any matter in which the duties of the
attorneys under the Texas Disciplinary Rules of Professional Conduct may conflict with the
Open Meetings Act, including seeking legal advice on any item posted on the Agenda.
Section 551.074
Deliberation regarding the appointment, employment, evaluation, reassignment, duties,
discipline, or dismissal or to hear a complaint or charge against a public officer or employee.
• Executive Director’s annual evaluation.
OPEN SESSION OF ACTION FOLLOWING EXECUTIVE SESSION
The meeting was reconvened into Regular Session. Discuss and take appropriate action necessary
pursuant to executive session.
Motion to approve an extension of the Executive Director’s contract for one additional year
was made by Don Crowson and seconded by Vickie Gray. Motion passed unanimously.
PUBLIC COMMENT
There was no public comment.
Agenda Packet Page Number: 2
ADJOURNMENT
The meeting was adjourned at 1:45 PM.
*** NEXT MEETING: Monday, February 23, 2015, at 12:00 PM in the Conference Room of the
District offices, 2600 Airport Freeway, Fort Worth, Texas. ***
Larry Boyd, Chair
Tarrant County 9-1-1
ATTEST: Richard Fregoe
Tarrant County 9-1-1
_________________________________
By: _______________________________
Agenda Packet Page Number: 3
TARRANT COUNTY 9-1-1
STATEMENT OF REVENUE AND EXPENSES (Unaudited)
FOR THE FOUR MONTH PERIOD ENDED JANUARY 31, 2015
CURRENT
YEAR
TO DATE
ANNUAL
BUDGET
% OF
BUDGET
341,080
748,133
3,127
0
1,092,340
999,929
3,628,316
13,749
0
4,641,994
2,884,484
10,832,925
45,000
0
13,762,409
35%
33%
31%
0%
34%
111,995
28,452
11,358
1,624
0
0
153,429
450,187
100,239
46,046
6,451
0
6,057
608,980
1,623,416
362,180
178,101
21,510
0
6,000
2,191,207
28%
28%
26%
30%
0%
101%
28%
Supplies and Materials
Office Supplies
Printing
Postage
Maps and Materials
Software
Total Materials and Supplies
3,075
0
303
108
0
3,486
8,155
875
303
8,403
0
17,736
52,005
9,000
7,100
27,100
46,900
142,105
16%
10%
4%
31%
0%
12%
Furniture and Equipment
Office Furniture
Office Equipment
PSAP Furniture
PSAP Equipment
Total Furniture & Equipment
0
0
0
0
0
0
3,160
0
512
3,160
10,850
39,120
11,200
14,000
75,170
0%
8%
0%
0%
4%
1,162
0
0
60,330
80
0
6,074
67,646
4,550
10,000
120
290,686
7,418
3,009
23,637
339,420
50,000
12,000
66,740
5,786,053
139,745
235,000
88,950
6,378,488
9%
83%
0%
5%
5%
1%
27%
5%
Revenues
Revenue-Landline
Revenue-Wireless
Interest Income
Other
Total Revenue
Expenses
Personnel Services
Salaries
Health Benefits
Retirement Benefits
Medicare
Social Security
Workers' Compensation
Total Personnel Services
Services and Rentals
Contractual Services
Legal
Professional Audit
Equipment Maintenance
Other Services
Professional Development
Building Improvements - Repairs
Building Utilities
Total Contractual Services
Agenda Packet Page Number: 4
Statement of Revenue and Expenses
January 31, 2015
Page 2
CURRENT
YEAR
TO DATE
Lease Payments
Equipment
Back-Up Site Lease
Back-Up Site Fuel
Back-Up Site Maintenance
Total Lease Payments
420
3,413
0
202
4,035
420
28,513
0
648
29,581
4,200
88,798
7,000
44,500
144,498
10%
32%
0%
1%
20%
Travel and Auto
Auto Allowance
Travel
Total Travel and Auto
2,900
1,863
4,763
11,600
11,997
23,597
40,200
125,875
166,075
29%
10%
14%
725
70
795
4,719
220
4,939
12,731
12,073
24,804
37%
2%
20%
554
197,012
0
2,500
0
200,066
2,242
1,496,171
0
10,031
113,722
1,622,166
8,400
6,239,076
6,679,596
45,000
603,744
13,575,816
27%
24%
0%
22%
19%
12%
0
0
25,997
25,997
31,100
31,100
84%
84%
6,213
6,085
14,824
27,122
31,486
6,085
14,824
52,395
100,750
95,200
168,950
364,900
31%
6%
9%
14%
Total Services & Rentals
304,427
2,098,095
20,685,681
10%
Total Expenditures
461,342
2,727,971
23,094,163
12%
Memberships and Subscriptions
Memberships
Subscriptions
Total Memberships & Subscriptions
Utilities
Office Telephone
9-1-1 Service
9-1-1 System Enhancements
PS 9-1-1 Service
Wireless Costs
Total Utilities
Insurance
Insurance
Total Insurance
Advertising
Public Ed Products/Services
Public Ed Printing
Public Ed Activities
Total Advertising
Agenda Packet Page Number: 5
ANNUAL
BUDGET
% OF
BUDGET
Statement of Revenue and Expenses
January 31, 2015
Page 3
ENCUMBERANCES FY 2014
CURRENT
FY 2014 Encumbered Funds
Other Services
9-1-1 System Enhancements
Pub Ed Products/Services
Total Encumbrances FY2013-14
58,516
0
0
58,516
YEAR
TOTAL
TO DATE ENCUMBERED
229,070
0
0
229,070
TOTAL
REMAINING
491,731
281,713
6,300
779,743
262,661
281,713
6,300
550,673
YEAR
TOTAL
TO DATE ENCUMBERED
TOTAL
REMAINING
ENCUMBERANCES FY 2013
CURRENT
FY 2013 Encumbered Funds
9-1-1 System Enhancements
Total Encumbrances FY2012-13
0
0
180,774
180,774
3,247,277
3,247,277
3,066,503
3,066,503
YEAR
TOTAL
TO DATE ENCUMBERED
TOTAL
REMAINING
ENCUMBERANCES FY 2011-12
CURRENT
FY 2011-12 Encumbered Funds
Other Services
Building Improvements - Repairs
9-1-1 System Enhancements
Total Encumbrances FY2011-12
0
0
0
0
172,457
6,986
124,683
304,126
Agenda Packet Page Number: 6
184,944
239,794
293,172
717,910
12,487
232,808
168,489
413,784
LANDLINE AND WIRELESS REVENUES
January 31, 2013 to January 31, 2015
Revenues
1,350,000
1,300,000
1,250,000
1,200,000
1,150,000
1,100,000
1,050,000
1,000,000
950,000
900,000
850,000
800,000
750,000
700,000
650,000
600,000
550,000
500,000
450,000
400,000
350,000
300,000
250,000
200,000
150,000
100,000
50,000
0
Dates
Agenda Packet Page Number: 7
Landline
Wireless
Tarrant County 9-1-1 District
11:32 AM
Checks Written for $5000 or More
02/12/15
Cash Basis
Date
01/26/2015
01/26/2015
01/26/2015
01/29/2015
02/04/2015
02/11/2015
02/11/2015
02/11/2015
02/11/2015
02/11/2015
02/11/2015
02/11/2015
02/11/2015
January 22 through February 12, 2015
Name
Villafranca Technical Services, Inc.
DIR Telecommunications Services Division
Mission Critical Partners, Inc.
The Piland Group
Six Flags Over Texas
AT&TAT&T-AT&T---AT&T--Brio Direct
The Eppstein Group
Irving Police DepartmentCity of Colleyville Police Department
Memo
Contractor Work for Kleck & GIS
T1 Circuits: Radio and 9-1-1 Monitoring
Consulting Services for CPE Project; 11-30-2014 through 12-27-2014
Cinema Public Education Campaign
Deposit for Telecommunicators Appreciation Event, April 18, 2015
IP Network Access Charges
IP Network Monitoring
Sonet Billing
9-1-1 Service
Rulers w/Sharpener and Eraser
Consulting Services-February 2015
Reimbursement of Allowable Expenses
Reimbursement of Allowable Expenses
TOTAL
Paid Amount
9,785.00
5,806.30
16,971.70
14,824.00
6,503.00
25,738.11
5,713.75
129,096.56
255,309.13
6,300.00
5,000.00
99,141.00
9,452.64
589,641.19
Agenda Packet Page Number: 8
Page 1
Article XVI. Texting and Driving
Sec. 16.01 General Provisions
Employees are required to be familiar with and comply with local laws before
using a wireless device while operating a motor vehicle for business purposes.
Safe operation of any vehicle in the performance of district business is the
responsibility of the driver and must be given appropriate attention at all times. In
every situation, do not use a wireless device while the vehicle is in motion if
doing so distracts attention from driving. Additionally, all employees are
prohibited from using data services on their wireless devices, such as texting or
accessing the mobile web or other distracting activities, while driving.
Agenda Packet Page Number: 9
Board of Managers
Tarrant County 9-1-1 District
Fort Worth, Texas
We have audited the financial statements of the governmental activities and the major fund
information of Tarrant County 9-1-1 for the year ended September 30, 2014, and have issued our report
thereon dated February 12, 2015. Professional standards require that we provide you with information
about our responsibilities under generally accepted auditing standards and Government Auditing
Standards, as well as certain information related to the planned scope and timing of our audit. We have
communicated such information in our letter to you dated August 26, 2014. Professional standards also
require that we communicate to you the following information related to our audit.
Significant Audit Findings
Qualitative Aspects of Accounting Practices
Management is responsible for the selection and use of appropriate accounting policies. The
significant accounting policies used by Tarrant County 9-1-1- are described in the notes to the financial
statements. No new accounting policies were adopted and the application of existing policies was not
changed during the current year. We noted no transactions entered into by the governmental unit during
the year for which there is a lack of authoritative guidance or consensus. All significant transactions
have been recognized in the financial statements in the proper period.
Accounting estimates are an integral part of the financial statements prepared by management
and are based on management’s knowledge and experience about past and current events and
assumptions about future events. Certain accounting estimates are particularly sensitive because of their
significance to the financial statements and because of the possibility that future events affecting them
may differ significantly from those expected. The most sensitive estimate affecting the District’s
financial statements was:

Management’s estimate of the capital assets is based on expected lifespan of the
assets in accordance with standard guidelines. We evaluated the key factors and
assumptions used to develop the estimate of useful lives in determining that it is
reasonable in relation to the financial statements taken as a whole.

The TCDRS actuarial valuation is based on various assumptions. We evaluated the
key factors and assumptions used to develop the actuarial valuation in determining
that it is reasonable in relation to the financial statements taken as a whole.
The financial statement disclosures are neutral, consistent, and clear.
Agenda Packet Page Number: 10
Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing and
completing our audit.
Corrected and Uncorrected Misstatements
Professional standards require us to accumulate all known and likely misstatements identified
during the audit, other than those that are trivial, and communicate them to the appropriate level of
management. Management has corrected all such misstatements. In addition, none of the misstatements
detected as a result of audit procedures and corrected by management were material, either individually
or in the aggregate, to each opinion unit’s financial statements taken as a whole.
Disagreements with Management
For purposes of this letter, a disagreement with management is a financial accounting, reporting,
or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial
statements or the auditor’s report. We are pleased to report that no such disagreements arose during the
course of our audit.
Management Representations
We have requested certain representations from management that are included in the
management representation letter dated February 12, 2015.
Management Consultations with Other Independent Accountants
In some cases, management may decide to consult with other accountants about auditing and
accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation
involves application of an accounting principle to the governmental unit’s financial statements or a
determination of the type of auditor’s opinion that may be expressed on those statements, our
professional standards require the consulting accountant to check with us to determine that the
consultant has all the relevant facts. To our knowledge, there were no such consultations with other
accountants.
Other Audit Findings or Issues
We generally discuss a variety of matters, including the application of accounting principles and
auditing standards, with management each year prior to retention as the governmental unit’s auditors.
However, these discussions occurred in the normal course of our professional relationship and our
responses were not a condition to our retention.
2
Agenda Packet Page Number: 11
Accounting and Financial Reporting for Pensions—an amendment of GASB Statement No. 27
Governmental Accounting Standards Board Statement No. 68 (“GASB 68”), Accounting and
Financial Reporting for Pensions—an amendment of GASB Statement No. 27, is effective for periods
beginning after June 15, 2014. The primary objective of this Statement is to improve accounting and
financial reporting by state and local governments for pensions. This Statement establishes standards
for measuring and recognizing liabilities, deferred outflows of resources, and deferred inflows of
resources, and expense/expenditures. For defined benefit pensions, this Statement identifies the
methods and assumptions that should be used to project benefit payments, discount projected benefit
payments to their actuarial present value, and attribute that present value to periods of employee
service.
The requirements of this Statement will improve the decision-usefulness of information in
employer and governmental nonemployer contributing entity financial reports and will enhance its
value for assessing accountability and interperiod equity by requiring recognition of the entire net
pension liability and a more comprehensive measure of pension expense. Decision-usefulness and
accountability also will be enhanced through new note disclosures and required supplementary
information, as follows:

More robust disclosures of assumptions will allow for better informed assessments of
the reasonableness of pension measurements.

Explanations of how and why the net pension liability changed from year to year will
improve transparency.

The summary net pension liability information, including ratios, will offer an
indication of the extent to which the total pension liability is covered by resources
held by the pension plan.

The contribution schedules will provide measures to evaluate decisions related to the
assessment of contribution rates—in comparison to actuarially, statutorily, or
contractually determined rates, when such rates are determined. It also will provide
information about whether employers and nonemployer contributing entities, if
applicable, are keeping pace with those contribution rates.
The consistency and transparency of the information reported by employers and governmental
nonemployer contributing entities about pension transactions will be improved by requiring:

The use of a discount rate that considers the availability of the pension plan’s
fiduciary net position associated with the pensions of current active and inactive
employees and the investment horizon of those resources, rather than utilizing only
the long-term expected rate of return regardless of whether the pension plan’s
fiduciary net position is projected to be sufficient to make projected benefit payments
and is expected to be invested using a strategy to achieve that return

A single method of attributing the actuarial present value of projected benefit
payments to periods of employee service, rather than allowing a choice among six
methods with additional variations
3
Agenda Packet Page Number: 12

Immediate recognition in pension expense, rather than a choice of recognition
periods, of the effects of changes of benefit terms and the effects of projected
pension plan investment earnings.

Recognition of pension expense that incorporates deferred outflows of resources and
deferred inflows of resources related to pensions over a defined, closed period, rather
than a choice between an open or closed period.
This information is intended solely for the use of the Board of Managers and management of
Tarrant County 9-1-1 District and is not intended to be and should not be used by anyone other than
these specified parties.
Waco, Texas
February 12, 2015
4
Agenda Packet Page Number: 13
TARRANT COUNTY
9-1-1 DISTRICT
Fort Worth, Texas
COMPREHENSIVE ANNUAL FINANCIAL REPORT
FOR THE YEAR ENDED
SEPTEMBER 30, 2014
Prepared by:
Tarrant County 9-1-1 District, Finance Department
Agenda Packet Page Number: 14
TARRANT COUNTY 9-1-1 DISTRICT
TABLE OF CONTENTS
SEPTEMBER 30, 2014
Page
Number
INTRODUCTORY SECTION
Letter of Transmittal ..................................................................................................
i-v
Organizational Chart ..................................................................................................
vi
List of Board of Managers and Management ............................................................
vii
FINANCIAL SECTION
Independent Auditors’ Report....................................................................................
1–3
Management’s Discussion and Analysis ...................................................................
4–7
Basic Financial Statements:
Statement of Net Position and Governmental Fund Balance Sheet ...............
8
Statement of Activities and Governmental Fund Revenues,
Expenditures and Changes in Fund Balances ....................................
9
Notes to Financial Statements ........................................................................
10 – 18
Required Supplementary Information:
Schedule of Revenues, Expenditures and Changes in
Fund Balance – General Fund Budget and Actual.............................
19
TCDRS Schedule of Funding Progress..........................................................
20
Notes to Required Supplementary Information .............................................
21
Agenda Packet Page Number: 15
TARRANT COUNTY 9-1-1 DISTRICT
TABLE OF CONTENTS
SEPTEMBER 30, 2014
Page
Number
STATISTICAL SECTION
Net Position by Component ...........................................................................
1
22 – 23
Changes in Net Position .................................................................................
2
24 – 25
Fund Balance of Governmental Funds ..........................................................
3
26 – 27
Changes in Fund Balance of Governmental Funds .......................................
4
28
Principal Contract Revenue Payers................................................................
5
29
Demographic and Economic Statistics ..........................................................
6
30
Ten Principal Employers ...............................................................................
7
31
Fulltime Equivalent Agency Employees by Function ..................................
8
32
Operating Indicators by Function ..................................................................
9
33
Capital Asset Statistics by Function/Program ...............................................
10
34 – 35
COMPLIANCE SECTION
Independent Auditors’ Report on Internal Control Over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance With Government Auditing Standards.............................
Agenda Packet Page Number: 16
36 – 37
INTRODUCTORY SECTION
Agenda Packet Page Number: 17
February 12, 2015
Members of the Board of Managers and Constituents of Tarrant County 9-1-1 District:
We are pleased to submit the Comprehensive Annual Report of Tarrant County 9-1-1 District
(the District) for the fiscal year ended September 30, 2014. Texas Health and Safety Code,
Chapter 772.200 requires that “as soon as practicable after the end of each District fiscal year,
the Director shall prepare and present to the Board and to each participating jurisdiction in
writing a sworn statement of all money received by the District and how the money was used
during the preceding fiscal year covered report.” The District is also required by legislation to
have an independent financial audit of the District performed annually. This report is published
to fulfill that requirement for the fiscal year ended September 30, 2014.
Management assumes full responsibility for the completeness and reliability of the information
contained in this report, based upon a comprehensive framework of internal control that it has
established for this purpose. Because the cost of internal control should not exceed anticipated
benefits, the objective is to provide reasonable, rather than absolute, assurance that the financial
statements are free of any material misstatements.
Pattillo, Brown and Hill, L.L.P., Certified Public Accountants, have issued an unmodified
(“clean”) opinion on Tarrant County 9-1-1 District’s financial statements for the year ended
September 30, 2014. The independent auditors’ report is located at the front of the financial
section of this report.
Management’s discussion and analysis (MD&A) immediately follows the Independent Auditors’
Report and provides a narrative introduction, overview, and analysis of the basic financial
statements. MD&A complements this letter of transmittal and should be read in conjunction
with it.
Profile of the Government
The establishment of the District was authorized by the State Legislature and ratified by voters in
1985 for the express purpose of implementing and maintaining an Enhanced 9-1-1 emergency
call network for residents of the District. Service was established in August 1987. District
boundaries include all of Tarrant County, all areas outside Tarrant County included in the
corporate limits of a member city, plus DFW Airport and the City of Irving.
The District is governed by an eight member Board of Managers, comprised of two members
appointed by the City of Fort Worth, one member appointed by Tarrant County Commissioners
i
Agenda Packet Page Number: 18
Court, City of Arlington, City of Grand Prairie, City of Irving, and the Tarrant County Mayor’s
Council. One non-voting member represents the major service supplier. Board members are
appointed for staggered terms of two years, with three members’ terms expiring each year.
Board members serve without compensation. The Board has the responsibility of appointing a
District Director, establish the Director’s compensation, control and management of the District,
and adopting rules for the operation of the District.
The District provides 9-1-1 service and equipment to a population base of over 2.2 million
through 46 Public Safety Answering Points (PSAPs). It is the District’s mission to provide
reliable, accurate, responsive and effective emergency communication networks and services to
our member jurisdictions ensuring the protection of life and property for citizens in our
community. The District supports 9-1-1 calls from more than fifty landline companies, five
wireless providers, several VoIP (Voice over Internet Protocol) providers and numerous private
telephone systems. In 2014, the District’s Public Safety Answering Points (PSAPs) processed
2,072,010 9-1-1 calls with over 83% of those being processed from wireless callers.
The District’s Director is required to prepare, under the direction of the Board of Managers, an
annual budget for the District. To be effective, the budget must be approved by the Board, and
be presented and approved by Tarrant County Commissioners Court. The budget must also be
presented and approved by the governing body of each municipality eligible to appoint a member
to the Board of Managers, and approved by a majority of the governing bodies. The legal level of
budgetary control (i.e., the level at which expenditures may not legally exceed appropriations) is
the object level.
Local Economy
The District is located in Tarrant County, Texas which is in the Dallas/Fort Worth (DFW) metro
area. DFW is the fastest-growing metro area in Texas, and the fourth largest metropolitan area in
the nation, with a population of more than 6.8 million. Since 2000, Tarrant County has added
nearly 462,000 residents, increasing the population to 1.9 million.
The District boundaries have a diverse nature of business sectors that make up the local
economy, without an overwhelming dominance by any one industry. Business sectors include
aircraft, automobile and electronic manufacturing, tourism, livestock and agri-business,
transportation, financial services and tourism. Four major sports franchises, as well as DFW
International Airport and Texas Motor Speedway are located within the District’s boundaries.
According to the 2013 Census Bureau report the median household income within the District
boundaries of Tarrant County was $56,895, while the state’s was $51,900. The area has a cost of
living index of 94 which is below the US average.
Legislation under which the District was created authorizes the District to receive a monthly perline fee from each telephone customer of up to six percent of the dominate telephone service
provider’s base rate. The following monthly 9-1-1 service fees on each telephone line remain at
the amount they were initially assessed in 1985:
Residential Lines:
.20 per line
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Agenda Packet Page Number: 19
Business Lines:
Trunk Lines:
Nomadic VoIP Lines:
.46 per line
.74 per line
.50 per line
In addition to the fee established by the Board of Managers, the District also receives a portion of
the statewide surcharge on wireless telephone service. The surcharge is assessed at 50 cents per
activated handset and is distributed to 9-1-1 jurisdictions based on population.
Long-term financial planning and major initiatives
Unrestricted fund balance (the total of the committed, assigned, and unassigned components of
fund balance) in the general fund at year end was 164.95 percent of total general fund revenues.
On an annual basis, the District develops a 5-year financial forecast which is considered for
adoption by the Board during its May workshop. This financial forecasting provides the Board
and management with a long-term view of the financial health of the District.
The District operates with three major types of reserve funds: Legally Restricted Reserves, Board
Designated Reserves and Unrestricted Reserves. Legally Restricted Reserves have restrictions
imposed by an outside source, such as bond covenants, contractual obligations, etc. Board
Designated Reserves are set aside for a specific purpose as determined by the Board of
Managers. The Board of Managers has the authority to redirect the use of these reserves as the
needs of the District change. Unrestricted Reserves are planned for use within a budget year for
contingencies.
Legally Restricted Reserves
9-1-1 Emergency Equipment Fund
This fund was established by the Board to fund equipment acquisition and replacement projects
as planned in the Capital Improvement Program (CIP) and the Five-Year Financial Plan. The
balance shall not exceed total expenditures planned in the Capital Improvement Program and
Five-Year Financial Plan.
Board Designated Reserves
Employee Benefits Payable Fund
Long-term financial obligations of the District.
Sick Leave Payable: It is the policy of the District to reward an employee upon
retirement for up to 960 hours of their unused sick leave in accordance with the provision
of the Personnel Policy.
Vacation Payable: Upon termination of employment, each employee is eligible for their
accrued vacation up to a maximum amount which is determined by years of service.
TCDRS Underfunding: If at any time the District’s Texas County and District
Retirement System (TCDRS) account is underfunded, the District will establish sufficient
reserves to fully fund that account.
Unemployment Compensation: The District is self-insured against unemployment
liabilities. The District shall maintain sufficient reserves for this self-insurance.
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Agenda Packet Page Number: 20
PSAP Assistance Fund
The minimum balance in this fund shall be three (3) million dollars. Any excess revenue, after all
obligations for operating, 9-1-1 emergency equipment and employee benefits payable reserve
funds have been met, shall be transferred to this account and be made available two budget years
later. Example; excess revenue in FY14 shall be budgeted in the PSAP Assistance Account in
FY16. All disbursements shall be made in accordance with the PSAP Assistance Program policy
manual.
Unrestricted Undesignated Reserves
Any remaining balance shall be considered unrestricted reserves. Any excess reserves in this
category may result in an adjustment to the District’s service fee.
In a strategic planning process, the following Budget Performance goals were developed:





Additional Revenue Opportunities – Staff will review and report on any additional
revenue opportunities that may be available to the District;
Customer Service – Staff will maintain the highest levels of customer service to all
member entities and the general public;
Efficiencies – Staff will explore all avenues to make District operations even more
efficient;
Cost-containment – Staff will continue to be as conservative as possible in managing the
cost/quality margin resulting in as much cost-containment as possible without
compromising the quality of service;
Service Delivery – Staff will continue to provide the level of service our member entities
expect and deserve.
Relevant Financial Policies
The District developed a comprehensive Investment Policy to comply with Section 772 of the
Health and Safety Code and Chapter 2256 of the Government Code (“Public Funds Investment
Act”), which requires each Entity to adopt a written investment policy regarding the investment
of its funds and funds under its control. The Investment Policy addresses the methods,
procedures and practices that must be exercised to ensure effective and judicious fiscal
management of the District’s funds.
The Investment Policy governs the investment of all financial assets of the District. The funds
covered by this Policy are:




