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HomeMy WebLinkAboutOpening of Quotations - Preventative Maintenance of Repair and HVAC Equipment & Controls - Johnson Controls Inc.fiass�9 -- �ll;'S CITY Or SOUTH BEND Preventative Maintenance & Repair of HVAC Equipment & Controls QUOTE NAME South Bend Utilities 2018 1=OR QUOTES DUE Jtrne 12, 2018 BASE QUOTE, Preventative Maintenance & Repair (1-Year Terin) Preventative Maintenance & Repair of HVAC Equipment and Controls Item Description Qty Unit Unit Price Total Price I Wastewater 'I Lump Sum/Year $ 18,456.00 $ 18,456.00 2 Waterworks 1 Lump Sum/Year $ 14.061.00 " 14,061.00 TOTAL, FOR BASE QUOTE 1 $ 32.517.00 ALTERNATE QUOTE: Preventative Maintenance & Repair (3-Year Teri.) Preventative Maintenance & Repair of HVAC Equipment and Controls Item Description Qty Unit, Unit Price Total Price 1 Wastewater 3 Lump Sum/Year $ 18,456.00 $ 55,368.00 2 Waterworks 3 Lump SurnNear $ 14,061.00 $ 42,183.00 TOTAL FOR ALTERNATE QUOTE $ 97,551.00 Selection shall be based on the lowest, responsive, responsible bidder. The City of South Bend will also consider the cost -benefit of the Base Quote (one-year) pricing, Alternate Quote (three- year) pricing, as well as the Contractors attached rate schedule and questionnaire responses. Quoter (Firm); Johnson Controls, Inc. Address; 4312 N. Technology Drive CitylSEatelip: South Bend, IN 46628 Telephone Number; 574-289-6336 Fax Number; 574-289-4177 By (Signature) (Printed .Name) (Title) Version 8 — 02/25/14 BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth M, Maradik, Member Suzanna M. Fritzberg, Member James A. Mueller, Member Therese J. Dorau, Member ATTEST., Linda M. Martin, Clerk Version 8 — 02/25/14 "';6t1rffli ' . CITY OF SOUTH BEND, INDIANA !UOTE FOR SALE OR LEASE OF MATERIALS FS1t� [ _t1SlON AND NON DEBARMENT AFFIDAVIT ANDY. r rj;'ii7.r: r-'_ RIMINATION COMMITMENT FOR SELLERS Preventative Maintenance & Repalr HVAC Equipment and Controls -v QUOTE.NAME South 13end UtllEtles 2010 FOR QUOTES DUE June,12 2010 ©ate: June 11, 2018 Firm: Johnson Controls, Inc. Address: 4312 N. "technology Drive City/State/Zip: south Bend, IN 46628 Telephone Number: (574 ) 289-6336 Agent of Firm (if Applicable): Brian Gilliand 11111ell 1h o pf'Uspeelke CV111melm, is unable 10 eerl f ,1a altj, of the slalesreals belotv, t1 shall allacll all erldallalfotl 10 1Gfs ttffldaVI1, CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERI'II' CATION REGARDING INVESTMENT WITH IRAN, E MPLOYME, NT .ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS (Must be completed for all quotes and bids. Plem type or print) STATE OF Indiana ) SS: St. ,Jospeh COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of peijury that. I . Contractor has not, nor ltas any other member, representative, or agent of the firill, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bidi is made without reference to any other bid. and without any agreement, understanding or combination with any other person in reference to such bidding. Contractor further says that no Berson or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale, and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency; and 3,, Contractor hats not, nor has any successor to, nor all affiliate of, Contractor, engaged in investment activities in Iran. Version 3 — 02/25/14 a. For purposes of this Certification, "Iran" means the goveronient of Iran and any agency or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from time -to -time. b. As provided by Ind. Code § 5-22-16.5-5, as amended from tinge -to -time, a Contractor is cirgaged in investment activities in Iran if either; i, COirtfaCtor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or Contractor, its successor or its affliatc, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another persolr for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any crrrployee or contract with a person that the Contractor subsequently learns is an unauthorized alien. Contractor agrees that he/shcht shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as part of this bid/quote; and 5. Contractor shall require his/her/its subcontractors performing work tinder this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program. The Contractor agrees to maintain this certification throughout the tern of the contract with the City of South Bend, and understands that the City may terminate the contract for default if tine Contractor fails to cure a breach of this provision no later than thirty (30) days aller being notified by the City. 6. Persons, partnerships, corporations, associations, or joint ventu e's awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employce or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, gender expression, gender identity, sexual orientation or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions may consider the Contractor's good faith efforts to obtain participation by those Contractors certified by the Version 8 - 02/25/14 State of Indiana as a Minority Business ("MBE") or as a Wolnen's Business Enterprise ("WBE") as a factor in determining the lowest, Responsible, responsive bidder. In no event shall persons or entities seeking the award of a City contract be required to award a subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said WBE/MBE. A fielding of a discriminatory practice by the City's MBE/WBE Utilization Board shall prohibit that person or entity from being awarded a City contract: for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the Contact for which the discriminatory practice or Iloncompliance pertains. 