HomeMy WebLinkAboutContract 55856-SP17A1ADDENDUM A CITY OF FORT WORTH
AGREEMENT 500-0650038-017
New Add-On
This ADDENDUM A is to be attached to and become part of the Description (or Accessories)
EQUIPMENT ADDED:
o Correction Line 6 should list Qty. of 2 instead of 1 pertaining to the Accessory addition
KT-80041AKU-RSOP (3921P500357 & 3921P500075)
City of Fort Worth Ubeo LLC
_______________________________________ __Scott Hanson VP/GM_____________
Name / Title Name / Title
______________________________________ ________________________________
Signature Signature
____________________________________ ______________________________
Date Date
55856-SP17A1
[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:
By: ___________________________
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
By: ___________________________
Name:
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: ___________________________
Name:
Title:
City Secretary:
By: ______________________________
Name: Jannette Goodall
Title: City Secretary
M&C Review
CITY COUNCIL AGENDA
Create New From This M&C
DATE:
CODE:
4/6/2021 REFERENCE
NO..
P TYPE:
**M&C 21-
0235
CONSENT
LOG NAME:
PUBLIC
HEARING:
Page 1 of 2
Official site of the City of Fort Worth, Texas
�ORT�'4'ORTII
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13P UBEO MANAGED
PRINT SERVICES ITS
ADK
NO
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�acket/mc review.asp?ID=28785&councildate=4/6/2021 3/4/2025
M&C Review
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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 Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID � Year (Chartfield 2)
Submitted for Citv Manaqer's Office bv:
Jay Chapa (5804)
Valerie Washington (6192)
Oriqinatinq Department Head:
Additional Information Contact:
ATTACHMENTS
SAMs.pdf (CFW Internal)
Ubeo 1295 Form.pdf (CFW Internal)
Reginald Zeno (8517)
Kevin Gunn (2015)
Cynthia Garcia (8525)
Ashley Kadva (2047)
http://apps.cfwnet.org/council�acket/mc review.asp?ID=28785&councildate=4/6/2021 3/4/2025
F�RT ��RTH�}
City Secretary's Office
Contract Routing & Transmittal Slip
Contractor's Name: Ubeo, LLC
Subject of the Agreement: Supplement No. 17 Amendment 1 to CSC No. 55856, a Cooperative Purchase Agreement
for Printers and Multi-Functional Device Leases and Managed Services Using Cooperative Contract DIR-TSO-4435
M&C Approved by the Council? * Yes 8 No ❑
If so, the M&C must be attached to the contract.
Is this an Amendment to an Existing contract? Yes 8 No ❑ 55856-SP17A1
If so, provide the original contract number and the amendment number.
Is the Contract "Permanent"? *Yes ❑ No 8
If unsure, see back page for permanent contract listing.
Is this entire contract Confidential? XYes ❑ No 8 If only specific information is
Confidential, please list what information is Confidential and the page it is located.
Effective Date:
If�different from lhe approval dale.
Expiration Date:
If applicable.
Is a 1295 Form required? * Yes 8 No ❑
*If so, please ensure it is attached to the approving M&C or attached to the contract.
Proj ect Number: If applicable.
*Did you include a Text field on the contract to add the City Secretary Contract (CSC)
number? Yes 8 No ❑
Contracts need to be routed for CSO processin� in the following order:
1. Katherine Cenicola (Approver)
2. Jannette S. Goodall (Signer)
3. Allison Tidwell (Form Filler)
*Indicates the infor7nation is required and if the information is nol provided, the contract will be
returned to the department.
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