General Fund
Revenue Funds
Capital Projects Funds
Trusts and Agency Funds, to the extent not required by law or existing contract to be kept
segregated and managed separately
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Agenda Packet Page Number: 21

Any new fund created by the District, unless specifically exempted from this Policy by
the Board of Managers or by law.
The District will manage and invest its cash with four primary objectives, listed in order of
priority: safety, liquidity, public trust, and yield, expressed as optimization of interest earnings.
The safety of the principal invested always remains the primary objective. All investments will
be designed and managed in a manner responsive to the public trust and consistent with state and
local law.
The District has also developed a Financial Contingency Plan to establish triggers and actions in
response to an unexpected financial crisis. There are four phases of this Contingency Plan,
which are:




Phase 1, Financial Advisory: National, State or Local financial instability that may
adversely affect the District’s revenue stream;
Phase 2, Financial Watch: Revenue (actual or projected) falls below 95% of budget –
based on a three (3) month rolling average;
Phase 3, Financial Warning: A financial watch condition has been in effect for more than
180 days; or actual revenue falls below 90% of budget; or projected revenue falls below
80% of budget – based on a three (3) month rolling average;
Phase 4, Financial Emergency: A financial warning condition has been in effect for more
than 90 days; or revenue (actual or projected) falls below 60% - based on a three (3)
month rolling average.
Acknowledgments
A Certificate of Achievement for Excellence in Financial Reporting is valid for a period of one
year only. However, we believe our current year CAFR meets the Certificate of Achievement for
Excellence in Financial Reporting Program’s requirements, and we are submitting it to the
GFOA to determine its eligibility for a certificate.
The preparation of this report would not have been possible without the skill, effort, and
dedication of the entire staff of the Tarrant County 9-1-1 District. Credit is also due to the Board
of Managers for their unfailing support for maintaining the highest standards of professionalism
in the management of the Tarrant County 9-1-1 Emergency Assistance District finances.
Respectfully submitted,
Greg Petrey
Executive Director
Melinda Oliver
CFO/Business Manager
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Agenda Packet Page Number: 22
TARRANT COUNTY 9-1-1 DISTRICT
Organizational Chart
10/01/2014
BOARD OF MANAGERS
EXECUTIVE DIRECTOR
Greg Petrey
CFO/BUSINESS
MANAGER
Melinda Oliver
ADMINISTRATIVE
ASSISTANT
Mandy Chanthapanya
GIS
ANALYST
Warren Austin
GIS
ANALYST
Phillip
Rohrbough
DIRECTOR OF
OPERATIONS
Wanda McCarley
GEOGRAPHIC
INFORMATION SYSTEMS
MANAGER
Yui Skulpoonkitti
GPS/GIS
SPECIALIST
Gary Ross
TRAINING
MANAGER
Yvonne Krumm
TECHNICAL
OPERATIONS MANAGER
Kevin Kleck
NETWORK
SUPPORT
ANALYST
Monte Cockrum
IMPLEMENTATION
SPECIALIST
Sarah Therrien
Agenda Packet Page Number: 23
NETWORK
SUPPORT
SPECIALIST
Danny Willars
PSAP
SUPPORT
SPECIALIST
Tina Chaffin
DATA BASE AND
QUALITY ASSURANCE
MANAGER
Bill Horne
DATA BASE
COORDINATOR
Gracie Martinez
TARRANT COUNTY 9-1-1
BOARD OF MANAGERS AND MANAGEMENT
SEPTEMBER 30, 2014
Board of Managers
Larry Boyd
Chair
City of Irving
Don Crowson
City of Arlington
Vickie Gray
City of Fort Worth
Richard Fregoe
Secretary
City of Grand Prairie
Jim Griffin
Treasurer
Mayors’ Council
Rick Brunson
Vice Chair
Tarrant County Commissioners Court
Adam Thorne
AT&T
Sam Greif
City of Fort Worth
Management
Greg Petrey
Executive Director
Bill Horne
Database & Quality Assurance Manager
Melinda Oliver
CFO/Business Manager
KevinKleck
Technical Operations Manager
Wanda McCarley
Director of Operations
Yvonne Krumm
Training Manager
Yui Skulpootnkitti
GIS Manager
vii
Agenda Packet Page Number: 24
FINANCIAL SECTION
Agenda Packet Page Number: 25
INDEPENDENT AUDITORS’ REPORT
Board of Managers
Tarrant County 9-1-1 District
Fort Worth, Texas
Report on the Financial Statements
We have audited the accompanying financial statements of the governmental activities and the
major fund of Tarrant County 9-1-1 District (the “District”), as of and for the year ended September 30,
2014, and the related notes to the financial statements, which collectively comprise the District’s basic
financial statements as listed in the table of contents.
Management’s Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements
in accordance with accounting principles generally accepted in the United States of America; this
includes the design, implementation, and maintenance of internal control relevant to the preparation and
fair presentation of financial statements that are free from material misstatement, whether due to fraud or
error.
Auditors’ Responsibility
Our responsibility is to express opinions on these financial statements based on our audit. We
conducted our audit in accordance with auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards,
issued by the Comptroller General of the United States. Those standards require that we plan and
perform the audit to obtain reasonable assurance about whether the financial statements are free from
material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and
disclosures in the financial statements. The procedures selected depend on the auditors’ judgment,
including the assessment of the risks of material misstatement of the financial statements, whether due to
fraud or error. In making those risk assessments, the auditor considers internal control relevant to the
entity’s preparation and fair presentation of the financial statements in order to design audit procedures
that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the
effectiveness of the entity’s internal control. Accordingly, we express no such opinion. An audit also
includes evaluating the appropriateness of accounting policies used and the reasonableness of significant
accounting estimates made by management, as well as evaluating the overall presentation of the
financial statements.
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Agenda Packet Page Number: 26
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a
basis for our audit opinions.
Opinions
In our opinion, the financial statements referred to above present fairly, in all material respects,
the respective financial position of the governmental activities and the major fund of the District, as of
September 30, 2014, and the respective changes in financial position for the year then ended in
accordance with accounting principles generally accepted in the United States of America.
Other Matters
Other Information
Our audit was conducted for the purpose of forming opinions on the financial statements that
collectively comprise the District’s basic financial statements. The introductory section, and statistical
section, are presented for purposes of additional analysis and are not a required part of the basic
financial statements.
The introductory and statistical sections have not been subjected to the auditing procedures
applied in the audit of the basic financial statements and, accordingly, we do not express an opinion or
provide any assurance on them.
Required Supplementary Information
Accounting principles generally accepted in the United States of America require that the
management’s discussion and analysis, budgetary comparison information and schedule of funding
progress on pages 4 – 7 and 18 – 21 be presented to supplement the basic financial statements. Such
information, although not a part of the basic financial statements, is required by the Governmental
Accounting Standards Board, who considers it to be an essential part of financial reporting for placing
the basic financial statements in an appropriate operational, economic, or historical context. We have
applied certain limited procedures to the required supplementary information in accordance with
auditing standards generally accepted in the United States of America, which consisted of inquiries of
management about the methods of preparing the information and comparing the information for
consistency with management’s responses to our inquiries, the basic financial statements, and other
knowledge we obtained during our audit of the basic financial statements. We do not express an opinion
or provide any assurance on the information because the limited procedures do not provide us with
sufficient evidence to express an opinion or provide any assurance.
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Agenda Packet Page Number: 27
Other Reporting Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated
February 12, 2015, on our consideration of the District’s internal control over financial reporting and on
our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements
and other matters. The purpose of that report is to describe the scope of our testing of internal control
over financial reporting and compliance and the results of that testing, and not to provide an opinion on
internal control over financial reporting or on compliance. That report is an integral part of an audit
performed in accordance with Government Auditing Standards in considering the District’s internal
control over financial reporting and compliance.
Waco, Texas
February 12, 2015
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Agenda Packet Page Number: 28
Management’s Discussion and Analysis
As management of the Tarrant County 9-1-1 District, we offer readers of the District’s financial
statements this narrative overview and analysis of the financial activities of the District for the fiscal
year ended September 30, 2014. We encourage readers to consider the information presented here in
conjunction with additional information that we have furnished in our letter of transmittal.
Financial Highlights:

The assets of the Tarrant County 9-1-1 District exceeded its liabilities as of
September 30, 2014, by $28,448,778 (Net position). Of this amount, $3,778,469 is
invested in capital assets. The remaining amount is unrestricted (unrestricted net
position) and may be used to meet the District’s ongoing obligations to citizens in
accordance with the District’s bylaws and fiscal policies.

The District’s total net position decreased by $175,348 during the current fiscal year.
Overview of the Financial Statements:
This discussion and analysis is intended to serve as an introduction to the Tarrant County 9-1-1
District’s basic financial statements. The District’s basic financial statements comprise two components:
(1) government-wide financial statements, which include the fund financial statements, and (2) notes to
the financial statements.
The Statement of Net Position presents information showing how the District’s net position changed
during the fiscal year. All changes in net position are reported when the underlying event giving rise to
the change occurs, regardless of the timing of related cash flows. Thus, revenues and expenses are
reported in this statement for some items that will only result in cash flows in the future fiscal periods.
Over time, increases or decreases in net position may serve as a useful indicator of whether the financial
position of the District is improving or deteriorating.
The District, like other state and local governments, uses fund accounting to ensure and demonstrate
compliance with finance-related legal requirements. The General Fund is a governmental fund.
Governmental fund financial statements focus on current sources and uses of spendable resources, as
well as on balances of spendable resources available at the end of the fiscal year. Such information may
be useful in evaluating a government’s near-term financing requirements.
Notes to the Financial Statements – The notes provide additional information that is essential to a full
understanding of the data provided in the financial statements.
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Agenda Packet Page Number: 29
Other Information - In addition to the basic financial statements and accompanying notes, this report
also presents certain required supplementary information concerning the District’s budgetary schedule
for the General Fund. The District adopts an annual budget for this fund. A budgetary comparison
schedule, which includes the original and final budget and actual figures, has been provided to
demonstrate compliance with this budget. Required supplementary information can be found on page
19 of this report.
Financial Analysis:
As noted earlier, net position may serve over time as a useful indicator of the District’s financial
position. As of September 30, 2014, the District’s assets exceeded liabilities by $28,448,778.
TARRANT COUNTY 9-1-1’S NET POSITION
2014
Current and other assets
Capital assets
$
25,418,566
3,778,469
2013
$
24,170,595
5,265,910
29,197,035
29,436,505
Other liabilities
Long-term liabilities
492,740
255,517
541,816
270,563
Total liabilities
748,257
812,379
3,778,469
24,670,309
5,265,910
23,358,216
Total assets
Net position:
Invested in capital assets
Unrestricted
$
Total net position
28,448,778
$
28,624,126
Analysis of the District’s Operations – Overall, the District had a slight increase in revenues in fiscal
year 2014 of $429,380. The District experienced an increase in current and other assets of $1,247,971 in
fiscal year 2014. The District’s total expenses in 2014 were $4,680 more than in 2013, and revenues
were $429,380 more than 2013. This resulted from various new programs and services provided to the
member entities.
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Agenda Packet Page Number: 30
TARRANT COUNTY 9-1-1’S CHANGE IN NET POSITION
2014
Current and other assets
Capital assets
$
25,418,566
3,778,469
2013
$
24,170,595
5,265,910
29,197,035
29,436,505
Other liabilities
Long-term liabilities
492,740
255,517
541,816
270,563
Total liabilities
748,257
812,379
3,778,469
24,670,309
5,265,910
23,358,216
Total assets
Net position:
Invested in capital assets
Unrestricted
$
Total net position
28,448,778
$
28,624,126
Financial Analysis of the General Fund
The focus of the governmental fund is to provide information on near-term inflows, outflows, and
balances of spendable resources. Such information is useful in assessing the District’s financing
requirements. In particular, unassigned fund balance may serve as a useful measure of a government’s
net resources available for discretionary use as they represent the portion of fund balance which has not
yet been limited to use for a particular purpose by an external party, the District itself, or a group or
individual that has been delegated authority to assign resources for use for particular purposes by the
District’s Board of Managers.
At September 30, 2014, the District General Fund reported a fund balance of $23,777,140, an increase
of $915,512, in comparison of the prior year. A measure of the General Fund’s liquidity, it may be
useful to compare both unassigned fund balance and total fund balance to total General Fund
expenditures. Unassigned fund balance represents 1.76% of total General Fund expenditures.
The fund balance of the District’s increased by $915,512 during the current fiscal year.
General Fund Budgetary Highlights
During the year there were no amendments to increase either the original estimated revenues or original
budgeted appropriations.
The most significant difference between the actual amounts and budgeted expenditures related to 9-1-1
service fees and lease and contractual services by $8,121,681 and $1,714,146, respectively. These
variances were a result of negotiated wireless fees being less than anticipated, and a contractual issue
precluded implementation of CPE Equipment which delayed payment to the contractor.
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Agenda Packet Page Number: 31
Capital Assets:
At the end of 2014, the District had approximately $3.8 million invested in a broad range of capital
assets, including land, facilities and equipment. More detailed information about the District’s capital
assets is presented in the notes to the financial statements. Major capital purchases in the current year
include PSAP equipment.
Debt Administration:
The District does not have any outstanding debt.
Discussion of Currently Known Facts, Decisions or Conditions for Fiscal Year 2015:
An excess of revenues over expenditures in 2013-2014 will result in an increase in the equipment
replacement fund of over $1,500,000 by the end of the fiscal year September 30, 2014, leaving an
estimated $23.9 million remaining in equipment replacement fund at the close of the year.
The 9-1-1 service itself, being directly impacted by changing technology, has continuously re-invented
itself, from early enhanced 9-1-1 through the explosive growth of mobile wireless phones. The Tarrant
County 9-1-1 District has been able to remain on the cutting edge and has invested heavily in meeting
requirements of changing telecommunications. While the existence of 9-1-1 networks that do not
accommodate wireless callers still exist across the nation, the Tarrant County 9-1-1 District is part of the
48% of the nation currently providing its PSAP’s with location and call-back data from wireless callers.
In 2014, wireless calls accounted for more than 80% of all 9-1-1 calls answered by our member entities.
Currently, a push is underway among the larger districts in Texas to implement “Next Generation” 9-1-1
(NG9-1-1) services, which recognizes the growing number of callers, both residential and commercial,
that have switched their phone service completely to internet-based telecommunications services and/or
converged wireless and VoIP services.
Limitations of the current network and database platforms were exposed when wireless callers were
added to the 9-1-1 network over the past 20 years. The telecommunications industry (both wireline and
wireless) is moving rapidly from circuit switched technology to Voice over Internet Protocol (VoIP). It
is widely accepted that the existing 9-1-1 technology based on circuit-switched networks and a database
of static ALI records will not be able to support emerging technologies such as text messaging and video
services.
Requests for Information:
This financial report is designed to provide our citizens with a general overview of the District’s
finances. If you have any questions about this report or need any additional information, please contact
the Executive Director at 2600 Airport Freeway, Fort Worth, Texas 76111, or call (817) 334-0911.
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Agenda Packet Page Number: 32
BASIC FINANCIAL STATEMENTS
Agenda Packet Page Number: 33
TARRANT COUNTY 9-1-1 DISTRICT
STATEMENT OF NET POSITION
AND GOVERNMENTAL FUND BALANCE SHEET
SEPTEMBER 30, 2014
General
ASSETS
Cash and investments
9-1-1 tax receivable
Net pension asset
Nondepreciable capital assets
Depreciable capital assets, net
Total assets
$
LIABILITIES
Accounts payable
Long-term liabilities:
Due within one year
Due in more than one year
Total liabilities
FUND BALANCE/NET POSITION
Fund balance:
Unassigned
Total fund balance
Total liabilities and fund balance
23,386,123
798,585
24,184,708
$
1,233,858
188,602
3,589,867
5,012,327
$
23,386,123
798,585
1,233,858
188,602
3,589,867
29,197,035
407,568
-
407,568
407,568
85,172
255,517
340,689
85,172
255,517
748,257
23,777,140
23,777,140
$
Statement of
Net Position
Adjustments
(
(
23,777,140)
23,777,140)
-
24,184,708
Net position:
Net investment in capital assets
Unrestricted
3,778,469
24,670,309
$
Total net position
28,448,778
The accompanying notes are an integral part of these financial statements.
8
Agenda Packet Page Number: 34
3,778,469
24,670,309
$
28,448,778
TARRANT COUNTY 9-1-1 DISTRICT
STATEMENT OF ACTIVITIES
AND GOVERNMENTAL FUND REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCES
FOR THE YEAR ENDED SEPTEMBER 30, 2014
General
Expenditures/expenses:
911 services:
9-1-1 service fees
Personnel
Lease and contractual services
Supplies and materials
Other fees and services
Other
Depreciation
Total 911 services
$
5,968,466
2,233,372
4,494,282
65,037
271,176
440,801
13,473,134
$
(
26,212
13,499,346
Capital outlay
Total expenditures/expenses
General revenues:
9-1-1 tax
Interest income
Total general revenues
(
915,512
Change in net position
Fund balance/net position:
Beginning
Ending
396,581)
27,877
1,485,776
1,117,072
22,861,628
$
23,777,140
-
14,362,452
52,406
14,414,858
(
915,512)
(
175,348)
9
(
5,762,498
$
5,968,466
1,836,791
4,494,282
65,037
271,176
468,678
1,485,776
14,590,206
14,590,206
4,671,638
The accompanying notes are an integral part of these financial statements.
Agenda Packet Page Number: 35
$
26,212)
1,090,860
14,362,452
52,406
14,414,858
Excess of revenues over expenditures
Statement
of Activities
Adjustments
175,348)
28,624,126
$
28,448,778
TARRANT COUNTY 9-1-1 DISTRICT
NOTES TO FINANCIAL STATEMENTS
SEPTEMBER 30, 2014
1.
SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The accounting policies of the Tarrant County 9-1-1 District (the “District”) as reflected in the
accompanying financial statements for the year ended September 30, 2014, conform to generally
accepted accounting principles for local governmental units as prescribed by the Governmental
Accounting Standards Board. A summary of the District’s significant accounting policies applied
in the preparation of the accompanying financial statements follows:
Reporting Entity
The financial statements of the District include all governmental activities, organizations and
functions as required by generally accepted accounting principles. The District is a special
communications district authorized by the Emergency Communication District Act (Article
1432d, Vernon’s Texas Civil Statutes) of May 10, 1983, and confirmed by the voters of
Tarrant County on April 6, 1985. The number 9-1-1 is the primary emergency telephone
number in the Tarrant County area which facilitates a quick response to any person calling
the number seeking police, fire, medical and other emergency services. There are no
component units of the District as so defined by generally accepted accounting principles.
Government-wide and Fund Financial Statements
The government-wide financial statements (i.e., the statement of net position and the
statement of activities) report information on all of the nonfiduciary activities of the
government. Governmental activities are supported by 9-1-1 franchise taxes and investment
revenue. There are no internal activities and therefore no eliminations are necessary to
present the government-wide statements.
The statement of activities demonstrates the degree to which the direct expenses of a given
function are offset by program revenue. Direct expenses are those that are identifiable with a
specific function, personnel, operations or direct services. Direct services are 9-1-1 system
related expenses. General revenue includes a 9-1-1 franchise tax collected by vendors for
telephone services and remitted to the District and interest on District deposits and
investments.
The government-wide and fund financial statements are provided for the governmental fund
of the District with a column for adjustments between the two statements.
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Agenda Packet Page Number: 36
Measurement Focus, Basis of Accounting and Financial Statement Presentation
The government-wide financial statements are reported using the economic resources
measurement focus and the accrual basis of accounting. Revenue is recorded when earned
and expenses are recorded when a liability is incurred, regardless of the timing of related
cash flows. 9-1-1 taxes are recognized as revenue in the year for which they are earned.
Governmental fund financial statements are reported using the current financial resources
measurement focus and the modified accrual basis of accounting. Revenue is recognized as
soon as it is both measurable and available. Revenue is considered to be available when it is
collectible within the current period or soon enough thereafter to pay liabilities of the current
period. For this purpose, the District considers revenue to be available if collected within 30
days of the end of the current fiscal period. Expenditures generally are recorded when a
liability is incurred, as under accrual accounting. However, expenditures related to
compensated absences are recorded only when the payment is due.
9-1-1 franchise taxes and interest associated with the current fiscal year are all considered to
be susceptible to accrual and so have been recognized as revenues of the current fiscal
period.
The District reports the following major governmental fund:
The General Fund is the District’s primary operating fund. It accounts for all
financial resources of the government, except those required to be accounted for
in another fund.
Assets, Liabilities and Net Position or Fund Balance
Cash and Investments
Cash deposits consist of demand deposits with financial institutions. Investments are stated
at fair value. Fair value is the amount at which a financial instrument could be exchanged in
a current transaction between willing parties. The District considers quoted market price at
September 30, 2014, to be the fair value of investments.
9-1-1 Tax Receivable
Accounts receivable are recorded at gross amount with uncollectible amounts recognized
under the direct write-off method. No allowance for uncollectible accounts has been provided
since the District believes it will collect a substantial amount of the receivable.
Capital Assets
Capital assets, which include property, plant and equipment, are reported in the governmental
activities column in the government-wide financial statements. The District defines capital
assets as assets with an initial, individual cost of more than $5,000 and an estimated useful
life in excess of one year. Such assets are recorded at historical cost or estimated historical
cost if purchased or constructed. Donated capital assets are recorded at estimated fair market
value at the date of donation.
11
Agenda Packet Page Number: 37
The costs of normal maintenance and repairs that do not add to the value of the asset or
materially extend assets’ lives are not capitalized.
Property, plant and equipment are depreciated using the straight-line method over the following
useful lives:
Assets
Years
Building
Furniture and equipment
40
1-7
Compensated Absences
It is the District’s policy to permit employees to accumulate earned but unused vacation and
sick leave benefits, which are eligible for payment upon separation from the District. Vacation
and sick leave is accrued when incurred in the government-wide financial statements. A
liability for these amounts is reported in the governmental fund financial statements only if
they have matured, for example, as a result of employee resignations and retirements.
9-1-1 Taxes
A tax is assessed by the District on telephone customers within the North Texas area, to be
collected from customers and remitted to the District by the telephone companies providing
services in the area.
The following fees were assessed for 2014:
Residential: $.20 flat fee per line
Business lines: $.46 flat fee per line
Business trunks: $.74 flat fee per line
Nomadic VoIP: $.50 flat fee per line
The telephone companies are permitted to retain 1% of the collected 9-1-1 fees as an
administrative fee to cover the cost of collection. The amounts collected in any one calendar
month by the telephone companies are due in 30 days after the last day of the calendar
month. The 9-1-1 taxes are paid to telephone companies based upon equipment and line
usage.
Texas House Bill 2129 established a statewide flat 50-cent monthly fee to all wireless
customers. This monthly fee is to be collected by the cellular providers and is to be remitted to
the Commission on State Emergency Communications in Austin, Texas, within 30 days
following collection. Within 15 working days, the Commission distributes all funds collected
to the emergency assistance districts according to the districts’ populations. Tarrant County 91-1 District receives approximately 8.704% of all funds collected by the Commission.
12
Agenda Packet Page Number: 38
Fund Balance
The governmental fund financial statements present fund balances based on classifications
that comprise a hierarchy that is based primarily on the extent to which the District is bound
to honor constraints on the specific purposes for which amounts in the respective
governmental funds can be spent. The classification used in the District’s governmental fund
financial statements is as follows:

Unassigned: This classification includes the residual fund balance for the
General Fund. The unassigned classification also includes negative residual
fund balance of any other governmental fund that cannot be eliminated by
offsetting of assigned fund balance amounts.

Commitments of fund balance can be used only for specific purposes pursuant
to constraints imposed by ordinance of the Board of Managers, the District’s
highest level of decision making authority. These amounts cannot be used for
any other purpose unless the Board of Managers removes or changes the
specified use by taking the same type of action that was employed when the
funds were initially committed.

