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HomeMy WebLinkAboutResolution - 2009-R0348 - Contract - Johnson Controls Inc.- HVAC Maintenance Services - 08/27/2009Resolution No. 2009—RO348 August 27, 2009 Item No. 5.23 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 9141 for HVAC Building Mechanical Maintenance Services for Civic Center, Coliseum & Auditorium pursuant to RFP 09-048-MA, by and between the City of Lubbock and Johnson Controls, Inc. of Lubbock, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 27th ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CO TENT: VVI Scott Snider, Assistant City Manager Community Services APPROVED AS TO FORM: Chad Weaver, Assistant City Attorney vwJccdocs/RES.Contract-Johnson Controls, Inc. August 17, 2009 day of August , 2009. TOM MARTIN, MAYOR Resolution No. 2009-RO348 CITY OF LUBBOCK CONTRACT FOR SERVICES For Maintenance Services for Building Environmental Mechanical Systems at Civic Center and Auditorium/Coliseum RFP 09-048-MA Contract #9141 THIS CONTRACT, made and entered into this 27th day of _ August , 2009, pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Johnson Controls Inc., ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for proposal for Maintenance Services for Building Environmental Mechanical Systems at Civic Center and Auditorium/Coliseum and proposals were received and duly opened as required by law; and WHEREAS, after careful consideration of the proposals submitted by Contractor, the City of Lubbock has heretofore adopted a resolution authorizing the acceptance of such proposal, and the execution, in the name of the City of Lubbock a contract with said Contractor covering the Maintenance Services for Building Environmental Mechanical Systems at Civic Center and Auditorium/Coliseum. NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: i . In accordance with City's specifications and Contractor's proposals, copies of which specifications and proposal are attached hereto and made part hereof, Contractor will deliver to the City the Maintenance Services for Building Environmental Mechanical Systems at Civic Center and Auditorium/Coliseum, in the specifications attached hereto. 2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. The City agrees to pay the Contractor according to the payment schedule attached; said payment schedule does not include any applicable sales or use tax. 3. The Contractor shall perform the work according to the procedure outlined in the specifications and request for proposal attached hereto and incorporated herein. 4. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event l Of shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City. 5. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: Worker's Compensation - The Contractor shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, Contractor shall maintain said coverage throughout the term of this Contract and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Contractor maintains said coverage. Any termination of worker's compensation insurance coverage by contractor or any cancellation or non -renewal of worker's compensation insurance coverage for the Contractor shall be a material breach of this Contract. The contractor may maintain Occupational Accident and Disability Insurance in lieu of Workers' Compensation. In either event, the policy must be endorsed to include a wavier of subrogation in favor of the CITY OF LUBBOCK. The Contractor shall also provide to the CITY OF LUBBOCK proof of Employers' Liability in an amount no less than $500,000. Commercial General (public) Liability insurance, per occurrence, in an amount not less than $500,00 including coverage for the following: Products /completed operations Personal & Advertising injury Contractual Liability Automotive Liability insurance, per occurrence, in an amount not less than $500,000 combined single limit including coverage for the following: Any Auto The City of Lubbock, its agents, elected and appointed officials, and employees are to be listed as a primary additional insured under the policies. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The contractor shall also maintain workers compensation insurance in the statutory amount. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. of 3 6. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. 7. This Contract consists of the following documents set forth herein; Invitation to RFP #09-048-MA, General Conditions, Specifications, and proposal. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicates. CITY OF LUBBOCK CONTRACTOR Tom Martin, Mayor Authorized Representative ATTEST: Re cca Garza, City ccretar APPROVED AS TO C TENT: Scott Snider, Assistant City Manager Community Services APP TO FORM: C ad Weaver, Assistant City Attorney JOHNSON CONTROLS INC. Address 1603 West Loop 289,Lubbock, Tx 79416 3 of Resolution No. 2009-RO348 RFP #09-048-MA, HVAC Building Mechanical Maintenance Services for Civic Center, Coliseum & Auditorium I Maintenance Services for Building Environmental Mechanical Systems at Civic Center and Auditorium/Coliseum PRICE SHEET it Price for Contract Year One (October 1, 2009 September 31, 2009) $ 136,472 .00 Each proposal will be required to submit a single proposal amount for maintenance services, for a period of one (1) year, as specified, for all buildings. For internal record purpose only, each Contractor shall submit a breakdown of his proposal as follows: 1. Maintenance Services for Civic Center $ 81,883.20 2. Maintenance Services for Coliseum/Auditorium $ 54,588.80 09RFP.doc 29 Resolution No. 2009-R0348 TECHNICAL SPECIFICATIONS Scope: A. Maintenance services include: (1) preventive maintenance service to be provided by the Contractor on all maintainable equipment and associated devices related to the Building Environmental Mechanical Systems described in the specifications (2) repair or replacement of all equipment described in this specification. B. The Contractor shall furnish all supplies, components, replacement parts, materials, test equipment, tools, personnel and services in conformance with the terms and conditions as outlined below. C. All services shall be provided for an initial period of one year. The agreement shall be automatically renewable for an additional two years, subject to written cancellation by either party by July 91h of each calendar year. The contract amount shall be increased each year according to the Other Goods and Services Consumer Price Index, 12 months un- adjusted per cent change, issued on August 31`t by the US Bureau of Labor and Statistics. D. Excluded equipment has been itemized, and includes items that are currently non - maintainable. 11. Equipment Included: The maintenance service contract shall cover the following items: Pumps Boilers Water chillers Air handling units Heat exchangers Exhaust fans Air compressors and dryers Fan coil units Unit heaters Cooling towers Evaporative coolers Temperature control devices. A complete inventory of equipment is attached, along with the original design drawings. The drawings have been annotated, in large print, with equipment labels that correspond with the inventory. The exact model 4, capacity or size of installed equipment may differ from the attached inventory. Contractor shall confirm by on -site survey that the equipment has been adequately identified. 2. Also included: Replacement or repair of all heating and cooling coils, to include damage by freezing Steam traps Water strainers 14 Automatic control valves Automatic air vents Oil and lubricants Oil, air, and refrigerant filters Outside air dampers and damper motors Pressure sensors Control linkages Computers and time clocks Steam and chilled water flow meters Float valves Gauges Magnetic starters Fan motor drives Bearings Belts Motor starters and associated electrical wiring Refrigerant to replace that lost in operation or service. I1I. Equipment Excluded: Non-moving equipment, such as foundation structural supports, domestic water lines, drains, plumbing lines, and gas lines up to boiler control valve, air handling ductwork; boiler shells, unit cabinets, boiler trim and refractory materials. 2. Non -maintainable equipment. Some equipment has been identified in these specifications as non -maintainable e.g.: The coil for AHU-5 at the Coliseum The 1200 GPM Chilled Water Control Valve in the TTU tunnel In addition to these items, the Contractor's initial inspection or initial seasonal start-up may indicate that repairs are required to other items. For all non -maintainable items, the Contractor shall submit a firm quotation for the Owner's approval to repair or replace non -maintainable equipment. Should the Owner decide not to authorize the repairs, the non -maintainable system shall be removed from the Contractor's scope of responsibility. 3. In the Auditorium: Chillers 1 and 2 Primary Condensing Water Pump P-2 All Steam Boilers Cooling Tower CT -I and Remote Cooling Tower Sump S-1 4. All Facilities: Manual Valves Fire Protection Systems Refrigerant Monitors Replacement of Condensate Drain Pans 15 5. At the Civic Center: Boiler tube replacement shall be limited to 20% of tubes Leaking control air line II1. Service Included 1. Preventive Maintenance, as described in the attached "Procedures for Preventive Maintenance." 2. Repair or replacement of all included equipment, to include parts and labor. 3. Emergency service a. Contractor shall be on -call on a 24-hour basis and provide a telephone answering service. b. Contractor shall include all labor, overtime, travel costs, parts, environmental charges, disposal fees, and supplies in the cost of the service program. c. Contractor shall be capable of responding to an emergency situation within three hours. 