15-0617_YALE-CHASE EQUIPMENT & SERVICES_Personal Services AgreementPERSONAL SERVICES AGREEMENT
K THIS AGREEMENT is made, entered into, and shall become effective this \~r dav
ofjiyi(l2015. by and between the City of San Juan Capistrano (hereinafter referred to as
the "City") and Yale/Chase Equipment & Services Inc. (hereinafter referred to as the
"Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to perform generator maintenance on the following units: two (2) Caterpiller 600
KW generators, three (3) Whisper Watt 72 KW generator, one (1) Katolight 125 KW
generator, one (1) Onan 300 KW generator, one (1) Godwin pump 75 HP generator, for a
total of eight (8) units: and
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by the Consultant shall consist of those tasks as
set forth in Exhibit A, attached and incorporated herein by reference. To the extent that
there are any conflicts between the provisions described in Exhibit "A" and those provisions
contained within this Agreement, the provisions in this Agreement shall control. The
Consultant further warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of its
profession.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than two (2) years after its
effective date.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $22,560.69,
which Includes the bid amount of $10,103.31 in year 1, plus a 10% contingency amount of
$1,010.33 for a year 1 not to exceed amount of $11,113.64. The bid amount for year 2 is
$10,406.41, a 3% increase over year 1, plus a 10% contingency amount of $1,040.64 for a
year 2 not to exceed amount of $11,447.05. The contingency amount of $2,050.97 is for
City approved change orders only, in accordance with the City's purchasing policy.
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3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly Invoices based on
total services which have been satisfactorily completed for such monthly period. The City
will pay monthly progress payments based on approved invoices in accordance with this
Section.
3.3 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses Incidental to services covered by this Agreement. These records will be made
available at reasonable times to the City. Invoices shall be addressed as provided for in
Section 16 below.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of the City, and shall obtain no rights to any benefits which accrue to
Agency's employees.
Section 5. Limitations Upon Subcontracting and Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for the City to enter Into this Agreement.
Consultant shall not contract with any other entity to perform the services required without
written approval of the City. This Agreement may not be assigned, voluntarily or by
operation of law, without the prior written approval of the City. If Consultant is permitted to
subcontract any part of this Agreement by City, Consultant shall be responsible to the City
for the acts and omissions of its subcontractor as it is for persons directly employed.
Nothing contained in this Agreement shall create any contractual relationships between
any subcontractor and City. All persons engaged in the work will be considered employees
of Consultant. City will deal directly with and will make all payments to Consultant.
Section 6. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra work. In the event of a change in the
Scope of Work provided for in the contract documents as requested by the City, the Parties
hereto shall execute an addendum to this Agreement setting forth with particularity all
terms of the new agreement, including but not limited to any additional Consultant's fees.
Section 7. Familiarity with Work and/or Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has Investigated the work site(s), and is aware of
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all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed under this Agreement. Should Consultant discover any latent or
unknown conditions materially differing from those inherent in the work or as represented
by City, it shall immediately Inform the City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and regulations
of federal, state and local government.
Section 10. Conflicts of Interest.
Consultant covenants that it presently has no Interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 11. Copies of Work Product.
At the completion of the work. Consultant shall have delivered to City at least one
(1) copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved
by the City in writing.
Section 12. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant In
connection with the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any Individual or organization without prior written consent of the City. All such reports,
information, data, and exhibits shall be the property of the City and shall be delivered to the
City upon demand without additional costs or expense to the City. The City acknowledges
such documents are instruments of Consultant's professional services.
Section 13. Indemnity.
To the fullest extent permitted by law, Consultant agrees to protect, and hold
harmless the City and its elective and appointive boards, officers, agents, and employees
from any and all claims, liabilities, expenses, or damages of any nature, including
reasonable attorneys' fees, for injury or death of any person, or damages of any nature,
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including interference with use of property, arising out of, pertain to or relate to the
negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's
agents, officers, employees, subcontractors, or independent contractors hired by
Consultant in the performance of the Agreement. The only exception to Consultant's
responsibility to protect, defend, and hold harmless the City, is due to the negligence,
recklessness and/or wrongful conduct of the City, or any of its elective or appointive
boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at Its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with Insurers and under forms of insurance satisfactory in all respects to
the City. Consultant shall not allow any subcontractor to commence work on any
subcontract until all insurance required of the Consultant has also been obtained for the
subcontractor. Insurance required herein shall be provided by Insurers in good standing
with the State of California and having a minimum Best's Guide Rating of A- Class VII or
better.