An assignment of fund balance is constrained by the District’s intent to be
used for a specific purpose but are neither restricted nor committed. This
intent can be expressed by the Board of Managers.
When an expenditure is incurred for purposes for which both restricted and unrestricted fund
balance is available, the District considers restricted funds to have been spent first. When an
expenditure is incurred for which committed, assigned, or unassigned fund balances are
available, the District considers amounts to have been spent first out of committed funds,
then assigned funds, and finally unassigned funds.
Net Position
Net position represents the difference between assets and liabilities. Net position invested in
capital assets, consists of capital assets net of related debt, and accumulated depreciation.
Net position are reported as restricted when there are limitations imposed on their use either
through the enabling legislations adopted by the District or through external restrictions
imposed by creditors or laws or regulations of other governments.
When both restricted and unrestricted resources are available for use, it is the District’s
policy to use restricted resources first, then unrestricted resources, as they are needed.
Estimates
The preparation of financial statements, in conformity with generally accepted accounting
principles, requires management to make estimates and assumptions that affect the reported
amounts of assets and liabilities and disclosures of contingent liabilities at the date of the
financial statements and the reported amounts of revenue and expenses during the reporting
period. Actual amounts could differ from those estimates.
13
Agenda Packet Page Number: 39
2.
RECONCILIATION OF GOVERNMENT-WIDE AND FUND FINANCIAL STATEMENTS
Explanation of Certain Differences Between the Statement of Net Position and
Governmental Fund Balance Sheet
The Statement of Net Position and Governmental Fund Balance sheet includes adjustments
between fund balance and net position. The reasons for these adjustments follow:
Net pension assets in the statement of net assets are not
current financial resources and, therefore, are not reported
in the governmental funds balance sheet.
$ 1,233,858
Capital assets used in governmental activities are not financial
resources and, therefore, are not reported in the funds.
3,778,469
Long-term liabilities (compensated absences) are not due and
payable in the current period and, therefore, are not reported
in the funds.
340,689
The Statement of Activities and Governmental Fund Revenues, Expenditures and Changes in
Fund Balance includes adjustments between the change in fund balance and change in net
position. The reasons for these adjustments follow:
Governmental funds report capital outlays as expenditures. However,
in the Statement of Activities the cost of those assets is allocated over
their estimated useful lives and reported as depreciation expense.
This is the amount of capital outlay for the year.
$
26,212
Governmental funds report capital outlays as expenditures. However,
in the Statement of Activities the cost of those assets is allocated over
their estimated useful lives and reported as depreciation expense.
This is the amount of depreciation expense for the year.
Some expenses (compensated absences) reported in the Statement
of Activities do not require the use of current financial resources,
and, therefore, are not reported in the funds.
Some expenses (loss on capital asset disposal) reported in the Statement
of Activities do not require the use of current financial resources,
and therefore, are not reported in the funds
Annual pension contributions are reported as expenditures
in the governmental funds. However, in the government-wide
statement of activities, the annual pension cost is expensed
and the net pension asset is amortized.
3.
1,485,776
(
2,485)
27,877
399,066
DETAILED NOTES ON ALL FUNDS
Deposits and Investments
Interest Rate Risk. In accordance with its investment policy, the District manages its exposure
to declines in fair market values by maintaining a mix of investments with staggered maturity
dates.
14
Agenda Packet Page Number: 40
Custodial Credit Risk. In the case of deposits, this is the risk that in the event of a bank failure,
the District’s deposits may not be returned to it. State statutes require that all deposits in
financial institutions be fully collateralized by U. S. Government obligations or its agencies and
instrumentalities or direct obligations of Texas or its agencies and instrumentalities that have a
fair value of not less than the principal amount of deposits. As of September 30, 2014, the
District’s deposit balance was collateralized with securities held by the pledging financial
institution in the District’s name or by FDIC insurance.
Credit Risk. Currently, the District does not have a policy regarding credit risk.
Capital Assets
Capital asset activity for the year ended September 30, 2014, was as follows:
Beginning
Balance
Government activities:
Capital assets, not being depreciated:
$
Land
Total capital assets,
not being depreciated
Increases
$
188,602
188,602
-
Reclassifications/
Decreases
$
-
-
Ending
Balance
$
-
188,602
188,602
Capital assets, being depreciated:
Building
PSAP equipment
Furniture and equipment
Total capital assets,
being depreciated
1,171,711
9,169,235
376,482
5,629
20,583
(
(
109,809)
114,617)
1,171,711
9,065,055
282,448
10,717,428
26,212
(
224,426)
10,519,214
Less accumulated depreciation:
Building
PSAP equipment
Furniture and equipment
( 144,544)
( 5,238,916)
( 256,660)
( 1,421,224)
( 35,259)
( 29,293)
87,847
108,702
-
( 1,477,921)
( 5,165,473)
( 285,953)
( 5,640,120)
( 1,485,776)
196,549
( 6,929,347)
5,077,308
(1,459,564)
(27,877)
3,589,867
$ 5,265,910
$( 1,459,564)
27,877)
$ 3,778,469
Total accumulated depreciation
Total capital assets,
being depreciated, net
Governmental activities
capital assets, net
$(
Long-term Liabilities
Long-term liability activity from the year ended September 30, 2014, was as follows:
Balance
09/30/13
Governmental activities:
Compensated absences
Governmental activities
long-term liabilities
Additions
Balance
09/30/14
Reductions
Due Within
One Year
$
338,204
$
15,698
$( 13,213)
$
340,689
$
85,172
$
338,204
$
15,698
$( 13,213)
$
340,689
$
85,172
15
Agenda Packet Page Number: 41
4.
OTHER INFORMATION
Retirement Plan
Plan Description
The District provides retirement, disability and death benefits for all of its fulltime employees
through a nontraditional defined benefit pension plan in the statewide Texas County and
District Retirement System (“TCDRS”). The Board of Trustees of TCDRS is responsible for
the administration of the statewide agent, multiple-employer, public employee retirement
system consisting of nontraditional defined benefit pension plans. TCDRS, in the aggregate,
issues a comprehensive annual financial report (“CAFR”) on a calendar-year basis. The
CAFR is available upon written request from the TCDRS Board of Trustees at P. O. Box
2034, Austin, Texas 78768-2034.
The plan provisions are adopted by the Board of Directors of the District within the options
available in the Texas state statutes governing TCDRS (the “TCDRS Act”). Members can
retire at age 60 and above with 8 or more years of service, with 20 years of service regardless
of age, or when the sum of their age and years of service equals 75 or more. Members are
vested after eight years of service, but must leave their accumulated contributions in the plan
to receive any employer-financed benefit. Members who withdraw their personal
contributions in a lump sum are not entitled to any amounts contributed by their employer.
Benefit amounts are determined by the sum of the employee’s contributions to the plan, with
interest, and employer-financed monetary credits. The level of these monetary credits is
adopted by the governing body of the employer within the actuarial constraints imposed by
the TCDRS Act so that the resulting benefits can be expected to be adequately financed by
the employer’s commitment to contribute. At retirement, death or disability, the benefit is
calculated by converting the sum of the employee’s accumulated contributions and the
employer-financed monetary credits to a monthly annuity using annuity purchase rates
prescribed by the TCDRS Act.
Funding Policy
The District has elected the annually determined contribution rate (“ADCR”) plan provisions
of the TCDRS Act. The plan is funded by monthly contributions from both employee
members and the employer based on the covered payroll of employee members. Under the
TCDRS Act, the contribution rate of the employer is actuarially determined annually. The
employer contributed the using the actuarially determined rate of 10.00% for the months of
the accounting year in 2014 and 8.05% for the months in accounting year 2013. The
contribution rate payable by the employee members for calendar year 2014 and 2013 is 7% as
adopted by the governing body of the District. The employee contribution rate and the
employer contribution rate may be changed by the governing body of the District within the
options available in the TCDRS Act.
16
Agenda Packet Page Number: 42
Annual Pension Cost
For the year ended September 30, 2014, the District’s annual pension costs and net pension
obligation (asset) were as follows:
Annual required contribution (ARC)
$
Interest on net pension obligation (asset)
139,296
(
75,131)
103,449
Adjustment to ARC
Annual pension cost
167,614
Contributions made
(
566,680)
Net pension obligation (asset), beginning of year
(
834,792)
Change in net pension obligation (asset)
(
399,066)
$(
1,233,858)
Net pension obligation (asset), end of year
The annual required contributions were actuarially determined as a percent of the covered
payroll of the participating employees, and were in compliance with GASB Statement No. 27
parameters based on the actuarial valuations as of December 31, 2012 and December 31,
2013, the basis for determining the contribution rates for calendar years 2013 and 2014. The
December 31, 2013 actuarial valuation is the most recent valuation.
Actuarial Valuation Information
Actuarial Valuation Date
12/31/11
12/31/12
12/31/13
Actuarial cost method
Amortization method
entry age
level percentage
of payroll, open
entry age
level percentage
of payroll, closed
entry age
level percentage
of payroll, open
Amortization period in years
Asset valuation method
30
SAF: 10-yr
smoothed value
ESF: Fund Value
2.7
SAF: 10-yr
smoothed value
ESF: Fund Value
30
SAF: 5-yr
smoothed value
ESF: Fund Value
8.00%
8.00%
8.00%
5.4%
5.4%
4.9%
Inflation
3.5%
3.5%
3.0%
Cost-of-living adjustments
0.0%
0.0%
0.0%
Actuarial Assumptions:
Investment return1
Projected salary increases
1
Trend Information for the Retirement Plan
Fiscal
Year
Ending
09/30/12
09/30/13
09/30/14
Annual
Pension
Cost (APC)
$
167,080
104,214
167,614
Contributions
Made
$
704,677
161,817
566,680
17
Agenda Packet Page Number: 43
Percentage
of APC
Contributed
422%
155%
338%
Net Pension
Obligation
(Asset)
$(
(
(
763,411)
821,014)
1,233,858)
Schedule of Funding Progress for the Retirement Plan
The funded status as of December 31, 2013, the most recent actuarial valuation completed, is
presented as follows:
Plan
Year
2013
Actuarial
Accrued
Liability
(AAL)
(b)
Actuarial
Value of
Assets
(a)
$
6,410,180
$
5,959,876
Unfunded
AAL
(UAAL)
(b-a)
$( 450,304)
Annual
Covered
Payroll (1)
(c)
Funded
Ratio
(a/b)
107.56%
$
1,283,990
UAAL as a
Percentage
of Covered
Payroll
((b-a)/c)
( 35.07%)
The schedule of funding progress, presented as Required Supplementary Information
following the notes to the financial statements, presents multi-year trend information about
whether the actuarial value of plan assets is increasing or decreasing over time relative to the
actuarial accrued liability of benefits.
Risk Management
The District is exposed to various risks of loss related to torts; theft of, damage to, or
destruction of assets; errors and omissions; and workers’ compensation. The District purchases
commercial insurance to provide coverage for losses from torts’ theft of, damage to, or
destruction of assets; errors and omissions. The amount of settlements has not exceeded
insurance coverage for each of the past three fiscal years.
The District is self-insured against workers’ compensation risk. The District doesn’t have an
unpaid claim liability at September 30, 2014, based on the requirements of GASB Statement
No. 10, which require that a liability for claims be reported in information prior to the issuance
of the financial statements and the amount of the loss can be reasonably estimated. However,
events could occur that would cause the estimate for unpaid claims liability to differ materially
in the near term. The claims liability for workers’ compensation incurred but not reported is
estimated by management using a three-month claims lag analysis. During the previous two
fiscal years the District has not had any claims and a liability is not reported in the fiscal
statements.
Contingencies
From time to time, the District is a defendant in various lawsuits. Although the outcome of
such matters cannot be forecasted with certainty, it is the opinion of management and legal
counsel that the likelihood is remote that any such matters will have a material adverse effect
on the District’s financial position or results of operations.
18
Agenda Packet Page Number: 44
REQUIRED SUPPLEMENTARY INFORMATION
Agenda Packet Page Number: 45
TARRANT COUNTY 9-1-1 DISTRICT
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCE - BUDGET AND ACTUAL
GENERAL FUND
FOR THE YEAR ENDED SEPTEMBER 30, 2014
Budgeted Amounts
Original
Final
REVENUES
9-1-1 tax
Interest income
Total revenues
$
14,219,117
45,000
14,264,117
EXPENDITURES
9-1-1 servies:
9-1-1 service fees
Personnel
Lease and contractual services
Supplies and materials
Other fees and services
Other
Total expenditures
14,219,117
45,000
14,264,117
(
9,238,031)
(
22,861,628
FUND BALANCE, BEGINNING
$
13,623,597
$
14,116,539
2,072,815
6,208,428
96,700
450,291
557,375
23,502,148
14,116,539
2,072,815
6,208,428
96,700
450,291
557,375
23,502,148
EXCESS (DEFICIENCY) OF REVENUES
OVER (UNDER) EXPENDITURES
FUND BALANCE, ENDING
$
Actual
Amounts
9,238,031)
13,623,597
19
Agenda Packet Page Number: 46
$
5,994,678
2,233,372
4,494,282
65,037
271,176
440,801
13,499,346
23,777,140
8,121,861
160,557)
1,714,146
31,663
179,115
116,574
10,002,802
10,153,543
22,861,628
$
143,335
7,406
150,741
(
915,512
22,861,628
$
14,362,452
52,406
14,414,858
Variance with
Final Budget
Positive
(Negative)
$
10,153,543
TARRANT COUNTY 9-1-1 DISTRICT
SCHEDULE OF FUNDING PROGRESS
TEXAS COUNTY AND DISTRICT RETIREMENT SYSTEM
FOR THE YEAR ENDED SEPTEMBER 30, 2014
Value of
Assets
(a)
Year
2011
2012
2013
$
5,120,724
5,284,215
6,410,180
Liability
(AAL)
(b)
$
5,111,465
5,340,557
5,959,876
AAL
(UAAL)
(b-a)
$(
9,259)
56,342
( 450,304)
Funded
Ratio
(a/b)
100.18% $
98.95%
107.56%
20
Agenda Packet Page Number: 47
Covered
Payroll
(c)
1,300,322
1,307,521
1,283,990
of Covered
Payroll
((b-a)/c)
(
(
0.71%)
4.31%
35.07%)
TARRANT COUNTY 9-1-1 DISTRICT
NOTES TO REQUIRED SUPPLEMENTARY INFORMATION
FOR THE YEAR ENDED SEPTEMBER 30, 2014
Budgetary Information
An annual budget is adopted on a basis consistent with generally accepted accounting principles for the
General Fund.
The appropriated budget is prepared by fund, function and object. Transfers of appropriations between
objects require the approval of the Board. The legal level of budgetary control (i.e., the level at which
expenditures may not legally exceed appropriations) is the object level. Supplemental budgetary
appropriations were not made during the current year.
21
Agenda Packet Page Number: 48
STATISTICAL SECTION
Agenda Packet Page Number: 49
STATISTICAL SECTION
(Unaudited)
This part of the Tarrant County 9-1-1 District’s comprehensive annual financial
report presents detailed information as a context for understanding what the
information in the financial statements, note disclosures, and required
supplementary information says about the government’s overall financial health.
Contents
Page
Financial Trends
These schedules contain trend information to help the reader
understand how the District’s financial performance and wellbeing have changed over time.
23 – 27
Revenue Capacity
These schedules contain information to help the reader assess
the District’s most significant local revenue sources, the 9-1-1
charges.
28 – 29
Demographic and Economic Information
These schedules offer demographic and economic indicators to
help the reader understand the environment within which the
District’s financial activities take place.
30 – 31
Operating Information
These schedules contain service and infrastructure data to help
the reader understand how the information in the District’s
financial report relates to the services the District provides and
the activities it performs.
32 – 35
Sources:
Unless otherwise noted, the information in these schedules is derived from
the comprehensive annual financial reports for the relevant year.
Agenda Packet Page Number: 50
TARRANT COUNTY 9-1-1 DISTRICT
NET POSITION BY COMPONENT
LAST TEN FISCAL YEARS
Fiscal Year
2006
2005
Governmental activities:
Net investment in capital assets
Unrestricted
Total governmental activities net position
Primary government:
Net investment in capital assets
Unrestricted
Total primary government net position
$
530,688
7,000,620
$
$
7,531,308
$ 10,797,976
$ 15,108,159
$
530,688
7,000,620
$
$
$
7,531,308
$ 10,797,976
22
Agenda Packet Page Number: 51
490,566
10,307,410
2007
490,566
10,307,410
$
1,459,117
13,649,042
1,459,117
13,649,042
$ 15,108,159
TABLE 1
2008
2009
2010
Fiscal Year
2011
$ 1,976,122
16,669,182
$ 2,674,643
21,430,732
$ 5,195,039
22,976,505
$ 7,405,948
20,804,819
$ 6,848,800
22,375,374
$ 5,265,910
23,358,216
$ 3,778,469
24,670,309
$ 18,645,304
$ 24,105,375
$ 28,171,544
$ 28,210,767
$ 29,224,174
$ 28,624,126
$ 28,448,778
$ 1,976,122
16,669,182
$ 2,674,643
21,430,732
$ 5,195,039
22,976,505
$ 7,405,948
20,804,819
$ 6,848,800
22,375,374
$ 5,265,910
23,358,216
$ 3,778,469
24,670,309
$ 18,645,304
$ 24,105,375
$ 28,171,544
$ 28,210,767
$ 29,224,174
$ 28,624,126
$ 28,448,778
23
Agenda Packet Page Number: 52
2012
2013
2014
TARRANT COUNTY 9-1-1 DISTRICT
CHANGES IN NET POSITION
LAST TEN FISCAL YEARS
Fiscal Year
2006
2005
EXPENSES
Governmental activities:
9-1-1 services
Total governmental activities expenses
Total primary government program expenses
NET (EXPENSE) REVENUES
Governmental activities
Total primary government net expense
$
7,795,139
7,795,139
$
7,590,769
7,590,769
$
7,025,660
7,025,660
$
7,795,139
$
7,590,769
$
7,025,660
$
7,795,139
7,795,139
$
7,590,769
7,590,769
$
7,025,660
7,025,660
GENERAL REVENUES
Governmental activities:
9-1-1 franchise tax
Interest
Total governmental activities
Total primary government
CHANGE IN NET POSITION
Governmental activities
$
Total primary government
2007
9,607,772
135,569
9,743,341
10,443,884
413,553
10,857,437
11,069,878
581,707
11,651,585
9,743,341
10,857,437
11,651,585
1,948,202
3,266,668
4,625,925
1,948,202
24
Agenda Packet Page Number: 53
$
3,266,668
$
4,625,925
TABLE 2
2008
2009
Fiscal Year
2011
2010
2012
2013
2014
$
8,752,568
8,752,568
$
7,446,364
7,446,364
$
8,178,231
8,178,231
$
13,052,530
13,052,530
$
12,960,487
12,960,487
$
14,585,526
14,585,526
$
14,590,206
14,590,206
$
8,752,568
$
7,446,364
$
8,178,231
$
13,052,530
$
12,960,487
$
14,585,526
$
14,590,206
$
8,752,568
8,752,568
$
7,446,364
7,446,364
$
8,178,231
8,178,231
$
13,052,530
13,052,530
$
12,960,487
12,960,487
$
14,585,526
14,585,526
$( 14,590,206)
( 14,590,206)
$
11,586,379
553,670
12,140,049
12,180,531
249,540
12,430,071
12,340,121
73,257
12,413,378
13,763,541
61,144
13,824,685
13,933,451
40,443
13,973,894
13,934,304
51,174
13,985,478
14,362,452
52,406
14,414,858
12,140,049
12,430,071
12,413,378
13,824,685
13,973,894
13,985,478
14,414,858
3,387,481
4,983,707
4,235,147
772,155
1,013,407
(
1,013,407
$(
3,387,481
$
4,983,707
$
4,235,147
$
772,155
$
25
Agenda Packet Page Number: 54
600,048)
(
175,348)
600,048) $(
175,348)
TARRANT COUNTY 9-1-1 DISTRICT
FUND BALANCES
GOVERNMENTAL FUNDS
LAST TEN FISCAL YEARS
Fiscal Year
2005
General fund
Unassigned
Total general fund
$
$
2006
7,236,961
7,236,961
$
$
10,529,086
10,529,086
26
Agenda Packet Page Number: 55
2007
$
$
13,902,067
13,902,067
2008
$
$
16,785,911
16,785,911
TABLE 3
Fiscal Year
2009
$
$
20,902,268
20,902,268
2010
$
$
23,045,323
23,045,323
2011
$
$
2012
20,341,432
20,341,432
$
$
21,832,084
21,832,084
27
Agenda Packet Page Number: 56
2013
$
$
22,861,628
22,861,628
2014
$
$
23,777,140
23,777,140
TABLE 4
TARRANT COUNTY 9-1-1 DISTRICT
CHANGES IN FUND BALANCES
GOVERNMENTAL FUNDS
LAST TEN FISCAL YEARS
Fiscal Year
2005
REVENUES
9-1-1 franchise taxes
Interest
Total revenues
$
2006
9,607,772 $
135,569
9,743,341
2007
10,443,884 $
413,553
10,857,437
2008
11,069,878 $
581,707
11,651,585
2009
11,586,379 $
553,670
12,140,049
2010
12,180,531 $
249,540
12,430,071
2011
2012
2013
2014
12,340,121 $
73,257
12,413,378
13,763,541 $
61,144
13,824,685
13,933,451 $
40,443
13,973,894
13,934,304 $
51,174
13,985,478
14,362,452
52,406
14,414,858
10,890,865
10,890,865
16,528,576
16,528,576
12,483,242
12,483,242
12,955,934
12,955,934
13,499,346
13,499,346
EXPENDITURES
9-1-1 services
Total expenditures
7,733,125
7,733,125
7,595,312
7,595,312
8,278,604
8,278,604
9,256,205
9,256,205
8,169,536
8,169,536
EXCESS OF REVENUES
OVER (UNDER)
$
EXPENDITURES
2,010,216 $
3,262,125 $
3,372,981 $
2,883,844 $
4,260,535 $
1,522,513 $(
2,703,891) $
1,490,652 $
1,029,544 $
915,512
NET CHANGE IN
FUND BALANCES
2,010,216 $
3,262,125 $
3,372,981 $
2,883,844 $
4,260,535 $
1,522,513 $(
2,703,891) $
1,490,652 $
1,029,544 $
915,512
DEBT SERVICE AS
A PERCENTAGE
OF NONCAPITAL
EXPENDITURES
$
-
%
-
%
-
%
-
%
-
%
28
Agenda Packet Page Number: 57
-
%
-
%
-
%
-
%
-
%
TABLE 5
TARRANT COUNTY 9-1-1 DISTRICT
PRINCIPAL CONTRACT REVENUE PAYERS
LAST TEN FISCAL YEARS
Fiscal
Year
2014
Total
$
14,062,475
AT&T
$
1,325,371
Verizon
$
326,367
CSEC
$
11,258,685
Other
$
1,152,052
2013
13,718,349
1,479,953
335,234
10,699,532
1,203,630
2012
13,784,870
1,652,019
352,592
10,784,320
995,939
2011
13,540,733
1,785,751
377,407
10,338,845
1,038,730
2010
12,300,450
1,813,299
400,595
9,179,752
906,804
2009
12,093,721
1,732,382
444,290
8,934,870
982,179
2008
11,879,650
1,848,266
972,181
8,259,302
817,901
2007
10,902,617
1,967,997
489,693
7,647,303
797,624
2006
NA
NA
NA
NA
NA
2005
NA
NA
NA
NA
NA
Source:
NA
The District's financial records
The information for fiscal year 2006 and 2005 are not available.
29
Agenda Packet Page Number: 58
TABLE 6
TARRANT COUNTY 9-1-1 DISTRICT
DEMOGRAPHIC AND ECONOMIC STATISTICS
LAST TEN FISCAL YEARS
Fiscal
Year
Population
(1)
Per Capita
Income (2)
NA
Unemployment
Rate (%)(3)
2014
1,884,620
2013
1,858,921
44,417
84,905,643
6.10%
2012
1,831,230
43,044
78,823,464
6.20%
2011
1,817,840
40,965
74,467,816
8.30%
2010
1,809,034
39,367
71,216,241
7.90%
2009
1,807,750
37,567
67,911,744
8.20%
2008
1,780,150
38,918
69,279,878
5.10%
2007
1,745,050
68,538
67,250,737
4.30%
2006
1,702,250
36,642
62,373,845
4.60%
2005
1,642,950
34,275
56,312,111
5.00%
Source:
NA
Total
Personal Income
(Amounts in
thousands)
5.60%
(1) N. Central Texas Council of Governments. Texas Dept. of State and Health Srv. Fort Worth Chamber of Commerce
(2) Bureau of Economic Analysis U.S. Department of Commerce
(3) Texas Workforce Commission
NA - Not Available
30
Agenda Packet Page Number: 59
TABLE 7
TARRANT COUNTY 9-1-1 DISTRICT
TEN PRINCIPAL EMPLOYERS
CURRENT YEAR AND NINE YEARS AGO
2014
Employer
American Airlines Group, Inc.
Lockheed Martin
Texas Health Resources
Fort Worth Independent School District
Naval Air Station Fort Worth Joint Reserve Base
Arlington Independent School District
JPS Health Network
Cook Children's Health Care System
Alcon Laboratories, Inc.
Bell Helicopter
D.R. Horton, Inc.
City of Fort Worth
SBC Southwestern Bell
Tarrant County Government
Employees(1)
24,000
12,600
12,207
12,000
10,000
8,500
6,000
5,611
5,451
5,400
Rank
1
2
3
4
5
6
7
8
9
10
2005
% of
Tarrant County
Employment(2)
2.53%
1.33%
1.29%
1.26%
1.05%
0.90%
0.63%
0.59%
0.57%
0.57%
Source:
(1) Fort Worth Business Press
(2) Texas A&M Real Estate Center
31
Agenda Packet Page Number: 60
Employees
14,608
16,800
7,422
10,366
Rank
2
1
5
3
% of
Tarrant County
Employment
1.82%
2.09%
0.92%
1.29%
7,831
4
0.98%
4,900
5,770
5,606
4,443
4,213
8
6
7
9
10
0.61%
0.72%
0.70%
0.55%
0.52%
TABLE 8
TARRANT COUNTY 9-1-1 DISTRICT
FULL-TIME EQUIVALENT AGENCY EMPLOYEES BY FUNCTION
LAST TEN FISCAL YEARS
Function
2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
Executive Director
1
1
1
1
1
1
1
1
1
1
Operations Department
1
1
1
1
1
1
1
1
1
1
Technical Operations Department
1
1
1
2
2
2
3
3
4
4
GIS Department
4
4
4
4
4
4
4
4
4
4
Public Education Department
1
1
1
1
1
1
1
1
1
1
Training Department
1
1
1
2
2
2
2
2
2
2
Date Base Department
2
2
2
2
2
2
2
2
2
2
Administration Staff
3
3
3
3
3
3
3
2
2
2
14
14
14
16
16
16
17
16
17
17
Total
Source: The District's finance department.
32
Agenda Packet Page Number: 61
TABLE 9
TARRANT COUNTY 9-1-1 DISTRICT
OPERATING INDICATORS BY FUNCTION
LAST TEN FISCAL YEARS
Function
9-1-1 Services:
Total 9-1-1 Calls
Wireless 9-1-1 Calls
% Wireless 9-1-1 Calls
Wireline 9-1-1 Calls
% Wireline 9-1-1 Calls
VolP 9-1-1 Calls
% VolP 9-1-1 Calls
2005
1,825,202
1,057,496
57.9%
767706
42.1%
NA
NA
2006
2,402,434
1,247,996
51.9%
1150518
47.9%
3920
0.2%
2007
1,958,036
1,327,141
67.8%
625667
32.0%
5228
0.3%
2008
2009
1,929,511
1,372,654
71.1%
551169
28.6%
5688
0.3%
1,912,980
1,425,720
74.5%
479316
25.1%
7944
0.4%
Source: The District's operation's department.
NA: Information is not available.
33
Agenda Packet Page Number: 62
2010
1,918,148
1,469,402
76.6%
437024
22.8%
11722
0.6%
2011
1,998,523
1,585,485
79.3%
897462
19.9%
15576
0.6%
2012
2,035,810
1,660,187
81.5%
345296
17.0%
30327
1.0%
2013
1,990,086
1,632,537
0.0%
325095
16.3%
32454
1.1%
2014
2,072,010
1,724,410
83.2%
304697
14.7%
42903
1.3%
TARRANT COUNTY 9-1-1 DISTRICT
CAPITAL ASSET STATISTICS BY FUNCTION
LAST TEN FISCAL YEARS
Function
Land (1)
(1)
Building
Furniture & Equipment(1)
9-1-1 Equipment by PSAP
Arlington PD
Arlington PD - Backup
Azle
Bedford PD
Benbrook
Blue Mound
Burleson
Burleson Backup
Crowley
Dalworthington Garden
DFW Airport
DFW Airport Backup
Euless PD
Everman
Forest Hill PD
Ft Worth PD/FD Backup
Ft Worth PD/FD
Grand Prairie EOC
Grand Prairie
Grapevine PD
Haltom City
Hurst
2005
2006
NA
NA
NA
NA
2007
NA
2008
2009
NA
NA
2010
2011
2012
2013
2014
188,602
188,602
188,602
188,602
188,602
1,332,299
1,332,299
1,332,299
1,234,617
1,262,631
1,262,631
1,171,711
1,171,711
567,286
518,671
527,127
637,790
738,192
304,531
444,828
413,062
376,482
376,482
81,737
28,502
NA
NA
NA
NA
NA
81,326
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
81,737
28,502
NA
NA
NA
NA
NA
81,326