4. Quotations for work not included in the contract, calculated using an hourly rate of $` per hour; a supervisor, if required, at $__per hour; a ,% mark-up on parts, with a guaranteed not -to -exceed maximum cost. The hourly rate will include the cost of all overtime, travel costs, parts, environmental charges, disposal fees and any other charges normally applied to contractor services. (See Attachment A) 5. Water Treatment Service a. Necessary labor and chemicals to property maintain all water within the condensing, steam, condensate, heating, and cooling water systems to control metal corrosion, scale formation, biological fouling or contaminated discharge. b. Chemicals to meet OSHA Environmental Protection Agency and OEQC requirements for safety to personnel and the environment. c. Labor to take test samples, adjust feed rate, change settings, drain and flush systems, service automatic feed equipment, manually inject chemicals for all closed systems including chilled water, hot water, steam and condensate. d. Water analysis and service reports provided at least monthly to maintenance supervisor. 6. Air Filter Service a. The Contractor shall provide, install and regularly change all air filters at 30 day intervals and after major events that create a situation which drastically fowls 16 filers, e.g. ABC Rodes. Old filters shall be removed from the job site at the time of change. b. Filter frames shall be sized to till the entire cross section of the units to prevent blow -by and eliminate filter spacers in the units C. Filter media shall be of fiberglass or polyester materials, with an ASHRAE standard 52-76, average efficiency 25-30% and arrestance 90-92%. 17 RFP #09-048-MA, HVAC Building Mechanical Maintenance Services for Civic Center, Coliseum & Auditorium SPECIAL CONDITIONS 1. GENERAL INSTRUCTIONS TO OFFERORS A. All work called for in the proposal documents will continue for a period of one (1) year unless terminated under provisions of the contracts prior to that time. By mutual agreement of Owner and Contractor, the Contract may be annually renewed for an additional two (2) years. The Contract Amount shall increase each year according to the CPI index. B. Each proposal will be required to submit a single proposal amount for maintenance services, for a period of one (1) year, as specified, for all buildings. For internal record purpose only, each Contractor shall submit a breakdown of his proposal as follows: 1. Maintenance Services for Civic Center 2. Maintenance Services for Coliseum/Auditorium The Owner will evaluate and award proposals only on the single proposal amount. C. Proposals shall cover all specified maintenance services on systems located in all building facilities listed in the proposal specifications. Please refer to those specifications for further information and scope of desired services. D. Although an equipment sheet with location shown is included as a part of this packet, proposalders are required to inspect each system and its respective components. E. All proposals must provide for maintenance services of building environmental mechanical systems as specified herein. Through the Service Contractor's system of preventative maintenance, the Contractor must detect faulty or inoperative conditions and correct same. The City Representative will advise Contractor of any known malfunctions or operational problems. The Contractor shall respond in his monthly report to all malfunctions and operational problems. Optional forms for monthly reports are provided as a part of these specifications and can be modified and used if deemed beneficial. The attachment provided is a list of required reports. F. The Contractor shall not be relieved from assuming all responsibility for properly estimating the difficulties of performing any services, repairs, or replacements of any equipment or components required within this set of specifications due to the failure of the Contractor or his personnel to thoroughly investigate all conditions of all equipment and locations as outlined in this specification. G. All planned preventive maintenance service work under these specifications is to be performed during norrnal working hours, or as approved by the City of Lubbock. H. It is agreed that the City of Lubbock will provide reasonable means of access to all devices, which are to be serviced. The Contractor shall be free to start and stop all primary equipment incidental to the operation of the Mechanical Systems when arranged with the representatives 09RFP.doc 18 RFP #09-048-MA. HVAC Building Mechanical Maintenance Services for Civic Center. Coliseum & Auditorium of the City of Lubbock. Contractor personnel shall comply with all regulations concerning City of Lubbock Security measures. 1. The Contractor shall attend an every other monthly progress meeting, scheduled by the Owner. J. As part of this proposal, the Offerors shall submit for evaluation a comprehensive and detailed technical, financial and business prospectus, descriptively outlining his ability to adequately and satisfactorily perform the services as requested in this specification. K. It is the intention of this specification to establish and define those services that are to be performed and, in addition, to determine the capability and experience of the Offerors desiring to provide such services to the City of Lubbock facilities. L. Requirements for Offerors: 1. All Offerors shall visit the job site and become thoroughly familiar with the facilities and equipment prior to submitting a proposal. No proposal shall be accepted from any Offeror unless it has been verified that there has been a visit and inspection of all equipment at each location by qualified persons prior to submittal. 