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HomeMy Public PortalAbout154-2012 - Purchasing - Bader Mechanical - Maintenance for CityAGREEMENT THIS AGREEMENT made and entered into this day of , 2012, and referred to as Contract No. 154 -2012 by and between the Ciiy of Richmond, Indiana, a municipal corporation acting by and through its Board of Public Works and Safety (hereinafter referred to as the "City") and Bader Mechanical, Inc., 110 West Main Street, Richmond, Indiana 47374 (hereinafter referred to as the "Contractor"). SECTION 1. STATEMENT AND SUBJECT OF WORK City hereby retains Contractor to provide necessary maintenance for the heating and air conditioning (HVAC) systems located within the Richmond City Building. Certain requests for quotes dated November 13, 2012, have been made available for inspection by Contractor, are on file in the offices of the Director of Purchasing for the City of Richmond, and are hereby incorporated by reference and made a part of this Agreement. Contractor agrees to abide by the same. The response of Contractor to said request for quotes is attached hereto as Exhibit A, which Exhibit is dated November 21, 2012, consists of five (5) pages, and is also hereby incorporated by reference and made a part of this Agreement. Should any provisions, terms, or conditions contained in any of the documents attached hereto as Exhibits, or in any of the documents .incorporated by reference herein, conflict with any of the provisions, terms, or conditions of this Agreement, this Agreement shall be controlling. The Contractor shall furnish all labor, material, equipment, and services necessary which are incidental to the proper completion of all work specified. No performance of services shall commence until the following has been met: 1. The City is in receipt of any required certificates of insurance and/or warranties; 2. The City is in receipt of any required affidavit signed by Contractor in accordance with Indiana Code 22-5-1.7-11(a)(2);and 3. A purchase order has been issued by the Purchasing Department. SECTION 11. STATUS OF CONTRACTOR Contractor shall be deemed to be an independent contractor and is not an employee or agent of the City of Richmond. The Contractor shall provide, at its own expense, competent supervision of the work. SECTION III. COMPENSATION City shall pay Contractor at the rate of Five Hundred Sixty-four Dollars and Zero Cents ($564.00) per month for a total sum not to exceed Six Thousand Seven Hundred Sixty-eight Dollars and Zero Cents ($6,768.00) per year for complete and satisfactory performance of the work required hereunder. Contract No. 154-2012 Page I of 5 SECTION IV. TERM OF AGREEMENT This Agreement shall become effective on January 1, 2013, and shall continue in effect until December 31, 2013. Both parties expressly agree that two (2) options to renew this Agreement for a second and third year shall be retained by the City upon the same terms and conditions of this Agreement for the 2014 and 2015 calendar years at the same compensation rate as set forth in this Agreement. Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in part, for cause, at any time by giving at least five (5) working days written notice specifying the effective date and the reasons for termination which shall include but not be limited to the following: a. failure, for any reason of the Contractor to fulfill in a timely and proper manner its obligations under this Agreement; b. submission by the Contractor to the City of reports that are incorrect or incomplete in any material respect; c. ineffective or improper use of funds provided under this Agreement; d. suspension or termination of the grant funding to the City under which this Agreement is made; or e. unavailability of sufficient funds to make payment on this Agreement. In the event of such termination, the City shall be required to make payment for all work performed prior to the effective date by Contractor, but shall be relieved of any other responsibility herein. This Agreement may also be terminated by either the City or the Contractor, in whole or in part, by mutual Agreement setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. SECTION V. INDEMNIFICATION AND INSURANCE Contractor agrees to obtain insurance and to indemnify the City for any damage or injury to person or property or any other claims which may arise from the Contractor's conduct or performance of this Agreement, either intentionally or negligently; provided, however, that nothing contained in this Agreement shall be construed as rendering the Contractor liable for acts of the City, its officers, agents, or employees. Contractor shall as a prerequisite to this Agreement, purchase and thereafter maintain such insurance as will protect it from the claims set forth below which may arise out of or result from the Contractor's operations