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
81,737
28,502
81,737
28,502
81,737
28,502
81,737
47,046
1,007,715
552,504
1,580
40,712
15,804
15,804
43,687
81,326
40,644
15,804
45,656
15,804
39,263
48,290
15,804
899,054
1,318,270
15,804
431,936
17,399
17,399
17,399
1,008,925
552,504
57,649
40,712
60,972
15,804
58,477
81,326
40,644
15,804
45,656
15,804
40,758
48,290
61,301
900,549
1,318,270
170,561
433,431
70,725
1,459
17,399
1,042,419
552,504
57,649
40,712
60,972
15,804
58,477
81,326
40,644
38,533
45,656
15,804
40,758
48,290
61,301
900,549
1,348,695
170,561
433,431
72,590
NA
NA
1,041,719
552,504
57,649
42,924
60,972
15,804
58,477
81,326
40,644
38,553
45,656
15,804
40,758
48,290
61,301
900,549
1,348,695
170,561
433,431
72,937
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
81,326
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
81,326
NA
23,313
NA
NA
NA
81,326
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
81,326
24,840
20,537
NA
NA
1,495
NA
23,360
NA
1,495
NA
NA
NA
1,495
38,000
NA
NA
1,495
1,495
1,495
NA
NA
NA
NA
34
Agenda Packet Page Number: 63
1,495
1,495
NA
NA
TABLE 10
TARRANT COUNTY 9-1-1 DISTRICT
CAPITAL ASSET STATISTICS BY FUNCTION
LAST TEN FISCAL YEARS
Irving PD/FD Backup
Irving FD
Irving PD
Kennedale
NAS JRB
NetCom
N. Richland Hills
Lake Worth
Mansfield PD
Medstar
Pantego
Regional Backup - Central
Regional Backup - NE
Regional Backup - NW
Regional Backup - South
Richland Hills
River Oaks
Saginaw
Sansom Park
Tarrant County Fire Alarm
Tarrant County SO
TC911 Training
Watauga DPS
Westover Hills
Westworth Village PD
White Settlement FD
White Settlement PD
2005
34,180
NA
165,998
NA
NA
NA
NA
NA
NA
NA
NA
55,224
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
2006
34,180
NA
165,998
NA
NA
NA
NA
NA
NA
NA
NA
55,224
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
2007
34,180
NA
165,998
NA
NA
NA
NA
NA
NA
NA
NA
60,224
NA
NA
NA
NA
NA
NA
NA
NA
NA
2,904
NA
NA
NA
NA
NA
2006
34,180
1,495
167,493
NA
NA
1,495
NA
NA
1,495
NA
NA
60,224
NA
NA
9,000
NA
NA
NA
NA
NA
NA
4,399
NA
NA
NA
NA
NA
2009
34,180
1,495
167,493
NA
NA
1,495
1,495
NA
1,495
NA
NA
64,972
NA
NA
358,196
NA
NA
NA
NA
24,840
NA
29,008
17,286
30,328
NA
NA
NA
Source: The District's finance and GIS departments.
NA: Information is not available.
35
Agenda Packet Page Number: 64
2010
34,180
1,495
167,493
NA
NA
43,215
1,495
24,711
23,360
626,073
24,711
88,285
1,495
NA
352,584
NA
21,793
20,537
NA
24,840
1,495
157,722
17,286
30,328
24,840
21,865
25,130
2011
51,579
15,804
211,654
39,177
15,804
87,376
15,804
40,515
39,263
643,471
40,515
345,125
239,656
239,656
394,656
36,341
37,597
36,341
NA
42,239
45,656
211,254
29,297
46,132
40,644
37,689
42,529
2012
51,579
49,859
213,149
39,117
NA
88,871
17,299
40,515
40,758
643,471
40,515
445,894
308,690
434,743
420,757
20,537
37,597
36,341
59,504
42,239
455,762
164,480
33,090
46,132
40,644
37,689
42,529
2013
72,590
49,859
213,149
39,117
NA
88,871
17,299
43,127
43,370
643,471
40,515
589,723
356,046
467,779
522,598
NA
37,597
36,341
59,504
42,239
455,762
156,277
33,090
46,132
40,644
37,689
45,140
2014
146,466
49,859
213,149
15,804
NA
88,871
17,299
42,727
42,970
643,471
40,515
588,324
355,647
467,380
613,208
NA
37,597
36,341
59,504
42,239
455,762
156,277
33,090
46,132
46,132
37,689
45,140
COMPLIANCE SECTION
Agenda Packet Page Number: 65
INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER FINANCIAL
REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT
OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH
GOVERNMENT AUDITING STANDARDS
To the Board of Managers
Tarrant County 9-1-1 District
Fort Worth, Texas
We have audited, in accordance with the auditing standards generally accepted in the United
States of America and the standards applicable to financial audits contained in Government Auditing
Standards issued by the Comptroller General of the United States, the financial statements of the
governmental activities, and the major fund of Tarrant County 9-1-1 District (the “District”), as of and
for the year ended September 30, 2014, and the related notes to the financial statements, which
collectively comprise the District’s basic financial statements, and have issued our report thereon dated
February 12, 2015.
Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered the District’s
internal control over financial reporting (internal control) to determine the audit procedures that are
appropriate in the circumstances for the purpose of expressing our opinions on the financial statements,
but not for the purpose of expressing an opinion on the effectiveness of the District’s internal control.
Accordingly, we do not express an opinion on the effectiveness of the District’s internal control.
A deficiency in internal control exists when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to prevent, or
detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a
combination of deficiencies, in internal control, such that there is a reasonable possibility that a material
misstatement of the entity’s financial statements will not be prevented, or detected and corrected on a
timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control
that is less severe than a material weakness, yet important enough to merit attention by those charged
with governance.
Our consideration of internal control was for the limited purpose described in the first paragraph
of this section and was not designed to identify all deficiencies in internal control that might be material
weaknesses or, significant deficiencies. Given these limitations, during our audit we did not identify any
deficiencies in internal control that we consider to be material weaknesses. However, material
weaknesses may exist that have not been identified.
36
Agenda Packet Page Number: 66
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the District’s financial statements are
free from material misstatement, we performed tests of its compliance with certain provisions of laws,
regulations, contracts, and grant agreements, noncompliance with which could have a direct and material
effect on the determination of financial statement amounts. However, providing an opinion on
compliance with those provisions was not an objective of our audit, and accordingly, we do not express
such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that
are required to be reported under Government Auditing Standards.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and
compliance and the results of that testing, and not to provide an opinion on the effectiveness of the
entity’s internal control or on compliance. This report is an integral part of an audit performed in
accordance with Government Auditing Standards in considering the entity’s internal control and
compliance. Accordingly, this communication is not suitable for any other purpose.
Waco, Texas
February 12, 2015
37
Agenda Packet Page Number: 67
Tarrant County 9-1-1 District
Board Communication
DATE:
RN:
February 17, 2015
15-010
SUBJECT:
Request from North Richland Hills for a dedicated back-up site
KEY STRATEGIC MEASURE:
This item supports KSM number I, Maintain Sound Government.
RECOMMENDATION:
Staff recommends denial of this request, based on existing policy.
DISCUSSION:
Based on current policy, requiring a minimum of 150,000 9-1-1 calls per year to warrant
a dedicated back-up site, North Richland Hills’ (NRH) request was denied. NRH,
through Director of Public Safety Jimmy Perdue, has appealed my decision to the Board.
In light of the fact that I live in North Richland Hills, I have asked Wanda McCarley to
facilitate the discussions concerning NRH’s request.
As background, the following documentation is attached for your review:
1. NRH’s 2015 request for dedicated back-up site
2. NRH’s request to address the Board (appeal)
3. NRH’s 2011 request for dedicated back-up site
4. Recommendation for 2011 variance
5. 2007 staff report concerning regional back-up sites
FISCAL INFORMATION:
If this request is approved, the following costs are anticipated:
1. Moving existing equipment, adding 2 additional positions and re-provisioning
legacy connectivity – $24,000
2. Upgrading this site to TCS equipment in FY2016 – $165,000
Submitted for Agenda by:
Greg Petrey (817-820-1188)
Additional Information Contact:
Wanda McCarley (817-820-1185)
Agenda Packet Page Number: 68
RN15-010 | Attachment 1
Agenda Packet Page Number: 69
RN15-010 | Attachment 2
Agenda Packet Page Number: 70
RN15-010 | Attachment 3
Agenda Packet Page Number: 71
RN15-010 | Attachment 4
Tarrant County 9-1-1 District
Board Communication
DATE:
RN:
August 31, 2011
11-043
SUBJECT:
North Richland Hills Police Department Back-up Site
RECOMMENDATION:
Staff recommends approval of a variance to our existing minimum call volume
requirements for the provision of a dedicated back-up PSAP. Staff also
recommends amending our current policy to allow a ten percent annual call
volume “credit” for each PSAP that is combined.
Staff recommends that this variance and policy revision only be allowed where
no additional district funds are required to accommodate the request; including,
but not limited to installation of backroom equipment, additional positions or UPS
upgrades. Requests under this variance must take into account any limitations
or restrictions in operational environment precipitated by the existing space and
equipment restrictions.
DISCUSSION:
On August 1, 2011, staff received a formal request from the City of North
Richland Hills (NRH) for a dedicated back-up facility. NRH and three other
municipalities are currently planning to combine their dispatch and jail operations
in the NRH facility. Staff has calculated their combined annual 9-1-1 call volume
to be approximately 109,515. Current policy requires 150,000 9-1-1 calls
annually to qualify for a dedicated back-up site. It should be noted that our
currently policy was established long before consolidations became common
place occurrences.
NRH is requesting to retain an existing site as this back-up facility. Therefore, no
additional equipment or costs will be associated with providing this dedicated
back-up site.
Agenda Packet Page Number: 72
FISCAL INFORMATION/CERTIFICATION:
There is no adverse financial impact to the District. The combined center will
actually result in a net cost savings, over time.
Submitted for Agenda by:
Greg Petrey (817-820-1188)
Additional Information Contact:
Wanda McCarley (817-820-1185)
Agenda Packet Page Number: 73
RN15-010 | Attachment 5
Tarrant County 9-1-1 District
Staff Report
SUBJECT:
Emergency Back-up Public Safety Answering Points
DATE:
July 10, 2007
ASSIGNED STAFF:
Greg Petrey, Executive Director
BACKGROUND:
Currently the District provides back-up Public Safety
Answering Points (PSAP’s) to our larger cities and DFW airport, where the call volume
dictates having fully redundant backup sites because it is not feasible for another PSAP
to handle their calls for more than 30-60 minutes. These entities also have provided the
facilities to house their backup PSAPs, which is important because the cost of PSAP
equipment and networking are not the only hurdles to overcome in addressing the need
for backup sites for the rest of our PSAPs. Over the past few years, especially since
September 11, 2001, PSAP’s have increased their desire for back-up facilities. In order
to accommodate their needs and be fiscally responsible, I have proposed, and you have
approved funds to provide regional back-up sites.
STATUS:
Beginning in early 2006, discussions have been held with
the City of North Richland Hills to provide space for a NE Regional Back-up PSAP in
their former Fire Station located on Mid-Cities Dr. between Rufe Snow Dr. and Davis
Blvd. While these discussions are ongoing, NRH has not committed to provide space as
of this date.
With the help of Rick Brunson, the Tarrant County Sheriff’s Office is currently
entertaining the possibility of providing space at two of its facilities for a North East and
South back-up site. At the present time, a request the use of these facilities is being
prepared and will be posted on the Board’s website as soon as possible.
BUDGET IMPACT:
this purpose.
$300,000 is available in our current operating budget for
RECOMMENDED ACTION:
Due to time constraints, this project will need to be
on a “fast track”. If the Sheriff’s Office approves our request, I will propose that the south
site be developed first. This site will require very little site preparation work and may be
able to be completed before the end of the fiscal year. For the first time in my career, I
am requesting a “blank check” for this project to meet our fiscal yearend. We will fully
comply with all purchasing requirements.
Agenda Packet Page Number: 74
Tarrant County 9-1-1 District
Board Communication
DATE:
RN:
February 17, 2015
15-011
SUBJECT:
UPS support and Maintenance Agreement
RECOMMENDATION:
Staff recommends approval of the expenditure of $410,693.92 (over 5 years) to
Power Associates Inc and requests authorization for the Executive Director to
execute any and all necessary contracts or agreements.
DISCUSSION:
This renewal of UPS maintenance supports the Uninterruptable Power Supplies
located at 36 PSAPs to support 9-1-1 and public safety. This renewal aligns all
systems to a matching coterminous schedule of preventative and support
maintenance. The payment of this renewal is equally spread over the 5 year
duration of the program with the “Purchase Request” below representing the
impact on the current budget. Vendor selection accomplished via competitive
selection process.
FISCAL INFORMATION/CERTIFICATION:
Acct
Number
5452
Acct
Description
9-1-1 Telephone
Service
Amount
Budgeted
Previously
Expended
Purchase
Request
Remaining
Budget
$5,361,348
$1,283,176
$82,138.78
$3,996,033
Submitted for Agenda by:
Wanda McCarley (817-820-1185)
Additional Information Contact:
Kevin Kleck (817-820-1170)
Agenda Packet Page Number: 75
SERVICES AGREEMENT
THIS SERVICES AGREEMENT (“Agreement”) is made and entered into as of February
23, 2015 (the “Effective Date”) by and between Tarrant County 9-1-1 Emergency Assistance
District (“The District”), a political subdivision of the State of Texas operated pursuant to
Tex as Health & Safet y Code, Chapter 771/772, as amended, having its principal
place of business in Fort Worth, Texas, and Power Associates, Inc. (“PAI”), a corporation
having its principal place of business in Houston, Texas. The District and PAI are referred to
collectively as the “Parties” and individually as a “Party.”
RECITALS
WHEREAS, PAI wishes to provide The District with certain services relating to
provision of information technology and related infrastructure equipment, software, support,
maintenance, consulting and technical advice (the “Services”);
NOW, THEREFORE, for and in consideration of the mutual covenants and promises
contained herein and for other good and valuable consideration, the Parties hereto agree as
follows:
1.
Scope. Upon the terms and subject to the conditions set forth in this Agreement, PAI
will provide to The District the Services. The scope of PAI’s obligation to provide equipment
or services under this Agreement is limited to the Services described in this Agreement and
as outlined in the Proposal for UPS Maintenance RFP #2014-01 dated December 18, 2014 and
submitted by PAI to The District (“Proposal”), a true and correct copy of which is attached
hereto as Exhibit A and incorporated by reference for all purposes. No other representation or
promise, whether made prior to or subsequent to the execution of this Agreement or preprinted
terms on any other order form, will be binding upon either Party unless agreed to in writing by
the Parties.
2.
Standard of Care. The Parties agree that The District will be entitled to Services
provided in accordance with this Agreement in a professional manner consistent with
industry standards, PAI policies and the standard of care provided to other PAI customers.
3.
Purchase Orders for Additional Services and Equipment. Additional services, including
new equipment or technical services shall only be provided upon execution by the Parties
of a purchase order (“Purchase Order”). The terms of this Agreement and any terms and
conditions of any transaction set forth on the Purchase Order exclusively shall govern The
District’s procurement of equipment or services not included in the Services (i.e., equipment,
supplies, documents, software and services) set forth on the Purchase Order for delivery in the
United States. All Purchase Orders are subject to acceptance by PAI, which acceptance shall
be deemed to occur, unless otherwise agreed to in writing by the Parties, upon execution by the
Parties of the Purchase Order. Products and Services purchased through PAI (“Products”) will
be invoiced on shipment, and payment is due within thirty (30) days of receipt of invoice or on
the terms offered in the Purchase Order. Unless otherwise stated in a Purchase Order, PAI will
use all commercially reasonable efforts to accomplish delivery by the indicated delivery date, if
any, set forth in the Purchase Order.
Agenda Packet Page Number: 76
4.
Fees and Payment. The District shall pay to PAI the total amount of $410,693.92 for
Services provided during the Term (as defined in Section 9 below), to be invoiced on an annual
basis. Each invoice shall only be for services provided during the year covered by the invoice.
Payment for Services shall be due and payable within thirty (30) days of receipt of invoice.
5.
Limited Warranties.
5.1
Warranties of Products. PAI will transfer standard manufacturer’s warranty in
effect at the time the warranty commences, and The District may separately
purchase expanded warranty services as available. In addition, unless otherwise
designated by PAI in a Purchase Order, for new Products purchased by The
District from PAI, PAI warrants new equipment for 90 days, and software for 30
days, from date of delivery to be free from defects in material and workmanship,
and to conform to PAI product specifications. If The District notifies PAI
during the warranty period that a Product fails to comply with this warranty,
PAI will facilitate the repair or replacement by the manufacturer of the Product.
5.2
Services. PAI shall provide services in accordance with the standard of care
outlined in Paragraph 2 of this Agreement.
PAI is a manufacturer’s
representative of Eaton Corporation and is providing Eaton UPS maintenance
services for the Equipment described in Exhibit A (the Proposal). The specific
Terms and Conditions of the Services performed by Eaton Corporation are
detailed in the document (T-0) “Terms and Conditions” attached to the Proposal.
If PAI does not perform or provide the Services consistent with the standard of
care as provided in Section 2, or consistent with any written statement of work
made in any Purchase Order, PAI shall use commercially reasonable efforts to
successfully re-perform the Services, or work on behalf of The District to have
Eaton Corporation fulfill its agreed terms as outlined in document (T-0)
attached to the Proposal, unless The District agrees to accept the work “as is.”
5.3
Exceptions.
Please note, the following is not covered by warranty or
maintenance service: Product or Equipment problems attributable to alterations
or non-certified attachments; negligence, abuse or misuse, including failure to
operate the Product or Equipment in accordance with manufacturer’s
specifications; improper handling (except by PAI); failure of equipment not
maintained by PAI or Eaton Corporation; improper use of supplies, fire, water,
acts of God or other catastrophic events. PAI does not warrant the functionality
of Products or Equipment installed as part of an integrated system unless so
installed by PAI. EXCEPT AS STATED HEREIN, THERE ARE NO OTHER
WARRANTIES--ORAL, WRITTEN, EXPRESS, OR IMPLIED, INCLUDING
WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE. EXCEPT AS STATED HEREIN, PAI DOES NOT
WARRANT THAT THE OPERATION OF PRODUCTS OR EQUIPMENT
WILL BE UNINTERRUPTED OR ERROR FREE. PAI’S SOLE
OBLIGATIONS AND THE DISTRICT’S SOLE REMEDIES ARE LIMITED
TO THE REPAIR OR REPLACEMENT OF DEFECTIVE PRODUCTS OR
EQUIPMENT OR A REFUND FOR THE PRODUCTS OR EQUIPMENT
Agenda Packet Page Number: 77
AS SET FORTH
APPLICABLE.
IN
THIS
AGREEMENT,
TO
THE
EXTENT
6.
Software and Documents. Any software, firmware or documents furnished by PAI are
licensed to The District on a nontransferable, nonexclusive basis. Unless otherwise agreed or
configured by PAI, The District may use software at any one time only on a single processing
unit of the class and model for which The District originally licensed it. The District’s Purchase
Order may specify other or different license terms, concerning matters such as the number of
users or site license rights, or The District and PAI may agree separately in writing to those
terms. The District agrees not to copy (except a single archival copy or as authorized in
writing by PAI), disclose, or transfer software, firmware, or documents provided by PAI as
part of the Services to any other party. All authorized copies must preserve the applicable
copyright notice and other proprietary legends, and such copies shall remain the property of
PAI or its licensor. PAI is entitled to seek injunctive relief and all rights and remedies at law
or equity with respect to any breach or threatened breach of this Agreement.
7.
Infringements. PAI shall be responsible for any legal action involving PAI brand
Products (provided the Products are used in the manner for which they were designed) which
are claimed to infringe any U.S. patent, copyright or trade secret. The District must promptly
notify PAI of any such action, cooperate with PAI in defending the claim, and PAI shall have
sole control of the claim. PAI will either procure or restore The District’s right to use the
Product (which may include a non-infringing replacement) or repurchase the Product. PAI will
indemnify and hold harmless The District with respect to any third party claim alleging that The
District’s use of any equipment or software provided by PAI infringes such third party’s
intellectual property rights. This states PAI’s entire liability concerning infringements.
8.
LIMITATIONS.
EXCEPT WITH RESPECT TO GROSS NEGLIGENCE AND
WILLFUL BREACH, PAI IS NOT LIABLE FOR ANY INDIRECT, INCIDENTAL OR
CONSEQUENTIAL DAMAGES, OR FOR LOSS OF PROFITS OR REVENUE, WHETHER
IN ANY ACTION IN CONTRACT, TORT, PRODUCT LIABILITY, STATUTE OR
OTHERWISE, EVEN IF ADVISED OF THE POSSIBILITY OF THOSE DAMAGES. PAI
WILL NOT BE LIABLE FOR DIRECT DAMAGES CAUSED BY LATE DELIVERY OF
PRODUCT, UNLESS AGREED IN WRITING. FOR PURPOSES OF THIS SECTION 8,
“PAI” INCLUDES PAI AND ITS OFFICERS, DIRECTORS, SHAREHOLDERS,
EMPLOYEES, AGENTS, REPRESENTATIVES AND SUBCONTRACTORS.
THIS
LIMITATION OF LIABILITY INCLUDES CAUSES OF ACTION ARISING AS A
RESULT OF THE ALLEGED SOLE OR CONCURRENT NEGLIGENCE OF PAI
AND/OR UNDER STRICT LIABILITY.
9. Term and Termination.
9.1
Term. The term of this Agreement shall commence on January 1, 2015 (the
“Effective Date”) and shall terminate on December 31, 2019. The total cost for
Services will be billed in (5) five equal annual installments.
Agenda Packet Page Number: 78
9.2
Termination with cause. If either Party materially defaults in the performance of
any material provision of this Agreement, and such default is not cured within
thirty (30) days after notice (“Default Notice”) specifying in reasonable detail the
nature of the default, then the non-defaulting Party may by further notice
terminate the Agreement for cause.
9.3
Termination without cause. Either Party may terminate this Agreement at any
time by providing ninety (90) days written notice to the other Party.
9.4
Effect of Termination. In addition to those Services performed by PAI prior to
termination of this Agreement, The District shall be responsible to pay for all
Work authorized prior to the date of termination that is required to be performed
by PAI after the date of termination.
10.
Confidentiality. Each Party hereby agrees that from and after the date hereof, except as
may be required by any Applicable Law or as otherwise expressly contemplated herein, neither
Party (as the receiving Party) nor any of its representatives shall, without the prior written
consent of the other Party (in such case, the disclosing Party), disclose (or permit to disclose) to
any third person any proprietary or otherwise confidential information, including, without
limitation, any trade secrets, technology, and information pertaining to (a) the business
operations, strategies or affairs of the disclosing Party; or (b) the disclosing Party’s
customers, pricing or marketing (“Confidential Information”); provided, however, that a
receiving Party may disclose any such Confidential Information (i) to comply with any
applicable laws, including specifically the Texas Public Information Act, provided, that prior to
making any such disclosure such receiving Party shall, to the extent not prohibited by applicable
laws, (A) promptly provide written notification to the disclosing Party of any proceeding of
which it is aware which may result in disclosure, the nature of such information to be disclosed,
and a description of the legal provisions requiring such disclosure, (B) use commercially
reasonable efforts to limit or prevent such disclosure (the Parties agree that, in the event the
District receives a Public Information Act request for PAI records, The District’s obligation
hereunder will be met if the District informs PAI of its right to make arguments regarding the
confidentiality of the records in accordance with Texas Government Code Section 552.305), and
(C) if disclosure is ultimately required, notify the disclosing Party and provide a reasonable
opportunity to review the proposed disclosure and comment thereon; (ii) to the extent that the
Confidential Information is or becomes generally available to the public through no fault of
the receiving Party, or its affiliates or representatives, making such disclosure; and (iii) to the
extent that the same information becomes available to the receiving Party, making such
disclosure on a non-confidential basis from a source other than the disclosing Party, or its
affiliates or representatives, which source is not prohibited from disclosing such information by
any legal, contractual, or fiduciary obligation or is not otherwise restricted from disclosing such
Confidential Information.
11.
Data Security and Privacy. PAI shall comply with all aspects of The District’s data
protection and privacy policies, as revised from time to time, and comply with all The District’s
physical and electronic security requirements and conditions for network and computer system
access and usage, as revised from time to time. In the event PAI or its permitted subcontractors