2. At the time of award the Contractor and service personnel shall be fully licensed by the State of Texas to do business at the job site and to provide a complete service. 3. Services that are to be provided shall be performed by qualified and trained service personnel that are directly employed by the Contractor. Subcontracting portions of the System or services requested in these specifications shall be allowed with prior consent of the City Purchasing Manager and Civic Center representative. All proposed subcontractors shall be listed in the proposal proposal submittal. 4. Personnel must be employed by the successful Contractor during the life of this contract. If at any time required personnel are not available for service work, the Contractor will be required to pay all cost accrued to effect proper maintenance on systems covered by this contract. A minimum of two (2) of these personnel shall be properly certified, thoroughly trained, and qualified to repair, service and calibrate the automation systems used to control the heating and cooling in these buildings. M. All prospective proposalders must submit Proof of qualifications and a list of maintenance personnel to maintain the equipment at each location. Technician Home Years Employed Name Phone byccompany 1. 3. (See Attachment B) 4. 5. 6. N. Specifically, piping and insulation has been excluded from this maintenance contract. When control valves or equipment must be removed and replaced or repaired, the attached 09RFP doc 19 RFP #09-048-MA, HVAC Building Mechanical Maintenance Services for Civic Center, Coliseum $ Auditorium piping and insulation that is affected by this work shall be repaired, at additional cost to the Owner, with approved repair quotation, as specified herein. O. The Contractor shall submit, along with his invoice for scheduled completed work, a Monthly Service Report to the Owner. Upon receipt of the Contractor's invoice and Monthly Service Report, the City of Lubbock shall make a monthly lump sum payment to the Contractor. 11. QUALIFICATIONS OF OFFERORS A. The Owner may make such investigations as he deems necessary to determine the ability of the Contractor to perform the work each Offeror shall furnish the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal if evidence submitted by or investigation of such Offeor fails to satisfy the Owner such proposalder is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein. B. Although cost will be factor in the awarding of the Maintenance Services Contract, it is absolutely essential that each Offeor financially and operationally capable of providing the requested services and possesses the necessary qualifications and experience to satisfy the contractual obligations of the agreement. Ofteors are required to provide all of the data that would assist the City of Lubbock in evaluating a proposalder`s overall ability to perform the requested services. The 013ys determination in this regard will be a key factor in the awarding of the contract. C. The Offeor must also submit, with the proposals a list of at least six (6) Reference clients with similar or larger full responsibility contracts. Please use company letterhead for this information. The format shall be as follows: Years Annual Company Under Contact Telephone Contract Building Type of Name Contract Name Number Amount Size -System (See Attachment C) D. The following requirements shall be considered as the minimum standard for a Offeor to be considered as qualified to provide services under this contract, and shall be prerequisite to any award. A minimum period of 10 years experience in the performance of HVAC maintenance as specified. 2. The Contract shall maintain a field office and/or warehouse that is within three hours travel time of the City of Lubbock facilities. 3. The Contract shall employ a minimum of three (3) full-time competent servicemen who reside within three-hour travel time of the job site. The Contractor must also employ a professional staff educated in mechanical and electrical fields, with electrical, water treatment, refrigeration, boilers, pneumatic and electric control systems personnel, who have a minimum of 5 years experience in the above specialties. 09RFP.doc 20 RFP #09-048-MA, HVAC Building Mechanical Maintenance Services for Civic Center, Coliseum $ Auditorium E. The Contractor shall demonstrate they own the proper tools and test equipment to maintain all the systems under contract. The Contractor must own the following tools and test equipment and be able to document their use on a reasonable number of contracts of comparable size in a similar climatic area: Combustion efficiency test equipment, water conductivity tester, vibration detector, water treatment chemical drop test kit, micrometer, conductivity tester, refrigeration oil test kit, electronic refrigeration leak detector, refrigerant pump down and refrigerant recovery equipment, voltmeter, ampmeter, and amprobe. Documentation must be attached to the Proposal submitted. F. In addition, the Offeror shall have access to central parts supply warehouses whose inventories include all replacement parts for any components in the system under contract to ensure fast availability in emergency situations. This includes all temperature sensors, controllers, dampers, valves, actuators, relays, air compressors, and boiler controls. 