PREPARED FOR
City Of San Leandro ("Subscriber")
Jennifer Auletta
Deputy Public Works Director
14200 Chapman Rd
San Leandro, CA 94578
PREPARED BY
Brightly Software Inc ("Company")
11000 Regency Parkway, Suite 400
Cary, NC 27518
Dude Solutions is now Brightly. Same world-class software, new look and feel.
Meet Brightly at brightlysoftware.com
PUBLISHED ON
September 26, 2022
1 Q-312828
Service Term: 66 months (01/01/2023 - 06/30/2028)
Services
Services Invoice - Year 1
Item Start Date End Date Investment
Capital Predictor Enterprise 1/1/2023 6/30/2023 4,816.31 USD Subscription
Year 1 Total: 4,816.31 USD
The Services invoice for Year 1 will be issued upon acceptance of the Order Form. Subsequent Services Invoices will be sent annually.
*3 months included at no charge on the first invoice.
Professional Services
Capital Predictor Enterprise Implementation 16,840.00 USD Facility Condition Assessment for 553000.0 Square Feet 65,010.68 USD Equipment Barcode Tagging 8,798.23 USD
Professional Services
Year 1 Total: 90,648.91 USD
Total Year 1 Services & Professional Services 95,465.22 USD Q-312828
Remaining Services Invoices
Item Annual period Beginning Investment
Year 2 7/1/2023 19,843.19 USD
Year 3 7/1/2024 20,438.48 USD
2 Year 4 7/1/2025 21,051.64 USD
Year 5 7/1/2026 21,683.19 USD
Year 6 7/1/2027 22,333.68 USD
3 Predictor Enterprise Model Development -
Statement of Work
Starter Package
Purpose
The purpose of the Predictor Enterprise Model Development, as scoped herein, is to build the working firstgeneration asset lifecycle model* required to realize the value that a Predictor Enterprise subscription has to offer in support of the Client's infrastructure investment planning processes. To facilitate this outcome, a Brightly's (Company) Selected Consultant (Consultant) will use their expertise along with the Client's provided data and input, to develop a lifecycle model.
Value
By partnering with Brightly, you are provided expert consulting and configuration of Predictor Enterprise. In summary, the scope of the proposed Predictor Enterprise Model Development Service includes:
• Consultant to build lifecycle model(s) for the asset class(es) identified in this SOW and using the Client's data;
• Client data loaded into the lifecycle model(s) in Predictor using the asset class(es) identified in this SOW and using the Client's data and input;
• One (1) month of online support provided directly by the Consultant. This service is designed to provide Client staff with assistance in matters related to reporting; troubleshooting, and refining the previously delivered lifecycle model(s);
*A "first-generation lifecycle model" is a fully functional Predictor Enterprise lifecycle model that can be used to present reports and explore the functional aspects of Predictor Enterprise software.
However, the term ‘first-generation' is used to qualify that the while the model is built using the Consultant's expertise, it may not yet be mature or accurate enough for actual decision-making purposes since additional client input is required. Also note that a single model applies to a single asset class. For example, a model built for pavement would not include information about signage or street markings.
Per this scope of services, a lifecycle model will be developed for the asset class(es) identified below:
• Facilities
Methodology and Approach
Task 1: Pre-Workshop Kick-Off Meeting and Preparation
Consultant will work with the Client's designated Project Manager to facilitate a Kick-Off Meeting and prepare themselves and the Client's project team for the data gathering.
Sub-Task 1.1: Kick-Off Meeting
4 [Remote Task: up to 2 hours duration]
The purpose of the Kick-Off Meeting is to:
1. Review project goals and objectives;
2. Review data requirements;
3. Review available data sources and decision support criteria;
4. Address any scope, logistical, or scheduling questions.
Sub-Task 1.2: Initial Model Preparation
[Remote Task: duration is as needed, not to exceed 16 hours] Project preparation tasks during this phase of the project will include:
1. Consultant will review relevant information provided by the Client, including data sources (such as GIS), decision support processes, plans, assessment reports, and other information that will be beneficial to the project outcomes. Consultant will advise Client of any schema or data changes required for a successful model. Consultant may make assumptions or calculate additional fields so the model may proceed to be built in a timely manner if required changes to source data are not completed by the Client in a timely manner.