under this Agreement, whether such operations by the Contractor or by any sub- contractors or by anyone directly or indirectly employed by any of them, or by anyone for whose acts the Contractor may be held responsible. Coverage Limits A. Worker's Compensation & Statutory Disability Requirements B. Employer's Liability $100,000 C. Comprehensive General Liability Page 2 of 5 Section 1. Bodily Injury Section 2. Property Damage D. Comprehensive Auto Liability Section 1. Bodily Injury Section 2. Property Damage $1,000,000 each occurrence $2,000,000 aggregate $1,000,000 each occurrence $1,000,000 each person $1,000,000 each occurrence $1,000,000 each occurrence E. Comprehensive Umbrella Liability $1,000,000 each occurrence $1,000,000 each aggregate SECTION V1. COMPLIANCE WITH WORKER'S COMPENSATION LAW Contractor shall comply with all provisions of the Indiana Worker's Compensation law, and shall, before commencing work under this Agreement, provide the City a certificate of insurance, or a certificate from the industrial board showing that the Contractor has complied with Indiana Code Sections 22-3-2-5, 22-3- 5-1 and 22-3-5-2. If Contractor is an out of state employer and therefore subject to another state's worker's compensation law, Contractor may choose to comply with all provisions of its home state's worker's compensation law and provide the City proof of such compliance in lieu of complying with the provisions of the Indiana Worker's Compensation Law. SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM REQUIREMENTS Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program. Contractor is not required to verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify program no longer exists. Prior to the performance of this Agreement, Contractor shall provide to the City its signed Affidavit affirming that Contractor does not knowingly employ an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor violates IC 22-5-1.7 the Contractor shall be required to remedy the violation not later than thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to remedy the violation within the thirty (30) day period provided above, the City shall consider the Contractor to be in breach of this Agreement and this Agreement will be terminated. If the City determines that terminating this Agreement would be detrimental to the public interest or public property, the City may allow this Agreement to remain in effect until the City procures a new contractor. If this Agreement is terminated under this section, then pursuant to IC 22-5-1.7-13 (c) the Contractor will remain liable to the City for actual damages. SECTION VIII. IRAN INVESTMENT ACTIVITIES Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged in investment activities in Iran. In the event City determines during the course of this Agreement that this certification is no longer valid, City shall notify Contractor in writing of said determination and shall give contractor ninety (90) days within which to respond to the written notice. In the event Contractor fails to demonstrate to the City that the Contractor has ceased investment activities in Iran within ninety (90) days after the written notice is given to the Contractor, the City may proceed with any remedies it may have pursuant to IC 5-22-I6.5. In the event the City determines during the course of this Agreement that this certification is no longer valid and said determination is not refuted by Contractor in the manner set forth Page 3 of 5 in IC 5-22-16.5, the City reserves the right to consider the Contractor to be in breach of this Agreement and terminate the agreement upon the expiration of the ninety (90) day period set forth above. SECTION IX. PROHIBITION AGAINST DISCRIMINATION A. Pursuant to Indiana Code 22-9-1-10, Contractor, any sub -contractor, or any person acting on behalf of Contractor or any sub -contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, color, sex, disability, national origin, or ancestry. B. Pursuant to Indiana Code 5-16-6-1, the Contractor agrees: l . That in the hiring of employees for the performance of work under this Agreement of any subcontract hereunder, Contractor, any subcontractor, or any person acting on behalf of Contractor or any sub -contractor, shall not discriminate by reason of race, religion, color, sex, national origin or ancestry against any citizen of the State of Indiana who is qualified and available to perform the work to which the employment relates; 2. That Contractor, any sub -contractor, or any person acting on behalf of Contractor or any sub -contractor shall in no manner discriminate against or intimidate any employee hired for the performance of work under this Agreement on account of race, religion, color, sex, national origin or ancestry; 3. That there may be deducted from the amount payable to Contractor by the City under this