HomeMy WebLinkAboutContract 55856-SP8ub
Full Legal Name
Address:
Phone:
Billing Address
CSC No. 55856-SP8
0 B U S I N E S S
SERVICES
City Of Fort Worth
200 Texas Street
(817) 392-6689 Fax: -
200 Texas Street
Application No
Master Agreement No
Supplement No
City: Fort Worth
DBA:
City: Fort Worth
Replaces 55856-07
3002810
500-0650038-000
-008
Supplement
State: TX Zip
State: TX Zip
Qty.
Make
Item Description (or Accessories)
1
Fax Option added to D58342
1
Card Reader added to D55730
1
Ricoh
IM C4500
1
Ricoh
IM C30OF
1
Ricoh
IM C30OF
1
Ricoh
IM 350F
76102
76102-
Qty. Make Item Description (or Accessories)
1 Ricoh MP 2555 D55398 - SN C290R600454
1 Ricoh P 800 D55483 - SN 5301X126107
NEW TOTAL CONSOLIDATED BILLING:
Workgroup - B&W Allowance 840,000 Excess Per Image Charge (WG B&W) $ 0.00600
Rental Payment* Workgroup - Color Image Allowance 250,000 Excess Per Image Charge (WG Color) $ 0.05300
$106, 201.11 Desktop - B&W Image allowance 633,000 Excess Per Image Charge (Desktop B&W) $ 0.00950
Desktop - Color Image Allowance 1717666 Excess Per Image Charge (Desktop Color) $ 0.08500
METERS READINGS VERIFIED Quarterly *plus applicable taxes
❑� Balance of applicable term. Termination date of this supplement coincides with the termination date set forth in the Master Agreement or previous
supplement.
mos. New term for equipment referenced above only. Such term begins upon supplement endorsement and acceptance by Owner. The term of the original
Agreement shall remain in full force and effect for the remaining original equipment.
You have requested this supplement to the Master Agreement (the "Supplement'). Which Supplement incorporates the terms and conditions of the Master Agreement (as amended),
and constitutes an agreement between you and us with respect to the Equipment reference herein, separate and distinct from the Master Agreement. "Master Agreement' refers to the
agreement between customer and Owner (or its predecessor) identified in Owner's records by the Master Agreement No. above. The parties agree that the original hereof for
enforcement and perfection purposes, and the sole "record" constituting "chattel paper" under the UCC, is the paper copy hereof bearing (i) the original or a copy of either your manual
signature or an electronically applied indication of your intent to enter into this Supplement, and (ii) our original manual signature. Except for the specific provisions set forth above, the
original terms and conditions set forth in the Master Agreement and any personal guaranty(s) shall remain in full force and effect and are incorporated herein by reference.
CUSTOMER
Print Name: Valerie Washington Signature: X Valerie Washington (Jun 6, )07313:51 CD 1) Title:Assistant City Manager
Date: Jun 6, 2023 For: City Of Fort Worth
&Lf/,11F9 - d1
Print Name: Scott Hanson Signature: _.1`
Date: Jun 5, 2023 For: UBEO, LLC
The Customer hereby certifies that all the Equipment: 1) has been received, installed, and inspected, and 2) is fully operational and unconditionally accepted. All conditions and terms
of the agreement have been reviewed, acknowledged and are now irrevocable and unconditional.
Signature: X �_��.;,�,�„s,����; Date: Jun 6, 2023
Print Name: Valerie Washington For: City Of Fort Worth
Supplement - Cons Rev. 10/23/2020
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
TEXAS ADDENDUM
(STATE AND LOCAL GOVERNMENT)
AGREEMENT #
3002810
Addendum to Agreement # 3002810, between City of Fort Worth, as Customer and UBEO, LLC, as Owner.
The words you and your refer to Customer. The words we, us and our refer to Owner.
The parties wish to amend the above -referenced Agreement by adding the following language:
You represent and warrant pursuant to Texas Government Code Section 2252.908 and Texas
Administrative Code Chapter 46 the following (select one of the applicable):
_X_ You have received the required "disclosure of interested parties" from us that was
submitted by us to the Texas State Ethics Commission.
