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HomeMy WebLinkAboutAnimal Shelter Maintenance Agreement (BPW approved 4/23/25) City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 4/23/2025 Department: Animal Shelter Vendor Name: Questec Sign Date: 4/23/2025 Ending Date: 4/23/2026 Amount of Original Contract: $6,100 Is this an amendment or change order to original contract? Yes or No Amended Contract Amount: Purpose: Maintenance agreement for all three HVAC systems. For Clerk's Office to fill out Date uploaded to Gateway: I ___ ____ : UESTEC - MECHANICAL 11111111112.....111 13040 Middletown Industrial Blvd 1:11:1,1 Louisville, KY 40223 www.questec.us A. ti r' " 7 gip. rtaz' j Jeffersonville Animal Shelter 411 Proposal Date: 3/26/2025 Proposal Number: P00688 Prepared for: Jeffersonville Animal Shelter 201 Willinger Lane Jeffersonville, Indiana 47130 Prepared by: Ryan Reed (502) 599-8455 .11iidalill ryan.reed@questec.us I MAINTENANCE AGREEMENT FOR ENV[RONMENTAL SYSTEMS Company Proposal Date:3/26/2025 QuesTec Louisville LLC Proposal Number:P00688 13040 Middletown Industrial Blvd Agreement Number: Louisville,KY 40223 Ph:(502)599-8455 Fax: Bill To Identity Agreement Location Jeffersonville Animal Shelter Jeffersonville Animal Shelter 201 Wiflinger Lane 201 WWillinger Lane Jeffersonville,Indiana 47130 Jeffersonville,Indiana 47130 Attn: Attn: QuesTec Louisville LLC will provide the services described in the maintenance program indicated below. MAINTENANCE PROGRAM: Planned Maintenance SCIihDULES:*Equipment Schedule*Equipment Pictures Agreement coverage will commence on 5/1/2025. The Agreement price is$6,100.00 per year,payable in advanced installments of$1,525.00 per Quarter beginning on the effective date of 5/1/2025 through 4/30/2026. This Agreement is the property of QuesTec Louisville LLC and is provided for Customer's use only.QuesTec Louisville LLC guarantees the price stated in this Agreement for thirty(30)days from proposal date above.This Agreement is for an initial term of 1 year and shall renew for successive one year terms unless either party gives written notice to the other of•• ention not to renew thirty(30)days prior to any anniversary date_Upon execution as provided below,this Agreement,including the f• .• • pages a ched hereto(collectively, the"Agreement"), shall become a binding and enforceable agreement against both p. • ereto. Cus er,by execution of this Agreement,acknowledges that it has reviewed and understands the attached terms an co•• ••• and has th thority to enter into this Agreement Compare , Customer Signatue nsnitant Signature(Autho Representative) .�y o c _ Accepted for Company by. Signature Name(Print) Ryan Reed, Maintenance Rep. Name&Title Title 04/24/2025 L - - . D.0 Date/Phone/Fax Date Planned Maintenance Program This agreement is designed to provide the Customer with an ongoing maintenance agreement. This agreement will be initiated, scheduled,administered,monitored and updated by the Service Provider. The service activities will be directed and scheduled, on a regular basis,by our comprehensive equipment maintenance scheduling system based on manufacturers'recommendations,equipment location,application,type,run time,and Service Provider's own experience.The Customer is informed of the agreement's progress and results on a continuing basis via a detailed Service Report,presented after each service call for Customer's review,approvalsignature and record. WE WILL PROVIDE D OYST T CES FOR TIIE _ G ENVIRONMENTAL MECHNALSEMS)) COMPRISED OF HE EQUIPMENT LISTED ON SCHEDULE 1 (INVENTORY OF EQUIPMENT): TEST AND INSPECT:On-Site labor,travel labor and travel and living expenses required to visually INSPECT and TEST equipment to determine its operating condition and efficiency.Typical activities include: *TESTING for excessive vibration;motor winding resistance;refrigerant charge;fan RPM;refrigerant oil(acid);water condition;flue gas analysis;safety controls,combustion and draft;crankcase heaters,control system(s),etc. *INSPECTING for worn,failed or doubtful parts;mountings,drive couplings; oil level;rotation;soot; flame composition and shape; pilot and igniter,steam,water,oil and/or