Okaloosa County BOCC — November 4, 2014 — Systems Specialists Contract - South Courthouse - FY '15 — reading text

CONTRACT/LEASE RENEWAL FORM Date: Company Name: Systerns Speciaiisis, Inc. Attn: Jack D. Bilby Address: 114 East Wright Street City, State, Zip: Pensacola, FL 32501 RE: C12-1986-EM Deor Jack D, Biloy: The Okaloosa County Board of County Commissioners agrees to renew the subject contract/lease. #C12-1986-FM for an additional term. The contract renewal period will be 10/01/2014 to 9/30/2015. The annual budgeted arnount for this contract is $13,256.00. ff you ore in agreement, please sign below and return this form along with a current Certificate of Insurance listing Okaloosa County as co-insured (if applicable). COUNTY REPRESENTATIVES AUTHORIZED COMPANY REPRESENTATIVE Contractor Systerns Specidiists, inc. = a _ Nak Approved By: Approved By: / Reh : sy {as prescribed below onitem 1) Approved By: Tile: Saepence (Mantic 2 (as. prescribed below on item 1) a Date: pata {O > Qi iy County Department instructions: 1) Obtain signatures from Deparlment Director, authorized Company Representative and fhen. 2) 3) Purchasing Director <S25K arid less, County Administrator <S50K and less or Board >S50K, as necessary. If Board approval is required, fhe Chairman and County Administrator's signalures are required. Make sure the company provides a current Cerlificate of Insurance. (lf applicable). Keep a copy of this form for your records. Sénd original to Purchasing Services Coordinator. If you have any quesifons please Contact fhe Purchasing Dirécior at 850-689-5960, Fax: 850- 689-5998, Systems Specialists, Inc. Authorized Representative Barber Colman, Siebe & Invensys Building Systems, TAC ~ Schneider Electric 114 East Wright Street Pensacola, FL: 32507 Phone? (850) 472-2147 Fax: (850) 472-2746 MAINTENANCE SERVICES AGREEMENT New Courthouse Annex Lewis Tumer Blvd Fort Walton Beach, FL. Systems Specialists, inc. 114 East Wright Street Pensacola, PL 32501 (Fax 1D ¥ $9-1739430) Services to be Provided at the following. Location(s}: Okalédsa Co. Courthouse Annex Fort Walton Beach; FL Systems Specialists, tric. agrees to provide the services described in the. attached schedules in scedidarice with the following-terms and conditions: Services Agreement and Schedules: Graphical User interface Att Handling Unit Coniretlers. Terminal Unit Controllers: ‘Terms and Payrnent This. Service Agreement shall begin on the 1st day of October 2014, and shall-continue for a period of oné year and form year to year thereafter until terminated. After the initial term, either party may terminate this agreénient upoti thirty days written notice prior te the: anhlvefsaty daté.of the agreement. The contract price. shall be subject to. adjustment. yearly to recognize, any changes in casts. Notice of proposed adjustments to the annual price will be- provided atleast sixty days prior to agreement renewal date: Systenis Specialists, Inc. agrees to funiish the sérvites as.deseribed in this aoreeniént for the sum off $13,256.00 (Thirteen. Thousand Two Hundred Fifty-Six Doflars) annually. This includes. Quarterly check outs for the sunt of February (2018) $3314.00, May (2015) $3344.00, Augist (2015) $3314 and Noveriber (2044) $3374.00, in addition to. the. annual contract amount, the customer shall pay any present taxes or governmental charges with regard to the transier, ase, of ownership: or possession of the.equipment covered by this agreement. Invoices will Be issued: Quarterly at the complétion of each quarterly: check out as agreéd. Payrierit will be made within 30 days of invoices date. This. proposal, including the attached pages, special conditions, ahd: attachiiénts constitutes the entire agreement and shat become. a valid contract after customer atceptance and credit approval by Systerris Spécialists, Inc. This agreement supersedes all prior presentations and agreements not incomorated hereii, This Proposal is valid when accepted by Oct. 31, 2074. Signatures: Submitted for This. agreement is accepted for Systems Specialists, Inc.: Customer: ; fy. Jack D Bitby f py ddawa ld L. Tsgnge Title: Service Manager BG AY Title: & a Signature: Cyn wet \ Signature: 7 ; ; Date: t | ft 2- Gui) LY Date: Uv Date Submitted: OFFIGE USE Phone: Proposal No: Agreement.No: Oct 2044-2015 Okaloosa Co. Courthouse Annex Page. + of 8 10. 11. 12. 13. 14. 15. GENERAL CONDITIONS - This agreement applies only to equipment installed prior to effective date of this agreement and as described in this agreement. Normal working hours (8 a.m. to 4 p.m.; Monday through Friday, excluding helidays) will apply to all services, unless otherwise stated, including major repairs performed under this agreement. This agreement assumes the systems covered to be in maintainable condition. If repairs are found necessary upon initial inspection or initial seasonal start-up, repair charges will be submitted for approval. Should these restoration charges be declined, those non-maintainable items will be eliminated from the program and the agreement price adjusted accordingly. It is agreed that the customer shall provide reasenable means of access to all devices that are to be maintained. Normal operation such as starting, stopping and resetting of the fisted equipment is not included in this program. However, Systems Specialists, Inc. shall be permitted to start and stop all primary equipment incidental to the operation of the mechanical system. If the system is modified, changed or altered, or if any equipment is added, or if the system is removed within the premises or to other premises, Systems Specialists, Inc., at its sole option, reserves the right to terminate or re- negotiate this agreement based on the condition of the system after the changes have been made, It is agreed that the contract price shall be adjusted yearly, such adjustments shall be consistent with current labor and material costs. This agreement may be tenminated after its initial term on the anniversary