To accept this agreement, please fill in pages 1 & 2, then return the entire document to our office MAINTENANCE AGREEMENT AIR CONDITIONING MAINTENANCE FOR Execution of Agreements Signed on behalf of the provider: Name Position Signature Date Signed on behalf of the purchaser: Name Position Signature Agreeance with Appendix 2 Section E Client initials: Automatic approval is given for Able AES to carry out minor repair works without on site authorisation upto the indicated approved value. Refer to clause 4.7 Maintenance Agreement 24/05/2016 1
Company/Client Name Client ABN Clients Address Client contact person Client Phone Number Client Fax Client Email Client Mobile Company/Biller Name Biller ABN Biller Address Biller contact person Biller Phone Number Biller Fax Biller Email Biller Mobile Client Details Same as above o Biller Details Company/Client Name Payer ABN Payer Address Payer contact person Payer Phone Number Payer Fax Payer Email Payer Mobile Same as above o Payer Maintenance Agreement 24/05/2016 2
Equipment schedule Type Qty Manufacturer Plant # Location & Site RAC WHS UCC ICC SPD PKG AIC CDR RFG CLT CHLR Equipment Types: Room Air Conditioner Wall hung split system Under ceiling cassette In ceiling cassette Split Ducted System Package Unit Air Curtain Cold Room Refrigeration unit Cooling Tower Chiller Maintenance Agreement 24/05/2016 3
1.0 INTRODUCTION This agreement is made between: ABLE AES PTY LTD "the Provider" "the Purchaser" and becomes effective from the date of its execution This Agreement defines general terms and conditions under which Able AES proposes to deliver the Scope of Works. Purchaser specific terms and requirements are defined in this Agreement. References Provider Details: APPENDIX 1 Purchaser Details: Page 2 Equipment Register: Page 3 Scope of Works: APPENDIX 2 Schedule of Works: APPENDIX 3 Maintenance Agreement 24/05/2016 4
2.0 TERMS OF AGREEMENT 2.1 Duration: This agreement will be effective from the date of its execution and continuing thereafter for twentyfour months. At the completion of the twentyfour month period, this agreement will renew for a further twelve months unless cancelled by either party giving to the other party ninety days notice in writing. The agreement will continue to renew every twelve months until cancelled by either party. 2.2 Pricing: The fees and rates specified in page will remain firm for twelve months from the date of execution of this agreement. On each anniversary of the commencement of this Agreement the fees and rates will be reviewed to align with any variation to the Provider s standard rates. 2.3 GST: All fees, rates and resulting prices cited in this agreement are exclusive of GST. 3.0 WORKS DELIVERY COMPLIANCE 3.1 Provider: All works undertaken by the Provider are performed by fully qualified and licensed technicians, under the guidelines of industry specific codes of practice, legislation and standards particularly AS/NZS 16682005. The Provider strives to meet its Workplace Health and Safety obligations, and has issued its technicians with Work Method Statements for high risk activities. All technicians hold Queensland General Safety Induction (Construction Industry) cards. The Provider holds relevant licences and insurances as detailed in Appendix 1. 3.2 Purchaser: The Purchaser has a legal obligation to provide a safe working environment for all persons who enter their workplaces. The Purchaser is required to conduct a site induction for each of the Provider s personnel on their first attendance to each site, and to conduct subsequent inductions if circumstances change on any site. Site Inductions are to address safety issues, and any other aspects the Purchaser deems necessary. Maintenance Agreement 24/05/2016 5
4.0 WORKS DEFINITIONS The Operational Scope of Works offered by the Provider includes Scheduled Services, Additional Work, Urgent Work and Breakdowns. 4.1 Scheduled Services: Works undertaken to maintain equipment in optimum running condition. These are categorised as Major Services, Routine Services or Minor Services, and performed monthly, bimonthly, quarterly, sixmonthly, and/or annually, in accordance with their prescribed criteria. 4.2 Additional Work: Works undertaken in addition to Scheduled Service criteria that involve the repair, refurbishment or replacement of equipment components, the condition of which may contribute to equipment deterioration if not rectified. Such works are identified by the Provider s technician. Refer to Appendix 2 for schedule. 4.3 Urgent Work: Works undertaken in addition to Scheduled Service criteria that involve the repair, refurbishment or replacement of equipment components, the condition of which has caused or is likely to cause equipment failure. Such works are identified by the Provider s technician. 4.4 Breakdown: Response to a call from the Purchaser s authorised representative that the equipment is not performing as it should. The Provider s technician will endeavour to rectify the problem whilst on site, but the problem may result in the identification of Additional Work or Urgent Work. The Administrative Scope of Works offered by the Provider includes Contract Initiation and Contract Review. 