2. Access to Company online Predictor Enterprise resources will be provided. An email will be issued to designated Client staff with links to access the software, Knowledge Base, and eLearning videos. A meeting with a Client IT representative may be necessary if there are any installation questions.
Client Responsibilities
1. Designate a Project Manager. This person will interact directly with the Consultant to set meeting times, coordinate staff, direct feedback, approve invoices and other tasks as required to help keep the project on track.
2. Determine who will participate in the data gathering and model review. Company suggests that participants include both personnel who are actively involved in plan decision making and personnel who are responsible for managing data that contributes to the decision-making processes.
3. Determine and assemble data sources that will be used in Predictor Enterprise. This should include any existing condition rating systems, decision support criteria used to determine repair, rehabilitate, & replace, and budget & planning strategies. These resources will be provided to the Consultant for review prior to the initial model preparation.
4. Complete data schema and/or data updates recommended by the consultant and provide updated data to Consultant.
5. Consultant will host any required meetings using online screen sharing software (WebEx, Zoom, or similar). The Client is responsible for ensuring remote access for all Client participants.
Deliverables
1. A remotely facilitated Project Kick-Off Meeting, up to two (2) hours in duration, to be facilitated by Company's Solutions Consultant and attended by applicable Client and Consultant team members. 5 Task 2: Lifecycle Model Building
[Remote Task: Two-day duration]
Consultant will utilize Client data and input to refine the asset lifecycle model for the scoped asset(s).
The format is as follows:
1. Initial Model Presentation and Discussion
Workshop Session 1: (3 hours)
Participants: Senior Managers, Asset System Managers and their designee(s), GIS staff, Project Manager Consultant will step the workshop participants through the initial model, explaining the criteria used and the results. This will include:
a. Treatment parameters. The types of treatments that are currently being used, criteria for triggering treatments, and treatment effects.
b. Service State (aka Condition) criteria. Criteria for determining the service state of assets, including condition scoring, likelihood of failure, age, and other criteria as it would be used for decision making. c. Lifecycle criteria such as material, size, location, era of installation, and other criteria that contributes toward defining the life expectancy of assets.
d. Degradation Profile. The deterioration curve of the asset(s). e. Decision criteria. Additional decision criteria other than service state that will be used in the lifecycle model. Examples include material, criticality, capacity, location etc. f. Decision Model. How all the criteria come together to trigger treatments and their effects in a decision model.
g. Costing data for each treatment, which are determined in the unit of measure for the asset(s). h. Budget caps. At least one simulation should be built on existing budgets. Other simulations may be created that vary the budget amounts.
i. Data structure. Evaluate how the Client's data matches up to the decision criteria. Make note of modifications that may need to be performed.
j. Forced projects. Any projects that the Client is already committed to may be identified and forced to happen in the designated year in the model simulation.
Client will have the opportunity to provide some input for the model during this session, which may be incorporated at the Consultant's sole discretion to further enhance the initial model.
Client Responsibilities
1. Consultant will host the meetings using online screen sharing software (WebEx, Zoom, or similar). The 6 Client is responsible for ensuring remote access for all Client participants.
2. Client staff should arrive prepared with all digital and paper-based information deemed relevant to the workshop.
Deliverables
1. Remote Workshop session facilitated by an Company Selected Consultant as described herein.
2. Predictor Enterprise model files as developed.
3. Copies of any data that has been modified during the process.
Task 3: Post Workshop Support
[Remote Task: duration is as needed, not to exceed 16 hours] During the one (1) month period immediately following delivery of the first-generation Predictor Enterprise lifecycle models, the Consultant will remain the primary contact for support as it becomes desired by the Client staff who participated in the Task 2 workshop. The purpose of this support period is to provide Client staff an opportunity to ask questions on the lifecycle model(s), reports, data, or other material deemed necessary by the Client to extend the value of the Predictor Enterprise subscription. This support is in addition to Company's standard support services.
1. All support will be provided through email, scheduled online meetings, and phone conferences. The Client Project Manager will schedule the support activities with the Company Solutions Selected Consultant prior to each event.
2. At Consultant's sole discretion, the Consultant may engage in some additional development of lifecycle models, reports, or other material in consultation with the Client as deemed appropriate.
3. Support are limited to staff who participate in the workshop, but the services provided by Consultant during this phase includes help for workshop participants to communicate to other Client staff.
