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Home My WebLink AboutContract 55856-SP10ubeo Application No. 3068501 CSC No. 55856-SPlO B u s IN E s s Master Agreement No. 500-0650038-000 s E R VI C E s Supplement No. -010 Full Legal Name: City Of Fort Worth Address: 200 Texas Street City: Fort Worth State: Phone: {817� 392-6689 Fax: DBA: Billing Address: 200 Texas Street City: Fort Worth State: Replaces 55856-09 EQUIPMENT ADDED: Qty. Make Item Description (or Accessories) 10 Ricoh IM C300F 2 Ricoh IM C2510 3 Ricoh Tall Cabinets added to D59898, D59900, D55728 EQUIPMENT DELETED: Qty. Make Item Description (or Accessories) TX TX Supplement Zip: 76102 Zip: 76102- 4 Ricoh P 800 D55546 SN: 5301X228006; D56213 SN: 5301X125088; D56200 SN: 5301X125009; D56201 SN: 5301X125141 6 Ricoh P C600 D55503 SN: 5321X317245; D56575 SN: 5320XC14305; D55159 SN: 5321X317387; D55187 SN: 5321X317192; D55188 SN: 5321X317277; D55280 SN: 5321X116020 2 Ricoh MP 2555 D52581 SN: C299R520057; D55349 SN: C291R101096 NEW TOTAL CONSOL/DA TED 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 $106,744.11 Desktop -B&W Image allowance 633,000 Excess Per Image Charge (Desktop B&W) $ 0.00950 Desktop -Color Image Allowance 171,666 Excess Per Image Charge (Desktop Color) $ 0.08500 METERS READINGS VERIFIED Quarterly *plus applicable taxes TERM: 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. TERMS AND CONDITIONS: 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 ACCEPTANCE: ·/4,,.--Print Name: Mark McDaniel Signature: X MarkMcDaniel(Mar9,202417:31EST) -------------- Date: Mar9,2024 For: City Of Fort Worth [•]�?+'l#;l;[i:l#i'tt?Iii Title: Deputy City Manager Print Name: Scott Hanson s· t Scoff Hanson ------------------1gna ure: Scott_Ha_ns_on_(M_,_r4-,20_24_1_7'2 _2 C_ST�) ______________ _ Date: Mar4,2024 For: UBEO, LLC ACCEPTANCE OF DELIVERY: 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 Print Name: Supplement -Cons ·Aw:::Mark McDaniel (Mar 9, 2024 17:31 EST) ------------------Mark McDaniel Date: For: Mar 9, 2024 City Of Fort Worth Rev. 10/23/2020 TEXAS ADDENDUM (STATE AND LOCAL GOVERNMENT) AGREEMENT # 3068501 Addendum to Agreement # 3068501, 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 Customer’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 City of Fort Worth Customer X Signature Title Date Signature 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. 2024-1127500 UBEO LLC Gi�apevine , 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 02/23/2024 being filed. City of Fort Worth Date Acknowiedged: g 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 ihe contract. 30685a1 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 SC..C�� ,��jQ1� , and my date of birth is �3-a�7 - t9�q My address is �0 � W'GS�l.�li U t'�l.l i '�/C�� , V 1 Q.�Q� ► 1�`� , I%� ,�jO��J � �J�,S i� . -r(street) (city) (state) (zip code) (country) I declare under penalry of perjury that the foregoing is true and correct. Executed in �Cl, Ii�IrL�,l�l� Couniy, State of 1�}i QS , on the �3 day of �p.� tr , 20 /�� . � (month) (year) �_'�\ Signat, f authorized agent of contracting business entity (Declarant) Forms provided bv Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.9000c47f ban k� EQUIPMENi FINANCE Re: Agreement # 3068501 between UBEO LLC ("Assignor") and CITY OF FORT WORTH ("Customer"), dated ("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") CONSENT TO ASSIGNMENT i��I:�:��SJ AGREEMENT # 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 CITY OF FORT WORTH Assignor Customer S�off ff�hsoh X �- Scott Hanson (Mar4, 20241722 CST) Mark MCDaniel (Mar9, 202417:31 EST) Signature Signature VP/GM Mar 4, 2024 Title Date Deputy City Manager Title M a r 9, 2024 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 - 8.30.23 u b O s E R v N c E s Summary of Changes for UBEO 30 Month Supplement Additions Request # 173615 171734 175053 175053 175053 175053 175053 175053 175053 175053 175053 175053 175053 175053 175908 Deletions Request # 173615 174330 171734 175073 175073 175053 175053 176094 176094 176094 176094 176094 Deqartment TP W Library CMO CMO CMO CMO CMO CMO CMO CMO CMO CMO CMO CMO Fire Deqartment TP W PARD Library PARD PARD CMO CMO Library Library Library Library Library Current Monthly Payment: $ Address Description 309 Hilshire IM C300F with postscript & tall cabinet 8628 W Camp Bowie IM C2510 with postscript & cabinet 100 Energy Way - Mayor - Rm 2015 IM C300F with postscript & tall cabinet 100 Energy Way - DD2 IM C300F with postscript & tall cabinet 100 Energy Way - DD3 - Rm 2060 IM C300F with postscript & tall cabinet 100 Energy Way - DDS - Rm 2050 IM C300F with postscript & tall cabinet 100 Energy Way - DD6 - Rm 2049 IM C300F with postscript & tall cabinet 100 Energy Way - DD7 - Rm 2041 IM C300F with postscript & tall cabinet 100 Energy Way - D8 - Rm 2044 IM C300F with postscript & tall cabinet 100 Energy Way - D9 IM C300F with postscript & tall cabinet 100 Energy Way - DD10 - Rm 2026 IM C300F with postscript & tall cabinet 100 Energy Way - DD4 - rm 2051 add tall cabinet to D59898 100 Energy Way - DD11 - Rm 2025 add tall cabinet to D59900 100 Energy Way - Tenisha - Rm 2036 add tall cabinet to D55728 505 W Felix IM C2510 with postscript & cabinet Address Description 309 Hilshire P 800 - upgraded to IM C300F 6300 Welch Ave P$00 - not working & no longer needed 500 W 3rd St MP 2555 w/coin-op - upgraded to IM C2510 at Camp Bowie 3700 E Belknap P 800 - not in use 3700 E Belknap P 800 - not in use 100 Energy Way - Rm 2010 P C600 - not in use 100 Energy Way - Rm 2040 P C600 - not in use 500 W 3rd St P C600 w/coin-op - no longer needed 500 W 3rd St P C600 - no longer needed 500 W 3rd St P C600 w/coin-op - no longer needed 500 W 3rd St P C600 - no longer needed 500 W 3rd St MP 2555 - no longer needed Device ID D59553 D59679 D59675 D59686 D59693 D59685 D59687 D59688 D59690 D59683 D59684 NA NA NA D59862 106,506.11 Monthlv Pavment Added 59.00 176.00 59.00 59.00 59.00 59.00 59.00 59.00 59.00 59.00 59.00 5.00 5.00 5.00 176.00 $ $ $ $ $ $ $ $ $ $ S $ $ $ $ Total Additions $ Device ID D55546 D56213 D52581 D56200 D56201 D55503 D56575 D55159 D55187 D55188 D55280 D55349 957.00 Monthlv Pavment Deleted $ (25.00) $ (25.00) $ (167.00) $ (25.00) $ (25.00) $ (26.00) $ (26.00) $ (138.00) $ (26.00) $ (130.00) $ (26.00) $ (80.00) Total Deletions $ New Monthly Paymnet Effective 4/1/2024: $ (719.00) 106,744.11 Page 1 of 2 Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 13 Month 14 Month 15 Month 16 Month 17 Month 18 Month 19 Month 20 Month 21 Month 22 Month 23 Month 24 S $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 104,788.11 105,796.11 105,796.11 105,800.11 105,800.11 105,800.11 105,825.11 105,825.11 105,825.11 105,722.11 105,722.11 105,722.11 105,621.11 105,621.11 105,621.11 105,949.11 105,949.11 105,949.11 105,874.11 105,874.11 105,874.11 106,201.11 106,201.11 106, 201.11 (60 month agreement) Invoiced (59 month supplement) Invoiced (59 month supplement) Invoiced (57 month supplement) Invoiced (57 month supplement) Invoiced (57 month supplement) Invoiced (54 month supplement) Invoiced (54 month supplement) Invoiced (54 month supplement) Invoiced (51 month supplement) Invoiced (51 month supplement) Invoiced (51 month supplement) Invoiced (48 month supplement) Invoiced (48 month supplement) Invoiced (48 month supplement) Invoiced (45 month supplement) Invoiced (45 month supplement) Invoiced (45 month supplement) Invoiced (42 Month Supplement) Invoiced (42 Month Supplement) Invoiced (42 Month Supplement) Invoiced (39 Month Supplement) Invoiced (39 Month Supplement) Involced (39 Month Supplement) Invoiced Month 34-60 (without any equipment additions or deletions) Total 60 month Stream of Payments Month 25 Month 26 Month 27 Month 28 Month 29 Month 30 Month 31 Month 32 Month 33 106,744.11 6,380,718.60 S $ $ $ $ $ $ $ $ 106,506.11 106,506.11 106,506.11 106,506.11 106,506.11 106,506.11 106,744.11 106,744.11 106,744.11 (36 Month supplement) Invoiced (36 Month supplement) Invoiced (36 Month supplement) Invoiced (36 Month supplement) Invoiced (36 Month supplement) Invoiced (36 Month supplement) (30 Month Supplement) (30 Month Supplement) (30 Month Supplement) Page 2 of 2 [Executed effective as of the date signed by the Assistant City Manager below.]/ [ACCEPTED AND AGREED:] City: Vendor: ·,Ak--Scoff Hanson By: Mark McDaniel (Mar 9, 202417:31 EST) By: Scott Hanson (Mar 4, 2024 17:22 CST) Name: Mark McDaniel Name: Scott Hanson Title: Deputy City Manager Title: VP/GM Date: Mar 9, 2024 Date: Mar 4, 2024 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: By: Name: Taylor Paris Title: Assistant City Attorney Contract Authorization: M&C: 21-0235 Approved: April 6, 2021 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. (2�()-� By: ·u Name: Cynthia Tyree Title: Assistant IT Solutions Director City Secretary: �:o-0..11 Q By: Name: Jannette Goodall Title: City Secretary 4/7/2021 M&C Review CITY COUNCIL AGENDA 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: F� RT �'�0 RT I I -�~- 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/council_packet/mc_review.asp?ID=28785&councildate=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 Budge�Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS Jay Chapa (5804) Valerie Washington (6192) Reginald Zeno (8517) Kevin Gunn (2015) Cynthia Garcia (8525) Ashley Kadva (2047) apps.cfwnet.org/council_packet/mc_review.asp?ID=28785&councildate=4/6/2021 2/2