or permitted agents discover or are notified of a breach or potential breach of security with
Agenda Packet Page Number: 79
respect to the foregoing, PAI shall immediately notify The District of such breach or potential
breach. Both Parties agree to comply with all applicable laws with respect to data collection,
security and privacy.
12.
Disputes and Governing Law. This Agreement will be governed by and construed under
the laws of the State of Texas, without regard for its choice of law principles. If any lawsuit
should arise out of this Agreement, venue shall be in Tarrant County, Texas.
13.
Notices.
13.1
Any notice required or permitted to be given in writing under this Agreement
shall be mailed by certified mail, postage prepaid, return receipt requested, or
sent by overnight air courier service, or personally delivered to a representative
of the receiving Party, or sent by facsimile or return receipt requested electronic
e-mail (provided an identical notice is also sent simultaneously by mail,
overnight courier, or personal delivery as otherwise provided in this Section 13).
All such communications shall be mailed, sent or delivered, addressed to the
Party for whom it is intended, at its address set forth below:
If to The District
2600 Airport Freeway
Fort Worth, Texas 76111
Telephone: 817-334-0911
Facsimile: 817-882-0500
Attn: Kevin Kleck
13.2
If to PAI
13117 Green River Drive
Building - C
Houston, Texas 77044
Telephone: 281-459-4653
Facsimile: 281-459-4654
Attn: Michael Hodde
All notices shall be deemed to have been received when delivered in person,
sent by facsimile or electronic e-mail with electronic confirmation of successful
transmission, or three (3) days after being sent by registered or certified mail as
provided above.
14.
General. Neither Party is liable for failing to fulfill its obligations due to acts of God,
civil or military authority, war, riots, strikes, fire or other causes beyond its reasonable control;
provided that The District shall have no obligation to pay for Services not provided due to
such causes. Neither Party may assign this Agreement or its rights or obligations under it,
except PAI may assign its specific duties under this Agreement to an affiliate and may use
subcontractors to fulfill its obligations, provided that in such case PAI shall be fully responsible
for the acts of such affiliates and subcontractors and shall be liable for such affiliates and
subcontractors acts in connection with this Agreement as if they were PAI’s own. Eaton
Corporation is solely responsible for the services resold by PAI under this Agreement and
Eaton Corporation’s “Terms and Conditions” will prevail with respect to services provided by
Eaton Corporation. No waiver by either Party of any provisions of this Agreement shall be
deemed a waiver of future enforcement of that or any other provision.
Agenda Packet Page Number: 80
POWER ASSOCIATES, INC.
THE DISTRICT
By: ________________________________
Michael Hodde, President
By: _______________________________
Larry Boyd, Chairman
Date: ______________________________
Date: _____________________________
Agenda Packet Page Number: 81
Exhibit A
Proposal for UPS Maintenance
Prepared For
Tarrant County 9-1-1
Emergency Assistance District
by
Power Associates, Inc.
Houston, Texas
in response to
RFP #2014-01
December 18, 2014
Agenda Packet Page Number: 82
POWER ASSOCIATES, INC.
December 18, 2014
Mr. Kevin Kleck
Operations Manager
Tarrant County 9-1-1 Emergency Management District
2600 Airport Freeway
Fort Worth, Texas 76111
Dear Mr. Kleck,
Power Associates, Inc. appreciates the opportunity to present this proposal for maintenance services to the Tarrant
County 9-1-1 Emergency Assistance District. We believe that you will find our qualifications and offerings of superior
quality. Power Associates, Inc.’s proven experience providing power quality management solutions to businesses and
public entities separates us from our competitors. We have an in depth understanding of the demands and requirements
of the 9-1-1 Emergency environment, as a prominent provider of power management services to 9-1-1 entities in the
State of Texas. We have made a strategic commitment to being the primary source for equipment, services and technical
information to our 9-1-1 customers and partners. We work with our customers in partnership to ensure that their mission critical needs are met reliably and efficiently.
Thank you for taking the time to review our proposal.
Sincerely,
Mike Hodde, President
Power Associates, Inc.
13117 Greenriver Drive
Building C
Houston, Texas 77044
281-459-4653 ext. 111
Cell 832-512-6935
Agenda Packet Page Number: 83
13117 Greenriver Drive • Houston, TX 77044 • Tel: 281.459.4653 • Fax: 281.459.4654
Company Profile- Power Associates, Inc.
POWER ASSOCIATES, INC.
Power Associates, Inc. (PAI) was formed in 1994 to provide computer systems and facility integration services to the
corporate and government market segments. Our goal has been to provide turn-key solutions for information technology
systems and ancillary equipment. We have built a core team of professionals with expertise in technology, logistics and
management of large projects for medium to large businesses, public entities, and international operations.
In our 20 year history, we have focused on being a reliable and consistent partner for our customers. Over the past
decade we have leveraged our data center expertise to provide electrical power conditioning and uninterruptable power
solutions. Our management and staff acquired the knowledge and skills necessary to support that initiative, and we have
developed relationships with external resources in order to meet those requirements which are more effectively handled
by our partners.
Power Associates, Inc. is a privately held corporation registered in the State of Texas with primary offices located at
13117 Greenriver Drive, Building C, Houston, Texas 77044. We are registered to do business in Texas, Louisiana, Oklahoma, Arkansas, and Alaska, and have deployed and supported solutions worldwide for our customers in the petrochemical, aerospace, healthcare, and public safety industries.
Experience in the Public Safety Environment
Power Associates, Inc. entered the public safety space in 2007, when we undertook installation of Eaton 9170+ UPS units
in 15 PSAP locations supervised by the Bexar Metro 9-1-1 Network District. Our dedication to providing premium quality turn-key services allowed us to successfully expand services to PSAPs (Public Safety Answering Points) from entities
throughout Texas. In addition to Bexar Metro, PAI has provided solutions to the Tarrant County 9-1-1 Emergency Assistance District. PAI is also the primary UPS and services provider for Houston-Galveston Area Council, Permian Basin
Regional Planning Commission, McLennan County Emergency Assistance District, and Lubbock Emergency Communication District. PAI also supports a number of other PSAP’s and 9-1-1 call center locations around Texas either directly or
through our relationship with 9-1-1 provider AT&T.
We are also committed to the consulting industry for 9-1-1 and have continuing relationships with firms like Mission Critical Partners, RCC Consultants and engineering firms such as Baird, Hampton & Brown, Inc.
We understand the zero-failure nature of this industry like no other power quality management provider. We have
helped design redundant and fault-tolerant systems to ensure reliability and operability in emergency situations because
we know that lives depend upon it. We answer the calls at night, on weekends, and on holidays because we know failure
is not an option.
We are also aware of the necessity for security and discretion associated with public safety operations. Our staff is
required to undergo background checks before hiring, and we have participated in additional clearances and security
certifications as necessary to enter secure facilities and provide services to critical equipment. We are Criminal Justice
Information System (CJIS) cleared by several agencies and are committed to maintaining this status. PAI is onsite on a
regular basis not only during the initial installation but for follow-up visits and problem resolution when required.
Our 9-1-1 customers place a great deal of trust and faith in us, and we work very hard to make certain that trust is always
earned. We strive to develop strong relationships with management and staff of the differing entities that are responsible for managing 9-1-1 operations.
Agenda Packet Page Number: 84
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
Experience and Familiarity with Equipment Specified
POWER ASSOCIATES, INC.
Power Associates, Inc. has a service base of over 130 installed Uninterruptible Power Supply (UPS) units in 9-1-1 sites in
Texas. Additionally, we have a service base of 40+ three-phase units of similar size and/or configuration to the Tarrant
County 9-1-1 three phase units.
Our participation in the public safety environment has been strong and accounts for a significant part of our business.
This includes the majority of the units specified in the request for proposal. We believe our familiarity with the equipment, its environment, and its history is an advantage to Tarrant County 9-1-1 in facilitating the management of maintenance and ongoing support for these units.
In addition to our public safety customer base, PAI has placed 100’s of additional units of various sizes in commercial,
industrial, banking, education and health care customer sites.
Relationship with Manufacturer
Power Associates, Inc. is an Eaton Authorized Power Specialist (EAPS). This designation reflects a commitment to maintaining a superior understanding of the Eaton product offerings and their implementation, including specialized training
and experience. As a direct partner of Eaton we are provided with extensive resources and support. We are obligated to
maintain a level of professional proficiency in their entire Power Quality Management line. This includes: single phase
and three phase equipment; power distribution systems; software and monitoring systems; supportive products such as
rack systems; cooling; and other infrastructure supporting products.
Power Associates, Inc. works directly with Eaton to specify, configure, deliver, and install solutions which meet or exceed the requirements of our customers. We provide ongoing support and service of the solutions we sell. We not only
advocate for our customers by ensuring the manufacturers we represent understand and respond to service needs, but
we provide first level support for equipment, software and service. This not only speeds problem resolutions but also
ensures customer satisfaction throughout the ownership cycle. PAI also holds regular ongoing training and thought leadership sessions for our customers and presents our offerings during industry trade shows such as Texas NENA/APCO.
Power Associates, Inc. has been designated an Eaton EAPS since the program’s inception in 2007 and has been working
directly with Eaton since 2002. PAI was recognized with the Eaton Partner Solution Selling Award in 2012 as the leading
US-based EAPS, providing comprehensive power solutions.
During this long relationship with Eaton, we have worked directly with product development teams and service managers providing real world feedback on the products and programs offered by Eaton. We are pleased that many innovations
and improvements from that feedback were realized over the years. We continue to facilitate the interaction of the manufacturer and the end user to the mutual benefit of all parties.
PAI has also developed custom products, such as the 9170 Remote Alarm Panel, and implementation methodologies for
9-1-1 customers to speed the implementation process of new and replacement units. This reduces installation times,
ensures consistency of installation and provides smooth service transitions.
Our projects with the Tarrant County 9-1-1 Emergency Assistance District and Bexar Metro 9-1-1 Network District have
been the subjects of case studies produced and distributed by Eaton, including a video version of the Tarrant County
case study distributed worldwide to Eaton associates as a case study for customer, vendor, and partner success. Eaton is
presently highlighting solutions and services in the 9-1-1 Emergency marketplace in large part due to our mutual efforts
in Texas. We feel that our relationship with the manufacturer, particularly with the emphasis on serving the unique needs
of 9-1-1, make us the outstanding choice for providing additional solutions and services to Tarrant County 9-1-1.
Agenda Packet Page Number: 85
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
Scope of Services as Outlined in the RFP:
1.3
POWER ASSOCIATES, INC.
SCOPE OF SERVICES: (Responses in Blue text below requirement)
• 7x24x365 support
Eaton and Power Associates support staff are available 7 x 24 x 365. Eaton and PAI are available for
service call requests at the following numbers:
Eaton Single Phase Support: 1-800-356-5737
Eaton Three Phase Support: 1-800-843-9433
Power Associates, Inc: 281-459-4653 (after hours 832-512-6935)
• Next day response regardless of any holidays
Support is 7 x 24 x 365 for all emergency service issues.
• Annual unit preventative maintenance: check unit wiring and mechanical connections, visually inspect internal sub-assemblies and major components, check fan operation, clean foreign material
from unit interior, check operation of alarm circuits, verify system parameters, calibrate unit to
manufacturer’s specifications, verify bypass/static switch operation (internal or external) and voltages, perform inverter diagnostics, verify charger operation, and perform system operational test with
customer loads.
Contract offering meets all of the above Annual PM Requirements
• Annual battery preventative maintenance: inspect battery room and ambient temperature, check
battery wiring, check mechanical connections, clean dust and debris from battery tops and cabinet
interior, visually inspect all batteries for cracks, leaks and corrosion, verify integrity of battery rack or
cabinet, document system float voltage and charging current, document temperature and float voltage of batteries, re-torque bolt- on battery terminations, perform battery diagnostics, verify charger
operation, and perform operational test of system with customer loads.
Contract offering meets all of the above Annual Battery PM Requirements
• Standard battery replacement for single phase units (9170+)
All single phase batteries are included in units under contract. Batteries are replaced at the discretion
of the field support staff. Batteries are changed as necessary to ensure operation.
o 9315 and 9390 and external 9355 batteries will be handled outside this contract as needed
• Battery coverage (battery replacements require inside delivery and removal)
Contract offering meets this requirement. Battery replacements include inbound freight and proper
disposal of batteries.
Agenda Packet Page Number: 86
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
• Coverage to include SNMP/X-Slot Cards, EMP, Relay cards and associated alarm panels
POWER ASSOCIATES, INC.
Items manufactured by Eaton will be replaced during the contract term by Eaton. Alarm Panels provided by PAI will be replaced by PAI during the contract term.
• Verify customer specific settings of units for run time warnings, test times, etc.
In addition to Eaton service performing these functions during normal service visits, PAI will perform
similar checks when onsite to monitor system status and make recommendations for service or support based on system reviews.
• Firmware upgrades as needed
Contract offering meets all of the above Requirements.
• Help desk support
Contract offering meets all of the above Requirements.
• On-site repair
Contract offering meets all of the above Requirements.
• Next day delivery of replacement parts and batteries
Contract offering meets all of the above Requirements.
• Respondent provider and Eaton providers and representatives able to pass background check
Contract offering meets all of the above Requirements. Specific Eaton and PAI personnel are either currently certified or will be capable of meeting this requirement before entering the customers facility.
• Tracking and documentation of units, service and entitlement
PAI maintains a customer specific service database and ensures conformance with Eaton on all service
contracts for the term on the agreement(s). Projects installed and completed by PAI also have associated project installation files which are used in the tracking, support and management of units in
customer installations.
• Maintenance technicians shall coordinate all on-site visits with District staff
Contract offering meets all of the above Requirements.
Agenda Packet Page Number: 87
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
POWER ASSOCIATES, INC.
• Single point of contact for all maintenance and support issues for all units to be provided for the
duration of the renewal. Services to be included in the cost of the contract.
Contract offering meets all of the above Requirements. PAI will provide support for the service contracts for the duration of the contracts. This service includes problem resolution tracking, vendor management, required service meetings, and documentation required in the fulfillment of the contract. PAI
will provide these services onsite or remotely as deemed appropriate to resolve the issue.
Maintenance performed on any of the covered units must be performed by an authorized Eaton maintenance technician.
Electronic reports shall be provided for all maintenance visits.
Contract offering meets all of the above Requirements.
Agenda Packet Page Number: 88
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
POWER ASSOCIATES, INC.
ATTACHMENT A – SCOPE OF WORK/SAMPLE CONTRACT
Attached to this proposal are two documents provided by Eaton outlining the Terms and Conditions for both the Single
Phase and Three Phase Service Agreements. While PAI offers for sale Eaton maintenance services, the maintenance contract terms of service are provided by Eaton as the servicing partner.
Power Associates, Inc. maintains liability insurance for all of the work we perform and hold coverage levels of $1,000,000
for each occurrence with a $2,000,000 general aggregate. Our vehicles are further insured for $1,000,000 and we carry a
$1,000,000 umbrella policy. In PAI’s 20-year history, we have never filed for a work related liability claim.
All of our turn-key partners and vendors carry similar or greater coverage amounts.
Agenda Packet Page Number: 89
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
Gold Plans Service Agreement
Terms and Conditions (T-12)
Eaton Corporation and Customer agree that the Gold Plan Coverage, Start-Up, or Preventative Maintenance, as
selected on the front of this Agreement, and any other services (collectively “Service”) to be provided by Eaton
Corporation (“Eaton”) to Customer shall be performed for the selected period of time, and any extensions, exclusively
pursuant to the charges, terms and conditions set forth by both sides of this Agreement.
1. STANDARD WARRANTY The standard limited warranty offered on Eaton products (“Product”) covers parts and
labor for two (2) years, if the repair is performed at the factory, during the initial warranty period. For details see the
applicable Limited Warranty for the product. Also, under the standard warranty, if the repair is formed in the field, only
repair parts are covered; all labor costs are at the Customer’s expense.
2. SELECTED SERVICE DEFINITIONS:
2.1 GOLD PLAN If this Plan option is selected, Eaton or its authorized representative shall ship a replacement unit
with a like unit or one of equal value or required replacement parts, at Eaton’s discretion, to the Customer’s site via
next day delivery (some restrictions apply), issue a Call Tag to pick up the replaced unit or parts and perform the
following services: standard battery replacement, help desk support, battery coverage, and shipping. All parts, inhouse labor, batteries and shipping expenses are included. Any on-site (field) labor is not included in this Plan and is
the Customer’s responsibility.
2.2 GOLD PLAN PLUS If this Plan option is selected, Eaton or its authorized representative shall perform an initial
unit start-up and in the event of any failure during the duration of the agreement, ship a replacement module or unit
with a like module or unit or one of equal value or required replacement parts, at Eaton’s discretion, to the Customer’s
site via next day delivery (some restrictions apply), issue a Call Tag to pick up the replaced item(s) and perform the
following services: standard battery replacement, help desk support, battery coverage, and shipping. All parts, inhouse labor, batteries and shipping expenses are included. Any on-site (field) repair labor is not included in this Plan
and is the Customer’s responsibility.
2.3 ON-SITE GOLD PLAN If this Plan option is selected, Eaton or its authorized representative shall perform the
following services: initial unit start-up, standard battery replacement, help desk support, on-site repair, next day
delivery of replacement parts and batteries (some restrictions apply), battery coverage, labor, mileage, travel and
shipping.
2.4 ON-SITE GOLD PLAN PLUS If this Plan option is selected, Eaton or its authorized representative shall perform
the following services: start-up, unit preventative maintenance, battery preventative maintenance, standard battery
replacement, help desk support, on-site repair, next day delivery of replacement parts and batteries (some
restrictions apply), battery coverage, labor, mileage, travel and shipping.
2.5 START-UP SERVICE If this option is selected, Eaton or its authorized representative shall perform the following
services, as applicable, in accordance with the procedure contained in the owner’s manual: check of unit wiring,
visual inspection of internal sub-assemblies and major components, check of mechanical connections, power-on of
system, verification of standard system software parameters, calibration of unit to manufacturer’s specifications,
operational testing of system with customer loads and operational training with Customer. (Note: The Customer is
responsible for (i) site preparation, (ii) physical installation of the unit, (iii) installation of bypass switch, AC wiring and
DC wiring between unit cabinet, battery bank and equipment to be protected and (iv) obtaining all licenses and
permits. Customer shall have this work performed by a properly licensed electrician in accordance with the owner’s
manual, National Electrical Code and local codes.)
2.6 UNIT PREVENTATIVE MAINTENANCE SERVICE If this option is selected, Eaton or its authorized
representative shall perform the following services, as applicable, in accordance with Eaton’s Scheduled
Maintenance Procedure: check unit wiring and mechanical connections, visually inspect internal sub-assemblies and
major components, check fan operation, clean foreign material from unit interior, check operation of alarm circuits,
verify system parameters, calibrate unit to manufacturer’s specifications, verify bypass/static switch operation,
perform inverter diagnostics, verify charger operation, and perform system operational test with customer loads.
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2.7 BATTERY PREVENTATIVE MAINTENANCE SERVICE If this option is selected, Eaton or its authorized
representative shall perform the following services, as applicable, in accordance with Eaton’s Scheduled
Maintenance Procedure: inspect battery room and ambient temperature, check battery wiring, check mechanical
connections, clean dust and debris from battery tops and cabinet interior, visually inspect all batteries for cracks,
leaks and corrosion, verify integrity of battery rack or cabinet, document system float voltage and charging current,
document temperature and float voltage of batteries, re-torque bolt-on battery terminations, perform battery
diagnostics, verify charger operation, and perform operational test of system with customer loads. (Note: Required at
least once per year to maintain sealed, valve regulated battery warranty, this inspection must be performed by
qualified personnel and accurate records maintained at Eaton. Load testing on the battery plant using normal UPS
load equipment is required to provide functional testing to verify proper battery plant response to real-life situations. If
annual maintenance is performed by an agency other than Eaton, copies of the appropriate records must be received
by Eaton within thirty (30) days of PM completion to comply with battery warranty requirements. This PM must be
completed at an interval not to exceed twelve (12) months.)
3. ON-SITE REPAIR SERVICE If this option is included in the plan, Eaton or its authorized representative shall
provide labor at the designated Equipment location so as to maintain the equipment in good working order. If repair
cannot be completed to restore the unit in proper working order, Eaton reserves the right, in its sole discretion, to
replace the unit with a like unit or one of equal value. It is the Customer’s responsibility, at the Customers expense, to
provide for the unit removal or installation, as required. Services performed and materials provided, at Customer’s
request, which are outside the scope of the selected Plan or the designated time for such Service shall be on a flatrate repair or time, material and transportation basis at Eaton’s prices in effect at the time such Service or material is
provided. Provision of such Services shall be at the sole discretion of Eaton and shall be subject to the availability of
personnel and parts.
4. TERM AND TERMINATION The term of this Agreement is for the period specified on the front of this Agreement.
After the initial term, this Agreement and all that is stated herein shall automatically be renewed for successive twelve
(12) month periods at the prices in effect at the time of each renewal. In the event Customer elects not to renew this
Agreement, then Customer shall provide thirty (30) days written notice prior to the renewal date. Customer will be
provided with written notice of renewal sixty (60) days prior to expiration, stating the prices for the applicable renewal
term prior to each renewal date. Notwithstanding the foregoing, either Customer or Eaton may terminate this
Agreement at any time upon thirty (30) days written notice to the other, subject to payment terms. Eaton may change
prices upon thirty (30) days prior written notice to the Customer. Failure to pay any invoice for such continued service