Project Assumptions
Company has made the following general assumptions in this SOW to derive the estimated cost for this project.
It is the responsibility of Client to validate these assumptions, which include Client responsibilities before signing the Acceptance. Deviations from these assumptions may impact Company's ability to successfully complete the project. Any changes in scope, schedule, or costs will be documented by the Project Coordinator, whether there is a cost impact or not.
• Company and Consultant are not responsible for delays caused by missing data or other configuration information that is required to be available prior to the consulting service. Having the requested data and configuration information available prior to the consulting service may minimize delays so progress can be made quickly.
• Client shall use best efforts to Identify of all project-related key information to allow the project schedules to begin on time. Any changes to key information after Project kickoff may require a Change Controls.
7 • Parties agree to provide timely responses to task-related emails or phone calls to enable on-time completion of all assignments.
• At least 24-hour notice cancellation shall be given by the Parties if required members for any scheduled meeting cannot attend. This shall allow sufficient time to cancel/re-schedule the meeting as soon as possible to keep the project on schedule.
• Prerequisite data gathering, which may relate to an orientation call or requirements gathering meeting, must be completed prior to the scheduled meeting. A productive meeting requires that the data gathering be complete in advance of the meeting.
Excluded from Services
For the avoidance of doubt, the following services are not included:
• Unless otherwise included in the Consulting service, evaluation of your current practices, policies, procedures, or personnel for the purposes of performance or other improvements. • Troubleshooting any issues related to your IT infrastructure, including computer software not provided by Brightly and/or GIS or other systems.
• Migration of data from other systems or locations, unless specified on the Order Form. • Updating any of your source data.
• Export of data to any other systems or third parties other than those specified on the Order Form. • Training in Predictor software/model development.
Milestone Billing - Invoice Schedule
Invoicing for the Predictor Enterprise Model Development service will be provided as delivery milestones are.
Below is the schedule for the billing milestones and the related percentage.
Predictor Enterprise Model
Development Milestones
Description Percentage
Kickoff and Data Gathering Kickoff meeting and initial model preparation (Task 1) 50% Workshop Sessions and Wrap
Up
Lifecycle model building, workshop sessions and wrap up (Task 2) 50% 8 Facility Condition Assessment Scope of Work
Purpose
Brightly's ("Company") facility condition assessment ("FCA") is a visual assessment evaluating the facility systems based on the following Standard Scope of Work ("SOW"). This FCA service will collect data on major facility assets, as well as provide narratives that summarize assessment observations and comments. An inventory of Equipment Items as well as a forecast model of upcoming System/Sub-System replacements will be imported into Company's work & asset management, capital forecasting and capital prediction software solutions as set forth on the applicable Order Form.
Value
By partnering with Company you not only gain the engineering expertise of Company's Service Providers; you also are provided with assurance that the data collected as a result of the facility condition assessment is properly integrated into your Company software applications. Company has successfully completed more than 800 projects ranging from Facility Condition Assessments, Asset Inventory Collection (including barcoding) and preventive maintenance schedule creation. Our methodology provides you with confidence to make better data, decision-making on both short-term and long-term capital investment needs of your organization.
Deliverables
All FCA's will include a deliverable containing the following items:
• Narrative report with descriptions of major systems and corresponding conditions • Primary digital photos of key components and deficiencies are included in the narrative • 20-year capital Reserve table with System/Sub-System replacement costs and dates • Import of Systems-level detail into client's Company capital forecasting/prediction solution • Import major Equipment Items into client's Company work & asset management solution.
Methodology and Approach
A Certified Company Service Provider will collect, document, and analyze the facilities assessment data to achieve the following:
• At the start of each building or facility assessment we will interview client's staff to understand what improvements have been made in the last three years, what improvements are planned in the next three years and known problems that may exist.
• Inventory all major building equipment including quantity, size, asset tag number, manufacturer, model and serial number.
• Identify deficient conditions in terms of deferred maintenance and building condition. • Provide a reasonable cost analysis for the above-mentioned efforts. • For single building projects, provide a report for the property that details the assessment data. • For multi-building projects, data will be collected from every building in the portfolio. The narrative report will include an executive role up for all sites included with the service.
The field data collection will be performed at an individual and system level as described below:
9 1. Detailed data collection of individual equipment items will be captured to build an equipment inventory which will be imported into Company's work & asset management solution as defined in the Asset Inventory and System/Component table below.
