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Service Solicited - 2022 - Lyngsoe Systems - Library Materials Handling System Maintenance Service Agreement ■ M Lyngsoe ■ ■ Systems .�`r� d•.!... '�� P�//'�-'�sµ'� _ -�J k Hai i. t. Service Agreement f A p _ - t LibraryEagle Public Proposal No. B25573-922 March 16, 2022 - Laura Corbin Service Director 646.693.8846 Isu@lvngsoesystems.com Lyngsoe Systems Inc. Tel. +1 646-693-8850 7450 New Technology Way, Suite B info@lyngsoesystems.com Frederick, NO 21703, USA www.lyngsoesystems.com ■ 0 Lyngsoe ■ ■ Systems INTRODUCTION 3 EQUIPMENT 3 HOTLINE SERVICE 4 HOTLINE 4 PART TO SITE 4 MAN-ON-SITE(MOS) 4 DISPATCHING A TECHNICIAN 4 MAINTENANCE 5 SERVICE VISITS 5 SPARE PARTS SERVICE 6 SPARE PARTS STOCK 6 EXTENDED PARTS WARRANTY 6 REPAIR SERVICE 6 TRAINING 7 PRICE SHEET 8 COMMERCIAL CONDITIONS 9 PRICES 9 TERMS OF PAYMENT 9 INVOICE ADDRESS 9 TERMINATION OF AGREEMENT 9 BREACH 9 LIMITATION OF LIABILITY 9 FORCE MAJEURE 10 CONFIDENTIALITY 10 CONTRACTSHEET 11 APPENDIX 1 12 APPENDIX 2 13 APPENDIX 3 16 Page 2 of 16 Eagle Public Library B25573-922 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." ywl iC��lra��� i��f�' p la�y�l • ■ ■ Lyngsoe ■ ■ Systems , t_ ,i This service agreement covers the after sales services and conditions agreed between Lyngsoe Systems (hereafter called "Lyngsoe Systems" or"Contractor") and Eagle Public Library (hereafter called the "Customer" or "Owner"). The site-specific equipment covered in this agreement includes the following: SITE 1 Eagle Public Library, Main Branch, 100 N Stierman Way, Eagle, Idaho 83616 Warranty Expiration 6th February 2018 Equipment included in this site: 4 x SortMate modules 1 x SortMate merge sorter 1 x Ergo StaffrM 1200 1 x Library MateTM 1200 Page 3 of 16 Eagle Public Library B25573-922 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." �4 � y i f�VC, ■ ■ ■ Lyngsoe ■ ■ Systems The hotline can be used when assistance from an experienced Lyngsoe Systems engineer is required. If the hotline is contacted, a hotline report of this call is sent to the Customer after the issue is resolved. If a Customer is unable to remedy a problem that renders the system not functional, the Lyngsoe Systems Hotline can be contacted 24 hours a day. Within 15 minutes of receiving the call, hotline engineers will start troubleshooting the system and supporting the Customer. This will be done by telephone and VPN connection. Establishing a VPN connection to the Customer will be done prior to initial equipment installation but according to Lyngsoe Systems specifications outlined in the project phase. Hotline is not available on 24tn 25tn and 31 st December and 1 St January unless other arrangements are made. In the case where a system part, which is not in the spare parts kit, is needed and the customer is covered by Lyngsoe Systems extended parts warranty the process is outlined below. In the case where a part is needed and the customer does not have extended part warranty Lyngsoe Systems will need a purchase order to proceed with issuing the part. In the case where problems cannot be solved remotely Lyngsoe Systems will send a technician to site within the shortest possible reasonable response time, subject to the restrictions outlined below. If the Customer, for other reasons, requests a technician to come on site, Lyngsoe Systems will send a technician to site within the shortest possible reasonable response time, subject to the restrictions outlined below. The Customer must supply a purchase order when ordering Man-On-Site and costs are invoiced according to the rates in Appendix 1. For a Man-On-Site visit the system must be made fully available for the technician. If a Man-On-Site is required and the decision to do this is made within Lyngsoe Systems normal opening hours (8.00am - 4.30prn Monday through Friday EST), the technician will commence their journey immediately. Outside of normal opening hours a technician will commence