shall relieve Eaton of any obligation to provide service, without further notice.
5. RESPONSE TIME Eaton or its authorized representative shall respond to requests for services in a prompt and
commercially reasonable manner and endeavor to typically provide a Technician on-site within 24 Contracted Period
of Maintenance (CPM) hours, provided the customer location is within one hundred (100) miles of an established
service location. If optionally purchased, expedited responses of 4 or 8 hours are available in conjunction with
specified Service Agreements and this Plan. “Next Day Delivery” of replacement parts and batteries is generally
available in metropolitan urban areas; additional time may be required for rural areas or areas that are otherwise not
readily accessible.
6. HOURS OF SERVICE Eaton will provide service during the Principal Period of Maintenance (PPM), which is
defined as normal business hours (Monday – Friday, 8:00 AM to 5:00 PM, alternately described as “5 x8 service”)
excluding holidays as observed by Eaton. The Contracted Period of Maintenance (CPM) is the PPM along with any
additional extended hours of coverage optionally purchased by Customer (alternately described as “7 x 24 service”)
and excludes all Eaton observed holidays for planned maintenance activities. Eaton observed holidays are as follows:
New Year’s Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving
Day, Post Thanksgiving Day, Christmas Eve Day and Christmas Day.
7. ZONES Radius from an established service location or U.S. city with a population of 500,000 or more: (1) Zone 1:
Up to 100 miles; (2) Zone 2: 101 - 250 Miles; (3) Zone 3: 251 - 500 Miles.
8. PARTS Under any Gold Plan Coverage, parts required to repair a unit will be provided by Eaton and replaced on
an exchange basis. All parts removed from the unit or unused become the property of Eaton and must be returned to
the factory within thirty (30) days of receipt of replacement parts. If removed or unused parts are not returned, the
Customer shall pay the full list price of the parts. In performing Service, Eaton may sometimes use parts that are
factory reconditioned and equivalent to new. If Eaton provides replacement parts on-site in a secured cabinet, Eaton
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retains title to the parts and has the right to remove the parts upon termination of the Agreement, unless Customer
elects to keep the parts and Eaton shall invoice the Customer for these parts. Eaton may, in its sole discretion, allow
the return of new or refurbished parts or product for restocking if they are returned to Eaton in the same condition as
originally sent, subject to a 20% restocking fee. If the parts or product have been damaged, the Customer will be
invoiced for the full list price of the parts or product. Eaton may, in its sole discretion, waive the restocking or
damaged item fee if an Eaton employee or Eaton authorized representative is at the Customer’s site to perform the
repairs.
9. BATTERIES Batteries and units with batteries (internal or external) sold by Eaton shall carry a limited warranty for
replacement of the defective battery without pro-rata deductions or charges to the Customer, provided Gold Plan
Coverage remains active on the unit and batteries. Failed batteries and full string replacement, based on Eaton’s
battery replacement policy, will be replaced at no charge during that period, unless otherwise stated on the front of
this Agreement or in a specific Service Plan terms and conditions. To continue battery coverage, batteries supplied
by Eaton must be installed in the unit or in the accompanying battery cabinet and Gold Plan Coverage must remain
active on the unit and any cabinet. “Proactive battery replacement” means that Eaton shall ship to Customer all
batteries in a unit or cabinet for replacement on the scheduled basis; “Standard battery replacement” means that
Eaton shall ship to Customer only the failed batteries in a unit or cabinet for replacement. “Proactive battery
replacement” and “standard battery replacement” do not include labor for installation of batteries on site; such labor, if
included, must be expressly stated elsewhere, e.g. “on-site repair”. If batteries not purchased from Eaton are installed
in the unit or accompanying battery cabinet, then any battery related service calls shall not be covered under the
scope of work in this Agreement and shall be subject to Eaton’s then applicable charges for labor, materials
(including batteries) and transportation.
10. SITE PREPARATION Customer shall, at its expense, prepare and maintain the equipment site in accordance
with the manufacturer’s published specifications for operating environments. Customer also agrees to permit prompt
and reasonable access to equipment and to provide reasonable assistance and facilities so as to expedite the
performance of Services. Eaton may charge for additional labor charges to the extent delays are caused by
Customer’s security requirements, site rules or failure to provide access.
11. PERSONNEL The Services shall be performed, at Eaton’s option, by either an Eaton employee or Eaton
authorized representative.
12. CANCELLATION Eaton may, in its sole discretion, allow cancellation of Service Agreements at any time, upon
payment of the full list price for the Services performed and materials provided, plus a cancellation fee based on the
price of the Agreement. Any cancellation must be approved in writing by Eaton with full payment by Customer of
charges.
13. LIMITED WARRANTY This limited Warranty applies to all Service rendered by Eaton. Eaton warrants that the
Service shall be performed properly and/or any parts supplied by Eaton under this Agreement shall be free from
defects in materials and workmanship under normal use during the designated warranty period or for ninety (90) days
if none is designated. This warranty, however, extends only to the Customer. It cannot be transferred to anyone who
subsequently purchases the product from the Customer. EXCEPT AS EXPRESSLY SET FORTH IN THIS
WARRANTY, EATON CORPORATION MAKES NO OTHER WARRANTIES, EXPRESSED OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MECHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE. EATON CORPORATION EXPRESSLY DISCLAIMS ALL WARRANTIES NOT STATED
IN THIS LIMITED WARRANTY. EATON CORPORATION IS NOT LIABLE FOR ANY DAMAGES CAUSED BY (I)
THE PRODUCT OR PARTS USED BY IT OR THE SERVICES RENDERED BY IT OR (II) THE FAILURE OF THE
PRODUCT OR PARTS TO PERFORM OR (III) THE FAILURE OFANY SERVICES RENDERED TO HAVE BEEN
PROPERLY RENDERED, INCLUDING, BUT NOT LIMITED TO, ANY LOST ROFITS, LOST SAVINGS,
INCIDENTAL DAMAGES, OR CONSEQUENTIAL DAMAGES. THIS LIMITATION OF LIABILITY WILL BE
EFFECTIVE EVEN IF THE CUSTOMER HAS ADVISED EATON CORPORATION OR ITS REPRESENTATIVE, OF
THE POSSIBILITY OF SUCH DAMAGES. THE LIMITATIONS CONTAINED HEREIN MAY NOT BE WAIVED OR
ALTERED BY ANY PERSON. FURTHERMORE, THE CUSTOMERS ONLY REMEDY IS TO HAVE CORPORAITON
REPLACE ANY PARTS OR REDO THE SERVICES RENDERED. IF EATON CORPORATION IS UNABLE TO
REPAIR OR REPLACE THE PRODUCT OR PARTS OR CORRECT THE SERVICES TO CONFORM TO THIS
WARRANTY AFTER A REASONABLE NUMBER OF ATTEMPTS, THEN EATON CORPORAITON WILL REFUND
THE CHARGE FOR THAT DEFICIENT SERVICE. REMEDIES UNDER THIS AGREEMENT ARE EXPRESSLY
LIMITED TO THOSE SPECIFIED ABOVE. Some states do not allow limitations on how long an implied warranty
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lasts or the exclusion or limitation of incidental or consequential damages for consumer products. In such states, if
the product covered by this Agreement should be deemed a consumer product, the exclusions or limitations of this
Limited Warranty may not apply to Customer. This limited Warranty gives Customer specific legal rights. However,
Customer may also have other rights that may vary from state to state. Customer is advised to consult applicable
laws to ascertain the full extent of its rights.
14. NON-COVERED REPAIR The charges for making any repairs, performing any work or providing any parts not
covered by this Agreement (a “Non-Covered Repair”) shall be invoiced to the Customer at Eaton’s standard rates and
are payable directly to Eaton. A Non-Covered Repair includes, but is not limited to, services performed outside the
times specified in the Plan (at the request of the Customer), the repairs or replacements (including all parts and labor)
required because of damage or unreasonable use, damage from road hazards, accident, fire, flood, lightning or other
casualty, misuse, negligence, incorrect wiring, high temperature, dirty, dusty, hazardous or caustic environments, and
any use or installation not in conformity with instructions furnished, as well as any repairs or replacements needed
because of unauthorized modifications to the equipment or related software or the use of parts not authorized or
supplied by Eaton. If the Customer engages in any of these activities or any of these events occur, Eaton shall be
relieved of the remainder of its obligations under the Agreement.
15. GOVERNING LAW The terms of this Agreement shall be governed by the laws of the State of North Carolina
exclusive of conflicts of laws rules.
16. LIMITATION OF LIABILITY AND CLAIMS Liability of Eaton for any claim of any kind, including claims for
negligence or other torts, or for any loss or damage, arising out of, or connected with, or resulting from, any order
accepted by Customer or from the manufacture, sale, delivery, resale, repair or use of any products or Services
covered by, or furnished under, such an order, shall in no case exceed the price allocable to the product or Service or
part thereof that gives rise to claim. In no event shall Eaton be liable for special, incidental, consequential or
exemplary damages. The fulfillment of any obligation by Eaton is subject to strikes, labor disputes, lockouts,
accidents, fires, delays in manufacture or in transportation or delivery of material, site conditions, floods, severe
weather or other acts of God, embargoes, governmental actions, or any other cause beyond the reasonable control of
Eaton, whether similar to, or different from, the causes listed above, whether affecting Eaton or Eaton’s supplier or
contractor, and any such causes shall absolve Eaton from any liability to Customer. If this Agreement covers
equipment used for or related to any safety, security or other critical equipment, Customer understands that Eaton is
not an insurer regarding those Services. In other words, Eaton Services on such equipment are not intended to make
Eaton responsible for damage or loss that may result from safety, security or other critical equipment that fails to
perform properly. Eaton is not responsible for any injury, loss, or damage caused by or to equipment not specifically
covered by this Agreement.
17. PAYMENT All payments are due net 30 days in full, and any payment not made when due shall be subject to an
interest charge of 1.5% per month or fraction thereof, or maximum permitted by law, whichever is less. Additionally,
Customer shall be invoiced for, and shall pay for, all services not expressly provided for by the terms hereof, such as,
but not limited to, site calls involving no-fault found inspections where no corrective maintenance was required. If any
payment is not made when due, Eaton reserves the right to refuse to provide any further services until such payment
and the applicable interest have been received. Eaton reserves the right to invoice Customer either the full amount
due under this Agreement or in accordance with Eaton’s Time and Materials Service Rate Schedule (Attachment X-1)
for services rendered, whichever amount is greater, if this Agreement is terminated by Eaton for non-payment.
Customer shall be liable for expenses including reasonable attorneys’ fees and courts costs, associated with
collection proceedings for nonpayment. In the event of early termination: A) Customer will be liable for any services
rendered to the reasonable satisfaction of Customer prior to the effective date of termination, and B) Contractor at its
discretion will provide a credit against any advance payments received as follows: 1) a pro-rated amount based on
the terminated portion of the fixed-price fee due Eaton, or 2) an amount based on the difference between the amount
paid by Customer prior to the effective date of early termination and the actual cost of service options completed
(including emergency repair calls) by Eaton prior to the effective date of early termination.
18. EXCLUSIONS In no event shall Eaton have any obligation to identify, correct, abate, cleanup, control or remove
any defective premises electrical equipment or wiring, code or permit violations, any defect in the premises of the
Equipment Location, or any toxic or hazardous material in Customer’s premises.
19. MISCELLANEOUS This Agreement supersedes all prior oral or written agreements, if any, between the parties
and constitutes the entire agreement with respect to the Service to be furnished under this Agreement. This
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Agreement contains all the agreements and conditions under which the Service is to be performed, and no
agreement or other understanding in any way modifying the conditions hereof will be biding unless made in writing as
a modification or amendment to this Agreement and executed by an authorized representative of the Customer and
Eaton. Customer agrees that any purchase order or other written authorization (“Order”) issued by it will only
establish payment authority for its internal accounting purposes. This Agreement may be accepted by Customer
signing and returning the Agreement or by issuing an Order. Any such Order shall be considered an acceptance of
this Agreement and will not be considered a counteroffer, amendment, modification, or other revision to the terms of
this Agreement. Any conflicting term or condition in such Order will have no force or effect on this Agreement.
Eaton is a trademark of Eaton Corporation
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EATON CORPORATION
SERVICE AGREEMENT – TERMS AND CONDITIONS (T-0)
TERMS AND CONDITIONS: The terms and conditions set forth herein, and any supplements which may be
attached hereto, constitute the full and final expression of the contract for the sale of UPS services by Eaton
Corporation, and supersede all prior quotations, purchase orders, correspondence or communications whether
written or oral between Eaton Corporation and the customer. Notwithstanding any contrary language in the
customer’s purchase order, correspondence or other form of acknowledgment, customer shall be bound by these
terms and conditions when it sends a purchase order or otherwise indicates acceptance of this contract, or when it
accepts delivery from Eaton Corporation of the products or services. THE CONTRACT FOR SALE OF SERVICES
IS EXPRESSLY LIMITED TO THE TERMS AND CONDITIONS STATED HEREIN. ANY ADDITIONAL OR
DIFFERENT TERMS PROPOSED BY CUSTOMER ARE REJECTED UNLESS EXPRESSLY AGREED TO IN
WRITING BY CONTRACTOR. No contract shall exist except as herein provided.
1. DEFINITIONS: As used in this Service Agreement, the terms listed below shall have the following meanings:
“Agreement” shall mean Eaton Corporation’s Service Agreement Terms and Conditions, the quote, and the
applicable Scope(s) of Work.”
“Battery” shall mean the electric storage portion of a UPS.
“Contractor” shall mean Eaton Corporation.
“Covered Equipment” shall mean the equipment as listed on the quote.
“CPM” shall mean the Contracted Period of Maintenance or Hours of Service.
“Customer” shall mean the purchaser of this Agreement.
“Drop Ship Items” shall mean batteries, battery monitoring systems, battery containment, battery materials, racks
and cabinets.
“Emergency Service” shall mean all services provided on an as needed basis that is not scheduled in advance
“PCS” shall mean Pre-Contract Survey.
“On-Site” shall mean Service performed at Customer’s physical location as listed on the quote.
“Power Module” shall mean the electronic portion of a UPS or other power quality device.
“Scope of Work” shall mean the services, procedures, methods, exclusions and coverage as purchased by the
Customer
“Service” shall mean installation, maintenance (including Preventive Maintenance as defined in Scope of Work
Attachment R-2), repairs, inspection, adjusting, etc. of the UPS equipment provided by Contractor to Customer.
“UPS” shall mean Uninterruptible Power Supply which is comprised of the Power Module and Batteries.
2. ELIGIBILITY: All Covered Equipment that has experienced a lapse in Service coverage with the Contractor (or
factory warranty coverage) or has had no service history with Contractor within the previous ninety (90) days, is
subject to a PCS inspection by Contractor prior to eligibility for any Service under this Agreement. Customer is
subject to charges for a PCS inspection at Contractor’s then current Time and Material Service Rate Schedule (refer
to Exhibit 1-PCS and Attachment X-1). If a PCS inspection is required for eligibility, a list of the equipment requiring
a PCS inspection will be provided to Customer and will be incorporated into this Agreement.
3. HOURS OF SERVICE: Contractor will provide scheduled and emergency services portal-to-portal 8:00AM to
5:00 PM Monday-Friday (alternatively described as “5X8 Service”) excluding all holidays observed by Contractor.
The Customer may optionally purchase extended hours of scheduled and Emergency Service coverage (alternately
described as “7x24 Service”) which will include Emergency Service being provided on all holidays observed by
Contractor. Notwithstanding anything herein or otherwise to the contrary, scheduled services are not available on
Contractor’s observed holidays. Contractor’s observed holidays shall be the same as public holidays for Federal
employees as established by U.S. Federal law (5 U.S.C. 6103).
4. ON-SITE RESPONSE TIME: Following Customer’s request for Service, Contractor will arrive at the location of
the Covered Equipment the next business day or if optionally purchased by Customer, Contractor will arrive at the
location of the Covered Equipment within eight (8), four (4) or two (2) CPM hours, provided the Covered Equipment
is located within one hundred (100) miles of a Contractor service location. Response time does not include battery
replacement service.
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5. LABOR AND MATERIAL RATES: For any additional Service outside the Scope(s) of Work purchased for
Covered Equipment under this Agreement, Customer shall be billed at Contractor’s then current Time and Material
Rate Schedule (refer to Attachment X-1). This excludes any flat-rate quoted by Contractor representative.
6. ENGINEERING CHANGES: All engineering changes deemed necessary by Contractor will be installed during
scheduled Service visits during the CPM. Any engineering changes deemed optional by Contractor will be offered
to Customer on an as-available, per charge basis.
7. CUSTOMER’S RESPONSIBILITY:
A. Communication and Scheduling - Customer shall contact Contractor’s Customer Reliability Center (1-800-8439433) regarding all Service and Preventive Maintenance requests and all other matters arising out of or relating to
this Agreement. With respect to Preventive Maintenance purchased by Customer, it shall be Customer’s
responsibility to contact Contractor to schedule the Preventive Maintenance. In the event that Customer fails to
schedule and/or does not permit, for any reason, Preventive Maintenance to be completed within ninety (90) days of
the scheduled service date, Contractor’s obligation for that Preventive Maintenance shall be considered fulfilled.
B. Movement - If Covered Equipment is moved to another location within the United States, Service coverage will
continue only upon the following conditions: (i) Customer shall notify Contractor in writing at least thirty (30) days in
advance of power-down of Covered Equipment; (ii) Contractor reserves the right to supervise the power-down,
disconnection, rigging, packing, movement, unpacking, reinstallation and re-start of the Covered Equipment for
which Customer will be charged according to Contractor’s then current Time and Material Service Rate Schedule;
and (iii) resumption of Service coverage under this Agreement is subject to acceptance by Contractor of Covered
Equipment at the new location.
C. Safety - Customer shall, at all times during the provision of Service hereunder, have a representative present at
the Service site at no cost to, and solely for, the safety of Contractor.
D. Access - Customer shall grant ready access to the Covered Equipment, subject to reasonable security
requirements, so that Contractor may perform Service under this Agreement.
8. TERM AND TERMINATION: This Agreement and all that is stated herein shall automatically be renewed for
successive twelve (12) month periods at the prices in effect at the time of each renewal. Customer will be provided
written notice of renewal of the Agreement sixty (60) days prior to its expiration, stating the prices for the applicable
renewal term. In the event Customer elects not to renew this Agreement, Customer shall provide thirty (30) days
written notice prior to the expiration of this Agreement. Notwithstanding the foregoing, Customer or Contractor may
terminate this Agreement at any time upon thirty (30) days written notice to the other, subject to Section 16 herein.
BATTERY REPLACEMENT SERVICES AND TERMINATION: Prices stated in a quote do not include installation,
freight, and handling charges unless these items are specifically listed and priced in the quote. Prices stated in a
quote are F.O.B. factory (unless otherwise stated) and title and risk of loss to each article sold by Contractor to
Customer shall pass to Customer upon delivery at the F.O.B. point.
Shipment estimates are after receipt of Customer’s purchase order at the factory. If drawings are required for
approval before Contractor is authorized to proceed with manufacture, then shipment estimates are after receipt of
written approval to proceed. If the Customer cannot accept delivery of equipment, Customer will arrange for
storage. Contractor shall not be liable or responsible for any damages or loss for delay or default in delivery due to
any cause beyond Contractor’s reasonable control, nor shall Customer cancel or have the right to cancel its
purchase order because of delays or default in delivery due to such causes.
Customer may not cancel or terminate its purchase order without prior written notice to the Contractor and upon
payment of cancellation charges which shall take into account, among other things, expenses already incurred and
commitments made by the Contractor. Cancellation charges are as follows: for batteries and Drop Ship Items,
cancellation 31 days or more prior to shipment, 50% of the total invoice; between 0-30 days prior to shipment, 100%
of the total invoice. Changes made to an order may be subject to increase or decrease in purchase order amount,
change order charges, and changes in schedule date. Customer is responsible for return freight charges related to
cancellation.
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9. END OF SERVICE LIFE (“EOSL”)/BEST EFFORTS: Contractor may designate a Power Module as “End of
Service Life/Best Efforts” which shall mean that limited parts are available or Service will be provided on a best
efforts basis. This designation will be indicated on the quote provided to Customer for Service renewal. In the
event that Contractor cannot perform or complete a covered repair, Contractor may terminate coverage subject to
Section 8 herein. Customer may request a pro-rated refund for the terminated portion of this Agreement, subject to
Section 16 herein. Customer acknowledges EOSL/Best Efforts designation on the quote will serve as Contractor’s
notice of limited service support and its recommendation to replace or decommission the Power Module.
10. INSURANCE: During the term of this Agreement, Contractor, at its own cost and expense, shall maintain in full
force and effect the following insurance with sound and reputable insurers: (1) worker’s compensation insurance in
accordance with the statutory requirements of the state where the Service is to be performed; (2) automobile liability
insurance on all motor vehicles licensed for highway use, both owned and non-owned; and (3) commercial general
liability insurance for bodily injury and property damage.
11. WARRANTY: Contractor shall perform all Service in a professional and workmanlike manner. Contractor
warrants repairing or replacing defective parts or materials and correcting defective workmanship reported to
Contractor and/or diagnosed by Contractor's personnel during the term of this Agreement. Contractor warrants its
corrective maintenance and replacement parts to be free from defects in material and workmanship for the term of
this Agreement or for a period of ninety (90) days from the completion date of the repair or replacement of parts or
materials, whichever is longer. In the event the parts or materials fail to meet published specifications due to a
defect in parts or materials or workmanship covered by this Warranty, Contractor, at its discretion, will repair or
replace the warranted parts or materials at no cost to Customer. This Warranty shall not apply to any Power
Module and/or Battery that has been: (i) subject to damage caused by accident, fire, flood, lightning, vandalism,
acts of God, Customer’s neglect, misuse, misapplication, incorrect connection or external damage; (ii) subject to
repair or alteration by Customer (or a third party) not authorized by Contractor in writing; or (iii) moved without thirty
(30) days’ notice to Contractor. Contractor reserves the right to supervise the move. THIS WARRANTY IS
EXCLUSIVE EXCEPT FOR WARRANTY OF TITLE. CONTRACTOR DISCLAIMS ALL OTHER WARRANTIES,
INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
CORRECTION OF NON-CONFORMITIES IN THE MANNER AND FOR THE PERIOD OF TIME PROVIDED
ABOVE SHALL CONSTITUTE CONTRACTOR'S SOLE LIABILITY AND CUSTOMER'S EXCLUSIVE REMEDY
FOR FAILURE OF CONTRACTOR TO MEET ITS WARRANTY OBLIGATIONS, WHETHER CLAIMS OF
CUSTOMER ARE BASED IN CONTRACT, IN TORT (INCLUDING NEGLIGENCE AND STRICT LIABILITY) OR
OTHERWISE. Parts or materials supplied, but not manufactured by Contractor, are warranted solely by the
manufacturer. Contractor’s obligation under this Warranty is conditioned upon receipt of all payments due from
Customer.
12. ASSIGNMENT: Neither party shall assign this Agreement or any of its rights and interests herein without the