7. The undersigned contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, because of race, religion, color, sex, gender expression, gender identity, sexual orientation, handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand Illy statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-15-8-1). 1 hereby certify that I and all subcontractors employed by me for this project will use Steel products or foundry products made in the United States oil this project if awarded. I understand I have an affirmative duty to notify the City in my bid that my proposal does not include the use of steel products or foundry products made in the United States. I understand it is my sole obligation and responsibility to provide a justification to the City, subject to review and approval, why the cost of United States made steel or foundry products is unreasonable. Prior to award and upon submission of bid which does not use steel products or foundry products made in the United States, the City, through its director of public works, shall make a determination if the price of United States made steel or foundry is unreasonable. I understand that violations hereunder may result in forfeiture of contractual payments, Version 8 -- 02/25/14 I hereby affir-a under the penalties of perjury that the facts and information contained in the foregoing bid for public works are tone and correct. Dated this �_ day ofjuN] , 20_ s =Soal liver ate of Indianaountyes 06/1212az2 Contractor/Biddet Firth) Signature of Contractor/Bidder or Its Agent 4�z mid X. C�GC:/��40 Printed Name and Title Subscribed and sworn to before me this � � day of J UN C , 20 19 My Commission Expires U�p-2~20�2���� � _ Notary Public �j County of Residence ! 1 To S ` 1 ' Version 8 — 02/25/14 (To be campleted only by conlractprsJ, Idders clalming to he a "localludaaua buslness"pursuant to r,C. 36•1-12-22) INDIANA LOCAL. BUSINESS PREFERENCE CLAIM A "local Indiana business" refers to any of the following: (1) A. business whose principal place of business is located In an affected county. (2) A business that pays a majority of its payroll (in dollar volume) to residents of affected counties. (3) A business that employs residents of affected counties as a majority of Its employees, (4) A business that makes significant capital investments In the affected coup les as defined to tales adopted by the political subdivision. (5) A business that has a substantial posillve economic Impact an the affected counties as defined by ctileria in titles adopted by the political subdivision. An "affected county" refers to St, Joseph County, Indiana, or the following counties located adjacent to St. Joseph County, Elkhart County, Marshall County Starke Coitnty and LaPorte County There are the following price preferences lot supplies purchased from a local Indiana business: 5°fo fora purchase expected by the purchasing. agency t4 be less than $50 000 3% for a purchase expected by the purchasing agency to beat least $50,000 but less than $100,000, 4 1 % for a puuchase expected by the purchasing agency to be_alleast $100, 000, --_ Date: June 11, 2618 Pursuant to I.C, 36-1-12.22, Johnson Controls, Inc, claims a local Indiana business preference for Project Preventative Maintenance HVAC SB Utilities (Project If . l located within the City of South Bend, St- Joseph County, Indiana. CK The location of the principal place of business is 4312 N. Technology Drive, South Bend, IN 46628 (Addmss) ix 31, Joseph County, Indiana n The following county located adjacent to St. Joseph County, Indiana: X The majority of the business's payroll for the 12 months prior to the date of this Bid is to residents of St. Joseph,County, Indiana or the adjacent county noted above, tK The majority of the business's employees for the 12 months prior to the date of this Bid are residents of St. Joseph County, Indiana, of the adjacent county rioted above. If the business is deemed to be the apparent lowest, responsible, responsive bidder, then it shall provide supporting documentation for the 12 month period prior to the date of the Bid of (1) the total payroll amount paid to all employees of the business, and (ii) thetotal payroll arnount paid to employees who are residents of St. Joseph County and the adjacent county