Agreement, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of the Agreement; and 4. That this Agreement may be canceled or terminated by the City and all monies due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this section of the Agreement. C. Violation of the terms or conditions of this Agreement relating to discrimination or intimidation shall be considered a material breach of this Agreement. SECTION X. RELEASE OF LIABILITY Contractor hereby agrees to release and hold harmless the City and all officers, employees, or agents of the same from all liability for negligence which may arise in the course of Contractor's performance of its obligations pursuant to this Agreement. SECTION XI. MISCELLANEOUS This Agreement is personal to the parties hereto and neither party may assign or delegate any of its rights or obligations hereunder without the prior written consent of the other party. It shall be controlled by Indiana law and shall be binding upon the parties, their successors and assigns. It constitutes the entire Agreement between the parties, although it may be altered or amended in whole or in part at any time by filing with the Agreement a written instrument setting forth such changes signed by both parties. This Agreement may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. Page 4 of 5 The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and suit arising under this Contract, if any, crust be filed in said courts. The parties specifically agree that no arbitration or mediation shall be required prior to the commencement of legal proceedings in said Courts. Any person executing this Contract in a representative capacity hereby warrants that he has been duly authorized by his or her principal to execute this Contract. In the event of any breach of this Agreement by Contractor, and in addition to any other damages or remedies, Contractor shall be liable for all costs incurred by City due to the enforcement of this Agreement, including but not limited to City's reasonable attorney's fees, whether or not suit is filed. In the event that an ambiguity or question of intent or a need for interpretation of this Agreement arises, this Agreement shall be construed as if drafted jointly by the parties, and no presumption or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement at Richmond, Indiana, as of the day and year first written above, although signatures may be affixed on different dates. "CITY" THE CITY OF RICHMOND, INDIANA by and through its Board of Public Works and Safety t By: iekiARobinason, President Dian Lawson, Member Date: /2 ' AFPROVED: !�4� Sarah L. Hutton, Mayor Date: 6 "CONTRACTOR" BADER MECHANICAL 110 West Main Street Richmond, IN 47374 By: Title: Date: / Z —1 Z — fZ1 Page 5 of 5 EXHIBIT � PAGE �,,,01= CITY OF RICHMOND 50 North Fifth Street PRICE REQUEST Richmond, Indiana 47374 (765) 983-7200 THIS IS NOT AN ORDER VENDOR INSTRUCTIONS Bader Mechanical Inc. Attn: Max Duke 110 West Main Street. Richmond, IN. 47374 This is a request for a price or quote for the services or materials described below. Any additional specifications may be attached hereto. This is not an order and the City reserves the right to accept all or part, or decline the entire proposal. Please complete your full name, address, and phone number below with signature; itemize all prices and charges where requested; and attach explanation for any substitution to specifications altered. Please return in care of Purchasing to the address above by the specified date and time to be considered unless otherwise specified. DATE REPLY MUST BE IN DELIVERY REQUIRED November l3, 2012 November 27 2012 b 1200 noon I DELIVERED QUANTITY CATALOG NO. DESCRIPTION BY Maintenance of HVAC System - City Building {See Attached} A certificate of insurance must be included with your bid to be considered. PRICE REQUEST Bids must be enclosed in a sealed Envelope. VICKI ROBINSON PURCHASING DIRECTOR State Tax Exemption No. 003121909-001 PAYMENT TERMS UNIT PRICE I TOTAL NAME OF FIRM QUOTING Lde-r Sear v+ ces BY _ F AUTHORIZED BY _/7 fe.&s u'Z� TITLE DATE Phone No. EXHIBIT r PAGE OE 5 Bader Mechanical Inc. ah 110 W. Main Street ■ Richmond, Indiana, 47374 Lhr (765) 962-4440. 1-800-762-5755 Fax (765) 966-7347 PC 81064930 Heating • Air Conditioning • Plumbing • Piping • Electrical • Weatherization November 21, 2012 City of Richmond City Building 50 North 5"' Street Richmond, IN 47374 Attn: Vicki Robinson An Environmentally Conscience Company Bader Mechanical is pleased to submit for your consideration, the following quote for servicing the HVAC equipment at the City Building. Our price is $6,768.00 and includes the following: 1. Service the HVAC equipment both, Exhibit "A" and Exhibit "B" per your price request. This service will be invoiced at $564.00 per month. 