HomeMy WebLinkAboutTR-32-90
TOWN OF NEWCASTLE
REPORT
File ## /~< t< h..
Res. ##
By-Law # 10 - gtf
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DATE:
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SlJR.ECT :
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
May 7, 1990
TR-32-90
FILE #:
MAINTENANCE AGREEMENT - MECHANICAL EQUIPMENT
TOWN HALL - BOWMANVILLE, ONTARIO
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. That Report TR-32-90 be received;
2. That the written proposal (Attachment "A"), from
Landis & Gyr Powers Ltd., Willowdale, Ontario, to
provide maintenance for the mechanical equipment
located at 40 Temperance Street, Bowmanville, Ontario,
at a contract price of $6,836.00 for the first year,
$7,246.00 for the second year and $7,681.00 for the
third year, be accepted;
3. That the procedures set out in the Purchasing By-Law
#82-2, Section 5, Paragraph 04, be waived for this
particular transaction;
4. That the funds be drawn from the Current Operating
Accounts which are allocated for Maintenance of
Mechanical Equipment;
Page - 2 -
TR-32-90
MAINTENANCE AGREEMENT - MECHANICAL EQUIPMENT
TOWN HALL - BOWMANVILLE, ONTARIO
5. That the attached By-Law be passed, authorizing the
Mayor and the Clerk to execute an Agreement with
Landis & Gyr Powers Ltd.; and
6. That in accordance with Section 64 of the Ontario
Municipal Board Act, authorization be obtained from the
Ontario Municipal Board prior to the execution of this
Agreement.
BACKGROUND AND COMMENT:
The manufacturers warranty on the mechanical equipment, located
at 40 Temperance Street, Bowmanville, Ontario, has now expired
and as such it is recommended that a preventative maintenance
agreement be approved.
In view of the sophisticated equipment involved, the two (2)
firms contacted for a proposal were key trades in the
installation at the time of construction.
The proposals submitted are as follows:
Geo. A. Kelson Company Limited
Newmarket, Ontario
Total quoted price
$ 5,000.00 - One (1) Year Contract
Includes preventative maintenance inspection of the
heating and cooling system
Not Included - emergency heating or air conditioning
service calls charged at $54.00 per hour
(hourly rates subject to annual adjustments)
713
Page - 3 -
TR-32-90
MAINTENANCE AGREEMENT - MECHANICAL EQUIPMENT
TOWN HALL - BOWMANVILLE, ONTARIO
Landis & Gyr Powers Ltd.
Willowdale, Ontario
Total quoted price
Three (3) year contract
1st year
2nd year
3rd year
$ 6,836.00
$ 7,246.00
$ 7,681.00
Includes preventative maintenance inspections of
heating and cool~ng system and equipment
analysis
periodic water analysis and appropriate
chemical for hot water heating system
Not Included - emergency heating or air conditioning
service calls charged at $65.00 per hour
Refrigerator Mechanic and $69.00 per hour
for Pneumatic Fitter (hourly rates subject
to annual adjustments)
Over the past few months, both of the above firms have been
called to service the equipment as needed. The following
comments are noted regarding the level of service received:
Geo. A. Kelson Company Limited
Newmarket, Ontario
no return on telephone calls for several
days
very poor response time
it took five (5) months for proposal re
preventative maintenance to be submitted
work was satisfactory
subcontracts work, therefore, no control
over contractors
refused to do some maintenance work
(humidifiers)
-.71..4.
/f ,;
Page - 4 -
TR-32-90
MAINTENANCE AGREEMENT - MECHANICAL EQUIPMENT
TOWN HALL - BOWMANVILLE, ONTARIO
Landis & Gyr Powers Ltd.
Willowdale, Ontario
excellent response time
within twenty-four (24) hours had
investigated all the equipment and
rectified problems
work very satisfactory
has qualified in-house personnel
able to perform all maintenance work on HVAC
able to do water treatment service
It is staff's opinion that it would be in the best interest of
the Town to deal directly with the manufacturer, Landis & Gyr
Powers Ltd. as they are most familiar with the equipment. In
addition, repair parts would be more readily available directly
from the manufacturer rather than experiencing unnecessary down
time if outside contractors must order them.
With respect to George A. Kelson Company Limited, they do not
have the necessary personnel on staff and must therefore
subcontract work. It has been past procedure for the Town of
Newcastle not to allow subcontracting on any service contracts,
as it results in a lack of control over the level of service
provided.
The Treasurer has reviewed the funding requirements and
concurs with the recommendation. Queries with respect
to department needs, specifications, etc. should be
referred to the Director of Community Services.