noted above. WHEN SUPPLYING SUPPORTING PA YRO),L RECORDS, BIDDER SHALL RRDAOT ALL SOCIAL SECURITY NUMBERS. Dated this. 11th dayof ,rune 2018, _0&506� CUAJ901— 16 ContractorlBidder (Firm) Slgfigture of Contractor/Bidder or its Agent Printed Marne and Title Vefsio 8 — 02/25/14 SPECIFICATIONS CITY OF SOUTH BEND Preventative Maintenance & Repair HVAC Equipment & Controls QUOTE NAME South Bend Utilities 2018 FOR QUOTES DUE June 12,2018 Pursuant to notices given, the undersigned offers QUote(s) to the City Of South Bend in accordance with the following attachnnent(s) Which specify the class or itern number or description, quantity, unit, unit price, PREVENTATIVE MAINTENANCE & REPAIR I-IVAC EQUIPMENT & CONTROLS SOUTH BEND UTILITIES 2018 PART 1 — GENERAL The City of South Bend Utilities seeks a qualified Contractor to service and maintain Heating, Ventilation and Air Conditioning (liVAC) Units in various City Utilities Buildings and Remote Sites. Bureau of Wastewater buildings are located at 3113 Riverside Drive including with ten (10) remote sites, three (3) Sanitary Lift Stations, and one (1) building at the Organic Resources Facility located at 4340 Trade Drive. A Site Map is attached for reference and location. Bureau of Waterworks sites include one at 125 W. Colfax, two located at 915 S, Olive Street, 830 N. Michigan Street, 2708 Rockne Drive, 2801 Riverside Drive, and 3600 S. Main Street, and 300 Sherwood, A Site Map is attached for reference and location. A list of all existing equipment is attached for Wastewater and Waterworks sites, The Base Quote agreement will be considered for one (1) year with the option to cancel service with a 30- day written notice for unsatisfactory performance by Contractor. Owner shall be the sole judge on the Contractor's ability to adequately complete work and provide all required deliverables. The Alternate Quote agreement will be considered for a three (3) year Agreement with the option to cancel service with a 30-day written notice for unsatisfactory performance by Contractor. Owner shall be the sole judge on the Contractor's ability to adequately complete work and provide all required deliverables. The Division of Utilities shall consider cost -benefit when comparing 1 -year Agreement and 3-year Agreement pricing, Either a 1-Year Agreement or 3-Year Agreement will be awarded at the discretion of the Public Works and the Division of Utilities through the Board Of Public Works. Contractors shall be responsible for coordinating service schedules with the City's designated Maintenance Representative(s) for Wastewater Facilities and Waterworks Facilities. PART 2 — EXECUTION AND DELIVERABLES Preventative Maintenance shall be performed but not limited to the following !terns. TestingELd Inspection Services Testing and Inspection Services shall include, but not be limited to, the following: Testing for excessive vibration, winding resistance; refrigerant change; fan RPM; safety controls; crankcase heater; controls. Inspection for worn parts; Mounting, drive Couplings; oil levels, pilot igniters, and refrigerant leaks. Version 8 — 02/25/14 Preventative Maintenance Services Preventative Maintenance Services shall include, but not be limited to, the following: Cleaning coil surfaces o Check electrical contacts • Check burner orifices • Calibrate temperature controls Tightening of electric connections and mounting bolts • Check refrigerant levels, super heat • Check gas pressure to units • Lubricate motors and bearings • Perform filter changes (Quarterly) unless otherwise noted. - Exception_ Filter changes required at recurring cycles that are less than Quarterly (i.e. semi- annual ! annual) will be performed by Owner unless otherwise noted. o Replace all belts semi-annually or as noted on individual unit's preventative maintenance schedules • Recharge A/C Units when needed and Clean Coils Saecific Performance. Information, and R000rtfna Requirements The Contractor shall be responsible for providing the following services as they relate to performance, response time, informational submittals, documentation, and reporting; • For one-year agreements, the period of performance shall be July 1, 2018 through June 30, 2019. • For three-year agreements, the period of performance shall be July 1, 2018 through June 30, 2021. • Preventative Maintenance and Repair services shall include all parts, labor and materials to perform Preventative Maintenance and repairs to all HVAC equipment and controls. • Contractor shall self -perform Preventative Maintenance and Repair Service and shall not subcontract any services to another Contractor without consent of Owner. • Contractor shall be on site within two (2) hours from time notified, • Contractor must acknowledge or return Emergency calls within 30 minutes. If Contractor does not respond, Owner may seek repairs from another source. + Indicate Trip Charge, if any, for all non -Preventative Maintenance work. No