2. Service fee for any parts and labor over and above the routine maintenance: a. Material — Cost plus 20% mark-up. b. Labor — Serviceman regular hours - $75.00 per man hour. Serviceman overtime hours $109.00 per man hour. We appreciate the opportunity to submit this proposal to you for your review. if you should have any questions pertaining to this matter, please feel free to contact us at this office. Sincerely, Max Duke ACCEPTED BY: DATE: EXHIBIT PAGE �3 0P MAINTENANCE AGREEMENT HEATING AND AIR CONDITIONING SYSTEM RICHMOND CITY BUILDING The City of Richmond is soliciting bids for the maintenance of the heating and air conditioning system in the City Municipal Building. The initial tern of the contract will be for a period of commencing January 1, 2013 and terminating December 31, 2013 with the option to renew year two and three at the same rate as the first year. I. SCOPE OF WORK A. Routine Maintenance Contractor shall provide automatic routine maintenance of the following described equipment pursuant to the terms of the schedules attached hereto as Exhibit A: 1. Automated Direct Digital Control System (Entire building) 2. (4) Trane MCC air handling units 5 HP S/N - K09H29301 K09H29306 K09H29311 K09H29321 3. (1) Trane MCC air handling unit 3 HP S/N - K09H29296 4. (1) Trane MCC air handling unit 7.5 HP SIN - K09H29316 5. (2) Hot water pumps 1-1/2 HP 6. (2) Hot water pumps 1/2 HP 7. (1) Chilled water pump 3 HP 8. (1) Condenser pump 5 HP 9. (1) A.O. Smith electric domestic hot water heater 120 gallons S/N - B05M0048 10. (2) Precision Parts Inc. electric hot water boiler 24.46 HP/each S/N - 4279 S/N - 4280 11. (1) Trane RTWD Series R 100 ton water cooled chiller" 12. (1) Cooling tower with two cells 13. (1) Lot of Finn tube radiation 14. (1) Lot of fan coils **note: not to be maintained by maintenance contractor. Will be maintained by Trane factory authorized dealer EXHIBIT PAGE H OFF B. Cooling Water Treatment Contractor shall provide all necessary cooling water treatment in conjunction with the maintenance of the above described equipment pursuant to the terms of the schedule attached as Exhibit B. C. Delta Controls Certification Contractor must provide proof of employing certified Delta Controls technicians to maintain ORCAview software. D. ExRanded_ Service Contractor shall provide all necessary labor and materials over and above the described maintenance schedule pursuant to the rates under Compensation. 11. SUPPLEMENTAL CONDITIONS 1. This Agreement provides priority service. Contractor will respond to the City's request for emergency service before providing service to any customer who does not have a Service Agreement. 2. Upon completion of each inspection, the Contractor will provide the City with a comprehensive inspection report listing work performed, defects found and corrected and any recommended corrective action. 3. The Contractor shall maintain the City's equipment to keep utility and repair costs as low as possible, while preserving equipment reliability and life. Occupant comfort will always be a primary consideration. 4. The City shall operate the equipment in accordance with the manufacturer's recommendations and promptly notify the City of any abnormal conditions. 5. The City agrees to furnish safe, reasonable access to the building and covered equipment. if required, the City will remove any material, fixtures or walls so adequate access can be gained to the equipment. b. The Service Company shall use ordinary care in performing the tasks outlined in this Agreement. No inspection shall guarantee the condition of the equipment or eliminate obsolescence and normal wear. The Service Company shall provide chemicals to eliminate corrosion in heating and air conditioning system including boilers. 7. The occurrence of any of the following without the prior written consent of the Contractor will constitute a default by City: (a) any alterations, additions, adjustments or repairs to covered equipment by anyone other than the Contractor; (b) breach by City of any term of this Agreement. EXHIBIT PAGE '�D-4i 45- MAINTENANCE OF HVAC SYSTEM CITY BUILDING PROPOSAL SHEET Please provide the following information with your bid: 1) Amount charged per year for the routine maintenance described above which payment shall be made in twelve equal monthly installments. 2) Service fee for any parts and labor over and above the routine maintenance: a. Material - Cost plus ao % mark up. b. Labor* a. Serviceman regular hours - $ 7 5.0o per hour b. Serviceman overtime hours - $10-9-.0° per hour *Regular hours are defined as 7:30 a.m. toy:00 p.m. Monday through Friday, non - holidays. 3) Insurance requirements are attached. A current certificate of insurance with minimum required limits must be included with bid. 4) E-verify requirements and form are attached. A completed E-verify for must be included with bid. Signature Company Telephone Number Title x Z) L*-Ie Contact Person 11-zfa-IZ Date