refrigerant leaks,etc. PREVENTIVE MAINTENANCE:On-Site labor,travel labor and travel and living expenses required to clean,align,calibrate,tighten, adjust and lubricate equipment. These activities are intended to extend equipment life and assure proper operating condition and efficiency.Typical activities include: *CLEANING coil surfaces;fan impellers and blades;electrical contacts;burner orifices;passages and nozzles;pilot and igniter;cooling tower baffles,basin,sump and float;chiller,condenser and boiler tubes,etc. *ALIGNING belt drives;drive couplings;coil fins,etc. *CALIBRATING safety controls;temperature and pressure controls,etc. *TIGHTENING electrical connections;mounting bolts;pipe clamps;refrigerant piping fittings;damper sections,etc. *ADJUSTING belt tension;refrigerant charge;super heat;fan RPM;water chemical feed and feed rate;burner fuel/air ratios;gas pressure; set point of controls and limits; compressor cylinder unloaders;damper close-off;sump floats,etc. *LUBRICATING motors;fan and damper bearings;valve stems;damper linkages;fan vane linkages,etc. Planned Maintenance Terms and Conditions 1.Customer shall permit Service Provider free and timely access to areas and equipment,and allow Service Provider to start and stop the equipment as necessary to perform required services. All planned work under this Agreement will be performed during the Service Provider's normal working hours. 2.In case of any failure to perform its obligations under this Agreement,Service Provider's liability is limited to repair or replacement at its option and such repair or replacement shall be Customer's sole remedy.This warranty is conditioned upon proper operation and maintenance by Customer and shall not apply if the failure is caused or contributed to by accident,alteration,abuse or misuse,and shall not extend beyond the term of this Agreement. 3.The annual Agreement price is conditioned upon the system(s)covered being in a maintainable condition. If the initial inspection or initial seasonal start-up indicates repairs are required,a firm quotation will be submitted for Customer's approval. Should Customer not authorize the repairs, Service Provider may either remove the unacceptable system(s), component(s) or part(s) from its scope of responsibility and adjust the annual agreement price accordingly or cancel this Agreement. 4.The annual Agreement price is subject to adjustment on each commencement anniversary,to reflect increases in labor,material and other costs,unless otherwise negotiated upon. 5.Customer shall be responsible for all taxes applicable to the services and/or materials hereunder. 6. Customer will promptly pay invoices within thirty (30) days of receipt. Should a payment become more than thirty (30) days delinquent, Service Provider may stop all work under this Agreement without notice and/or cancel this Agreement, and the entire Agreement amount shall become due and payable immediately upon demand. 7. Any alteration to, or deviation from,this Agreement involving extra work, cost of materials or labor will become an extra charge (fixed price amount to be negotiated or on a time-and-material basis at Service Provider's rates then in effect)over the sum stated in this Agreement. 8.Service Provider will not be required to move,replace or alter any part of the building structure in the performance of this Agreement. 9.Customer shall permit only Service Provider's personnel or agent to perform the work included in the scope of this Agreement.Should anyone other than Service Provider's personnel perform such work, Service Provider may, at its option, cancel this Agreement or eliminate the involved item of equipment from inclusion in this Agreement. 10.In the event Service Provider must commence legal action in order to recover any amount payable under this Agreement,Customer shall pay Service Provider all court costs and attorneys'fees incurred by Service Provider. 