14.1 Comprehensive General Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive General Liability coverage in an amount not less than one
million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non-
owned vehicles In an amount not less than one million dollars per occurrence
($1,000,000.00).
14.3 Workers' Compensation.
If Consultant Intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Workers' Compensation Employer's Liability Insurance in the statutory amount as required
by state law.
14.4 Proof of insurance Requirements/Endorsement.
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Prior to beginning any work under this Agreement, Consultant shall submit
the insurance certificates, including the deductible or self-retention amount, and an
additional insured endorsement naming City, its officers, employees, agents, and
volunteers as additional insured as respects each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed
by Consultant. The coverage shall contain no special limitations on the scope of protection
afforded City, its officers, employees, agents, or volunteers.
14.5 Notice of Cancellation/Termination of Insurance.
The above policy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to City, except that
ten (10) days' notice shall be given if there Is a cancellation due to failure to pay a
premium.
14.6 Terms of Compensation.
Consultant shall not receive any compensation until all Insurance provisions
have been satisfied.
14.7 Notice to Proceed.
Consultant shall not proceed with any work under this Agreement until the
City has issued a written "Notice to Proceed" verifying that Consultant has complied with all
insurance requirements of this Agreement.
Section 15. Termination.
City shall have the right to terminate this Agreement without cause by giving thirty
(30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by providing
ten (10) days' notice to the other party of a material breach of contract. If the other party
does not cure the breach of contract, then the agreement may be terminated subsequent
to the ten (10) day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Keith Van Der Maaten
Public Works & Utilities Director
To Consultant: Yale/Chase Equipment & Services Inc.
15591 Computer Lane
Huntington Beach, CA 92649
Attn: Brian Smith
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Section 17. Prevailing Wages
The City has been advised that the Prevailing Wages Law applies to the work.
CONTRACTOR shall be responsible for CONTRACTOR'S compliance in all respects with
the prevailing wage rates to all the laborers involved, and with California Labor Code
Section 1770 et seq., including the keeping of all records required by the provisions of
Labor Code Section 1776 and the implementing administrative regulations. The CITY shall
be a third party beneficiary of the forgoing covenant with rights to enforce the same as
against the CONTRACTOR.
Section 18. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration under
the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
Section 19. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
Section 20. Counterparts.
This agreement may be executed by the Parties in counterparts, which counterparts
shall be construed together and have the same effect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and has the same force and effect as if they were original signatures.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OR CAPISTRANO
YALE/CHASE EOUIPMENT & SERVICES INC.
By:
APPRjpVEI^^ TO FORM:
Hans Van Liof^.-'City Attorney
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
By:
Karen P. Brust, City Manager
ATTEST:
Maria Morris, City Clerk
APPROVED AS TO FORM:
Hans Van Ligten, City Attorney
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YC POWER
A Yale Chase Equipment & Services inc. Co.
Operational Maintenance Agreement
QUOTE PRICES ARE GOOD UNTIL:
Contact Name: Mike Marquis
June 18, 2015 Proposal Date:
GENERAC iNous-miAu
May 4, 2015
Contact Phone # 949-443-6326
Company Name: City of 5an Juan Capistrano Water Dept
Facility Address: 32400 Paseo Adelanto
Billing Address:
Facility ID: City of 5an Juan Capistrano
City: 5an Juan Capistrano, 92675
City: Zip
YC Power Systems. Inc. is pleased to submit this quote to City of San Juan Capistrano Water Dept ,for the
Operational Maintenance of the emergency standby generator equipment listed below. YC Power Systems Is proud to announce that our techs are EGSA
Certified. YC Power Systems agrees to perform the following services at the quoted rates until such time that either party determines services are no
longer required or quoted rates need to he re-negotlated. The quoted rates will he hilled after such services have been rendered unless It is agreed upon
by both parties that the fees will he paid prior to the services being performed. The results of the service visit will he Indicated on the service checklist and
a copy will he given to you at the time service Is performed. YC Power Systems will advise you of any parts and/or service work that appear to he required
that are not covered by the standard maintenance agreement. Any additional labor or parts required will he hilled at current rates. YC Power Systems
standard operational maintenance services to he performed are as follows.