715
Page - 5 -
TR-32-90
MAINTENANCE AGREEMENT - MECHANICAL EQUIPMENT
TOWN HALL - BOWMANVILLE, ONTARIO
After further review and analysis of the agreement by both
Community Services and Purchasing, it is recommended that as
Landis & Gyr Powers Ltd. are the manufacturers of the equipment,
that the agreement be accepted as proposed and that the noted
Tendering By-Law be waived.
Respectfully submitted,
Recommended for presentation
to the Committee,
tl.tZ1~
ie Marano, H.BSc.,
Treasurer.
1ffj1t1
~~ rJnctK" . Kotseff,
Chief AT. ,'.inistrative Officer.
II
~j
Community Services.
LAB/hjl
Attachments
71 6
ATTACHMENT "A"
p~~
fER 12 ..80 /.IV
TOWii Of Hmc.uru:
NRCHASIHG MP4UiMm'
(LANDIS & GYR)
Landis & Gyr Powers, Ltd.
356 Consumers Road
Willowdale, Ontario M2J 1 P8
(416) 496-1959
Fax: (416) 496-8276
February 6, 1990
Ms. Louanne Birkett
Newcastle Administrative Centre
40 Temperance street
Bowmanville, Ontario
LIC 3A6
Dear Ms. Birkett:
As requested in our recent telephone conversation, I have attached
our 1990 service agreement customer labour charge out rates.
Refrigeration Mechanic
Pneumatic Fitter
$65.00/hour
$69.00/hour
I trust this meets with your approval, however, if you have any
questions please do not hesitate to contact me.
Yours truly,
~//;,
//. (({,
,,/ C "0" ..
i{ l~_
Allen Murphy
Sr. Service Sales Engineer
717
PrQPOsal _0004 .._
~ Oate._!>pril 30~90_ -
Agreement No, _, ._ _
\..-------
Landis & Gyr Powers, Ltd.
The Powers Advantage
Service Agreement
By and Between
Landis & Gyr Powers, Ltd.
356 ConSu.l'l"ers Road
Wil10'i<ldaIe, ontario M2J IP8
Service shall be provided at the following location(s):
Same
Landis & Gyr Powers, Ltd, shall provide the selVices listed below in accordance with attached schedule(s) and the
terms and conditions of sale found on the reverse side of this cover sheet.
Further details of agreeJ:'l'el1t scope can be found on Schedules c, D, F and the
List of Maintained El:iUip:nent.
Duration: This agreement shall remain in effect for an original term of -L..- year(s) beginning ~J--_, 1990
and from year to year thereafter.
Client Name:
Billing Address:
Newcastle Administrative Centr
40 Temperance Street
Bowmanville, Ontario
LIe 3A6
Charges:
First year - $6,836.00
Second year - $7,246.00
~1iid year - $7,681.00
Prices quoted in this proposal are firm for
30._ days.
Thf;J Terms and Conditions of Sale shown on the reverse are :;J. part thereof
PropQsal submitted by:
MIen Murphy
r. Servica sales Engineer
.- Land,i Gyr Powers, Ltd. R "presentative -
.. ", " . /tla...-. 1/10
I ure ----rsa;"7f
Proposal accepted by:
Newcastle Administrative Centre
Client Naml;l' "
Signature
Date
Approved for Landis & Gyr Powers, Ltd. by:
Signature
Date
John Osrrond - BraJ!,ch .Manag,gr
Title .
718
(Continued)
Terms and Conditions of Sale
General Provisions
1,1 Unless stated otherwise. the services provided under this agreement shall be provided during Landis & Gyr Powers. Ltd.'s normal
working hours. Monday through Friday inclusive. excluding holidays.
1.2 Client shall provide reasonable means of access to the equipment being serviced. Landis & Gyr Powers, Ltd. shall not be responsible for
any removal, replacement or refinishing of the building structure. if required to gain access to the equipment. Landis & Gyr Powers, Ltd.
shall be permitted to control and/or operate all equipment necessary to perform the services herein described as arranged with the
Client's representative,
1.3 This agreement, when accepted in writing by the Client and approved by an authorized Landis & Gyr Powers. Ltd, representative, shall
constitute the entire agreement between the two parties,
1.4 Either party may terminate this agreement on the anniversary date of the original term or any extended term by giving the other party 30 days
notice of its intention.