of its effective date by either party by giving written notice a minimum of 30 days prior to the anniversary date. Systems Specialists, Inc. shall not, under any circumstances, be liable for injury to persons or damage to properly unless such injury or damage is caused by a negligent act of omission or commission by Systems Specialists, Inc.’s agents, employees or subcontractors. Systems Specialists, Inc. and the Customer assume the non-occurrence of the following contingencies which, without limitation, might tender performance by Systems Specialists, Inc. impractical: strikes, fires, war, late or non-celivery by suppliers of Systems Specialists, Inc., and all other contingencies beyond the reasonable control of Systems Specialists, Inc. Under no circumstances shall Systems Specialists, Inc. de liable for any special or consequential damages whether based upon lost goodwill, lost resale profits, work stoppage, impairment of other goods or otherwise and whether arising out of breach of warranty, breach of contract, negligence or otherwise, except only in the case of personal injury where applicable !aw requires such liability. But in no event shall Systems Specialists, Inc.’s liability exceed the purchase price paid under this contract. The Customer shall pay Systems Specialists, fnc. in addition to the contract price, the amount of all present and future taxes or any other govemment charge now or hereafter imposed by existent or future laws with respect to the transfer, use, ownership or possession of equipment to which this agreement relates, exclusive of ordinary personal property taxes assessed against Systems Specialists, Inc. it is agreed that the customer shall assume responsibility and pay extra for all service and material required due fo electrical power failure, low voltage, burned out main or branch fuses, low water pressure, corrosion or lightning strikes. The customer is responsible for the addition of any items of equipment or performance of any safety test or corrections in design as recommended or required by insurance companies, government, state, municipalities or other authorities. The customer is responsible for the indoor air quality of their facility. in the event Systems Specialists, Inc. is required to make any repairs and/or replacement and/or emergency calls occasioned by improper operation or misuse of equipment covered by this agreement or any cause beyond Systems Specialists, Inc.'s control, the customer shall reimburse Systems Specialists, Inc. for expenses incurred in making repairs and/or replacements and/or emergency calls in accordance with the established rate for performing such service such as calls for thermostat setting, air balancing or equipment resetting. If equipment becomes non-repairable due to unavailability of replacement parts, Systerns Specialists, Inc., at its option, may remove the equipment from the contract and will not be required to maintain or service such equipment as a part of this agreement. However, Systems Specialists, Inc. will assist the owner in replacing the equipment at prevailing service rates. The customer is responsible for the replacement or repair of non moving paris of the heating, cooling and ventilating systems, such as duct work, boiler shell and tubes. boiler refractory and complementary equipment, for example but not limited to: cabinets, fixtures, boxes, water supply lines, drain lines, steam lines, plumbing, oii storage tanks, oi! and/or gas lines, domestic water lines, refrigerant piping, pneumatic tubing, converter shell and tubes, heating or cooling coils and electrical wiring. Systems Specialists, inc. reserves the right to discontinue this maintenance service agreement at any time, without notice, unless ail payments under this contract shall have been made as agreed. Systems Specialists, inc. The BEST in ENVIRONMENTAL CONTROLS Okaloosa Co. Courthouse Annex Page 1 of & Systems Specialists, inc. Authorized Representative Barber Colman, Sisbe & Invensys Building Systems, TAC — Schneider Electric 114 East Wright Street Pensacola, FL 32501 Phone: (850) 472-2147 SERVICES AGREEMENT — Fax: (850) 472.2146 Sysiems Specialists, Inc. will maintain the system or equipment listed in the Schedule of Equipment in the schematic drawings for the DBC contro! system. L SCHEDULED MAINTENANCE 1, Specially trained technicians, engineers and mechanics are available to conduct the necessary tasks to ensure that your equipment Is properly maintained. : 2. Each piece of covered equipment receives an annual inspection and thorough preventive maintenance routine as appropriate. In addition, periodic tesis and adjustments are made to ensure efficient and reliable operation of other major components. Each scheduled call has a specific set of tasks detailing exactly what needs to be performed and what special skills, tools or Instruments are required to keep equipment operating at peak level. Maintenance interyals will be determined by our experience, manufacturers’ recommendations, usage, location and run-time intervals unless otherwise noted. A service report willbe completed after each call and provided to the customer. A duplicate record will be maintained at the Systems Spectalists, Inc. office to update the history of the work performed. A listing of typical service procedures |s given in the attachments that follow. to 2 Pe w This agreement covers four scheduled maintenance visits — two {five day visits) during the heating season (August and November) and two {five day visits) during the cooling season (February and May}. REPAIR SERVICES If in the course of a service call, it is determined that a repair to the covered system or a replacement of a component within the system would be beneficial, the following repait coverage has been elected. A Preferred Labor & Materials: Accepted by: The Customer will be advised of the defect. Subject to approval by an authorized agent of the customer, work will be performed ori a preferred time and