prior written consent of the other party. Notwithstanding anything in this Agreement or otherwise to the contrary,
upon written notice to the other party, either party may assign this Agreement or any of its rights and interests
herein to: (i) any parent, subsidiary, affiliated or successor corporation; or the purchaser of any of these entities; (ii)
any corporation to which the party has sold all or substantially all of its assets (including the purchaser of any of the
party’s subsidiaries); or (iii) any corporation or legal entity with which the party may merge or consolidate.
13. SUBCONTRACTING: Contractor reserves the right to subcontract any portion of Service provided for under
this Agreement without the prior consent of Customer.
14. INDEMNITY: Subject to Section 15 herein, Contractor shall defend, indemnify and hold harmless Customer,
its officers, employees and agents (Indemnified Parties), from and against any and all claims, liabilities, damages,
demands, losses, causes of action and suits brought against the Indemnified Parties, to the extent they result
directly from or out of (1) any injury to or death of any person or damage to or destruction of any property caused by
the negligent acts, errors, omissions or willful misconduct of Contractor, its agents or employees, and (2) any
violation of federal or state law, regulation, order, rule or of any other governmental authority having jurisdiction by
Contractor, its employees or agents.
15. LIABILITY: The remedies of the Customer set forth in this Agreement are exclusive and are its sole remedies
for any failure of Contractor to comply with its obligations hereunder. Notwithstanding anything in this Agreement
or otherwise to the contrary, in no event shall Contractor or Customer, or their respective officers, directors,
employees or agents be liable to the other for damage to property or equipment, other than to equipment sold or
Agenda Packet Page Number: 97
Terms and Conditions (T-0)
Rev. 4/14
Page 3 of 4
serviced hereunder, or any incidental, indirect, special or consequential damages, such as, but not limited to, delay
damages, lost profits or revenue, lost data, loss of use or lost opportunity damages, resulting from or in connection
with any claim or cause of action, whether brought in contract or in tort, even if Contractor or Customer knew or
should have known of the possibility of such damages. The total cumulative liability of Contractor arising from or
related to this Agreement whether the claims are based in contract, in tort (including negligence or strict liability) or
otherwise, shall not exceed the price of the product or services on which such liability is based.
16. PAYMENT: All payments are due net thirty (30) days in full from date of invoice. Customer shall be invoiced
for, and shall pay for, all Service not expressly provided for by the terms hereof, such as, but not limited to, site calls
involving no-fault found inspections where no corrective maintenance was required. If any payment is not made
when due, Contractor reserves the right to refuse to provide any further Service until such payment has been
received. Customer shall be liable for expenses, including reasonable attorneys’ fees, associated with collection
proceedings for non-payment. In the event of early termination: i) Customer will be liable for any Service rendered to
the reasonable satisfaction of Customer prior to the effective date of termination; and ii) Contractor, at its discretion,
will provide a credit against any advance payments received as follows: a) a pro-rated amount based on the
terminated portion of the fixed-price fee due Contractor; or b) an amount based on the difference between the
amount paid by Customer prior to the effective date of early termination and the actual cost of Service completed
(including emergency repair calls) by Contractor prior to the effective date of early termination.
17. TAX: Contractor's price is exclusive of any applicable tax. All orders will be subject to all applicable sales tax
unless a current tax exemption certificate is on file with Contractor covering the state where Covered Equipment
under this Agreement is located.
18. PARTS: Parts removed for replacement shall be Contractor’s property. Parts used from Customer-owned
spare parts kit shall be replaced by Contractor at no cost. Replacement parts shall be new or of the same quality as
new.
19. FORCE MAJEURE: Contractor shall not be liable for any failure to perform, or delay in performing Service for
Customer to the extent that such failure or delay results from causes beyond its reasonable control including,
without any limitation, any act of God, war, revolution, riot, civil commotion, labor strike or any applicable
governmental or judicial law or regulation, order or decree.
20. INFORMATION: All information of Customer shall be deemed non-confidential and Contractor will be under no
duty of non-disclosure unless both parties execute a mutual non- disclosure agreement.
21. GENERAL: The terms and conditions of this Agreement cannot be modified or waived except by a writing
signed by the parties hereto and waiver by Contractor or Customer of any provision hereof in any one instance shall
not constitute a waiver as to any other instance. If a provision of this Agreement is invalidated for any reason, this
Agreement remains binding except for such invalid provision. This Agreement shall be construed in accordance
with and governed by the laws of the State of North Carolina. Customer and Contractor hereby agree that all
disputes arising out of this Agreement shall be submitted solely to the jurisdiction of the state and federal courts
located in Wake County, North Carolina.
Eaton is a trademark of Eaton Corporation.
Agenda Packet Page Number: 98
Terms and Conditions (T-0)
Rev. 4/14
Page 4 of 4
Time and Material Service Rate Schedule (2014)
Attachment X-1
The following rate schedule applies to all services rendered on non-contracted and non-warranty
equipment and to all services performed on contracted equipment where the service performed is
outside the scope of the contracted coverage. Labor rates are based on the actual time of delivery.
Specific contract customers may be eligible for discounts on time and material charges.
3-Phase Products - Portal to Portal Labor per Hour (On-site and Travel Time)
Mon. – Fri., Business Hours (8AM – 5PM):
Mon. – Fri., After Business Hours (5PM – 8AM):
Weekends and Holidays (Saturday 12:01AM – Sunday Midnight):
$ 270
$ 345
$ 430
3-Phase Products - Minimum Labor Billing (minimum value range equal to above rates x hourly min.)
Equipment below 200kVA, Five day or less response (4 hour min.):
$1,080 to $1,720
Equipment 200kVA and above or Multi Module, Five day or less response (6 hour min.): $1,620 to $2,580
Equipment 200kVA and above or Multi Module, Two day or less response (8 hour min.): $2,160 to $3,440
1-Phase Products - Portal to Portal Labor per Hour (On-site and Travel Time)
Mon. – Fri., Business Hours (8AM – 5PM):
Mon. – Fri., After Business Hours (5PM – 8AM), Weekends and Holidays:
$ 215
$ 345
1-Phase Products - Minimum Labor Billing (minimum value range equal to above rates x hourly min.)
Equipment below 200kVA, Five day or less response (4 hour min.):
$ 860 to $1,380
Equipment 200kVA and above or Multi Module, Five day or less response (6 hour min.): $ 1,290 to $2,070
Equipment 200kVA and above or Multi Module, Two day or less response (8 hour min.): $ 1,720 to $2,760
Travel & Living Expenses
Transportation:
3-Phase Products:
1-Phase Products:
All others (air fare, car rental, tolls, etc.):
Lodging & Meals:
Calculation of Labor and Mileage Charges:
Automobile mileage included in labor rates
Automobile mileage at $ 0.75 per mile
Actual
Actual
Portal to Portal (travel labor and mileage)
Materials/Spare Parts:
Minimum billing:
Current List Price
$130 Domestic, $320 International
Parts Expedite Fees
Mon. – Fri., Business Hours (8AM – 5PM):
Mon. – Fri., After Business Hours (5PM – 8AM):
Weekends and Holidays:
Freight Expense
Freight – FOB Factory:
Same Day Delivery:
$ 130
$ 290
$ 465
Actual
$180 plus Actual Freight
Depot Repair Labor:
Minimum Billing:
Expediting Fee:
$145 per hour
$145
$120
Note: 3-Phase products include Eaton BladeUPS, Best Power Unity UT3 310-360 models; 1-Phase products include Eaton 9155,
Powerware 9150, Best Power Unity UT3K, UT8K)
Eaton Corporation
Attachment X-1 Time and Material Rate Schedule
Revision: March 26, 2014
Agenda Packet Page Number: 99
Electronics (UPS Power Module, DC, PDU, Flywheel) Preventive
Maintenance
Scope of Work
Attachment R-2
This scope of work is shared by the following power quality equipment types: Eaton UPS, Eaton
PDU/PDR/RPP/STS, Eaton DC, Vycon Flywheel and Non Eaton equipment (MVS). Note the
applicable features vary by type of equipment being contracted and additional scopes of work may be
required.
The following is an outline of general checks performed during an Eaton® Preventive Maintenance of the
Eaton UPS Power Module normally performed by Eaton field service personnel. All checks are designed
to be performed during off line operation, in the bypass mode. All checks or processes may not be
applicable to all equipment types or models.
1. Visual Inspection
a.
b.
c.
d.
e.
f.
g.
h.
Inspect all printed circuit board connections for cleanliness, swab contacts if necessary.
Inspect all power connections for signs of overheating
Inspect all subassemblies, bridges and legs for signs of component defects or stress
Inspect all DC capacitors for signs of leakage
Inspect all AC capacitors for signs of leakage
Inspect and inventory all customer-owned spare parts
Inspect for, and perform as required, any open engineering changes
If work is completed under a PowerTrust™ Ultra contract, inspect battery monitoring
system
2. Internal Operating Parameters
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
DC Ground Detection Offset (if applicable)
Inverter leg current average balance (if applicable)
Output filter current average phase balance
Rectifier bridge current average leg balance
AC Protection settings are checked
DC Protection settings are checked
Input and Output Frequency and Voltage Bandwidth settings are checked
Verify DC filter capacitance
Verify AC tank and trap filter capacitance
Power Supply voltages and waveforms
3. External Operating Parameters
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
System Input Voltages (all phases)
System Input Currents (all phases)
DC Charging Voltages (float and equalize), record settings, adjust to nominal
Rectifier phase on and walk up
Inverter phase on and walk up
Adjust all panel meters to measured values
System Bypass Voltages (all phases)
Manual and UV Transfer Testing, verify uninterrupted transfer waveform (if applicable)
Outage simulation, and battery capability testing, and verify charger current limit
Generator operation and interface verification (if applicable)
Agenda Packet Page Number: 100
Scope of Work Attachment R-2
Revision 4/12
Page 1 of 2
4. Environmental Parameters
a.
b.
c.
d.
e.
f.
UPS area ambient temperature and condition of ventilating equipment
General Cleanliness of UPS Power Module
General Cleanliness of UPS area
Replace all air filters
Clean control panel/CRT screen
Flywheel only: Drain oil and change oil and filters NOTE: One (1) oil and filter change
per year.
5. Battery Cabinet Checks
a.
b.
c.
d.
e.
f.
General appearance of Battery System (all types)
General cleanliness of Battery System area (all types)
Inspect cells for physical abnormalities
Inspect all DC connections for abnormalities
Battery System area ambient temperature and condition of ventilating equipment
For internal batteries only measure and record:
i. Overall battery float voltage
ii. Charger output current and voltage
iii. Negative terminal temperature of one cell/battery per battery cabinet shelf or rack
tier
iv. Momentary load testing of cells < 100 watts (e.g. 9E, 9x55, not 9330)
6. Monitoring System Parameters
a.
b.
c.
d.
e.
Alarm archive review and printing
Alarm lamp test-local and remote (if applicable)
Replace all open monitor bulbs
If work is completed under a PowerTrust Ultra contract, inspect battery monitoring system
Review Battery Test in history (if applicable)
7. General
a. Customer Consultation
b. Verbal Recommendations
c. General Observations
Following the Preventive Maintenance inspection, a written report will be provided detailing the results of
the inspection, and making specific recommendations toward future remedial action, upgrades, or
sparing.
Eaton and PowerTrust are trade names, trademarks, and/or service marks of Eaton Corporation or its subsidiaries and affiliates.
Agenda Packet Page Number: 101
Scope of Work Attachment R-2
Revision 4/12
Page 2 of 2
Eaton Valve Regulated (Sealed) Battery System
Preventive Maintenance Scope of Work
Attachment R-5
Battery Maintenance of Battery Equipment includes, and is expressly limited to, those tasks set forth
below based on IEEE 1188. Due to the size and type of battery, testing and work procedures vary
between battery jars above and below 100 watts per battery; work procedures may vary by UPS and
battery type and may be limited by safety requirements. All additional work will be billable at the
applicable rates per Attachment X-1.
Below
1
Performed During Each Preventive Maintenance Visit :
100W/Jar 100W+/Jar
A. Measure and Record the following:
1. Individual cell/battery float voltages and overall float voltage
Yes
Yes
2. Charger output current and voltage
Yes
Yes
3. AC ripple current and voltage imposed on the battery
Yes
Yes
4. Internal ohmic values of each cell/battery or perform a continuity
No
Yes
test of each cell/battery
5. Connection Resistance of 100% of the inter cell/battery connection
No
Yes
6. Ambient temperature and ventilation status
Yes
Yes
7. Negative terminal temperature of all cells/batteries
No
Yes
B. Visually inspect conditions and appearance of the following:
1. Connection terminals inter cell/battery connectors, cables and
associated hardware
2. Cell/battery covers, containers, and post seals
3. Battery racks or cabinets and associated components and
hardware for structural integrity
4. Inspect cleanliness / corrosion of batteries, cabinet, rack and area
5. Battery monitoring equipment (if present)
6. Cell/battery jar or cover, noting any excessive distortion
C. Perform cleaning of all accessible surfaces as required
D. Performed Once Per Calendar Year:
The yearly maintenance procedure should include all of the above with the
addition of the following:
1. Measure and record the connection resistance of 100% of the inter
cell/battery connections.
2. Refurbish and re-torque any connection where the resistance is above
20% of the average.
E. Reporting Each Preventive Maintenance Visit:
1. The technician(s) will issue the customer a verbal report summarizing
the condition of the battery and identifying any critical issues before
leaving the customer’s site.
2. A detailed report containing all readings and observations will be sent
to the customer within five business days.
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
No
Yes
Yes
Yes
No
Yes
Eaton is a trademark of Eaton Corporation
Agenda Packet Page Number: 102
Scope of Work Attachment R-5
Rev. 11/13
Page 1 of 1
Eaton Ancillary Device Parts and Labor Coverage
Scope of Work
Attachment R-10
If Customer has purchased Corrective Maintenance Coverage for the UPS “Power Module” and ancillary
devices are directly connected to the covered equipment, parts and labor coverage may extend to the
ancillary device based on the device type. “Directly connected” is defined as electronically controlled or
interfaced to a Power Module. Some ancillary devices may be eligible for optionally purchased parts and
labor coverage.
Regardless of ancillary device parts and labor coverage, preventive maintenance of these ancillary
devices is limited to inspection and testing via an optionally purchased UPS Power Module (or other
device) preventive maintenance scope of work. There shall be no separate field activity report beyond
the relevant comments from the UPS preventive maintenance report (FAR).
Covered ancillary device types:
ISBM (9395)
SBM – System Bypass Module
SSBM
MBP – Maintenance Bypass Panel
IAC – Integrated Accessories Cabinet
Remote monitor panel
Hot Tie
Parallel cabinet
Battery cabinet and battery breakers (excludes battery jars, cells or battery parts)
Covered components within covered ancillary devices shall include the electronic control portion
designed and built by Eaton (Powerware series) for metering, monitoring, and controls for transferring of
loads. Items covered include logic boards, power supplies, relays, and control circuitry, SSBM displays,
Hot-Tie Display and programmable logic controllers (PLC).
Excluded components within covered ancillary devices shall be: circuit breakers, power quality
metering, transient voltage surge suppressors (TVSS), metering and switches, non-UPS operation related
control circuitry, non-UPS operation related programmable logic controllers (PLC).
Excluded ancillary device types (parts and labor coverage may be optionally purchased):
Batteries (EBM, EBC)
IDC – Integrated Distribution Cabinet
Switchgear (coverage not available for purchase)
STS – Static Transfer Switch device
PDU – Power Distribution Unit
PDR – Power Distribution Rack
RPP – Remote power Panel
EMS-UGK
Battery Disconnect Circuit Breaker
Flywheel
ATS/MTS – Automatic or Manual Transfer Switch
Scope of Work Attachment R-10
Revision 6/12
Page 1 of 2
Agenda Packet Page Number: 103
TVSS – Transient Voltage Surge Suppressor
PFC – Power Factor Correction
ePDU
Racks and cabinets
Software (e.g., Foreseer)
Eaton is a trade name, trademark and/or service mark of Eaton Corporation or its subsidiaries and affiliates.
Scope of Work Attachment R-10
Revision 6/12
Page 2 of 2
Agenda Packet Page Number: 104
Eaton UPS Flex Onsite Service Parts and Labor Coverage
Scope of Work
Attachment R-30
This scope of work is shared by the power quality equipment types listed in the below table. Note the
applicable features vary by type of equipment being contracted and additional scopes of work may be
required. All checks or processes may not be applicable to all equipment types or models.
Equipment Type
Electronics Corrective
Maintenance Coverage
Battery Corrective
Maintenance Coverage
Tech
Support
Eaton 3 Phase UPS
Yes
No
Yes
Eaton 1 Phase UPS
Yes
Yes
Yes
Eaton DC
Yes
No
Yes
Eaton PDU/PDR/RPP/STS
Yes
No
Yes
Flywheel
Yes
No
Yes
Non Eaton equipment (MVS)
Yes
No
Yes
If optionally purchased by Customer within the first three (3) years of a Eaton 3 Phase UPS installation
date (first startup) OR,
If optionally purchased by Customer in conjunction with one or more annual on-site UPS Power Module
Preventive Maintenance SOW R-2 of the same duration, Contractor will provide:
1. Electronics Corrective Maintenance Coverage: Inspection and repair of the electronic portion
of the UPS (or other equipment type), or “Power Module” shall be performed as needed during
the contracted period of maintenance at no extra charge to Purchaser. Remedial maintenance
provided by Contractor shall include, and be expressly limited to, maintenance to the Power
Module, travel expenses, all necessary parts replacement, adjustments and repairs. If the
Purchaser maintains Eaton spare parts at the maintenance site, Contractor may, at its option, use
those spare parts in the performance of Corrective Maintenance and shall replace the spare
parts, which it so uses, at no cost to the Purchaser. Exclusions: certain wear parts are excluded
from electronics corrective coverage including batteries and full capacitor replacement. All
Corrective Maintenance to Battery System, if any, will be in accordance with battery
manufacturers’ warranty or separate agreement, if any. For Flywheel coverage: any failure due
to lack of recommended bearing replacement, vacuum pump replacement (or “major
maintenance” per manufacturer recommendation) will not be included under corrective
maintenance coverage and will be billable at current time and material rates. Eaton 93PM, 9390
and 9395 UPS models have a special policy on capacitor replacements: DC link capacitors are
eligible for inspection and repair at no extra charge (excludes AC capacitors).
Scope of Work Attachment R-30
Revision 12/12
Page 1 of 2
Agenda Packet Page Number: 105
2. Battery Corrective Maintenance Coverage (Limited to 1 Phase UPS Models and BladeUPS):
Inspection and repair of the internal battery portion of the UPS (or other equipment type), or
“Internal Battery” shall be performed as needed during the contracted period of maintenance at
no extra charge to Purchaser. Remedial maintenance provided by Contractor shall include, and
be expressly limited to, maintenance to the Internal Battery, travel expenses, all necessary parts
replacement, adjustments and repairs. External battery coverage, if applicable, must be
purchased separately if external batteries or battery cabinets exist.
3. 7x24 Technical Support: technical support via telephone or email to Contractor shall be
available to answer product or support questions.
4. Customer Web Account Access: Contractor will provide Purchaser with web-based access to
account information and site service records. Access will be password restricted for maximum
security of Purchaser records. A history of service performed, as well as scheduled service calls
will be available.
The Purchaser shall, from the commencement date of the Service Agreement, maintain the UPS Power
Module in accordance with the published operating specifications for the Power Module at the time of
purchase. The Purchaser shall, unless otherwise specified in the Service Agreement, maintain the Battery
System in strict accordance with the Battery System manufacturer’s recommended maintenance
guidelines.
Eaton is a trade name, trademark and/or service mark of Eaton Corporation or its subsidiaries and affiliates.
Scope of Work Attachment R-30
Revision 12/12
Page 2 of 2
Agenda Packet Page Number: 106
Agenda Packet Page Number: 107
POWER ASSOCIATES, INC.
ATTACHMENT B - PROFESSIONAL 9-1-1 REFERENCES
Kevin Kleck
Technical Operations Manager
Tarrant County 9-1-1 Emergency Assistance District
817-820-1170
Cell 817-253-4264
Kim Ward, MPA
9-1-1 Program Coordinator
Houston Galveston Area Council
713-993-2459
Cell 713-562-0792
[email protected]
[email protected]
Brett Schneider, ENP
Operations Manager
Bexar Metro 9-1-1 Network District
210-408-3930
Cell 210-316-4020
Robert Leathers, ENP
9-1-1 Operations Manager
McLennan County 9-1-1 Emergency Assistance District
254-776-8911
Cell 254-315-3911
[email protected]
[email protected]
Billy Blankenship
9-1-1 Technical Sales Consultant – Level 3
AT&T Emergency Services E9-1-1
512-870-4111
Cell 512-496-8921
Justin Evans
Emergency Operations Manager - Radio
Montgomery County Hospital District
Cell 936-537-9309
[email protected]
Martin Saucedo
9-1-1 Technical Sales Consultant – Level 2
AT&T Emergency Services E9-1-1
512-438-6330
Cell 512-632-7990
[email protected]
[email protected]
Michael Grossie
Executive Director
Lubbock Emergency Communication District
806-747-6911
[email protected]
Tony Martinez
9-1-1 Senior Project Manager
AT&T Emergency Services E9-1-1
512-870-2400
Cell 512-633-7947
Laura Torres
9-1-1 Program Manager
Permian Basin Regional Planning Commission
432-563-1061
Cell 432-349-5100
[email protected]
[email protected]
Debra Gee
9-1-1 Senior Project Manager
AT&T Emergency Services E9-1-1
817-884-9468
Cell 817-229-2026
[email protected]
Agenda Packet Page Number: 108
Proprietary Information - Do Not Distribute - Power Associates, Inc.
December 18, 2014
ATTACHMENT C – PRICE SCHEDULE
Agenda Packet Page Number: 109
Tarrant County 9‐1‐1 ‐ UPS Maintenance ‐ 5 Year Contract ‐ Co‐Term to 12‐31‐2019
POWER ASSOCIATES, INC.
Eaton Service ‐ From Current Service Dates ‐ Terminating 12‐31‐2019
Single Phase ‐Calculated by Days
Location
AZLE
BEDFORD
BENBROOK
BURLESON
CROWLEY
DALWORTHINGTON GARDENS
EULESS
EVERMAN
FOREST HILL
GRAPEVINE
KELLER
KENNEDALE
IRVING BACKUP
IRVING BATTERY CAB
IRVING LAKE WORTH
MANSFIELD
PANTEGO
PSAP LAB
PSAP LAB BATTERY CABINET
911 LAB
RIVER OAKS
SAGINAW
SANSOM PARK
TARRANT CO. FIRE ALARM
WATAUGA
WESTOVER HILLS
WESTWORTH VILLAGE
WHITE SETTLEMENT FD
WHITE SETTLEMENT PD
Serial #
BE516T0005
BC261T0009
BE515T0003
BD523T0011
BC332T0005
BC232T0002
BD013T0014
BD515T0001
BD523T0009
BD081T0009
BD141T0003
BC265T0009
BE516T0007
BF343T0006
BD523T0004
BC312T0001
BC342T0004
BD243T0003
EB061T0005
EB052T0002
EB163T0015
BD013T0006
BC342T0005
BE515T0004
BC332T0006
EB304T0039
BD323T0011
BC342T0003
BC293T0030
BC354T0006
Unit Type
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+ 12 Slot Battery CAB
9170+
9170+
9170+
9170+
9170+
9170+ 12 Slot Battery CAB
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
9170+
UPS Size
12
12
12
12
12
9
12
9
12
12
12
12
12
12
12
12
12
9
15
15
12
9
12
12
9
9
9
12
12
12
Current End
4/5/2017
8/4/2015
2/1/2017
8/29/2016
12/16/2015
10/1/2015
5/18/2015
7/25/2016
2/1/2017
9/22/2015
1/6/2015
8/4/2015
10/18/2017
10/18/2017
10/1/2016
10/9/2015
9/14/2015
7/29/2015
10/1/2016
10/1/2016
7/15/2018
6/28/2015
3/11/2015
10/10/2017
9/16/2015
6/10/2015
9/27/2015
9/16/2015
9/16/2015
10/9/2015
New End
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
Unit Cost
$ 6,327.36
$ 10,333.45
$ 6,489.10
$ 8,109.61
$ 9,989.42
$ 8,997.08
$ 10,533.70
$ 7,244.41
$ 6,489.10
$ 10,207.65
$ 10,772.60
$ 10,333.45
$ 5,824.16
$ 3,237.19
$ 8,024.89
$ 10,164.00
$ 10,228.19
$ 9,135.11
$ 8,024.89
$ 4,727.74
$ 3,910.97
$ 9,201.96
$ 10,708.28
$ 5,844.70
$ 9,029.43
$ 9,240.78
$ 9,005.71
$ 10,223.05
$ 10,223.05
$ 10,164.00
**Single Phase Service Price ‐ Includes PAI onsite/remote contract services and 9170+ Alarm Panel warranty extension Single Phase ‐ Subtotal
$ 252,745.03
Three Phase ‐Calculated by Days
Location
ARLINGTON BACKUP
ARLINGTON
FORT WORTH BACKUP
GRAND PRAIRIE EOC
RBU‐CENTRAL
RBU‐CENTRAL
RBU‐NORTHEAST
RBU‐NORTHEAST
RBU‐NORTHWEST
RBU‐NORTHWEST
RBU‐SOUTH
RBU‐SOUTH
Serial #
BD124KXX02
EV083ZBA07
EX471CAA02
BF305KXX06
BE025KXX10
BE025KXX11
BE161KXX10
BE161KXX11
BE123KXX07
BE141KXX03
BG403KXX04
BG172KXX04
Unit Type
9355 ‐ EBM‐36 Jars
9315‐2 CAB‐80 Jars
9390/50‐2 Strings‐80 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
9355 ‐ EBM ‐ 72 Jars
UPS Size
30
80
50
30
30
30
30
30
30
30
30
30
Current End
5/31/2018
3/26/2018
6/7/2016
10/3/2017
3/2/2016
3/2/2016
7/20/2016
7/20/2016
8/5/2016
8/5/2016
11/1/2018
11/1/2018
New End
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
12/31/2019
Unit Cost
$ 6,735.21
$ 11,539.51
$ 18,903.15
$ 11,772.88
$ 16,954.08
$ 16,954.08
$ 16,380.27
$ 16,380.27
$ 16,314.70
$ 16,314.70
$ 4,850.02
$ 4,850.02