Level 1 OM Service is recommended at least semi-annually and will include: (Separate Service)
Check and Inspect overall condition of equipment (Check for leaks and debris Inside enclosures)
Check and Inspect overall condition of cooling system Including V-Belts, Hoses and hose clamps
Check and inspect overall condition of Air Intake and Exhaust System
Check and inspect Lubrication System and Fluid Levels (add oil if required)
Check and Inspect overall condition of Fuel System piping and flex fuel lines (check Day tank If so equipped)
Check and Inspect overall condition of Batteries - recording specific gravity (add water to battery If required)
Check and Inspect overall condition of Starting System including cables and connections
Check and Inspect overall condition of Block Heaters and Battery Charger
Check control Panel and Junction boxes for loose wires and connections
Start and run unit, check operation of Engine and Generator
Check Engine safety controls for proper function
Check Automatic Transfer Switches for proper calibration. ** Operation (Kiiiing Utility) of Transfer Switch will be an extra charge, due to time needed to perform thi
Provide written report of all checked systems, anonalles detected, maintenance accomplished and recommendations for further maintenance / repairs.
" IF AUTHORIZED TO TRANSFER AND TIME OF DAY WON'T IMPACT BUSINESS
Level 2 OM Service is recommended annually and will include all items in Level 1 OM plus the following:
* Air Intake and Exhaust System, check & inspect (turbocharger)
* Fuel System (replace diesel fuel filter)
* Lubrication Oil System (replace engine oil and oil filters, take oil sample and clean crank case breather)
* Control Panel (check panel lights, fuses controls and gauges)
* Generator (lube generator bearing If required)
* Ignition system (Gas Engines Only) (clean and gap spark plugs, check wires, check AFRC for proper operation)
* CA oil recycling fee
' Oil sample taken for laboratory analysis
* Fuel and coolant samples taken for laboratory analysis ( OPTIONAL)
* Provide written report of all checked systems, anonalles detected, maintenance accomplished and recommendations for further maintenance / repairs.
See attached pages for covered equipment and quoted rates. Page 1 of 5
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Exhibit A
GENERAC ! INDUSTRIAL
•~mm^tmmm \r
YC POWER
A Yale Chase Equipment & Services inc. Co.
Equipment Quoted Rates
Company Name : City of San Juan Capistrano Water Dept Proposal Date: 5/4/2015
Unit # WD 1 KW: 600 Location: Water Dept. By the old dance hall
Genset Manufacture: Caterpillar Model # LC7 Serial«: G7A04532
Engine Manufacture: Caterpillar Models CIS Serials: FST00934
OM 1 Service Cost: $362.50 Semi Annual |LoadBank:$ $700.00 | 0M2 Service Cost: $847.65 Annual
INSTRUaiONS: Extra time has been added to the OMl cost for basic operational training of these units
Oil sample priced in this quote.
LOAD BANK IS OPTIONAL
Unit S WD 2 KW: 600 Location: Water Dept. By the old dance hall
Genset Manufacture: Caterpillar Model S LC7 Serial S: G7A04534
Engine Manufacture: Caterpillar Model S CIS Serial S: FST00935
OM 1 Service Cost: $362.50 Semi Annual jtoad Bank: $ $700.00 1 0M2 Service Cost: $847.65 Annual
INSTRUCTIONS: |
Oil sample priced in this quote.
LOAD BANK IS OPTIONAL
Units Zone 3 Pump HP 75 Location: 30761 Steeplechase Drive. Capistrano
Genset Manufacture: Godwin Pump Models Serial S:
Engine Manufacture: John Deere Models 4045TF285 Serial S: PE4045L034190
OM 1 Service Cost: $225.00 Semi Annual [load Bank: $ N/A 1 0M2 Sen/ice Cost: $487.30 Annual
INSTRUCTIONS: | Portable unit
Oil sample priced in this quote.
