HomeMy WebLinkAboutContract 55856-SP12CSC No. 55856-SP12 Application No.
3124900
u
B U S I N
oS
E S S Master Agreement No.
500-0650038-000 Supplement
E R V I
C E S Supplement No.
-012
Full Legal Name:
City Of Fort Worth
Address:
200 Texas Street
City: Fort Worth
State: TX Zip: 76102
Phone:
(817) 392-8331
Fax: - DBA:
Billing Address:
200 Texas Street
City: Fort Worth
State: TX Zip: 76102-
Replaces 55856-11
Qty. Make Item Description (or Accessories)
5 Papercut Papercut Papercut Licenses (5)
1 Ricoh 419348 IM C2510
1 Ricoh 419348 IM C2510
EQUIPMENT
DELETED:
Qty.
Make
Item
Description (or Accessories)
3
Ricoh
P 800
D56188, D56198 & D55498
1
Ricoh
P C600
D55258
1
Ricoh
SP C840DN
D55053
1
Ricoh
MP C307
D50993
1
Ricoh
MP 2555
D55347
B&W Workgroup Allowance
840,000
Excess Per Image Charge (B&W)
$
0.00600
Rental Payment* Color Workgroup Allowance
250,000
Excess Per Image Charge (Color)
$
0.05300
$1 08,222.11 B&W Desktop Monthly Allowance
633,000
Excess Per Image Charge (B&W)
$
0.00950
Color Desktop Monthly Allowance
171,666
Excess Per Image Chargge (Color)
$
0.08500
METERS READINGS VERIFIED
Quarterly
*plus applicable taxes
0 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.
Deputy City
Print Name: Mark McDaniel Signature: X Title: Manager
Date: Sep 18, 2024 For: City Of Fort Worth
Print Name: Scott Hanson Signature: &Coa ttarlron
Date: Sep 17, 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. OFFICIAL RECORD
Signature: X �� Date: Sep 18, 2024 CITY SECRETARY
Print Name: Mark McDaniel For: City Of Fort Worth FT. WORTH, Tx
Supplement - Cons Deputy City Manager Rev. 10/23/2020
TEXAS ADDENDUM
(STATE AND LOCAL GOVERNMENT)
AGREEMENT #
3124900
Addendum to Agreement # 3124900, 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 ode Chapter 46 the following (select one of the applicable):
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
,SCoee 1�anson
Signature
VP/GM
Title
Sep 17, 2024
Date
City of Fort Worth
Custo er
Signature Mark McDaniel
Deputy City Manager Sep 18, 2024
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 BEAN ORIGINAL. CAPITALIZED TERMS IN THIS DOCUMENT ARE DEFINED AS IN THE AGREEMENT, UNLESS SPECIFICALLY STATED OTHERWISE.
A634 REV 03/17
CERTIFICATE OF INTERESTED PARTIES
Complete Nos. 1 - 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
UBEO LLC
Grapevine , TX United States
2 Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Fort Worth
FORM 1295
1of1
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2024-1210346
Date Filed:
09/05/2024
Date Acknowledged:
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 the contract.
3124900
Office Equipment
4
Name of Interested Party
Nature of interest
City, State, Country (place of business) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party.
71
6 UNSWORN DECLARATION 1
My name is Scott Han SO n and my date of birth is 3—,17 —J 9 ( 1q
My address is
(4treet) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct
.e
Executed in la,Yr�Q.� County, State of y �� e—YQ: on the � da of 20c2 4.
(m th) (year)
Signatur/a/orized gent of contracting business entity
clarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.48da51f7
embank.
EQUIPMENT FINANCE
CONSENT TO ASSIGNMENT
AGREEMENT #
3124900
Re: Agreement # 3124900 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")
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
Scott lfat,,toh
Scott Hanson (Sep 17, 2024 ll:13GDT) X
Signature Signature Mark McDaniel
VP/GM Sep 17, 2024 Deputy City Manager Sep 18, 2024
Title Date 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 - 8.30.23
ubeoSERVICES
E S
Additions
Request #
Department
Address
185784
IT
200 Texas Street
186569
TPW
4100 Columbus Trail
191581
IT
275 W 13th St.
191825
PARD
1301 Commerce St.
Deletions
Request #
Department
Address
186224
PARD
1515 11th Ave.