trip charge will apply if response is longer than 2 hours. • Indicate percent discount on all parts. • Indicate hourly rate for all regular hour work performed not under Preventative Maintenance Service. • Provide Lochinvar Bailer Certified Personnel -- List Employee's. Contractor must be able troubleshoot and provide Siemens Talon software programming support for all HVAC Control Systems. • Must have Staff to respond to Emergency calls and repairs. • Owner supplied Hazardous Safety Training shall be required for all Service personnel prior to performing Preventative Maintenance. + South Bend Utilities has two Bureaus 1 Departments! Wastewater and Waterworks. • Provide Quotation Pricing for Wastewater and Waterworks as separate line items in Quotation Form. • Billing for Preventative Maintenance and Repair service will be billed to each Bureau 1 Department. + All Preventative Maintenance procedures shall be performed as the manufacture of equipment recommends. Exceptions shall be considered only with South Bend Utilities review and approval. Every attempt was made to include all assets an the attached list of Assets. Preventative Maintenance service shall be provided on all HVAC assets at the South Bond Utilities locations listed in this agreement. Any Equipment added after the effective date of the signed agreement will be serviced on a Time and Material basis. Version 8 — 02/25/14 Quarterly Preventative Maintenance Service The Contractor shall be responsible for providing Quarterly Preventative Maintenance Services as follows: + Quarterly Filter changes for Pumping Stations (x3) a All Melts shall be changed two (2) times yearly; old belts shall be returned to Owner on the date the belt is replaced. + Building #20 Truck Bay exhaust fans (2) may use belts suited for yearly (annual) service. All other exhaust fans shall be changed two (2) times per year. + Work history reports shall be supplied and updated in every mechanical roorn. + One service person shall be assigned to Wastewater as the Contractor's representative. + One service person shall be assigned to Waterworks as the Contractor's representative. + Computerized tasking for each piece of equipment. + Wastewater Equipment has assigned Asset Lumbers specific to each HVAC unit. Contractor shall use and refer to specific Asset Lumbers in all documents for Preventative Maintenance tasks and repairs. Waterworks Asset numbers are currently being assigned and will be provided during the agreement term. Once Asset numbers are provided, all asset units shall be referenced with the assigned asset number for all service documentation, + All others asset Preventative Maintenance reports and documents shall reference equipment name and site location. + Perform start up and shut down service for heaters and furnaces in Buildings 4, 6, 7, 12, 13, 20, 21 and Organic Resources at Wastewater Facilities and as needed at Waterworks Facilities. + Several service locations require an aerial lift for access. The Owner may be able to supply a lift if scheduled in advance of work. Coordinate use of Owner supplied lift with Owner's designated Maintenance Representative(s). • Provide a yearly schedule for the Preventative Maintenance Inspections and a copy of the computerized tasking report. Digital and hard copies shall be submitted to the Owner's designated Maintenance Representative(s). + Notify Owner before beginning Preventative Maintenance Service and expected completion date(s). • All non -Preventative Maintenance work will require daily Service Tickets with a description of work, parts used for repairs, and labor. Additional Information to be Provided with Quotation (See Attachment): Complete the attached service rate worksheet and questionnaire. Lon -Preventative Maintenance Service. hourly, overtime, and premium rates and hours. + Trip charges. • Discount on parts. + Contractor shall provide three local references with similar maintenance contracts with the Contractor. + Confirm number of years in business. + Confirm number of field service personnel. Provide telephone numbers for service during normal hours and after hours, • indicate Contractor's emergency response procedure, Seasonal Service Information pertinent to South Bend Utilities Locations + More frequent Preventative Maintenance Service may be required during cooling season + Cottonwood has been known to plug condenser coils and may require cleaning or periodic removal of debris from units. Version 8 — 02/25/14 Hours of Service The Contractor shall provide service personnel and emergency service personnel during the hours of service specified as follows: • All normal service shall be performed between 7:00 A.M. and 3:30 P.M., Monday through Friday. • This agreement covers 24-hour emergency call -in service and includes trip charges, if applicable. • Contractor shall he on site within two (2) hours from time notified for service work required to maintain