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HomeMy WebLinkAboutBuilding Authority (City Hall Preventative Maintenance) 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: 8/20/2025 Department: Building Authority Vendor Name: Questec Sign Date: 8/20/2025 Ending Date: 8/31/2026 Amount of Original Contract: 35,000.00 Is this an amendment or change order to original contract? NO Amended Contract Amount: Purpose: City Hall preventive maintenance I For Clerk's Office to fill out Date uploaded to Gateway: ' This Proposal Submitted by UES TEC ,_ . MECHANICAL - - 13040 Middletown Industrial Blvd x . Louisville,KY 40223 — www.questec.us '' - 4",:6.i., . 'tr. .: ,, .4011% N - Aft fr'4" -.' '''rr d,, Jeffersonville City Hall Proposal Date: 8/14/2025 44 Proposal Number: P00640 1111 41 Prepared for: Jeffersonville City Hall 500 Quartermaster Court .,.. - :: Jeffersonville, Indiana 47130 Prepared by: Ryan Reed (502) 599-8455 ' rya n.reed@questec.us / 4 MAINTENANCE AGREEMENT FOR ENVIRONMENTAL SYSTEMS Company Proposal Date:8/14/2025 QuesTec Louisville LLC Proposal Number:P00640 13040 Middletown Industrial Blvd Agreement Number: Louisville,KY 40223 Ph:(502)599-8455 Fax: Bill To Identity Agreement Location Jeffersonville City Hall Jeffersonville City Hall 500 Quartermaster Court 500 Quartermaster Court Jeffersonville,Indiana 47130 Jeffersonville,Indiana 47130 Attn: Attn: QuesTec Louisville LLC will provide the services described in the maintenance program indicated below. MAINTENANCE PROGRAM: Full Coverage SCHEDULES: *Equipment Schedule*Air Filter Service Agreement coverage will commence on 9/1/2025. The Agreement price is$35,000.00 per,year,payable in advanced installments of$8,750.004per Quarter beginning on the effective date of 9/1/2025 through 8/31/2026. 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 intention not to renew thirty(30)days prior to any anniversary date.Upon execution as provided below,this Agreement,including the following pages attached hereto(collectively, the "Agreement"), shall become a binding and enforceable agreement against both parties hereto. Customer, by execution of this Agreement,acknowledges that it has reviewed and understands the attached terms and conditions and has the authority to enter into this Agreement. Cusco S (.1►l. ' Signa Authorized Representative) 1-4?/?/t Y 64 //qc..--e- Accepted for Company pan by:/Signature Male(Print) Name&TO le Title etaz-,/z5-- Date/Phone I Fax Date '.Tw • Full Coverage Program This agreement provides the Customer with an ongoing,comprehensive maintenance agreement for the lifetime of the contract and all renewals thereof.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,approval signature and record. WE WILL PROVIDE THE FOLLOWING PROFESSIONAL MAINTENANCE SERVICES FOR THE BUILDING ENVIRONMENTAL MECHANICAL SYSTEM(S) COMPRISED OF THE 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 the equipment to determine its operating condition and efficiency.Typical activities include: *TESTING for motor winding resistance;excessive vibration;fan rpm;refrigerant charge;refrigerant oil(acid);water condition; flue gas analysis;safety controls,crankcase heaters;combustion and draft;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,tighten,calibrate, adjust and lubricate equipment. These activities are intended to extend equipment life and assure proper operating condition and efficiency.Typical activities include: *CLEANING fan impellers&blades;coil surfaces;electrical contacts;burner orifices;passages and nozzles;pilot and igniter;cooling tower baffles,basin,sump and float;boiler,chiller and condenser tubes. *ALIGNING belt drives;drive couplings;coil fins. *CALIBRATING safety controls;temperature and pressure controls. *TIGHTENING electrical connections;mounting bolts;pipe clamps;refrigerant piping fittings;damper sections. *ADJUSTING belt tension;refrigerant charge; super heat;fan RPM;burner fuel/air ratios;gas pressure; control set points and limits; compressor cylinder unloaders;damper close-off;sump floats. *LUBRICATING motors;fan and damper bearings;valve stems;damper linkages;fan vane linkages. REPAIR AND REPLACE: On-Site labor,travel labor,parts procurement labor(locating,ordering,expediting and transporting)and travel and living expenses required to REPAIR or REMOVE AND REPLACE broken,worn and/or doubtful components and/or parts. This applies only to maintainable/moving components of the system. TROUBLE CALLS:On-Site labor and travel labor,including overtime,plus travel and living expenses required for unscheduled work resulting from an abnormal condition. COMPONENTS,PARTS AND SUPPLIES:The cost of COMPONENTS,PARTS AND SUPPLIES required to keep the equipment operating properly and efficiently. (Refrigerant is only covered when a compressor is repaired/replaced.Any leak in the system is not covered unless stated in agreement.) Full Coverage 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, unless otherwise indicated, is subject to adjustment on each commencement anniversary to reflect increases in labor,material and other costs. 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. This Agreement applies only to the maintainable/moving components of the system(s). Repair or replacement of non- maintainable/non-moving parts such as duct work, boiler shell and tubes, cabinets, boiler refractory material, heat exchangers, evaporator or condenser coils,DDC controls and the replacement of refrigerant,refrigerant systems or refrigerant types due to system leaks or changes in laws/regulations, main power service and electrical wiring, electrical boards, gas valves, structural supports,tube bundles,oil storage tanks,and other similar items are excluded from labor and parts coverage. 8.Any alteration to,or deviation from,this Agreement involving additional work,cost of materials or labor will become an additional charge(fixed price amount to be negotiated or on a time-and-material basis)over the sum stated in this Agreement. 9.Service Provider will not be required to move,replace or alter any part of the building structure in the performance of this Agreement. 10.This Agreement does not include responsibility for the design of the system,obsolescence,safety test,removal and reinstallation of valve bodies and dampers, repair or replacement necessitated by freezing weather, electrical power failure, low voltage, burned-out main or branch fuses, low water pressure, vandalism, misuse or abuse of the system(s), negligence of others (including Customer), failure of Customer to properly operate the system(s),requirements of governmental,regulatory or insurance agencies,or other causes beyond control of Service Provider. 11. If a trouble call is made at Customer's request and inspection indicates a condition which is not covered under this Agreement, Service Provider may charge Customer at the rate then in effect for such services. 12.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. 13.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. 14.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. 15. 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. 16.To the fullest extent permitted by law,Customer shall indemnify and hold harmless Service Provider,its agent 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. 17.Customer shall make available to Service Provider's personnel all pertinent Material Safety Data Sheets(MSDS)pursuant to OSHA'S Hazard Communication Standard Regulations. 18. 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. 19. 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. 20. 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. 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 W/FILTER CHANGES 4X INCLUDED IN AGREEMENT PRICE.