186282
PARD
3242 Lackland Road
186267
PM
5021 James Ave.
186569
TPW
4100 Columbus Trail
186569
TPW
4100 Columbus Trail
191070
PM
4100 Columbus Trail
189381
CMO
100 Energy Way
191825
Water
1301 Commerce
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) Invoiced
Month 22
$
106,201.11 (39 Month Supplement) Invoiced
Month 23
$
106,201.11 (39 Month Supplement) Invoiced
Month 24
$
106,201.11 (39 Month Supplement) Invoiced
Month 37-60 (without
any equipment additions or deletions)
Total 60 month Stream of Payments
Summary of Changes for UBEO 24 Month Supplement
Current Monthly Payment: $ 107,697.11
Description
Device ID
Monthly Pavment Added
IM C2510 w/PostScript, Cabinet, SR3310
D60471
$
297.00
Int'I Finisher, Card Reader, Cover, SIM
IM C2510 w/PostScript, Cabinet, SR3310
D60472
$
337.00
Int'I Finisher, Card Reader, Cover, SIM, Fax
5-PaperCutLicenses
N/A
$
185.00
IM C30OF (Taking over from CMO)
D55310
$
42.00
Total Additions $
861.00
Description
Device ID Monthly Pavment Deleted
P 800-Non Usage
D56188 $ (25.00)
P 800-Not in use
D56198 $ (25.00)
P 800-Consolidation
D55498 $ (25.00)
MP 2555-Combining b&w MFP & color
D55347 $ (80.00)
printer into 1 device
SP 840dn-Combining b&w MFP & color
D55053 $ (69.00)
printer into 1 device
P C600-Moving facilities -not needed
D55258 $ (28.00)
IM C30OF-No in use
D55310 $ (42.00)
MP C307-Chemical damage
D50993 $ (42.00)
Total Deletions $ (336.00)
New Monthly Payment Effective
4/1/2024: $ 108,222.11
Month 25 $
106,506.11 (36 Month supplement) Invoiced
Month 26 $
106,506.11 (36 Month supplement) Invoiced
Month 27 $
106,506.11 (36 Month supplement) Invoiced
Month 28 $
106,506.11 (33 Month supplement) Invoiced
Month 29 $
106,506.11 (33 Month supplement) Invoiced
Month 30 $
106,506.11 (33 Month supplement) Invoiced
Month 31 $
106,744.11 (30 Month Supplement) Invoiced
Month 32 $
106,744.11 (30 Month Supplement) Invoiced
Month 33 $
106,744.11 (30 Month Supplement) Invoiced
Month 34 $
107,697.11 (27 Month Supplement) Invoiced
Month 35 $
107,697.11 (27 Month Supplement) Invoiced
Month 36 $
107,697.11 (27 Month Supplement) Invoiced
Month 37 $
108,222.11 (24 Month Supplement)
Month 38 $
108,222.11 (24 Month Supplement)
Month 39 $
108,222.11 (24 Month Supplement)
$ 108,222.11
$ Page 1 of 1 7,068,382.26
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By:
\J/G�� `la✓
Name:
Mark McDaniel
Title:
Deputy City Manager
Date:
Sep 18, 2024
UBEO, LLC
Scott 1failson
By: Scott Hanson (Sep 17, 202411:13 CDT)
Name: Scott Hanson
Title: VP & General Manager
Date: Sep 17, 2024
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By: Mar (Sep 18, 202409:17 CDT)
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: Cynt Tyree (Sep 202411:37 CDT)
Name: Cynthia Tyree
Title: Asst. Director, IT Solutions
City Secretary:
A s
By:
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 FORWORm
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
ID ID
FROM
Fund Department Account Project
ID ID
Submitted for City Manager's Office by.,
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program 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)
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