proper operation of equipment. • All services, parts and labor not covered under this agreement must be reviewed and approved by the City's designated Maintenance Representative prior to beginning work. • Contractor must include regular hourly rates, after hours rates and weekend rates, and holiday rates for work not included in this contract. Parts Availabitit The parts stock for all equipment covered herein shall be based on equipment manufactures' recommendations for routine expendable parts. The Contractor has the option of stocking locally or having access to immediate delivery of parts for the purpose of providing unscheduled service on an emergency basis. In either case, the service Contractor is expected to have emergency parts available. Special Procedures and Notes The Contractor is hereby provided specific notice of assets requiring special Preventative Maintenance procedures that shall be in accordance with the Owner's normally scheduled operations and site specific requirements as follows: • Asset 4 3815, Note: 5 - Transfer Power and Control to South Unit and run for 30 days in the month of June. - After 30 days transfer Power and Control back to North Unit Asset # 3814. • Asset 4 2840, Note: 6 - PM Service requested on Burner Assembly • Boiler (AO Smith) Waterworks Olive Street, Note: 7 . Flush lime and sediment for Boiler • Wastewater Building tf12 Reuse: - Two hanging heaters over pump pit will require special access. Coordinate with Owner. • Wastewater Building 420 Dewatering - Two Exhaust Fans in Truck bay will require an extended aerial lift. This type of lift is not available from Owner, Contractor shall provide with service. Documentation and Special Reports The Contractor shall maintain a record of all maintenance and repairs relating to the equipment included in this agreement and provide reports to Owner upon request. Written reports on Preventative Maintenance are to be. turned in to designated Maintenance Representative(s) upon completion of each Quarterly inspection, Quarterly reports on all equipment listed are essential to the scope of work for this agreement and required prior to the distribution of payment for work. Reports shall be submitted within 10 days of Preventative Maintenance performed, Report documents shall 'include, but not be limited to, the following information: • Summary of repairs made with Equipment Name and Asset number if provided in agreement + Equipment condition status (Good — Fair— Poor -- Needs Replaced) • For each status of Poor and Needs Replaced give explanation for status. Provide quote for repair work or replacement. Provide recommendations for upgrades and replacements. Provide quotation for upgrades and replacements to City Maintenance Representative(s) upon request. Version 8 — 02/25/14 City OrS011111i Bend Divisim of'Utflstics — WastoWafor and Witt m-vorks Pteventalive Maintenance & Repair 14VAC Eflisipfritut and Controls Agmcmunt 2018 Agr,mmitt'Dotto JOy 1, 2018 1111`04911 A1110 30,2019" Of Apreement late Ady 1, 20 18 ilirouV)i June 30, 2021 To be, slibillitted RS to W10 quutp tar: (,it), of SoilthBond, BoaHl of Pubfic Works (sCP quolvition padage Car delivery address) Maine of Contractor Johnson Controls, Inc. Pbone: 574-440-4175 Emoll: chrjs A: nPLt7kP.­: Non PM Service Hourly Rate: Overtime Rate: Premium Rate., Trip Cluu-ge: $ 25.00 Three Local References: $ 96.00 State flour5, 7:010 a.m. - 3:30 p.m. Mon -Fri Sr 142.00 State Hours: 3= p.m. -11:00 p.m. Mon -Fri' -Too a.m. - 11:00 p.m. Sat. t 190.00 State Hours. I 1:0O p.m. - 7:00 a.m. Mon -Sat; All Day Sunday Discount on Parts: 15 % L NfUlle' Ran Kleine Company: Arconic-LaPorte Contaot Number: 219-393-9021 21 Natne: Randy Pollen _ Comp any Pro -Tech Metal Finishing Contact Number; 574-53,6-3005 Jack Overton Name: Company: DRTY Contact Ntimbor,, 574-302-8767 Nutnber of Years proAding Service: Est, 1885 (133 Years) Nurliber of Hold Set -Ace Personnel: 7 Explain bow you will respond tics I'll -c"Iergelley Call, Customer will call after hours hotline. Hotline representative will directly ;all mechanic. During regudlar hours, a mechanic doing maintenance elsewhere will be pulled off to tend to Please, provide -separate qaote for I Year Agreeniout and ri 3 Yoar Agreettlent ------------------- ---------------------------- ­­­­ ------------------- ----------- ­­ -------- ConibinedDepartinents quote: Agreement L)ala July 1, 2018 through June,10, 2019 32,517OQE I Yoir Agreement Datr July 1,2018 thrmigh June30,2021 07,551.00 3 Year Total [I'M Service Amount: $ 32,517.00 -1 Year lAlastowaterDepairtment., $18,456.00-1Year, atemorlsDopai.inicii[°$ 14,061.00-lYear If awarded this aigtoement I will perform the PMServiee on all fistedf-3quipma I will also provide a oomputerizod tasking and a yearly srfledule of M4 Service within 30 days to the designated Wastewater personnel. Signed: Dale. June 11, 2018 Lochinvar Certified Personnel: Terrence Szczechowski Kris Moody