their journey before 12 noon the following weekday. Page 4 of 16 Eagle Public Library B2 55 73-92 2 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." � l 1 Iti ii� �'� ■ ■ ■ Lyngsoe ■ ■ Systems j, Planned service visits to the Site(s) are part of good preventive maintenance practice. Service visits are carried out by Lyngsoe Systems technicians and include the following main points: • Inspection and health check • Adjustment of parts • Replacement of wearing parts • System optimization • Check of controls system • Review of the spare parts inventory The number of agreed annual service visits and the number of hours per visit are itemized in the price sheet. The date of visits and time of arrival on site will be agreed upon individually with the Customer. The Customer is requested to make 1 member of staff available during the entire service visit for knowledge transfer and education. In order for us to carry out the most effective service visits, we require that the Customer maintain spare parts on site. If the service visit is extended, this will be invoiced separately. All service visits are concluded with a service visit report sent to the Customer. The Customer should provide an email address for this to be sent to. Page 5 of 16 Eagle Public Library B25573-922 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." y�i fi �,L�raf�I' ■ a y a l i 6 „ r E, ■ ■ Lyngsoe x' ■ ■ Systems In order to ensure maximum uptime on the system it is important that spare parts are available on site. t" ...}/ E (.. A spare parts stock is insurance and will include parts that are critical to the operation of the system. Lyngsoe Systems recommends that the Customer invest in a spare parts starter kit for each product they purchase. While we have a typical standard package the contents of the starter kit can also be tailored to the Customer and the Customer budget. Contents of a standard spare parts starter kit are itemized in Appendix 2. Consumption of spare parts is not included in this agreement and will be invoiced separately. i�T_S WAR(�P,i s Lyngsoe Systems will provide the annual price for extending the initial parts warranty covered in the original Lyngsoe Systems Terms and Conditions. If at any time during the initial or extended warranty period a part should fail under the conditions of the original Lyngsoe Systems Terms and Conditions and it is not part of the supplied spare parts package Lyngsoe Systems will ship a part to site as soon as possible. This will be done on mutual agreement that the failed part will be shipped back to Lyngsoe Systems as soon as the new one is installed with a completed Returned Goods Form (Appendix 3). Failure to ship back the failed part will result in Lyngsoe Systems invoicing the customer for the new part. Exception to this will be when Lyngsoe Systems requests that the failed part not be shipped back. No charges will be incurred by the Customer under this scenario. Lyngsoe Systems may coordinate the repair of defective parts and components. The Customer must send defective parts to Lyngsoe Systems with a completed Returned Goods Form (Appendix 3) and the repair work will start when Lyngsoe Systems receives the returned goods. While the duration of the repair work will vary, but we aim to ship repaired goods to the Customer within 30 days of receiving them with standard shipping. Page 6 of 16 Eagle Public Library B2 55 73-922 "Use or disclosure of proposal data is subject to the restrictions)on the confidentiality page of this proposal." ■ i ■ ■ Lyngsoe ■ ■ Systems Lyngsoe Systems offers packages will ensure all Customer operators and maintenance personnel have the skills needed to efficiently keep the system in running order. Lyngsoe Systems recommends that maintenance and operators training is scheduled each year to help with any ongoing questions the customer has. Page 7 of 16 Eagle Public Library B2 55 73-92 2 "Use or disclosure of proposal data is subject to the