09RFP.doc 21 RFP #09-048-MA, HVAC Building Mechanical Maintenance Services for Civic Center, Coliseum 8 Auditorium INSURANCE SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate, along with a copy of the additional insured endorsement, to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor. SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s): TYPE AMOUNT Commercial General Liability insurance S500,000 General Aggregate ((Occurrence) Product -Comp Op AGG Personal & Adv. Injury Contractual Liability Automotive Liability Any Auto 300,000 Workers Compensation Statutory Amount Employer's Liability or Occupational Medical and Disability 500,000 City of Lubbock named as primary additional insured on Auto/General Liability & Waiver of subrogation in favor of the City of Lubbock on all coverages. 09RFP.doc 22 Attachinent A Johnson 01(i Controls nonald L. Beyer Service Branch Manager Johnson Controls, Jnc. 1603 west Loop 289 Lubbock, TX 79416 August 6, 2009 Marta Alvarez Purchasing and Contract Manager City of Lubbock 1625 l3"' Street, Room 204 Lubbock, Texas 79401 Dcar Marta, Honorable Mayor Tom Martin and City Council: Please allow this document to serve as an amendment to our proposal for HVAC Building Maintenance Services for Civic Center, Coliseums & Auditorium, RFP #09-048-MA Johnson Controls - Lubbock Service, will offer a discount of 10% off of our published labor rate. Published Labor Rates: Regular C_aL_U_iscognted Rate Mechanical S 91.00 hr. $ 81.90 Chiller Labor S 99.00 hr. $ 89.10 Controls Labor $137.00 hr. $123.30 Annual Labor Rate: Upon renewal, discounted annual labor rate will be effective for the entire contract year. Annual rate increases will not exceed 3% of the previous year rate. Mileage Cb&Me-! There will be no per mile charges assessed to conduct service work outside the RFP contract. ,A, "Trip Charge" of $25.00 will be assessed for each service trip. PlZsi_nosal Environmental Usage Charge: A DEU charge for refrigerant and oil disposal as well as for nuts, bolts, screws, wire nuts, tape, rals, cleaners, will be as,4essed (ate $40.00 per service call for service trips outside the RFP contract. Parts Charges: ,JCI will offer a discount on all Johnson Controls / York parts at 10% off of list price. Third party parts will be marked up 30% of JCI cost. I hope this amendment meets your approval and we look forward to continuing to provide a value and professional service to the Citi7xns of Lubbock. Sincerely, Donald L. Beyer Service Branch Manager Johnson Controls Inc. Lubbock Service Team Resumes Technician - k �_ Title Service Forman /Chiller *"Mark Vonberg Mechanic *"Josh Isbell Industrial Chiller Mechanic *Ladell Tolliver Lead Controls Technician Chad Stroud Mechanical Journeyman Ty Ross Mechanical Journeyman Eric Vonberg Mechanical Apprentice "David Ricketts Mechanical Journeyman "Chris McEntire Mechanical Journeyman John DeLong Mechanical Journeyman "Kyle Fogg Controls Technician "Mark Sarckees Senior Controls Technician vii Page 2 adim i Tern Years Experionce Lubbock 27 Winters 29 Lubbock 32 Lubbock 17 Lubbock 7 Lubbock 8 Amarillo 18 San Angelo 15 Midland 10 Amarillo 6 Midland 27 I96 "Johnson Controls Metasys factory trained *" York Factory trained Experience Cm-plete reaurnes available u2on Mue t 11 JYCM tYJOHNSON CONTROLS Johnson 00 Controls Similar Maintenance Contracts Customer Scoae of Contract Date Contact Title Phone # Texas Tech University Physical Plant Chiller Maintenance Ongoing Dale Townsley Sr. Superintendent Oper. (806) 742-2748 Jones AT&T Stadium Chiller Replacement United Spirit Arena Controls PM Contract Football Training Center TTU ITC TTU EIHH CHACP 1 TTUHSC School of Pharmacy Controls 1 Chiller Contract University Medical Center Controls 1 Chiller Contract West Texas A&M University Controls PM 1 HVAC PM Western Texas College Controls I Chiller Contract Scurry County Coliseum Controls 1 Chiller Premium City of Lubbock Controls 1 Chiller Premium Coliseum Auditorium Civic Center Don Moore Sr_ Superintendent Maint. In Progress Bobby Flores Superintendent -HVAC Year 7 Jamie Doggett Electronics Shop Year 1 of 5 A. Villasenor Senior Director Year 1 of 3 Tony Tolbert Director of Maintenance Year 3 of 5 Danny Smith Senior Director 3rd Renewal Mike Dreith Chancellor 2nd Renewal Tommy Watts Director of Operations Year 3 of 3 Freddy Chavez Director Harlan Stauffer Superintendent Operations 6 Global'WorkPlace Solutions — Confidential and Proprietary (806)742-1696 (806) 742-4145 (806) 742-2730 (806)354-5647 (806) 775-9240 (806) 651-2133 (325) 573-8511 Ext 222 (325) 379-2131 7d (806) 775-2236 0 (806) 775-2231 w 0 a o Y N O s� n � J� O Johnson Controls n