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Home My WebLink About055856-A10 - General - Contract - UBEO, LLCNOTE: 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. A535 REV 04/14 EQUIPMENT EXCHANGE AMENDMENT AGREEMENT # 500-06500038-016 Amendment to Agreement # 500-06500038-016, dated 09/23/25, between Fort Worth, City of as Customer and UBEO LLC as Lessor/Secured Party. The parties wish to amend the above-referenced Agreement as set forth below: The following specified equipment is hereby REMOVED from the Agreement: The following specified equipment (“Equipment”) is hereby ADDED to the Agreement: together with all replacements, parts, repairs, additions, and accessions incorporated therein or attached thereto and any and all proceeds of the foregoing, including, without limitation, insurance recoveries. You hereby acknowledge and agree that the above exchange is an even exchange of equipment. The substituted Equipment listed above has been delivered satisfactorily and is irrevocably accepted. By signing this Amendment, you acknowledge the above changes to the Agreement and authorized Lessor/Secured Party to make such changes. In all other respects, the terms and conditions of the Agreement remain in full force and effect and remaining binding on the Customer. UBEO LLC Fort Worth, City of Lessor/Secured Party Customer X Signature Signature Title Date Title Date Original Equipment: Description: IM C300F D55733 Serial Number: 3921P500336 If applicable Meter Read: B-16,480 C-11,986 Removal Date: 10/15/25 Description: Cabinet goes D55013 Serial Number: N/A If applicable Meter Read: N/A Removal Date: 08/15/25 Substituted Equipment (new unless otherwise specified): Equipment location (if different then as stated on the Agreement) Description: IM C300F D60156 Serial Number: 3924P550379 If applicable Meter Read: B-9,289 C-9,876 Install Date: 10/15/25 Description: Cabinet Goes D55013 Serial Number: N/A If applicable Meter Read: N/A Install Date: 08/15/25 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. A535 REV 04/14 EQUIPMENT EXCHANGE AMENDMENT AGREEMENT # 500-06500038-016 Amendment to Agreement # 500-06500038-016, dated 09/23/25, between Fort Worth, City of as Customer and UBEO LLC as Lessor/Secured Party. The parties wish to amend the above-referenced Agreement as set forth below: The following specified equipment is hereby REMOVED from the Agreement: The following specified equipment (“Equipment”) is hereby ADDED to the Agreement: together with all replacements, parts, repairs, additions, and accessions incorporated therein or attached thereto and any and all proceeds of the foregoing, including, without limitation, insurance recoveries. You hereby acknowledge and agree that the above exchange is an even exchange of equipment. The substituted Equipment listed above has been delivered satisfactorily and is irrevocably accepted. By signing this Amendment, you acknowledge the above changes to the Agreement and authorized Lessor/Secured Party to make such changes. In all other respects, the terms and conditions of the Agreement remain in full force and effect and remaining binding on the Customer. UBEO LLC Fort Worth, City of Lessor/Secured Party Customer X Signature Signature Title Date Title Date Original Equipment: Description: IM C300F D55776 Serial Number: 3921P500485 If applicable Meter Read: B-12,304 C-4,345 Removal Date: 10/24/25 Description: P C600 D56235 Serial Number: 5321X317331 If applicable Meter Read: B-391 C-1,425 Removal Date: 10/29/25 Substituted Equipment (new unless otherwise specified): Equipment location (if different then as stated on the Agreement) Description: IM C300F D55653 Serial Number: 3921P500068 If applicable Meter Read: B-6,770 C-2,751 Install Date: 10/24/25 Description: P C600 D58545 Serial Number: 5323X338573 If applicable Meter Read: B-391 C-1,425 Install Date: 10/29/25 [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: Candace Pagliara Title: Sr. 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: Angela Alonzo Title: Sr. Administrative Services Manager 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 ��RT��+QRTII _��- 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 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 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 SUUj eCt Of tile AgPeerilerit: Amendment No. 10 to CSC No. 55856, Purchase Agreement for Software, Hardware, Services 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-A10 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: Expiration Date: If�different from lhe approval dale. 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.