restriction(5)on the confidentiality page of this proposal." ■ ■ Lyngsoe ■ ■ Systems DATES OF SERVICE 61h February 2022-61h February 2025 HOTLINE SERVICE Hotline Support Price per year 7,044 USD MAINTENANCE Service Visits 1 annual visits of 8 hours. Including preparation and travel costs Price per year 4,015 USD EXTENDED PARTS WARRANTY Extended Part Warranty Price per year 1,445 USD SERVICE AGREEMENT PRICING OVERVIEW Hotline Service, Maintenance, Extended Part Warranty Price per year 12,503 USD Hotline Maintenance Extended Parts Warrantv TOTAL 2022-2023 $7,044 $4,015 $1,445 $12,503 2023-2024 $7,265 $4,055 $1,500 $12,820 2024-2025 $7,486 $4,097 $1,597 $13,180 2025-2026 $7,720 $4,140 $1,700 $13,560 2026-2027 $7,955 $4,185 $1,810 $13,950 Page 8 of 16 Eagle Public Library 625573-922 "Use or disclosure of proposal data is subject to the re5triction(s)on the confidentiality page of this proposal." U� U� U� �� �� Lyngsoe U� U� °� �� Systems All prices are exclusive o[all applicable taxes and duties. The Customer shall pay any taxes,however designated m levied,based on Such charges,or upon this Support Agreement,or the products or services provided hereunder,or shall reimburse Vendor for any taxes paid hr Vendor in respect ofthe foregoing,exclusive o[taxes based vn the net income o[Vendor. /f Customer desires mwaive Vendor's obligation to pay taxes for goods sold to Customer,Customer will provide to Vendor such a waiver under separate cover. The annual price i,invoiced in advance once uyear. Any further goods and/or services covered herein shall be invoiced after delivery and/or performance, All payments are net cash ov later than]O days after invoice date. Eagle Public Library, 100 N 9hcnoun VYuy. Eagle,Idaho 836\6 [|(�N {]F The term oy this Agreement will automatically renew for o successive twelve(|2)month period until December 3|.2027. Notwithstanding the foregoing,the renewal of any twelve-month Term shall be subject to the City of Eagle appropriating funds for any successive term.If the City of Eagle fails to appropriate funds for a successive term,this Agreement shall terminate automatically.Further,both parties can terminate the Agreement for convenience and without penalty provided that(I) written notice is provided at least 12 months in advance of the termination date and(2)the party initiating termination is not in muu,iu|breach oF any covenant hereunder. Both parties can terminate the agreement for convenience and without pena4 provided that(I)written notice is provided at least 12 months in advance o[thv termination date and(2)the party initiating termination is not in material breach o[any covenant hereunder. Material breach by one party obviates the other's corresponding duty of counter-performance and shall allow immediate termination without notice hy the non-breaching party. The liability of Contractor, its agents,employee,subcontractors and suppliers with respect to any and all claims arising out of the performance or non-performance of obligations under the Contract Documents,or the design,manufacture,sale,delivery,installation or use of equipment or materials or the condition of other services hereunder irrespective of the theory upon which any claim may be based,including,without limitation,breach o/the Contract Documents,breach of warranty o,tort(including nou|iguncn).indemnity, strict liability or otherwise(i)shall in no event include consequential,indirect,special or similar damages including,but not limited to, loss of profits or revenue,or loss of business,and Owner hereby irrevocably waives any right it may have to any damages in excess of actual and incidental,and(ii)shall innv event exceed in the aggregate )0%o the Contract Sum. This limitation or|i:hiUtyshall prevail over any conflicting or inconsistent provisions contained in the ContractDocuments except where such conflicting o, inconsistent provisions provide omore restrictive remedy. Page xof 1s Eagle Public Library 625573-922 "Use m disclosure w'proposal data a subject m the^smctio,Won the mnfiuenuoxtypage vythis pup05n1.