Charges
2.1 For services not covered by this agreement but performed by Landis & Gyr Powers, Ltd. upon the Client's authorization, the client agrees to
pay Landis & Gyr Powers, Ltd, upon presentation of itemized invoice(s), at Landis & Gyr Powers, Ltd:s prevailing rates,
2,2 If emergency service is requested by the Client and inspection does not reveal any defect for which Landis & Gyr Powers, Ltd, is liable
under this agreement, the Client will be charged at Landis & Gyr Powers, Ltd:s prevailing rates,
Limitations of Liability
3,1 Landis & Gyr Powers, Ltd. shall not be liable for any loss, delay. injury or damage that may be caused by circumstances beyond its control
including, but not restricted to acts of God, war. civil commotion, acts of government; fire, theft, corrosion, floods, water damage, lightening,
freeze-ups, strikes, lockouts, differences with workmen, riots, explosions, quarantine restrictions, delays in transportation, shortage of
vehicles, fuel, labor or materials, or malicious mischief. IN NO EVENT SHALL LANDIS & GYR POWERS, LTD.BE LIABLE
FOR BUSINESS INTERRUPTION LOSSES OR CONSEQUENTIAL OR SPECULATIVE DAMAGES. but this sentence shall
not relieve Landis & Gyr Powers. Ltd, of liability for damage to property or injury to persons resulting from accidents caused directly by the
negligence of Landis & Gyr Powers, Ltd, in performance or failure of performance of its obligations under this agreement.
3,2 Landis & Gyr Powers, Ltd,shall not be required to make safety tests, install new devices or make modifications to any equipment beyond
the scope of the original contract in order to comply with recommendations or directives of insurance companies, governmental bodies, or
for other reasons,
3,3 Landis & Gyr Powers, Ltd. shall not be required to make replacements or repairs necessitated by reason of negligence. abuse or
misuse, or by reason of any other cause beyond Its ?ontrol except ordinary wear and tear,
3.4 This agreement pre-supposes that all equipment is in satisfactory working condition. A cost estimate will be furnished for any equipment
found in need of repair, upon initial inspection or initial seasonal startup, with a written estimate stating the cost of repairs. Should repairs
not be authorized within 30 days. the equipment will be eliminated from coverage and the agreement price shall be adjusted accordingly.
3,5 This agreement pre-supposes no substance regarded as hazardous by Health & Welfare Canada is utilized in the system, If, in servic-
ing the system, Landis & Gyr Powers, LId, discovers the use of hazardous material, the Client will be responsible to remove, or have
removed, any such substance and to replace it with a non-hazardous substitute. The Client will incur the cost of removal and substitution,
3,6 The amount of any present or future sales, use, occupancy, excise, or other federal or provincial tax which landis & Gyr Powers, LId,
hereafter shall be obligated legally to pay, either on its own or on the behalf of the Client or otherwise. with respect to the services and
material covered by this agreement, shall be paid by the Client.
3,7 If the equipment or software included under this agreement is altered, modified. or changed by a party other than Landis & Gyr Powers. Ltd.
this agreement shall be modified to incorporate such changes and the agreement price shall be adjusted accordingly.
3.8 lt is understood that the provisions of this agreement apply only to the systems and equipment covered herein. Repair or replacement of
nonmaintainable or non-moving parts of the system such as ductwork. boiler shell and tubes. unit cabinets. boiler refractory material.
electrical wiring, hydronic and pneumatic piping. structural supports. etc. is not included under the agreement.
3,9 Following 12 months of service or any time thereafter, if individual item(s) cannot. in Landis & Gyr Power, Ltd:s opinion. be properly repaired
on-site, due to excessive wear or deterioration. Landis & Gyr Powers. Ltd. may withdraw the item(s) from coverage upon ninety (90) days
prior written notice.
3.10 This agreement shall be governed by, construed. and enforced in accordance with the laws of Ihe land In which service is provided,
719
CoPvnghl 1988, LandiS & Gyr Powers. lid . All Rlghls Reserve(1
CAN 144 049 Rev 288
Schedule C
(LANDIS & GYR)
The Powers Advantage
-~~----~ -~-~-~-- +- -----.. ,~- ---- --- - -.-. ---'---- "--+-~~--+--
Pneumatic Control System Service
Landis & Gyr Powers, Ltd.
- +------~ -+,._~_._-----~--
Landis & Gyr Powers, ltd, will maintain the automatic temperature control systems on the attached list of Maintained
Equipment and/or as described on the following system drawings:
Programmed Preventive Maintenance
Mainlenancn S('~',)o:JI,: An equipment analysis will be performed to determine the optimum maintenance schedule
based on run time, application, system location and the manufacturer's suggested seNice inteNal.
Preverllrve Ma~r,:p'li"Y,': Preventive Maintenance will be performed in accordance with a program of standardized
maintenance routines. Each preventive maintenance work order will list the inspection date, individual to report to,
equipment identification, equipment location, work to be performed and any special instructions.