Unit S Mission Hills KW: 125 Location: 26902 Mission Hills, Capistrano
Genset Manufacture: Katolight Model S D125FRJ4 Serial S: LM236779 66046
Engine Manufacture: John Deere Model S 60SHF250 Serials: PE6068H04622S
OM 1 Service Cost: $275.00 Semi Annual [Load Bank: $ $400.00 | 0M2 Service Cost: $452.40 Annual
INSTRUCTIONS: | Portable unit
Oil sample priced in this quote.
Units Zone 2 Pump KW: 300 Location: 31232 Paseo Crucero, Capistrano
Genset Manufacture: Onan Model S DFCB Serial S:
Engine Manufacture: Cummins Model S NTA-855-G2 Serial S: 303560068
OM 1 Service Cost: $325.00 Semi Annual |Load Bank:$ $600.00 1 OM2 Senrlce Cost: $635.28 Annual
INSTRUCTIONS: | Portable unit
Oil sample priced in this quote.
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Page 2 of 5
GENERAC : INDUSTRIAI.
_ii^^MaHi : ROWER lYC POWER
A Yale Chase Equipment & Services Inc. Co.
Equipment Quoted Rates continued
Company Name : City of San Juan Capistrano Water Dept Proposal Date: 5/4/2015
Units Portable 1 KW: 72 Location: Islde Yard Gate
Genset Manufacture: Whisper Watt Model # DB-1381J3 Serial #: 7501138
Engine Manufacture: John Deere Model # 4045HFG93 Serial #:
OM 1 Service Cost: $200.00 Semi Annual jtoad Bank: $ $390.00 j 0M2 Sen/ice Cost: $371.01 Annual
INSTRUCTIONS: | LOAD BANK IS OPTIONAL
Oil sample to be taken with this unit. Unit is not operated regularly.
Unit S Portable 2 KW: 72 Location: Islde Yard Gate
Genset Manufacture: Whisper Watt Model # DB-1381J3 Serial #: 7501163
Engine Manufacture: John Deere Model # 4045HFG93 Serial #:
OM 1 Service Cost: $200.00 Semi Annual jtoad Bank: $ $390.00 j 0M2 Service Cost: $371.01 Annual
INSTRUCTIONS: j LOAD BANK IS OPTIONAL
Oil sample to he taken with this unit. Unit is not operated regularly.
Unit S Portable 3 KW: 72 Location: Islde Yard Gate
Genset Manufacture: Whisper Watt Model # DB-1381J3 Serial #: 75011368
Engine Manufacture: John Deere Models 4045HFG93 Serial #:
OM 1 Service Cost: $200.00 Semi Annual jtoad Bank: $ $390.00 j 0M2 Service Cost: $371.01 Annual
INSTRUCTIONS: | LOAD BANK IS OPTIONAL
Oii sampie to he taken with this unit. Unit is not operated regularly.
SERVICE COSTS SUB TOTALS
Quoted Price for Level lOM:* (All Units) 6 Month Service $2,150.00
Quoted Price for Level 2 QM: *# (All Units) One Year Service * # $4,383.31
(OPTIONAL) 2 hour Load bank Test with level QM: Yesfxl Nof"! $3,570.00
TOTAL
Total includes 2 hour load bank test for the years 2015 & 2016 Effective July 1, 2015 -$10,103.31
Additional Labor, if required, for services not included with described OM services during normal business hours will be billed at $105.00 per hour. After hours fee will be billed at
$155.00 per hour.
* Does not include Antifreeze, Air Cleaners, Spark Plugs, Batteries or any other parts or Labor not specifically included in service description.
# TAX ON PARTS IS NOT INCLUDED
PLEASE CIRCLE ONE 1 First Service: 0M2
Top off fuel tank with Level 2 OM service. Fuel will be billed at $5.50 per gallon added. Approved by.
Page 3 of 5
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YCPOWER
Equipment Quoted Continued
GENEPAC ifsiouBTRiAc
^^m^^^ POWER
Company Name: City of San Juan Capistrano Water Dept Date: S/AllOlS
There has been extra time added to this quote for training on operation of the listed units above.