2. A condition assessment of major building systems, including HVAC, Electrical, Plumbing, Roofing, Site Paving, Vertical Transportation, Structural and Building Envelope to be imported into Company's capital forecasting/prediction solution as defined in the Asset Inventory and System/Component table below.
1. HVAC equipment items only will also be tracked in the capital forecast or prediction solution as specific Sub-Systems. For these items, Make/Model/Serial Number will be captured and tracked in the Equipment Inventory, and the item will also be included as a Sub-System.
2. All other major Systems will be collected at the Systems Level in Company's capital forecasting solution as a general Sub-Systems.
Asset Inventory and Systems/Component Table
The following table defines the standard SOW that will be followed to capture the equipment data used to build the Equipment Inventory, which will be imported into the Work & Asset Management Solution as well as the System-Sub-System data used to build the Capital Reserve Table that will be imported into the capital forecasting or prediction solution.
Table Column Header Descriptions
Individual or System Level Capture
• Individual = Item will be collected individually
• System = Item will be grouped by system or sub-system, location will correspond to the associated building structure
Item Represented in Capital Forecasting or Prediction solution? Y/N • No = Cost information related to individually captured items will be provided at a system or sub-system level only in capital forecasting or prediction solution Included in Equipment Inventory? Y/N
• No = Item will not be setup in the work & asset management solution *Items captured as a system will be setup as a single equipment inventory item so that work can be tracked against it.
Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Exterior Systems
10 Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Exterior Doors System Level Yes No
Exterior Walls
(Finish) System Level Yes No
Exterior Windows System Level Yes No
Roofing System Level Yes No
Electrical
Automatic Transfer
Switch Individual No Yes
Make/Model/Serial number will be
captured when available
Electric Door
Systems
Individual No Yes Exterior Doors Only
Emergency
Generators
Individual No Yes
Must be Permanently Installed, does
not include mobile units
Main Distribution
Panels Individual No Yes
Primary panel bringing utility into
building only
Motor Control
Centers
Individual No Yes
Switchgear Individual No Yes
Transformers Individual No Yes
Primary Service to Building (Must be
Client Owned)
Breakers, switches
or starters
Not Included in Service
Individual light
fixtures (emergency,
exterior, etc.)
Not Included in Service
Motors Not Included in Service
Portable
Generators
Not Included in Service
11 Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Secondary Electrical
Panels Not Included in Service
VFDs Not Included in Service
Emergency BackUp Lights System Level Yes YesCost model based upon building SQ FT cost
Lighted Exit Signs System Level Yes Yes
Equipment
Commercial
Laundry (washers,
dryers)
Individual No Yes
Commercial Trash
Compactors
Individual No Yes
Client-Owned, Permanentlyinstalled facility infrastructure units only
Residential Type
Appliances, Shop
Tools and
Equipment
Not Included in Service
Residential Washer/Dryers,
Refrigerators, Microwaves and
Ranges Not Included
Exterior Enclosure
Garage Door &
Garage Door
Opener
Individual No Yes
Commercial Type Garage Openers
Only (Excludes Residential single
care garage doors)
Fire Protection
Eyewash / Safety
Showers Individual No Yes Permanently Installed Items
Fire Pump Individual No Yes
Main Fire Pump and Jockey Pumps
greater than 1 HP
Main Fire Panel Individual No Yes
Fire valves,
hydrants Not Included in Service Included in Alarm System SF Cost 12 Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Smoke detectors,
horn strobes Not Included in Service Included in Alarm System SF Cost AEDs System Level Yes Yes
Fire Alarm System System Level Yes Yes Barcode applied to Main Fire Panel Fire Extinguishers System Level Yes Yes
Specialty Fire
Suppression
System
System Level Yes Yes Kitchen-Style Suppression System
Sprinkler System System Level Yes Yes
HVAC
Air Handling Units Individual Yes Yes Includes Rooftop and Ground Boilers Individual Yes Yes
Building Automation
System
Individual Yes Yes
Chilled Water
pumps
Individual Yes Yes
Chillers Individual Yes Yes
Cooling Tower
pumps
Individual Yes Yes
Cooling Towers Individual Yes Yes
Deaerators Individual Yes Yes
Energy Recovery
Units
Individual Yes Yes
Exhaust Fans Individual Yes Yes Rooftop Only
Exhaust hoods Individual Yes Yes
Furnaces Individual Yes Yes Non-Residential
13 Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Heat Pumps Individual Yes Yes
Make/Model/Serial number will be
captured for both interior and
exterior when accessible; otherwise
it will be captured as one single cost
and item
Hot Water pumps Individual Yes Yes
Make Up Air Units Individual Yes Yes
Package AC Units Individual Yes Yes Includes Rooftop and Ground Split Systems Individual Yes Yes
Ductless Split Systems will be
captured as one single item. The
barcode will be located on the
exterior unit
Unit Heaters Individual Yes Yes
Fan Coil Units* Individual Yes Yes
Included in the service and
quantified based on client supplied
data and/or drawings only. *No
visual capture.