The Agreement is for less than $1,000,000 and a Lessee's Counsel's Opinion has been
provided to us confirming the following applies: (a) your governing body has legal
authority to delegate to its staff the authority to execute the Agreement; (b) your governing
body has delegated to its staff the authority to execute the Agreement; and (c) your
governing body did not participate in the selection of the business entity with which the
Agreement is entered into.
By signing this Addendum, Customer acknowledges the above changes to the Agreement and authorizes
Owner to make such changes. In the event of any conflict between this Addendum and the Agreement, this
Addendum shall prevail. In all other respects, the terms and conditions of the Agreement remain in full force
and effect and remain binding on Customer.
UBEO, LLC
Owner
—.W"
SmttHa nson (J o 0 S, 212111_<11Dl;
Signature
VP/GM
Title
Jun 5, 2023
Date
City of Fort Worth
Customer
Xvalene ^das1O/�UC z,23 is .i curl
Signature
Assistant City Manager Jun 6, 2023
Title Date
NOTE: SIGNER OF THIS DOCUMENT MUST BE SAME AS ON THE AGREEMENT. A FACSIMILE OF THIS DOCUMENT WITH SIGNATURE SHALL BE CONSIDERED
TO BE AN ORIGINAL. CAPITALIZED TERMS IN THIS DOCUMENT ARE DEFINED AS IN THE AGREEMENT, UNLESS SPECIFICALLY STATED OTHERWISE.
A634 REV 03/17
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1of1
Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form, and the city, state and country of the business entity's place Certificate Number:
of business. 2023-1027782
UBEO LLC
Grapevine , TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 05/31/2023
being filed.
City of Fort Worth Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
3002803
Office Equipment
4 Nature of interest
Name of Interested Party City, State, Country (place of business) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party.
X
6 UNSWORN DECLARATION
My name is Scot
14n v1 50 n
and my date of birth is
. 3-obi-%-19(.
My address is lv0 I t k,
w(d
#OCR I X ,
AP05-1 , U519 .
(street)
(city) (state)
(zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
�� y T�xCL on the 'S day of 20 Executed in rra �t Count ,State of 3�
month) (year)
S/ature uthorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.a18ea2ca
embank.
EQUIPMENT FINANCE
CONSENT TO ASSIGNMENT
AGREEMENT #
3002810
Re: Agreement # 3002810 between UBEO LLC ("Assignor") and CITY OF FORT WORTH ("Customer"), dated
Jun 5, 2023 ("Agreement").
Customer hereby consents to the assignment of the above -referenced Agreement to U.S. Bank Equipment
Finance, a division of U.S. Bank National Association ("Assignee") and, effective as of the date of this
Consent to Assignment, and until further notice from Assignee to the contrary, agrees to recognize Assignee
as the sole and exclusive holder of the Agreement, with all rights, benefits and privileges attendant thereto, but
none of the obligations of Assignor under the Agreement.
Customer hereby consents to the assignment of the Rental Payments portion in the above -referenced
Agreement and all other amounts now or hereafter becoming pursuant to the Agreement to U.S. Bank
Equipment Finance, a division of U.S. Bank National Association ("Assignee").
Customer agrees to direct remittance for any charges relating to Excess Images to UBEO LLC ("Assignor")
Customer agrees that the rights of Assignee will not be subject to any claims, defenses or set offs that
Customer may have against Assignor.
UBEO LLC
Assignor
JW`
Scott Hanson (Jun 5, 202311:44 CDT)
Signature
VP/GM
Title
Jun 5, 2023
Date
CITY OF FORT WORTH
Customer
X Valerie Washington (Jun 6, 202313:51 CDT)
Signature
Assistant City Manager Jun 6, 2023
Title Date
NOTE: SIGNER OF THIS DOCUMENT MUST BE SAME AS ON THE AGREEMENT. A FACSIMILE OF THIS DOCUMENT WITH SIGNATURE SHALL BE CONSIDERED
TO BE AN ORIGINAL. CAPITALIZED TERMS IN THIS DOCUMENT ARE DEFINED AS IN THE AGREEMENT, UNLESS SPECIFICALLY STATED OTHERWISE.