Comments:
»»»»> THE PURPOSE OF LOAD BANK TEST IS TO CHECK THE RELIABILITY OF THE
GENERATOR. DURING TESTING THE GENERATOR MAY FAIL. YC POWER
SYSTEMS, IS NOT RESPONSIBLE FOR THE GENERATORS FAILURE OR ANY OTHER
DtFECIS FOUND DURING THE TESTING. ««««
Proposed By: '^'V^ffl/yv ^^rWt^^ Date: May 4,2015
YC Power and Services
ONCE SIGNED, THIS AGREEMENT WILL lAST FOR ONE YEAR FROM SIGNATURE DATE
Accepted By: Date:
Customer Name
Purchase Order # (optional)
TERMS & CONDITIONS:
1. This agreement does not Include Antifreeze, Air Cleaners, Spark Plugs, Batteries, or any other parts or labor not specifically
Included In the service description.
2. Any necessary service beyond the prescribed service description In this Operational Maintenance Agreement will be billed at
Yale/Chase current labor rate of $105.00 hr from the hours of 8:00 AM - 5:00 PM. After hours emergency service will be available
at an overtime rate ot siss.UU / br. tmergency on Holiaays will be pertormea at a rate or S2UU.UU / br. In aaaition, a S1.2b per
mile round trip truck charge applies. These rates are subject to change.
3. Standard Yale/Chase Limited Warranty warrants it service labor to be free from defect In workmanship for (90) ninety
calendar days, or 250 service meter hours whichever occurs first. This warranty does not cover damage by abuse or unintended
use of the repaired equipment and Is subject to the following conditions: 1) After Yale/Chase determines through inspection
of the equipment that the failure was due to defective parts or service, Yale/Chase will repair or replace the defective parts
and /or remedy the defective service at Yale/Chase discretion. 2) This warranty does not Include an cost Incurred for rental
equipment charges Incurred by the customer. 3) This warranty shall be null and void and of no legal effect In the event the
customer has failed to pay for the services or parts complained of or failed to bring their account current.
4. It is understood that the contract price Includes all parts and labor for the specified services. Warranties (either expressed or
Implied) on any materials and equipment sold to the customer which Yale/Chase procures from other sources or manufacturers
( non uenerac Parts) are expressly limited in time and scope oT its warranties (Manufacturer of the non benerac part) wmcn
Yale/Chase obtains on such materials and equipment from Its supply source.
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Page 4 of 5
YCPOWER
TERMS & CONDITIONS CONTINUED:
Company Name: City of San Juan Capistrano Water Dept Date: 5/4/2015
5. During the fulfillment of the agreement, Yale/Chase shall take all reasonable precautions to avoid injury and damage to
to property. Yale/Chase shall Indemnify, defend and hold customer harmless from and against any and all damages, losses,
losses, liabilities and expenses, including personal Injury and property damage arising out of or relating to any claims, causes
to any claims, causes of action, lawsuits, or other proceedings associated with this Operation and Maintenance
Agreement unless the damage, losses, liabilities, and expenses are the result of the customer's negligence, gross negligence
or willful misconduct In which case the customer shall Indemnify, defend and hold harmless, Yale/Chase from all damages,
losses, liabilities and expenses Including property damage and personal Injury.
6. This agreement between the parties shall become valid only when accepted by both parties. No modification of any provisions
of this agreement shall he valid unless in writing and signed by authorized representatives of the party against whom
modification is sought to he enforced.
7. If this Operations and Maintenance agreement Is terminated without cause before the scheduled expiration date, the
customer that executed this agreement with Yale/Chase will reimburse Yale/Chase for Its actual out of pocket costs for all
worked performed through the effective termination date. Further, Yale/Chase shall he paid for all direct and Indirect costs
Incurred by Yale/Chase, Including hut not limited to, parts, service and labor, associated with winding down the contract and all
costs and non-cancelable commitments made by Yale/Chase prior to termination In anticipation that the contract would
proceed to the original termination date. Yale/Chase shall furnish, within (90) ninety-days of the effective date of termination,
a final Invoice for settlement of all costs to he reimbursed. This Invoice may include costs Incurred before the notice of
termination was given but which were not yet billed.
YC Power and Services, Inc.
800-585-5438
www.vcpower.com
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