11.Any legal action against the Service Provider relating to this Agreement,or the breach thereof,shall be commenced within one(1) year from the date of the work. T 12. Service Provider shall not be liable for any delay, loss, damage or detention caused by unavailability of machinery,equipment or materials, delay of carriers, strikes, including those by Service Provider's employees, lockouts, civil or military authority, priority regulations,insurrection or riot,action of the elements,forces of nature,or by any cause beyond its control. 13.To the fullest extent permitted by law,Customer shall indemnify and hold harmless Service Provider,its agents and employees from and against all claims,damages, losses and expenses, including but not limited to attorneys' fees,arising out of or resulting from the performance of work hereunder,provided that such claim,damage,loss or expense is caused in whole or in part by an active or passive act or omission of Customer,anyone directly or indirectly employed by Customer,or anyone for whose acts Customer may be liable, regardless of whether it is caused in part by the negligence of Service Provider. Further and notwithstanding the preceding sentence, Service Provider shall be held harmless and shall not be liable to Customer for any claims, liabilities, damages, losses and expenses related to mold or the creation of mold at Customer's location(s)and shall have no obligation to treat,identify or remove such mold. 14.Customer shall make available to Service Provider's personnel all pertinent Material Safety Data Sheets(MSDS)pursuant to OSHA'S Hazard Communication Standard Regulations. 15. Service Provider expressly disclaims any and all responsibility and liability for the indoor air quality of the customer's facility, including without limitation injury or illness to occupants of the facility or third parties,arising out of or in connection with the Service Provider's work under this agreement. 16. Service Provider's obligation under this proposal and any subsequent contract does not include the identification, abatement or removal of asbestos or any other toxic or hazardous substances,hazardous wastes or hazardous materials. In the event such substances, wastes and materials are encountered,Service Provider's sole obligation will be to notify the Owner of their existence. Service Provider shall have the right thereafter to suspend its work until such substances,wastes or materials and the resultant hazards are removed. The time for completion of the work shall be extended to the extent caused by the suspension and the contract price equitably adjusted. 17.UNDER NO CIRCUMSTANCES,WHETHER ARISING IN CONTRACT,TORT(INCLUDING NEGLIGENCE),EQUITY OR OTHERWISE, WILL SERVICE PROVIDER BE RESPONSIBLE FOR LOSS OF USE, LOSS OF PROFIT, INCREASED OPERATING OR MAINTENANCE EXPENSES, CLAIMS OF CUSTOMER'S TENANTS OR CLIENTS, OR ANY SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES. 18. This Agreement does not include repairs to the system(s),the provisions or installation of components or parts,or service calls requested by the Customer.These services will be charged for at Service Provider's rates then in effect. 1 Inventory of Equipment Assets Qt Area Equipment Manufacturer Model Serial# Rating Location Served Y 1 PKG 001 Greenheck RVE 40-36 30L- 16280378 30 Ton Ground outside 50-C I 1 PKG 002 Greenheck RVE-40-36-30H- 16280353 30 Ton Ground outside 75D-E 1 PKG 003 Greenheck RVE 40-36 30H- 16280334 30 Ton Ground outside 75D-E Supplement CONTRACTOR SHALL UTILIZE STATE-OF-THE-ART COMPUTERIZED TASKING TO PERFORM ALL PREVENTATIVE MAINTENANCE REQUIRED FOR EQUIPMENT LISTED ON EQUIPMENT PAGE AND REVIEW WITH CUSTOMER UPON COMPLETION OF MAINTENANCE. CUSTOMER SHALL RECEIVE DETAILED SERVICE REPORT STATING WORK PERFORMED AND RECOMMENDATIONS FOR ADDITIONAL WORK AT TIME OF SERVICE. A COPY SHALL REMAIN PERMANENTLY ON FILE IN CONTRACTOR'S OFFICE. CONTRACTOR WILL TAG AND NUMBER EQUIPMENT FOR TASKING AND IDENTIFICATION. BELTS SHALL BE CHANGED ANNUALLY AT NO EXTRA COST. 24-HOUR EMERGENCY SERVICE WILL BE AVAILABLE TO CUSTOMER AND RECEIVE PRIORITY STATUS. CUSTOMER WILL RECEIVE PREFERRED LABOR RATE FOR ANY WORK BEYOND THE SCOPE OF THIS AGREEMENT. PM SERVICE TO BE DONE 4X PER YEAR, COST OF FILTERS NOT INCLUDED IN AGREEMENT PRICE. CONTRACTOR SHALL REPLACE AIR FILTERS DURING SCHEDULED ONSITE VISITS,PROVIDED THAT CUSTOMER SUPPLIES ALL REQUIRED FILTERS IN ADVANCE.