A562 REV 04/16
Modified — City of Fort Worth — 5.31.23
U oS
B U S I N E S S Summary of Changes for UBEO 39 Month
E R V I C E S Supplement
Additions
Request #
141095
148455
151283
154198
154198
154799
Deletions
Department Address
Water 6801 Bowman Roberts Rd
Police 505 W Felix St
Current Monthly Payment: $ 105,874.11
Description
Fax added to D58342
Card Reader added to D55730
Monthly Pavment
Device ID Added
NA $22.00
NA $6.00
IM C4500, Paperbank, Postscript,
Police
5300 Sun Valley
D58412
Card Reader, Card Reader Cover
Mayor & Council
200 Texas St
IM C300F, Postscript
D59900
Mayor & Council
200 Texas St
IM C300F, Postscript
D59898
Fire
505 W Felix St
IM 350F, Postscript
D58068
Total
Additions $
$256.00
$54.00
$54.00
$40.00
432.00
Monthly Pavment
Request # Department Address Description Device ID
Deleted
Replaced with IM C2500 D55398
149014
$
Water 6801 Bowman Roberts Rd
(D58342)
(80.00)
150239 Water 1120 Fournier No longer Needed D55483
$ (25.00)
Total Deletions
$ (105.00)
New Monthly Paymnet Effective 7/1/2023: $ 106,201.11
Month 1
$104,788.11
(60
month agreement) Invoiced
Month 2
$105,796.11
(59
month supplement) Invoiced
Month 3
$105,796.11
(59
month supplement) Invoiced
Month 4
$105,800.11
(57
month supplement) Invoiced
Month 5
$105,800.11
(57
month supplement) Invoiced
Month 6
$105,800.11
(57
month supplement) Invoiced
Month 7
$105,825.11
(54
month supplement) Invoiced
Month 8
$105,825.11
(54
month supplement) Invoiced
Month 9
$105,825.11
(54
month supplement) Invoiced
Month 10
$105,722.11
(51
month supplement) Invoiced
Month 11
$105,722.11
(51
month supplement) Invoiced
Month 12
$105,722.11
(51
month supplement) Invoiced
Month 13
$105,621.11
(48
month supplement) Invoiced
Month 14
$105,621.11
(48
month supplement) Invoiced
Month 15
$105,621.11
(48
month supplement) Invoiced
Month 16
$105,949.11
(45
month supplement) Invoiced
Month 17
$105,949.11
(45
month supplement) Invoiced
Month 18
$105,949.11
(45
month supplement) Invoiced
Month 19
$105,874.11
(42
Month Supplement) Invoiced
Month 20
$105,874.11
(42
Month Supplement) Invoiced
Month 21
$105,874.11
(42
Month Supplement)
Month 22
$106,201.11
(39
Month Supplement)
Month 23
$106,201.11
(39
Month Supplement)
Month 24
$106,201.11
(39
Month Supplement)
Month 25-60
(without any equipment additions or deletions) $ 106,201.11
Total 60 month Stream of
Payments
$6,362,598.60
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
va�mk..'—
BY: Valerie Washington (Jun 6, 2023 13:51 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: Jun 6, 2023
Vendor: Ubeo, LLC
Y�
By: Scott Hanson (Jun 5, 2023 11:44 CDT)
Name: Scott Hanson
Title: VP & General Manager
Date: J u n 5, 2023
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
/-� G;;
By: �
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
L44 By:
Name: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 21-0235
Approved: April 6, 2021
Form 1295: 2023-989247
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
performance and reporting requirements.