Unit Ventilators* Individual Yes Yes
Included in the service and
quantified based on client supplied
data and/or drawings only. *No
visual capture.
VAV Boxes* Individual Yes Yes
Included in the service and
quantified based on client supplied
data and/or drawings only. *No
visual capture.
Window Units Not Included in Service
Radiators Not Included in Service
Thermostatic
Controls Not Included in Service
Interior Systems
14 Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Interior Ceiling System Level Yes No
Interior Doors System Level Yes No
Interior Floor System Level Yes No
Interior Walls System Level Yes No
Kitchen
Dishwashers Individual No Yes Commercial-Style, non-residential Freezer (Walk In,
Reach In) Individual No Yes
Grease Traps Individual No Yes
Will not receive a barcode if
barcoding services is included
Large Kitchen
Equipment
Individual No Yes Valued above $2,000
Oven, Stoves Individual No Yes
Refrigerator (Walk
In, Reach In) Individual No Yes Commercial-Style, non-residential Broilers, Grills,
Fryers
Individual No Yes Valued above $2,000
Counter Top
Appliances Not Included in Service
Cutlery Not Included in Service
Tables, Racks Not Included in Service
Plumbing
Domestic Hot Water
Heaters
Individual No Yes
80 Gallons and Above. Does not
include Instant Hot Water Heaters
Domestic Water
Booster Pumps
Individual No Yes 1 HP and above
15 Sub-System
Individual
or System
Level
Capture
Item Represented
in Capital
Forecasting? (Y/N)
Included in
Equipment
Inventory? (Y/
N)
Comments
Hot Water Storage
Tank Individual No Yes
Main Backflow
Preventer
Individual No Yes
Includes Domestic and Fire
Suppression
Sump Pumps Individual No Yes
Fixtures System Level Yes No
Filters Not Included in Service
Strainers Not Included in Service
Valves Not Included in Service
Site
Improvements
Drainage Systems System Level Yes No
Parking, Paving ,
Sidewalks System Level Yes No
Utilities System Level Yes No
Under the floor, behind the wall
related items – electrical
distribution,
Domestic water/sewer &
HVAC Ductwork. Cost
per sq. ft. estimation for
replacement/rehab.
Vertical
Transportation
Dumb Waiter Individual No Yes
Elevators Individual No Yes
Escalators Individual No Yes
16 For the Equipment Items and Systems/Sub-Systems listed in the Asset Inventory and Systems/Component Table above, the following attributes will be captured as follows depending on whether the item is included in the Equipment Inventory and/or as a General or Specific System Component of the Capital Forecast or Capital Prediction solution:
Work & Asset Management Data
Population (Y/N)
Capital Forecasting Data Population
(Y/N)
Field Name Equipment Items General SubSystemSpecific Sub-System Y*
Equipment Item Number Y N
Corresponding
Equipment Item
Number will replace
Sub-System ID
N*
System-Component ID N Y
Corresponding
Equipment Item
Number will replace
Sub-System ID
Site/Location/Building
Name
Y Y Y
Description Y Y Y
System/Sub-System N Y Y
Classification/Type Y N N
Unit of Measure N Y Y
Quantity N Y Y
Unit Cost N Y Y
N*
Manu/Model/Serial
Numbers Y N Will be included on
Individual Equipment
Record
17 Work & Asset Management Data
Population (Y/N)
Capital Forecasting Data Population
(Y/N)
Field Name Equipment Items General SubSystemSpecific Sub-System Tag
(if available)
Y N N
Date In Service
(if available)
Y Y Y
Condition Y Y Y
Estimated Replacement
Cost
Y Y Y
Estimated Next
Replacement Date Y Y Y
Life Cycle Y Y Y
Included in 20-year Capital
Forecast?