4.5 Contract Initiation: Contract Initiation is carried out on awarding of this Agreement for all new sites and/or equipment noted in Appendix 3. A Major Service is carried out on the initial visit to site. Whilst on site, a Site Safety Analysis is performed in conjunction with a Site & Equipment Audit. The findings are recorded and provided to the Purchaser in a Site & Equipment Audit Report. Equipment is also recorded and tagged. 4.6 Contract review: A periodic review of this Agreement will be undertaken prior to the Agreement expiry date, or as deemed necessary with any changes required to the Appendices herein. 4.7 Additional approved works: If indicated in appendix 2, automatic approval is given for Able AES to carry out minor repairs up to the approved value, without consent from the client. This reduces the need to consent for minor repairs and replacements, which can be immediately rectified. Such work is generally limited to replacement of V belts, air filters and minor component parts such as relays, contactors, fuses, capacitors and pilot/indicator lights. Maintenance Agreement 24/05/2016 6
5.0 WORKS PROCEDURES 5.1 Scheduled Services will be undertaken in accordance with the agreed Scope of Works, within five (5) working days of the scheduled date. 5.2 Each Scheduled Service will be recorded on the Provider s Service Report, and offered to the Purchaser s authorised representative on site for approval. A copy of the Service Report will be sent to the Purchaser with the ensuing invoice. 5.3 The original copy of the Service Report is sent automatically to the Provider s office from site on completion of the service, a copy can be emailed to the purchaser on request. 5.4 The need for Additional Work and Urgent Work will be recorded by the Technician on a Work Request form, and offered to the Purchaser s authorised representative on site for approval. Work Request forms are to be faxed with the related Service Report. Automatic approval of works without authorisation (if relevant) are indicated in appendix 2. 5.5 Additional Work and Urgent Work approved for immediate action whilst the Technician is on site will not incur a CallOut fee, but may involve travel time to collect parts. 5.6 Additional Work and Urgent Work requiring a quote will be notified to the Provider s office by the faxed Work Request. Quotes will be compiled and issued by the Provider as soon as possible. Quotes will show the labour and material components of the total price. 5.7 Approved Urgent Work will be undertaken as soon as possible. 5.8 Approved Additional Work will be undertaken in conjunction with the next Scheduled Service, providing the performance of the equipment is not likely to be compromised prior, or the Purchaser requires the work to be undertaken sooner. 5.9 Additional Work and Urgent Work will be recorded on the Provider s Repair Report, and offered to the Purchaser s authorised representative on site for approval. A copy of the Repair Report will be sent to the Purchaser with the ensuing invoice. 5.10 The original copy of the Repair Report is sent automatically to the Provider s office from site on completion of the work. 5.11 Breakdowns will be attended to as soon as possible. A Repair Report is used for such works, and processed as above. A Work Request is used as above when Additional Work or Urgent Work is identified. 5.12 Wet Weather Contingency: Works affected by wet weather will be rescheduled where possible. However, operational requirements may preclude this option for Scheduled Services. In this instance, the technician will conduct all internal aspects of the service, and the Service Fee will be reduced by 30%. If the weather and operational requirements enable a return to complete the service, it will be billed at the remaining 30% of the original service fee. Maintenance Agreement 24/05/2016 7
6.0 ADMINISTRATION DEFINITIONS Specific information required from the Purchaser is shown at Appendix 2, and defined below: 6.1 Customer: The legal entity under which this agreement is made the Purchaser ; 6.2 Biller: The entity to which all invoices are to be issued for payment; 6.3 Payer: The entity/department from which all payments are made; 6.4 Site: The location/s of all equipment to be maintained; 6.5 Contact: For each of the above, the person nominated to facilitate liaison between the Purchaser and Provider. 6.6 Level of Responsibility: The table shown at Appendix 2 lists the specific information required by the Provider in order to ensure all aspects of this agreement are conducted in accordance with the Purchaser s requirements. 7.0 ADMINISTRATION PROCEDURES 7.1 Purchaser Records: Information supplied by the Purchaser at Appendix 2 will be recorded in the Provider s service management system. 7.2 Job Creation: The Provider will create a Job for all approved Works, and monitor the progress of that Job through to finalisation. If the Purchaser has specified that a Work Order is required for Additional Work, Urgent Work and Breakdowns, the Purchaser s records are endorsed accordingly, and the Job cannot be created without the Work Order number. This Work Order number will be recorded on Repair Reports and subsequent invoices. If the Purchaser issues a Work Order for the Scheduled Works or part thereof, the Work Order number will be recorded on Service Reports and subsequent invoices. 