By:
Cynthi yree (Jun 5, 202311:46 CDT)
Name: Cynthia Tyree
Title: Sr. IT Solutions Manager
City Secretary:
By: /Vl
Name: Jannette Goodall
Title: City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
4/7/2021 M&C Review
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGENDA FoH DATE: 4/6/2021 REFERENCE **M&C 21- LOG NAME: 13P UBEO MANAGED PRINT
NO.: 0235 SERVICES ITS ADK
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of an Agreement with UBEO, LLC, for Printers and Multi -
Functional Device Leases and Managed Services Using Cooperative Contract DIR-TSO-
4435 in the Combined Amount Not to Exceed $7,500,000.00 over a Five Year Term for
Ongoing Operations and a One -Time Amount of $42,680.00 for the Relocations of Devices
RECOMMENDATION:
It is recommended that the City Council authorize the execution of an agreement with UBEO, LLC, for
printers and multi -functional device leases and managed services using cooperative contract DIR-
TSO-4435 in the combined amount not to exceed $7,500,000.00 over a five year term and a one-time
amount of $42,680.00 for the relocations of devices.
DISCUSSION:
The City currently leases multi -functional devices and desktop printers from UBEO, LLC under a
Lease Agreement that was awarded in 2008 (M&C P-10860, October 7, 2008). After a thorough
assessment, IT Solutions staff determined the most efficient and cost-effective solution is to execute a
new agreement to allow for continued services.
The City will lease copiers and multi -functional devices for a period of 60 months, with an approximate
effective date of June 15, 2021. As a part of the Print Management Program refresh, the 1,153 devices
currently in use will be upgraded to new, state of the art equipment prior to the start of the next term.
City departments will use the machines for various document duplication tasks, including but not
limited to copying, scanning, and faxing. The cost of the lease covers the device, maintenance,
service, and all supplies with the exception of paper. It is anticipated that the annual cost will not
exceed $1,500,000.00 to include the monthly lease charges, printing costs and overages, short term
leases, and additional services as needed.
In addition to ongoing operating services, Ubeo, LLC will provide the City with moving services as
departments are transitioned from existing locations to the new City Hall. Based on the current number
of devices in service and available square footage of the new building, staff project a one-time cost of
$42,680.00 to relocate approximately half of the utilized devices.
DIR-TSO-4435 is currently set to expire on September 25, 2024. In the event that the cooperative
contract is renewed, extended, or a new agreement is executed, the Lease Agreement will continue
for the remainder of the 60-month term. In the event that the cooperative contract is not renewed or
replaced, the Lease Agreement will be terminated.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a
Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of the item. The contract was competitively bid to increase and
simplify the purchasing power of government entities across the State of Texas.
SUCCESSOR CONTRACT - In the event that a cooperative contract is not renewed, staff would
cease purchasing at the end of the last Purchase Agreement coinciding with the valid cooperative
contract. If the City Council were to not appropriate funds for a future year, staff would stop making
purchases when the last appropriation expires, regardless of whether the then -current Purchase
Agreement has expired. The City initially use these cooperative contracts to make purchases
authorized by this M&C. The cooperative contracts expire on various dates. If a cooperative contract is
extended, this M&C authorizes the City to purchase similar services under the extended contracts. If a
cooperative contract is not extended, but a new cooperative contract is executed with the respective
vendor with substantially similar terms as the previous cooperative contract, this M&C authorizes the
City to purchase the services under the new cooperative contract.
apps. cfwnet.org/counci I_packet/mc_review.asp? I D=28785&cou nciIdate=4/6/2021 1 /2
4/7/2021
M&C Review
M/WBE OFFICE - An MBE/SBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
ADMINISTRATIVE AMENDMENT - An administrative change order or increase may be made by the
City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS - Upon City Council's approval, the agreements will begin upon execution and
expire in accordance with DIR-TSO-4435 or applicable successor contract.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the participating departments' Operating Funds to support the approval of
the above recommendation and execution of the agreement. Prior to any expenditure being incurred,
the participating departments have the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project
ID ID
Submitted for City Manaqer's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program Activity Budget Reference # Amount
Year (Chartfield 2)
Jay Chapa (5804)
Valerie Washington (6192)
Reginald Zeno (8517)
Kevin Gunn (2015)
Cynthia Garcia (8525)
Ashley Kadva (2047)
apps. cfwnet.org/counci I_packet/mc_review.asp? I D=28785&cou nciIdate=4/6/2021 2/2