N Y Y
Evaluation
At the conclusion of the assessment(s), the Company Service Provider will prepare reports as described above that include:
• A general description of the property and improvements and comment generally on observed conditions.
• Comments for components that are exhibiting deferred maintenance issues and provide estimates for "immediate" and "capital repair" costs based on observed conditions, available maintenance history and industry-standard useful life estimates. If applicable, this analysis will include the review of any available documents pertaining to capital improvements completed within the last three years, or currently under contract. The Company Service Provider shall also inquire about available maintenance records and procedures and interview current available on-site maintenance staff. • A schedule for recommended replacement or repairs (schedule of priorities). • Address critical repairs separately from repairs anticipated over the term of the analysis. • A FCI index number for each building.
• A twenty year capital plan with an Executive Summary with graphic presentation of results to provide a quick, "userfriendly" summary of the property's observed condition and estimated costs assigned by category.
Cost Estimating
18 Each single building report will include an estimated cost for each System/Sub-System repair or replacement anticipated during the evaluation term. The capital needs analysis will be presented as an Excel-based cost table that includes a summary of the description of each component, the age and estimated remaining useful life, the anticipated year of repair or replacement, quantity, unit cost and total cost for the repair of each line item. A consolidated Capital Needs Analysis will be presented that includes all anticipated capital needs for all buildings.
In addition to the detailed description of the deficiencies, we will provide cost estimates for the deficiencies noted. The cost estimate for capital deficiencies will be based on the estimate for maintenance and repair.
Project management costs, construction fees, and design fees will be derived using actual costs from previous projects, if available.
Company Service Providers use the ASTM Uniformat II system for categorization and a proprietary blend of national prevailing industry-standard cost models for cost estimating. Company also maintains and updates our cost estimating system with information received from the field. Through our construction monitoring work, we have current cost data from hundreds of in-progress construction and rehabilitation projects. This allows us to project costs based on local conditions and to maintain a cost database that in most cases is more current than published models.
Assumptions
• Average building square footage is greater than 10,000 sq. feet. If average square footage of all buildings to be included to receive the service is less than 10,000 sq. feet, custom pricing is needed.
• All buildings are located within one primary geographic zone/region (Example – School District, Higher Education, Main Campus, and Town). If multiple or scattered locations across the state are to receive the service a custom quote must be obtained. (Example – Multiple Higher Education Satellite Campuses locations, State Department Agencies)
• Residence Halls – A sampling would be based upon visits to approx. 20% of the rooms. When calculating the projected replacement cost of the in-residence items, these items will be treated as a system. A cost based upon the sampling will be generated for the system. Individual in-room collection of assets would not be provided, if desired a custom quote would be needed. • Reconciliation of existing equipment in Company work & asset management solutions and updating of historical records will not be performed. If reconciliation is required this is subject to additional costs depending upon the amount of changes requested.
• Capture of Data plate information is subject to readily accessible, legible information plate. • Company team members make final determination of whether areas housing assets are safely accessible for data collection.
• Company team members will not move assets or interfere with asset functionality to collect nameplate information.
• All Data on SOW is captured at the asset level – subcomponents of assets listed on the SOW will not be captured.
• Equipment not in service or identified as "Run-to-Fail" are excluded from data gathering service unless inventory is required for compliance purposes.
Client Responsibility
19 1. Client will provide the needed input, resources, and documentation to support the tasks of the service and associated timelines for delivery of the service.
2. Any data to be migrated from client drawings or spreadsheets has to be provided to the Company Service Provider within 15 business days of completion of onsite activity.
3. Client will review and provide any feedback related to data sent to them for review by Company Service Provider or Company within 15 business days or unless otherwise determined.
4. If Data is not reviewed within the 15 business day time period Company will assume that the Data provided by the Company Service Provider is approved and will load into the client's software.
5. Client will be responsible for scheduling and coordinating all meetings and interviews involving other teams, departments, management teams or other necessary resources required for the success of this project.
6. Client will provide adequate access to working facilities (i.e., access badge, parking pass), if specific authorization or clearance is required client will notify Company and/or Company Service Provider in advance of onsite.
