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Home My WebLink AboutContract 55856-AD2CSC No. 55856-AD2 VALUE LEASE SUPPLEMENT PAYMENT ADDENDUM AGREEMENT # 3094872 Addendum to Agreement # 3094872, dated June 7,2024, between City of Fort Worth, as Customer and UBEO, LLC, as Lessor. The parties wish to amend the above -referenced Agreement as set forth below by restating the following: The information below reflects your new CONSOLIDATED Payment and allowance. Monthly Payment* $ 107,697.11 B&W Pages Included 840,000 / 633,000 Excess B&W Page Charge* $ .00600 / .00950 Color Pages Included 250,000 / 171,666 Excess Color Page Charge* $ .05300 / .08500 OR plus applicable taxes METER READINGS VERIFIED: B&W - QUARTERLY COLOR -QUARTERLY The information below reflects your ITEMIZED Payment and allowance which is for the above -referenced Equipment only and it will be shown separately on your invoice(s). Monthly Payment* $ B&W Pages Included Excess B&W Page Charge* $ Color Pages Included Excess Color Page Charge* $ 27 Mos. Termination date of this Supplement will coincide with the termination date set forth in the Value Lease Agreement and/or previous Supplement(s) (as applicable). Mos. Termination date will not be set to coincide with any other Value Lease Agreement or Supplement. By signing this Addendum, Customer acknowledges the above changes to the Agreement and authorizes Lessor to make such changes. In all other respects, the terms and conditions of the Agreement remain in full force and effect and remain binding on Customer. UBEO, LLC Lessor Scott�(Jul 10, 2024 09:21 CDT) Signature Scott Hanson, VP & General Manager J u t 10) 2024 Title Date City of Fort Worth Customer Signature Deputy City Manager - Mark McDaniel Title Jul 11) 2024 Date OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX 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. A541 REV 02/12 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Name: Mark McDaniel Title: Deputy City Manager Date: J U l 11) 2024 Vendor: By: Scott Hanson (Jul 10, 2024 09:21 CDT) Name: Scott Hanson Title: VP & General Manager Date: J U l 10) 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 Approval Date: 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: Cynthia T ee (Jul 11, 202413:10 CDT) Name: Cynthia Tyree Title: Asst. Director, IT Solutions City Secretary: By: Name: Jannette Goodall Title: City Secretary Foe o Fr°na oa�°'=ob. a 40�OAo f ,moo M dA�d nE4psbdd OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX M&C Review Page 1 of 2 ACITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas Fore REFERENCE **M&C 21- 13P UBEO MANAGED DATE: 4/6/2021 NO.: 0235 LOG NAME: PRINT 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 http://apps. cfwnet.org/council_packet/mc_review.asp?ID=28785 &councildate=4/6/2O21 7/ 10/2024 M&C Review Page 2 of 2 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. 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 ID ID FROM Fund Department Account Project ID ID Submitted for Citv Manager's Office bv: Oriqinatinq Department Head: Additional Information Contact: ATTACHMENTS SAMs.Ddf (CFW Internal) Ubeo 1295 Form.Ddf (CFW Internal) Program I Activity Budget Reference # Amount Year (Chartfield 2) Budget Reference # Amount Year (Chartfield 2) Jay Chapa (5804) Valerie Washington (6192) Reginald Zeno (8517) Kevin Gunn (2015) Cynthia Garcia (8525) Ashley Kadva (2047) http://apps. cfwnet.org/council_packet/mc_review.asp?ID=28785 &councildate=4/6/2O21 7/ 10/2024