7.3 Invoicing: The Provider will issue an invoice for completed Works within ten (10) working days from receipt of the relevant Service Report or Repair Report. Invoices: Invoices for Scheduled Works will show the site, service and agreed rate. Invoices for Quoted NonScheduled Works show the site, agreed works and total price. Invoices for Unquoted NonScheduled Works will show the site, agreed works, total price and details of labour and material components. Invoices are due and payable within the Payment Terms defined and agreed at Appendix 4. Maintenance Agreement 24/05/2016 8
APPENDIX 1 PROVIDER DETAILS Business Name: Australian Business Number: Contacts: General Manager Account Manager Operations Communication: Post Phone Fax Email Website Able AES Pty Ltd 68 605 646 866 Cameron Burnett Matthew Francis Jacqui Murphy 3 Dan St, Slacks Creek Q4127 1300 274 005 07 3208 6625 service@ableaes.com.au www.ableaes.com.au Business Hours: Office Technicians Afterhours Payments Details: Bank BSB Acc Licences: Queensland Building and Construction Commission Number 1312960 Australian Refrigeration Council ARCTICK RTAAU38141 Queensland electrical Contractors licence 79284 Insurances: Workcover Queensland Policy WAD150772582 Public Liability Insurance 102A539087BPK (Certificates available on request) 0730 to 1600 (excluding weekends and public holidays) 0730 to 1530 (excluding weekends and public holidays) 24/7 afterhours service for contracted clients Maintenance Agreement 24/05/2016 9
APPENDIX 2 SCOPE OF WORKS A. INITIATION WORKS Service Fee per attendance at each site SITE SERVICE TYPE FREQUENCY ALL INITIAL INITIAL FEE B. SCHEDULED WORKS Service Fee per attendance at each site EQUIPMENT SERVICE TYPE FREQUENCY FEE C. NONSCHEDULED WORKS as per rates below Business hours Call out fee Other travel per hr Onsite labour per hr After hours Call out fee Other travel per hr Onsite labour per hr includes upto 1hr travel to site charged in 15min blocks charged in 15min blocks, min. of 1hr includes upto 1hr travel to site charged in 15min blocks charged in 15min blocks, min. of 3hrs D. PAYMENT TERMS Payment terms are strictly 30 days from date of invoice, subject to a favourable credit check E. ADDITIONAL APPROVED WORKS Maintenance Agreement 24/05/2016 10
APPENDIX 3 SCHEDULE OF WORKS CONTRACT INITIATION 1) Carry out an initial major service 2) Conduct a Site & Equipment Audit 3) Conduct a Site Safety Analysis 4) Record and Tag Equipment 5) Provide customer with a Site Equipment Audit Report. MINOR SERVICE 1) Inspect filters, clean and report if replacement is necessary. 2) Chemically clean condensate trays, tundishes, traps and drains. 3) Check that unit's drain is clear, excluding building drain. 4) Visual checks of condition of drive belts and adjust tension of belt drives if necessary. 5) Inspect and clean air intakes. 6) General clean up. Remove all rubbish. 7) Test and record all temperatures. 8) Report defects and recommend work required ROUTINE SERVICE 1) Inspect filters, clean and report if replacement is necessary. 2) Chemically clean condensate trays, tundishes, traps and drains. 3) Check that unit's drain is clear, excluding building drain. 4) Visual checks of condition of drive belts and adjust tension of belt drives if necessary. 5) Check refrigerant and oil levels in systems. 6) Check that crankcase heater operates. 7) Inspect heat exchange coils and fittings and report if cleaning is necessary 8) Inspect and clean air intakes. 9) Check fan and motor bearings for overheating and report if replacement is necessary. 10) Inspect electrical switchboard for overheating 11) Inspect air cool condenser. Check for damage, blockages and dirt. 12) Check evaporator condenser and cooling tower, if applicable 13) Check Brackets for rust, cracks and undue movement 14) General clean up. Remove all rubbish. 15) Test and record all temperatures. 16) Report defects and recommend work required. 17) Clean switchgear and controls. MAJOR SERVICE These tasks are carried out on a major service in addition to routine service tasks: 1) Ductwork inspect around location of moistureproducing equipment and selected access points and report if cleaning is necessary. 2) Observe if rust is evident on external/visible areas of units and components. Panel unbolting or full dismantling is excluded. Report findings. 3) Inspect electric duct heater casings for discoloration and loose external connections 4) Inspect 20% of fire dampers for obstructions and correct positioning. 5) Check filter pressure drop and compare to manufactures recommendations. 6) Measure and record motor running current. 7) Test compressor 8) Inspect dampers to ensure not loose EXCLUSIONS Maintenance to all ductwork and insulation, other than reporting observed repair requirements. Cleaning of supply air grills attached to ductwork or building ceilings, walls etc. Maintenance Agreement 24/05/2016 11