7. Client will ensure that the Company Service Provider is granted accessibility to the facilities and/or systems required to conduct the necessary work defined in this SOW. If Company Service Provider is not granted access to all areas, this could result in missed information gathering and/or delays in implementation timelines. For Flat Roofs, this means providing the Company Service Providers with access to a ladder so that they are able to conduct a visual assessment.
8. Client will ensure that the Company Service Provider is granted accessibility to Company Software, for Clients with Connect Authenticate/Single Sign On this may require your Technology Team to setup the Company Service Provider in your organizations Identity Provider service.
9. Client will provide a knowledgeable escort for work defined in this SOW and access to personnel as necessary.
10. Reconciliation of existing equipment in Company work & asset management solutions and cleanup of historical records and/or data within the software is subject to additional costs depending upon the amount of changes requested.
11. Company is not responsible for reconciliation of portable or moveable assets after onsite collection is performed.
12. Addition of Equipment Barcode Tagging services must be purchased prior to onsite activity by the Company Service Provider and is not included in the Standard FCA SOW.
Milestone Billing - Invoice Schedule
Invoicing for the Facility Condition Assessment service will be provided as delivery milestones are completed for projects equal or greater than 154,000 square feet. Below is the schedule for the billing milestones and the related percentage.
20 Facility Condition
Assessment
Milestones
Description Percentage
Mobilization Project acquisition template set up, Vendor kickoff call with client, Travel arrangement costs; other miscellaneous pre-visit preparation 15%
On-Site Field Data
Capture
Project launch meeting with client first day of onsite, acquisition of data to Scope of Work at all locations included in project, and closing meeting at end of onsite activity to confirm completion and review next step actions. 35%
Data Management
Data activity, including quality assurance and control that occurs after field work is completed to produce the data file. 35%
Report
Creation and delivery of final narrative reports (FCA), and data files (FCA/ Data Gathering) to client. 15%
*If project is greater than 1.5M Square feet additional milestones will be leveraged.
Equipment Inventory Barcoding Service
Purpose
The Equipment Inventory Barcoding Service works with your Brightly Work & Asset Management solution in conjunction with an "Equipment Inventory" (Data Gathering) or a Facility Condition Assessment (FCA) service offering.
Value
Barcoding identifies equipment by assigning a unique number to that equipment item which will then serve as an identifier in your Brightly Work & Asset Management system database allowing for easier identification and tracking of the item. The barcoding of equipment inventory occurs during the onsite equipment data gathering/ collection process.
Deliverables by Brightly to the Client include the following:
• Commercially produced weather resistant barcodes will be applied to the major pieces of equipment covered in the scope of work provided in the Data Gathering or Facility Condition Assessment services. • Barcode numbers will be available for use at the time equipment inventory data is imported into your Brightly Work & Asset Management solution.
The Brightly Service Provider will make an effort to apply barcodes in a convenient location so the facility's maintenance staff can easily identify them. Based upon our professional expertise, we recommend the following –
• Application of the barcode shall be placed next to the Data Plate of an Asset. Placing barcodes in this 21 location ensures that the barcode can be easily identified and associated to the asset in a CMMS software.
• If data plate is not present, or is inaccessible, the barcode will be placed in an accessible area that is easily seen by maintenance technicians, does not detract from the appearance of the equipment, isn't in danger of being tampered with, or will be otherwise destroyed through normal use and cleaning of the asset.
Assumptions
• Purchase of service is made prior to onsite activity. If onsite activity has been completed, custom pricing would be required as a revisit would be needed for the placement of the barcodes. • For Asset Essentials Clients, determination of 1D (Standard) vs 2D (QR Codes) is required prior to onsite activity. URL creation along with QR code purchase and encoding is needed prior to onsite activity. If determination is not provided prior to onsite activity, 1D (Standard) barcodes will be used.
Invoice Schedule
Invoicing for the Barcoding Service will be provided upon completion of onsite activity at 100%. 22 Order Form terms
• By accepting this Order Form, and notwithstanding anything to the contrary in any other purchasing agreement, Subscriber agrees to pay all relevant Fees for the full Services Term defined above. • The "Effective Date" of the Agreement between Subscriber and Company is the date Subscriber accepts this Order Form.
