HomeMy WebLinkAboutContract 55856-SP14CO1Change Order 1
CSC No. 55856-SP14CO1 AGREEMENT #
3172046
Change Order to Agreement # 3172046, between CITY OF FORT WORTH as Customer and UBEO, LLC, as Lessor/
Secured Party. The words "you" and "your" refer to Customer. The words "we," "us" and "our" refer to Owner/Secured
Party.
The parties wish to amend the above -referenced Agreement by restating the following:
Advance Payment: $0
(plus applicable taxes)
18 monthly Payments of $ $106,995.11
(plus applicable taxes)
If no Advance Payment is required, the first Payment is due 30 days after the Agreement start date.
By signing this Change Order, Customer acknowledges the above changes to the Agreement and authorizes Owner/
Secured Party to make such changes. In the event of any conflict between this Change Order and the Agreement, this
Change Order 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, ILLCScott Hanson
Owner/Secured Party
Scott tfanlon
Scott Hanson (May 21, 202515:15 CDT)
Signature
VP/GM
Title
P�jW2112025
Date
dEf ieffmFGiwdano
Customer
XDianna Giordano
o u 15:11 CDT)
Signature
Title
06/05/2025
Date
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
NOTE: CAPITALIZED TERMS IN TH S DOCUMENT ARE DEFINED AS IN THE AGREEME T, UNLESS SPEC FIC LILY STATED OTHERWISE.
10163 REV 04/18
[Executed effective as of the date signed by the Assistant City Manager above.] / [ACCEPTED
AND AGREED:]
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
B:
Y
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
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By: M. Kevin Anders, II (Jun 3, 2025 08:51 CDT)
Name: M. Kevin Anders, II
Title: Assistant City Attorney
Contract Authorization:
M&C: 21-0235
Approved: 4/6/2021
1295:2021-703506
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: Cynth% TyyrMayree(,202515:17 CDT)
Name: Cynthia Tyree
Title: Asst. Director, IT Solutions
City Secretary:
By:
Name:
Jannette Goodall
Title:
City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
M&C Review
Page 1 of 2
A CITY COUNCIL AGEND
Create New From This M&C
Official site of the City of Fort Worth, Texas
FORTWORTH
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 3/4/2025
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.
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Fund Department Account I Project
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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 Activity Budget Reference # I Amount
Year (Chartfield 2)
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)
http://apps. cfwnet.org/council_packet/mc_review.asp?ID=28785 &councildate=4/6/2O21 3/4/2025