Call Documentation, After each seNice call, a completed copy of the work order will be left with the Client.
Repair and Replacement
o Applicable
mJ Not Applicable
(
Component RepiClCp,rnnnl. Landis & Gyr Powers, ltd. will repair and replace, at no additional charge, failed or worn
components with new or reconditioned components of compatible design to minimize obsolesence and maintain the
system in good operating condition. Components that are suspected of being faulty may be repaired or replaced in
advance to prevent system failure. Exchanged parts become the property of Landis & Gyr Powers, ltd.
Pneumatic Upgrade, Landis & Gyr Powers, ltd. will upgrade obsolete pneumatic equipment by systematically
modernizing existing pneumatic components to new pneumatic components, as may be necessary in our judgement.
Call Documentalion, After each seNice call, a completed copy of the work order will be left with the Client.
N/A
Call Window, Landis & Gyr Powers, ltd. will provide on-site emergency service, between scheduled preventive
maintenance calls, to minimize downtime, within the call window selected below:
o Monday through Friday, 8 A.M. to 5 P.M.
o Monday through Sunday, including Holidays, 24 hours per day.
Resrons,: Tifll(~ Landis & Gyr Powers, ltd. will provide on-site emergency service with a guaranteed response
per the time frame selected below:
o Next Business Day Response
o Hour Response
720
COPYright. 1968. LandIS" Gyr Powers, lid , AU Hlghls Reserved
CAN 144,052 Rev 2188
Schedule 0
(LANDIS & GYR)
The Powers Advantage
Mechanical Systems Service
Landis & Gyr Powers, Ltd.
Landis & Gyr Powers, ltd. will maintain the mechanical equipment described on the attached List of Maintained
Equipment:
Programmed Preventive Maintenance
Maintenance Schedule, An equipment analysis will be performed to determine the optimum maintenance schedule
based on run time, application, system location and the manufacturer's suggested service interval.
Preventive Maintenance. Preventive Maintenance shall be performed in accordance with a program of standardized
maintenance routines. Each preventive maintenance work order will list the inspection date, individual to report to,
equipment identification, equipment location, work to be performed and any special instructions.
Call Documentation, After each service call, a completed copy of the work order will be left with the Client.
Repair and Replacement
o Applicable ~ Not Applicable
Component Replacement. Landis & Gyr Powers, ltd. will repair and replace, at no additional charge, failed or worn
components with new or reconditioned components of compatible design to minimize obsolesence and maintain the
system in good operating condition. Components that are suspected of being faulty may be repaired or replaced in
advance to prevent system failure. Exchanged parts become the property of Landis & Gyr Powers, ltd.
Call Documentation. After each service call, a completed copy of the work order will be left with the Client.
Emergency Service
N/A
Call Window, Landis & Gyr Powers, ltd. will provide on-site emergency service, between scheduled preventive
maintenance calls, to minimize downtime, within the call window selected below:
o Monday through Friday, 8 A.M. to 5 P.M.
o Monday through Sunday, including Holidays, 24 hours per day.
Response Time. Landis & Gyr Powers, ltd. will provide on-site emergency service with a guaranteed response per the
time frame selected below:
o Next Business Day Response
o Hour Response
721
CopyrIght' 1988. LandIS & Gyr Powers, lid.. All Rights Reserved
CAN 144,O~J Rav 2188
Schedule F
(LANDIS & GYR )
The Powers Advantage
Water Treatment Service
Landis & Gyr Powers, Ltd.
Landis & Gyr Powers, ltd. shall provide periodic water analysis and appropriate chemicals for treatment against corrosion,
scale, carry-over, sludge, solidification and biological fouling for the following systems:
System Type:
Hot water heating system 800 gallons
722
Landis & Gyr Powers, ltd, will, at its option, furnish and install equipment for dispensing water treatment chemicals and
monitoring water conditions for the above systems. All equipment shall remain the property of Landis & Gyr Powers, LId,
unless otherwise specified herein,
CoPYrlghl ' 1988. Landis & Gyr powers. lid.. All Rlghls Reserved
CAN 144-055 Rev 2188
(LANDIS & GYR J
The Powers Advantage
List of Maintained Equipment and Computer Software
Landis & Gyr Powers, Ltd.
Addendum to Schedule:
Service Proposal No.