** Three Phase Service Price ‐ Includes PAI onsite/remote contract services and failed battery coverage on all three phase units
** Full battery replacement on Three Phase units is considered outside of the service coverage
Three Phase ‐ Subtotal
Total
Agenda Packet Page Number: 110
Proprietary Information ‐ Not for Distribution ‐ Power Associates, Inc.
$ 157,948.89
$ 410,693.92
December 17, 2014
ATTACHMENT D - CUSTOMER TESTIMONIALS
Agenda Packet Page Number: 111
Success Story: Tarrant County 9-1-1 District
Markets Served
Data Centers & IT
One of the critical criteria
was that we needed a
single integrator that
understood the product,
the environmental
aspects, and how to
actually go from concept
all the way to completion
of a full, turn-key solution.
Kevin Kleck, technical operations manager
Eaton answers the call for
complete needs of 9-1-1 center
Location:
Fort Worth, Texas
Segment:
9-1-1 Emergency Services
Problem:
In order to successfully build out a
series of backup data centers, the
county needed a complete power
quality and distribution solution,
coupled with data center enclosures
and furniture.
Solution:
Eaton 9355 UPS, Software, Service,
Racks, Surge Protection Devices,
EMPs, Connectivity, Input Breakers,
Output Panels, Modular Furniture,
Enclosure Systems
Results:
An end-to-end, high reliability
solution was delivered by Eaton,
enabling Tarrant County 9-1-1 to
successfully plan, implement and
complete a potentially complicated
project.
Background
Undeniably, Tarrant County
9-1-1 District is tasked with
an enormous responsibility:
helping to ensure the
ongoing safety of some 2.2
million citizens. In addition to
protecting the population that
resides within the county
boundaries, the district also
provides 9-1-1 services
to several outlying cities.
Handling more than 5,000
calls per day, Tarrant County
9-1-1 District is driven by
its mission to continuously
provide reliable, accurate,
responsive, and effective
emergency communication
networks and services to its
member jurisdictions.
Yet five years ago, the
county’s IT administrators
honed in on an alarming
trend. “The thing we
realized, looking back over
a 10-year span, was that
most of our equipment
failures were related to
power issues,” recalls Kevin
Kleck, technical operations
manager for the district.
“Whether it was a lightning
strike, or an ice storm
knocking out power lines,
or rolling blackouts during
the summer, we started
noticing that our sites were
vulnerable to these types of
outages.”
The realization prompted
the district to seek out
a comprehensive power
protection solution.
With a handful of Eaton®
uninterruptible power
systems (UPSs) already
installed in existing facilities,
Tarrant County turned to an
Eaton channel partner to help
mitigate its various threats.
Agenda Packet Page Number: 112
“That initiative led Tarrant
County 9-1-1 District to
significantly expand our
Eaton offering,” Kleck reveals,
noting that the organization
has since rolled out a wide
range of Eaton power quality
and power distribution
products. “District wide, we
began migrating to more
redundant and fault-tolerant
power systems.”
Challenge
In 2011, after investigating
new technologies that
enable emergency calls to
be dynamically re-routed
to other locations, Tarrant
County 9-1-1 District decided
to establish a regional
backup data center. The
intent behind the new data
center was to provide a
backup site where other
9-1-1 municipalities that did
not have a redundant facility
could relocate operations in
the event of a disaster.
Then, in early 2012, Tarrant
County 9-1-1 District
was faced with a unique
opportunity. A consolidation
of a local city jail that falls
within its coverage area
yielded some coveted open
space in the form of three
jail cells, a site that would
ultimately be designated for
a second backup data center.
“This provided a prime
opportunity for us to
do something disaster
recovery-related there,” says
Kleck. “So we decided to
lease the space from the
city and complete some
modifications to make the
space more data centeroriented.”
In order to successfully
bring the two ventures to
fruition, the district found
that it required an extensive
range of power quality and
distribution products — as
well as the expertise to
merge all of the different
components together.
“One of the critical criteria
was that we needed a
single integrator that
understood the product,
the environmental aspects,
and how to actually go
from concept all the way to
completion of a full, turn-key
solution,” Kleck explains.
Among the primary
challenges of both projects
was how to safeguard the
broad range of critical 9-1-1
equipment that would be
housed at the data center
sites, including controllers,
interfaces to public safety
systems, telephony
equipment and data base
servers.
Tarrant County 9-1-1 District
needed a UPS solution that
would not only deliver the
highest level of reliability,
but also offer the capability
of expanding with the
organization’s plans for
growth. Extended runtime,
small footprint and the
ability to monitor equipment
remotely were other factors
in its decision.
UPS Solution
Tarrant County 9-1-1 District
found everything it was
looking for from Eaton,
beginning with the 9355
UPS. The three-phase unit
delivers superior power
protection, coupled with
scalable configurations that
can be upgraded without
additional hardware to
provide 50 percent more
power. By deploying a pair
of units at each of the two
data center sites, as well as
extended battery cabinets,
the 9-1-1 organization was
able to satisfy its primary
requirements.
“We chose the 9355
because of the kVA level
and the scalability of what it
could go to,” Kleck reports.
“It was a good size match
for what we were trying to
do. We’ve used a lot of Eaton
9170+ units in smaller sites
where we didn’t have as
much potential for growth,
and where we didn’t have
such a need for extended
runtime or capacity. With the
9355, we were really looking
at scalability and futureproofing.”
Another boon for the district
was the 9355’s form factor,
which offers a sleek, endof-row tower design and
the smallest footprint of
any comparable UPS. The
compact unit — which
features standard internal
batteries —was especially
advantageous to the district
at the jail, where the UPSs
had to fit into a small space.
“The size did make a
difference,” says Kleck.
“Because of the unit’s
design, we were able to put
in the 9355s plus an extra
battery cabinet, and still
leave space for a second
battery cabinet should we
need it down the road. We
wanted at least an hour of
runtime in case our generator
didn’t kick on or something,
so the battery scalability was
a big plus.”
Eaton 9355 and External Battery Cabinet with 9355 General Duty
Safety Switch
Agenda Packet Page Number: 113
2
EATON CORPORATION Success Story: Tarrant County 9-1-1 District
The 9355 enables up to four
UPSs to be paralleled for
either capacity or redundancy
using Eaton’s patented
Powerware® Hot Sync®
technology. However, Tarrant
County chose a different
option, configuring the units
as dual power systems.
While both options provide
redundancy, with one UPS
taking over the load in the
event another fails, Tarrant
County chose to attach the
two 9355 units to separate
outlet panels, which in turn
lead to separate input panels
and automatic transfer
switches (ATSs) within the
jail cells.
Tying in the power
infrastructure
The potentially complicated
connection process was
made seamless by deploying
Eaton’s input breakers,
output panels, and automatic
transfer switches, which
provide reliable, rugged,
versatile and compact
assemblies for transferring
essential loads and electrical
distribution systems from
one power source to another.
“We’ve achieved a single
point of merging power and
infrastructure,” notes Kleck.
“Each cell has the capability
of pulling off both UPSs. And
since there’s two of them,
we can dual power any of
our critical systems, and the
other UPS can take over
other load if one ever failed
or needed to be taken offline for maintenance.”
Furthermore, the district
safeguards against the threat
of incoming transient surges
by adding Eaton surge
protection devices upstream
of the UPS. “Before it hits
the UPS, we’ve already
protected it,” explains Kleck.
Bolstering the solution
with monitoring and
management
To gain a clear view of its
network, Tarrant County 9-1-1
District relies on Eaton’s
Intelligent Power® Software
Suite, which incorporates
monitoring and management
of power devices across
the network from a single
interface, as well as
automatic graceful shutdown
in the event of an extended
outage to prevent data loss.
“This is especially critical
since most of our sites are
unmanned and the best way
for us to gain information
in the field is through our
network,” Kleck explains.
“With IPM, we, we are able
to watch the load or any
alarms and traps remotely,
and we’re notified if there’s
any kind of usual event. And
we can also statistically pull
information without actually
physically being there.”
Each of the district’s UPSs
also include an Eaton
ConnectUPS Web/SNMP
network card, which enables
remote monitoring and
provides HTTP, SNMP, SMTP,
WAP, Telnet, SSL, SSH
compatibility and advanced
RS232 communications.
In order to achieve
manageability, monitoring
and automatic transfer
switching, the district also
deployed Eaton’s zero-U
ePDU® models at all
locations, as well as standard
PDUs rack-mounted to
power strips where L5-20P
or L5-30P input is required.
Also operating throughout
the four data center sites
are approximately 50 Eaton
environmental monitoring
probes (EMP), a device
that enables the Web/
SNMP adapters and webenabled ePDUS to monitor
temperature and humidity.
The information from the
EMP is available on the
web interface as well as
through SNMP, with various
notification options and userdefined thresholds.
ConnectUPS-X Web/SNMP Card
Furthermore, the organization
placed Eaton’s modular
furniture in two of the three
data center facilities, as well
as a Paramount Enclosure
in one jail cell. Other Eaton
enclosures and furniture are
deployed within other district
facilities, including Profile
Command Consoles used by
call-takers and dispatchers in
the county’s 9-1-1 center.
More of a good thing
The success of Tarrant
County’s data center venture
gained momentum quickly.
Another site was being
completed to provide a georedundant expansion of the
9-1-1 system. This facility
was designed to house a
data center, as well as the
capability to support a live
9-1-1 call center for agencies
that needed to evacuate their
primary facility. Before the
project was even completed
at the jail — which posed the
most complex installation —
the District requested that
another site be constructed
within a new facility it was
building. That was followed
by revamping a space within
a fourth location oriented
toward providing a backup
location for the Sheriff’s
Department.
“As we had new sites
brought up, we put Eaton
equipment in,” Kleck says.
“All four data centers will
support the 9-1-1 system,
and three of the sites have
twin 9355s.”
One of the greatest
advantages of the overall
project was the ability for
Tarrant County 9-1-1 District
to obtain every piece of its
power quality and distribution
solution from a single
provider.
“In some cases, we needed
a full protection solution
from the utility entrance
to the outlet level,” Kleck
shares. “And in other cases,
where we may not own a
facility but are leasing and
simply have our equipment
placed, we protect as much
as possible. But always, our
primary goal is to protect
the 9-1-1 equipment, and we
have done so with Eaton at
every site.”
Eaton’s channel partner
worked with other local
Eaton representatives to
deliver the complete solution
to Tarrant County 9-1-1.
Acknowledging that it is not
easy to find a single source
capable of meeting all of its
data center power needs
— from UPS protection to
distribution components and
modular furniture — Kleck
reveals that Eaton has come
through, both from a product
and support standpoint.
“The Eaton solution that
we use is certainly meeting
our needs and is exactly
what we were looking for to
help us manage the variety
of locations and sites,”
Kleck reveals. “We were
able to work through all of
the environmental threats
— from power outage to
temperature issues — at
our sites, and we gained a
lot more information and
vantage into those locations.
One of the greatest advantages of the
overall project was the ability for Tarrant
County 9-1-1 District to obtain every
piece of its power quality and distribution
solution from a single provider.
Agenda Packet Page Number: 114
EATON CORPORATION Success Story: Tarrant County 9-1-1 District
3
“The solution not only gives
us diversity and redundancy,
but also provides disaster
recovery so others can
sustain 9-1-1 services in the
event of an emergency,”
Kleck adds.
With a variety of natural
threats facing the four data
centers on an ongoing basis
— ranging from tornadoes to
ice storms — Tarrant County
9-1-1’s new power system
has already been put to the
test more than once.
“We’ve experienced
blackout issues as storms
swept through and we’re
able to watch our sites
still stay functional during
those times,” Kleck reports.
“We get great information
communicated back to us
so we understand exactly
what’s happening at each
site.”
Results
“We like Eaton because of
the reliability, the stability
of the company, and the
quality of products it can
provide,” Kleck sums up,
adding that he also values
the support he receives from
both his local Eaton channel
partner and internal Eaton
representatives.
With its comprehensive
Eaton solution in place,
Tarrant County 9-1-1 District
is now able to:
•
Ensure the ongoing
reliability of its 9-1-1
system between all
locations
•
Provide four disaster
recovery sites where
emergency 9-1-1
operations can be
maintained
•
Expand its UPS solution as
needed with the scalability
of the 9355
•
Remotely monitor and
manage sites with IPM
•
Rely on the expertise
and convenience of a
single source for its
comprehensive power
quality, power distribution,
data center rack, command
and control console needs
Eaton Load Center Panel and 2-post IT rack with Eaton Automatic
Transfer Switch
Learn how Eaton solutions can help
you at Eaton.com/electricalusa.
Eaton Corporation
Electrical Sector
1111 Superior Avenue
Cleveland, OH 44114 USA
Eaton.com
© 2012 Eaton Corporation
All Rights Reserved
Printed in USA
CS083004EN
Agenda
January 2013
Eaton is a registered trademark of
Eaton Corporation.
All other trademarks are property
Packet Page
Number: 115
of their respective owners.
Success Story:
Bexar Metro 9-1-1 Network District
Eaton Answers the Call for
Backup Power
Product:
Eaton 9170+ UPS
®
Location:
San Antonio, Texas
Markets Served:
Metropolitan area
“We are in a business
where seconds count.
Our main concern is
having reliable power
at all times."
- Bill Buchholtz, executive director,
Bexar Metro 9-1-1 Network District
Background
Challenges
The Bexar Metro 9-1-1 Network
District supports the 9-1-1 emergency response services for
three counties in the metropolitan area of San Antonio. As one
of the largest districts in Texas,
its area of responsibility has a
population of approximately 1.6
million people and stretches
beyond 2,600 square miles.
Bexar Metro made a decision
to upgrade its 9-1-1-related
equipment in each call center
with sophisticated software
and highly technical computers.
As part of this initiative, Bexar
Metro was looking for a reliable
backup power solution that
would seamlessly phase into
each of its emergency call
centers over a short period
of time.
Bexar Metro’s responsibility is
to ensure that citizens have the
ability to connect with the appropriate Public Safety Answering
Point (PSAP), or call center, to
dispatch the necessary emergency response needed. The
district acquires, installs and
maintains the specialized equipment, while also managing the
network, database, mapping
and related infrastructure within
each of the 20 PSAPs in its area
of responsibility. With almost
two million calls a year, including life-threatening situations,
reliable power remains critical to
keep the 9-1-1 telecommunications services and infrastructure
operational.
As part of the project, a
reliable uninterruptible power
system (UPS) was needed at
each location since a small
disturbance in utility power
could terminate or prevent 9-1-1
calls from being completed.
“We are in a business where
seconds count. Our main
concern is having reliable power
at all times,” said Bill Buchholtz,
executive director, Bexar Metro
9-1-1 Network District. “Typically
it takes two or three seconds to
bring a generator online during a
power event. These seconds are
critical and we have to bridge
that gap with a dependable UPS
to make sure there is no loss of
power. In our business, we may
receive emergency service calls
at any time and our goal is to be
ready and available for citizens
in distress.”
Agenda Packet Page Number: 116
Brett Schneider, director of
operations, Bexar Metro,
researched different vendors
to ensure that the power
requirements for this extensive
upgrade were met. After a
complete comparative analysis,
he selected Eaton 9170+ singlephase UPSs.
Bexar Metro relied on Eaton's
power expertise to help manage
the power for its mission-critical
applications. “With previous
units, the entire system failed
if the power module went out.
This would result in a loss of
power to the 9-1-1 equipment
on site,” Schneider said. “When
we sought a new backup
solution we wanted a UPS that
was reliable but also resilient
and scalable. The solution
needed an architecture that
could grow to meet our future
demands and we found that
in the Eaton 9170.”
Solution
The Eaton 9170+ single-phase
UPS, with its scalable, modular
and redundant design, offers the
highest level of backup power
protection, power quality and
reliability and lowest cost of
ownership of any UPS power
supply in the 3–18 kVA range.
The 9170+ eliminates systemlevel single point-of-failure; the
logic and power are housed
in the module and not in the
enclosure, making the UPS
inherently redundant.
Bexar Metro worked with
Eaton power specialist Power
Associates, Inc. to develop
the final specifications and
deployment plan. “They are
striving to provide the best
services to their district,” said
Mike Hodde, president, Power
Associates. “Bexar Metro
management selected the
9170+ UPS for its fault-resiliant
features, ability to scale and
extended runtime offerings.”
Based upon previous
experience, Bexar Metro wanted
the ability to monitor all of the
units deployed throughout
the district. With Eaton’s
eNotify Remote Monitoring
and Diagnostics Service, Bexar
Metro has 7x24 monitoring
and on-site support for its UPS
network. “Our IT staff can
now check system availability,
generate monthly reports and
monitor the health of each
UPS,” said Buchholtz. “The
eNotify service is an efficient
way for us to manage and
anticipate any critical events,
especially when we have our
UPSs in multiple locations
across a large geographic area.”
Implementation
As part of the multi-phase
process to upgrade to the
9-1-1-related equipment that
supports each call center, Bexar
Metro worked closely with
Power Associates to develop
an installation schedule for the
UPSs. “It was a significant
time-phased operation,”
said Buchholtz. “Between
construction, electrical work,
fiber and new equipment
installations and connecting the
network, we decided to make
the UPSs a top priority because
we wanted to secure reliable
power before we installed the
high-tech computers.”
During the planning process,
Bexar Metro worked with Power
Associates and electricians to
identify potential site issues and
develop an implementation plan
for the 9170+ UPSs, electrical
panels and bypasses in each
of the call centers. Of the 20
emergency call centers Bexar
Metro is responsible for, they
installed 9170+ UPSs in 15
locations and intend to upgrade
the remaining locations in the
near future. The team worked at
a rapid pace of one installation
per day.
Results
With the 9170+ UPSs in place,
Bexar Metro has the ability to
deliver reliable, scalable and
consistent power protection
to support 9-1-1 emergency
response services for 1.6 million
citizens in the San Antonio
metropolitian area.
Bexar Metro does not anticipate
the need for additional 9-1-1
call centers although its
expectations are that call volume
will increase with population
growth. Consequently, the
company sized its installations to
enable expanding the number of
call-taking stations with minimal
changes to infracturcture.
“Bexar Metro is a prime
example of a customer that has
planned for the future. They
installed enough equipment
to handle today’s needs but
are also positioned to scale
their power needs for years to
come,” said Hodde.
As a result of the new
infrastructure deployment, Bexar
Metro can now:
• Eliminate single point-of-failure
with N+X power and logic
redundancy
• Ensure extended runtimes
during a power disturbance
• Monitor the health of each
UPS in different locations with
Eaton’s eNotify services
• Grow as its IT environment
changes by incorporating the
scalable design of the 3 kVA
power modules and batteries
“Emergency call center
supervisors have gone out of
their way to tell us about their
equipment functioning flawlessly
during a power failure, thanks to
the UPSs,” said Schneider.
Eaton Corporation
Electrical Group
8609 Six Forks Road
Raleigh, NC 27614
Toll free: 1.800.356.5794
or 919.872.3020
www.eaton.com/powerware
© 2008 Eaton Corporation
All Rights Reserved
Printed in USA
Publication No. COR80CSS
December 2008
Agenda Packet Page Number: 117
Eaton and PowerChain Management are registered trademarks of Eaton Corporation.
All other trademarks are property of their
respective owners.
Tarrant County 9-1-1 District
Board Communication
DATE:
RN:
February 17, 2015
15-001
SUBJECT:
Discuss and take appropriate action concerning PSAP Assistance Program
Applications
KEY STRATEGIC MEASURE:
This item supports KSM number I, Maintain Sound Governance.
RECOMMENDATION:
The PSAP Assistance Program Funding Committee approved the following
application and recommends Board approval:
Tarrant County (15036) – $25,210 (Various Communications Center Upgrades)
DISCUSSION:
The applications listed above require your approval due to its size, to comply with
the District Purchasing Policy.
FISCAL INFORMATION/CERTIFICATION:
Acct
Number
5415-GP
Acct
Description
Contract &
other service
(PSAP
Assistance
Program)
Amount
Budgeted
Previously
Expended
Purchase
Request
Remaining
Budget
$1,000,000.00
$603,926.79
$25,210.00
$370,863.21
Submitted for Agenda by:
Greg Petrey (817-820-1188)
Additional Information Contact:
Greg Petrey (817-820-1188)
Agenda Packet Page Number: 118
Eric Metcalf
Tarrant County Sheriff's Office
Center Upgrades and Refurbishment
TC9-1-1 PSAP Assistance Program - FY2015
Grant #: 15036
Tarrant County Sheriff's Office
200 Taylor St
Fort Worth, Texas
Dr Eric Metcalf
200 Taylor St
Fort Worth, TX 76102
Printed On: 18 February 2015
[email protected]
TC9-1-1 PSAP Assistance Program - FY2015
Agenda Packet Page Number: 119
1
Eric Metcalf
Tarrant County Sheriff's Office
Application Form
Report Fields
Project Name*
Name of Project
Center Upgrades and Refurbishment
Project Description*
Description of Project
The project contains several components to upgrade operating components of the Tarrant County
Sheriff's Office Communications Center, or to replace failing equipment related to said center. Replacement
items include a networked color laser printer for the communications supervisors, which is critical for
production of training materials and missing persons information, and a refrigerator for the storage of food
for the Communications personnel on duty, especially in long-duration operations. Upgrades to the center
proposed include a central vacuum system, two additional television monitors, upgraded computer monitors
and replacing the current swing-arms for the 9-1-1 District CPE with fixed monitor arms. The project also
includes the first year of a phased replacement program for the extended use chairs, previously purchased
with 9-1-1 District PSAP Assistance funds.
Amount Requested*
Amount Requested
$25,210.00
Application ID Number
Application ID Number
15036
Funding Request
Supporting Documentation*
Please attached all bids or quotations concerning this request
Quotes.pdf
Supporting Documentation (optional)
Please attached all bids or quotations concerning this request
Supporting Documentation (optional)
Please attached all bids or quotations concerning this request
Printed On: 18 February 2015
TC9-1-1 PSAP Assistance Program - FY2015
Agenda Packet Page Number: 120
2
Eric Metcalf
Tarrant County Sheriff's Office
Certification*
Applicant certifies that, to the best of their knowledge and belief, the data in this application is true and accurate,
the document has been duly authorized by the applying agency, and the applicant and agency will comply with the
guidelines established by the PSAP Assistance Program, if the application is approved.
Yes
Electronic Signature*
By typing my name in the box below, I understand that I am electronically signing this application:
Eric S. Metcalf, Ph.D.
Printed On: 18 February 2015
TC9-1-1 PSAP Assistance Program - FY2015
Agenda Packet Page Number: 121
3
Eric Metcalf
Tarrant County Sheriff's Office
File Attachment Summary
Applicant File Uploads
• Quotes.pdf
Printed On: 18 February 2015
TC9-1-1 PSAP Assistance Program - FY2015
Agenda Packet Page Number: 122
4
Agenda Packet Page Number: 123
Agenda Packet Page Number: 124
Agenda Packet Page Number: 125
Agenda Packet Page Number: 126
OE400SPS
QUOTE NO.
ACCOUNT NO.
DATE
FVVT904
0457485
1/16/2015
SHIP TO:
BILL TO:
TARRANT COUNTY
100 E WEATHERFORD ST RM 506
TARRANT COUNTY
200 TAYLOR ST
Accounts Payable
FORT WORTH , TX 76196-0001
FORT WORTH , TX 76196-0208
Contact: SCOTT
CERMAK
817.212.6984
Customer Phone #817.884.1145
Customer P.O. # FVVT904 QUOTE
ACCOUNT MANAGER
SHIPPING METHOD
DAVE EDWARDS 877.274.3443
QTY
1
ITEM NO.
3167797
AIT - Deferred, 3-5 Days
TERMS
Net 30 Days-Govt
State/Local
DESCRIPTION
HP COLOR LJ ENT M750DN
Mfg#: D3L09A#BGJ
Contract: Texas HP DIR TSO 2538
DIR-TSO-2538
SUBTOTAL
FREIGHT
TAX
EXEMPTION CERTIFICATE
GOVT-EXEMPT
UNIT PRICE
EXTENDED PRICE
2,427.30
2,427.30
2,427.30
0.00
0.00
2,427.30
Please remit payment to:
CDW Government
230 North Milwaukee Ave.
Vernon Hills, IL 60061
Fax: 312.752.3902
This quote is subject to CDW's Terms and ConditionsAgenda
of Sales
and
Service
Projects
at
Packet
Page
Number:
127
http://www.cdwg.com/content/terms-conditions/product-sales.aspx
For more information, contact a CDW account manager.
CDW Government
75 Remittance Drive
Suite 1515
Chicago, IL 60675-1515
Agenda Packet Page Number: 128
Agenda Packet Page Number: 129
Agenda Packet Page Number: 130
Agenda Packet Page Number: 131