• This Order Form and its Services are governed by the terms of the Brightly Software, Inc. Master Subscription Agreement found at http://brightlysoftware.com/terms (http://brightlysoftware.com/ terms) ("Terms"), unless Subscriber has a separate written agreement executed by Brightly Software, Inc. ("Company") for the Services, in which case the separate written agreement will govern. Acceptance is expressly limited to these Terms. Any additional or different terms proposed by Subscriber (including, without limitation, any terms contained in any Subscriber purchase order) are objected to and rejected and will be deemed a material alteration hereof.
• To the extent professional services are included in the Professional Services section of this Order Form, the Professional Services Addendum found at http://brightlysoftware.com/terms (http://brightlysoftware.com/terms) is expressly incorporated into the Terms by reference. • During the Term, Company shall, as part of Subscriber's Subscription Fees, provide telephone and email support ("Support Services") during the hours of 8:00 AM and 6:00 PM EST, (8:00 am – 8:00 pm EST for Community Development Services) Monday through Friday ("Business Hours"), excluding Company Holidays.
• Unless otherwise specified on this Order Form, Company maintains the right to increase Subscription Fees within the Services Term by an amount not to exceed the greater of 6% or the applicable CPI and other applicable fees and charges every 12 months. Any additional or renewal Service Terms will be charged at the then-current rate.
• Acceptance of this Order Form on behalf of a company or legal entity represents that you have authority to bind such entity and its affiliates to the order, terms and conditions herein. If you do not have such authority, or you do not agree with the Terms set forth herein, you must not accept this Order Form and may not use the Service.
• Proposal expires in sixty (60) days.
• Subscriber shall use reasonable efforts to obtain appropriation in the full amount required under this Order Form annually. If the Subscriber fails to appropriate funds sufficient to maintain the Service(s) described in this Order Form, then the Subscriber may terminate the Service(s) at no additional cost or penalty by giving prior written notice documenting such non-appropriation. Subscriber shall use reasonable efforts to provide at least thirty (30) days prior written notice of nonappropriation. Subscriber agrees non-appropriation is not a substitute for termination for convenience, and further agrees Service(s) terminated for non-appropriation may not be replaced with functionally similar products or services prior to the expiration of the Services Term set forth in this Order Form.
Subscriber will not be entitled to a refund or offset of previously paid, but unused Fees.
Additional information
23 • Prices shown above do not include any taxes that may apply. Any such taxes are the responsibility of Subscriber. This is not an invoice. For customers based in the United States, any applicable taxes will be determined based on the laws and regulations of the taxing authority(ies) governing the "Ship To" location provided by Subscriber. Tax exemption certifications can be sent to [email protected] (mailto:[email protected]). • Billing frequency other than annual is subject to additional processing fees. • Please reference Q-312828 on any applicable purchase order and email to [email protected] (mailto:[email protected]) • Brightly Software, Inc. maintains the necessary insurance coverage for its products and professional services, including but not limited to liability and errors & omissions coverage. Proof of insurance can be provided upon request.
Illuminate: Bringing the best Ideas to Light
Bringing Assets Into Focus
Brightly's Illuminate conference is a place for operations and asset management leaders to gather and share our collective wisdom, spotlighting the best new ideas and learning from one another to realize a brighter future. Take stock of where you've been and plan for where you're going while connecting with industry peers and experts as passionate to help their organizations thrive as you are.
Brightly's Illuminate conference is a gathering of the brightest minds in operations and asset management, where you can connect with leaders in their field, exchange expertise, and uncover new opportunities to realize a brighter future
Illuminate is March 12th-15th, 2023. Attendees are in for the best in-person conference yet, with more knowledge, training, and technology than ever before.
Enlighten Share your expertise and level up your knowledge with hands-on education and training you can bring back to your team.
Envision
Explore the brightest ideas and smartest solutions to elevate the work your organization is doing and realize your vision for the future.
Engage
Broaden your professional network by sharing wisdom with fellow operations and asset management leaders. 24 Admission for Illuminate is $895 for tuition only and $1795 for the "Brightly Bundle". The Brightly Bundle includes meals, a 4-night hotel stay and tuition. Registration is open beginning September 1 st through March 10th, 2023.
25 Signature
Presented to:
Q-312828
September 26, 2022, 4:09:20 PM
Accepted by:
Printed Name
Signed Name
Title
Date
26