0004
Qty. Equipment Manufacturer Serial/Model No. Size
1 P.R.V. Landis & Gyr
2 Actuator " " 4"
15 Actuators " " 6"
9 Damper " "
2 Positioner " "
36 VP656 Valve N.O. " " ;"
r- VP656 Valve N.O. " " 3/4"
;)
I VF591 W.M. 3W Valve " " Ii"
1 VF591 W.M. 3W Valve " " 2;"
1 Timer " "
2 Electric Humidistat " "
1 Dryer " "
1 AHU #1 " " 15HP
1 AHU #2 " " 25HP
1 RF #1 " " 5HP
1 RF #2 " " 10HP
1 RF #1 II " .3HP
1 RF #2 II " .17HP
4 Duct Avg. TTl84 II II
I Rem. Bulb TTl84 II "
2 Duct R.H. HT186 II "
2 Press. Emtr. " "
1 Electric Rm. Stat II II
2 Freeze Stat " "
1 Fire Stat II "
2 Air Diff. Press. Sw II II
19 Rm. Stat Sp. II II
37 Rm. Stat Day/night " " I
._~- ~---~
ni- _I
Page L of -2.
Copyrighl' 1988. Landis & Gyr Powers. lid., All Righls Reserved
CAN 144.069 Rev 2/86
(LANDIS & GYR )
The Powers Advantage
List of Maintained Equipment and Computer Software
Landis & Gyr Powers, Ltd.
Addendum to Schedule:
Service Proposal No. 00 4
Qty. Equipment Manufacturer Serial/Model No. Size
7 Receiver Controller Landis & Gyr
2 Sw. Relay II II
2 MP Relay II II
1 Pilot Valve " "
2 Pneum. Pos. Sw. " "
4 E.P. Valve " "
2 2.5" Gauge " "
8 3.5" Gauge " "
2 Panel " "
I Duplex Air Compress< r " " 2HP
I EF #3 " " 09HP
5 Boilers " " 300MBTU
1 D.H.W. Heater " "
I Chiller " " 75 Ton
I AC-I " " 2 Ton
2 Steam Humidifier " "
2 Heating Pumps " " .5HP
2 Chiller Water Pumps " " 2HP
1 Dom. Receive Pump " " .lHP
---- r -- '-- -- --------
-ji-t-
Page~of~
CoPYrlghl' 1986. LandiS &. Gyr Powers. lid, All Rlghls Reserved
CAN 144.069 Rov 2/88
Proposal 00 Q 4
Date Febrl,1a..!:.Y_UL-19.~O
Agreement No.
([ANmS & GYRJ
The Powers Advantage
Landis & Gyr Powers, Ltd.
Service Agreement
By and Between
Landis & Gyr Powers, Ltd.
356 Consumers Road
Willowdale, Ontario M2J lP8
Service shall be provided at the following locatlon(s):
Same
Client Name:
Billing Addres!1:
Newcastle Administrative
Centre
40 Temperance Street
Bowmanville, Ontario
L1e 3A6
Landis & Gyr Powers, Ltd. shall provide the services listed below in accordance with attached schedule(s) and the
terms and conditions of sale found on the reverse side of this cover sheet.
Further details of agreement scope can be found on Scheudes C,D,F
and the List of Maintained Equipment.
Duration: This agrooment Shall remain In effect for an onginal term of 3 year(s) beginning April 1 , 19..2.0
and from year to year thereafter.
Charges: .
1990
1991
1992
$6,836.00
7,246.00
7,681.00
Prices quoted in this proposal are firm for
30
days.
The Terms and Conditions of Sale shown on the reverse are a part thereof
proposal accepted by:
Proposal submitted by:
Data
Allen Murphy
~r. Service S~les Engineer
La::a--l~rs. Ltd. Aep' """''''Iv<
,71 >~{ -t! .
Signature Data
Client Name
Signature
Approved for Landis & Gyr Powers, Ltd. by:
John Osmond
Signatul'e
Date
Branch Manager_
rrtie'
725
(Continued)
THE CORPORATION OF THE TOWN OF NEWCASTLE
BY-LAW NUMBER 90-
Being a By-Law to authorize the entering into
a Maintenance Agreement with Landis & Gyr Powers Ltd.
The Municipal Council of the Corporation of the Town of Newcastle
Hereby Enacts as follows:
1. That the Mayor and Clerk are hereby authorized to execute,
on behalf of the Corporation of the Town of Newcastle, and seal
with the Corporation Seal, an Agreement between Landis & Gyr
Powers Ltd. and the Corporation dated day of March, 1990,
which agreement is attached hereto and marked Schedule "X".
2. That this By-Law not take effect until approved by the Ontario
Municipal Board, pursuant to Section 64(1) of the Ontario
Municipal Board Act.
By-Law read a first and second time this
day of May, 1990.
By-Law read a third time and finally passed this
day of May, 1990.
Mayor
!;~a~~mi H ":i:.:;::~~~l:i
Clerk
726