^ . ■ ■ Lyngsoe # �µ ' ■ ■ Systems Neither Owner nor Contractor shall be liable for any failure to perform any of their respective obligations under the Contract Documents when such failure is caused by or results from(1)strike or other work stoppages blacklisting,boycott,or sanctions, however incurred;(2)acts of God,public enemies,authority of law(including the withdrawal of any governmental authorization required to carry out the terms of the Contract Documents),embargo,quarantine,riot insurrection,a declared or undeclared war,state of ware or belligerency or hazard or danger incidental thereto;or(3)the inability of any person to obtain any equipment,machinery, or material required for the Work,or the inability to make the Work Site available to Contractor in accordance with the Contract Documents,through no fault of Owner or Contractor. Information,data and drawings embodied in this proposal may be treated strictly confidential and shall not be disclosed if the information sought falls within the definition of"trade secret"contained within the Idaho Public Records Act.All"trade secret" information the Lyngsoe Systems wishes the Customer and/or City of Eagle to withhold must be submitted in a separate electronic file which is separate from the remainder of the proposal. The Customer and/or City of Eagle reserves the right to make an independent discretionary decision whether or not the documents marked as"Trade Secret'qualify as such pursuant to the Idaho Public Records Act.If the Customer and/or City of Eagle withholds "trade secret"information from a person requesting same under the Idaho Public Records Act,Lyngsoe Systems agrees to indemnity the Customer and/or City of Eagle for any attorney's fees and costs associated with the defense of the decision to withhold the"trade secret"information,should the decision be legally challenged.Further,Lyngsoe Systems will be named in any legal challenge as a party,pursuant to Idaho Code§74-115,and will have legal standing to oppose the request for disclosure. Page 10 of 16 Eagle Public Library B25573-922 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." ■ ■ Lyngsoe ■ ■ Systems This agreement has been made between Eagle Public Library, 100 N Stierman Way, Eagle, Idaho 83616 (In this document called the Customer) And Lyngsoe Systems 1664 Bowmans Farm Rd Suite 109, Frederick, MD 21701 (In this document called Lyngsoe Systems) Signature Si 1 ture Laura Corbin Service Director 16`i' March 2022 / 1'4'� �w „a Date Date O`C This agreement is available as 2 signed original versions, one for each party. Page 11 of 16 Eagle Public Library B255 73-92 2 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." ■ E Lyngsoe ■ ■ Systems Valid from JanUary 1, 2016 to December 31, 2025 Hourly Rates(USD) Normal Hours Overtime Hours Travel Hours Holiday Hours Service Engineer 165.00 247.50 165.00 330.00 Software Engineer 171.00 256.50 171.00 342.00 Normal hours are from 08.00 am to 4.30 pm Local Time Overtime is after 4.30 pm on weekdays, Saturdays/Sundays and holidays according to USA calendar. Car expenses are charged according to invoice Other expenses are charged according to invoice Hotel expenses are charged according to invoice Allowances are charged according to current per diem rates Subsistence allowances are charged where work including transportation time is terminated after 6 hours is charged at 45% of the tariff in force. NOTE: • All prices exclusive of hotel and subsistence allowances. • All prices exclude transport costs and travel time. Page 12 of 16 Eagle Public Library B25 5 73-92 2 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." ■ ■ Lyngsoe ■ ■ Systems Ergo Staff 1200 RFID Part QTY Number Drive unit flat belt b:15/1:314 (Blue) 5008631 1 Roundbelt 04/1:984for ES1200 (6 belts in kit) 5008152 1 Sick fotocelle MHTB15-P2367 5008381 3 LED button, RS 7082983 (MP1001/28/D1) 5008237 1 Actuator Control Switch 5008172 1 Part Library Tunnel 2000 (LM1200/LM5000) Number QTY 5008769 Flat Belt Reinforced 15X331mm-Coneyor& 5008630 1 Tunnel (Motor to Pulley Drive) Round Belt Transportation 800mm (5 belts in kit) 5007189 1 PEC-row forTunne12000 (2.0) 5008487 1 Sick PEC WL100-P1409 5008544 1 LED Strip for Library Tunnel 5007213 1 Part Sort Mate 2000 Number QTY 5008761 Flat Belt Reinforced -SM2000 Divert Rollers & Transportation Belts 5008631 2 (Motor to Pulley) Round Belt- Diverter Roller(Pulley to Roller) (7 5007735 1 belts in kit) Round Belt-Transportation (6 belts in kit) 5007179 1 SM2000 Gear Motor 5009516 1 Page 13 of 16 Eagle Public Library 325573-922 "Use or disclosure of proposal data is subject to the restriction(s)an the confidentiality page of this proposal." ■ ■ Lyngsoe ■ ■ Systems Beckhoff EL7342 Motor Output Module 5007120 1 SM2000 PEC Row Assembly 5008482 1 Power Supply Meanwell 24 VDC SP240-24 5006546 1 Diverter Unit Complete SortMate 2000 V2.2 5009738 1 Part Conveyor 6000(All Sizes) Number QTY 5008768 Flat Belt Reinforced 15X331mm-Conveyor& 5008630 1 Tunnel (Motor to Pulley Drive) PEC Row for Conveyor 6000 5008484 1 Conveyor 6000(Per Each Standard Size) Part QTY Number Round belt, transportation, 500 mm (Kit Part 5007187 Number 5008538) (6 belts in kit) 1 Round belt,transportation, 600 mm (Kit Part 5007188 1 Number 5008539) (6 belts in kit) Round belt,transportation, 800 mm (Kit Part 5007189 Number 5008540) (6 belts in kit) 1 Round belt, transportation, 900 mm (Kit Part 5007190 Number 5008541) (6 belts in kit) 1 Round belt,transportation, 1000 mm (Kit Part 5007191 1 Number 5008542) (6 belts in kit) Round belt,transportation, 1100 mm (Kit Part 5007192 Number 5008543) (6 belts in kit) 1 Round belt,transportation, 1200 mm (Kit Part 5007193 Number 5008545) (6 belts in kit) 1 Round belt,transportation, 1500 mm (Kit Part 5007194 Number 5008546) (6 belts in kit) 1 Round belt,transportation, 1700 mm (Kit Part 5007195 Number 5008547) (6 belts in kit) 1 Page 14 of 16 Eagle Public Library B2 55 73-92 2 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." ■ O Lyngsoe ■ ■ Systems Round belt,transportation, 2000 mm (Kit Part 5007196 1 Number 5008548) (6 belts in kit) Part Conveyor Liftgate 6000(Additional to Conv Kit) Number CITY 5008549 Round belt,transportation, 1000 mm (Kit Part 5007191 1 Number 5008542) (6 belts in kit) Gas Lift (094560) 5006099 2 Micro-switch for Belt Stop 5007211 1 Part Chute 2000 Number CITY 5008551 Push Button Socket Blue LED 24VDC(Schneider 113A390 1 ZB4 BVB6) Lamp Push Button Blue LED (Schneider ZB4 113A400 BW363) 1 Full chute PEC SICK Photocell WL100-P4400 5001366 1 E-Stop Button (Schneider ZB4BS844) 5007278 1 E-Stop Button Socket(Schneider Z134 BZ104) 5007283 1 Part Turn Mate 1100(Basic) Number CITY 5005408 Roller Motor for TurnMate (Maxon) 174A699 2 Rubber Roller-20 mm Dia x 154mm 5009664 1 Rubber Roller-20 mm Dia x 327mm 5009666 1 Rubber Roller-20 mm Dia x 396mm 5009667 1 Rubber Roller-20 mm Dia x 418mm 5009668 1 Rotation Motor for TurnMate (Maxon) 5000141 1 Page 15 of 16 Eagle Public Library 1325573-922 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal." ■ ■ Lyngsoe ■ ■ Systems _.. -' .a c Goods returned by: ❑Customer ❑ Lyngsoe ❑ Other Site name: Project number: Address: Goods are returned ❑Claim-flaw on goods ❑Warranty because of: ❑ Repair/replacement of the goods ❑Other State reason for return: (State serial no., model and error code if such shows) Lyngsoe part number: Part Name: Serial number: Date of failure: Date of shipment: Shipping information: Please send this form via email to: Please send parts to: Victoria Myers Lyngsoe Systems VIM@lyngsoesystems.com 1664 Bowmans Farm Rd A COPY OF THIS FORM MUST ALSO BE Suite 109,Frederick,MD 21701 ATTACHED TO THE GOODS. Page 16 of 16 Eagle Public Library B25573-922 "Use or disclosure of proposal data is subject to the restriction(s)on the confidentiality page of this proposal."