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HomeMy WebLinkAbout055856-SP20 - General - Contract - Ubeo, LLCCSC No. 55856-SP20 BUSINESS0 ub S E R V I C E S Application No. 3307850 Master Agreement No Supplement No 500-0650038-000 Supplement #20 Full Legal Name: City of Fort Worth Address: 100 Fort Worth Trl City: Fort Worth State: TX Zip: 76102 Phone: (817) 392-4182 Fax: 0 DBA: Billing Address: 100 Fort Worth TO City: Fort Worth State: TX Zip: 76102 EQUIPMENTADDED: Qty. Make Item Description (or Accessories) 1 Ricoh 418469 Ricoh IM C401 1 Ricoh 419320 Ricoh IM C4510 OFFICIAL RECORD 1 Ricoh Card Reader Card Reader (D55313 1 Ricoh 417928 MP 2555 CITY SECRETARY FT. WORTH, TX EQUIPMENT DELETED: Qty. Make Item Description (or Accessories) 2 Ricoh P800 Ricoh P800 (D55540, D55427) 3 Ricoh IM C30OF Ricoh IM C30OF (D55727, D55649, D55454) 2 Ricoh SP C840DN Ricoh SP C840DN (D55058, D55047) 3 Ricoh IM C40OF Ricoh IM C40OF (D56111, D56112, D56105) 1 Ricoh P C600 Ricoh P C600 (D55137) B&W Image Monthly Allowance 400,000 Excess Per Image Charge (B&W) $ 0.00690 Rental Payment* Color Image Monthly Allowance 250,000 Excess Per Image Charge (Color) $ 0.06095 $97,612.50 Linear Feet Monthly Allowance 400,000 Excess Per Image Charge (Linear Feet) $ 0.01093 xMedius Page/DID Monthly Allowance 160,000 xMedius Excess Per Page/DID Charge $ 0.09775 METERS READINGS VERIFIED Quarterly *plus applicable taxes ❑✓ 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. Print Name: manna GIOI"Ciano Signature: X WIUftiVIMk-- Title: Assistant City Manager Date: 07/21 /202F For: City of ?%"nt WOW Print Name: Scott Hanson Signature Date: 07/15/2026 For: UBEO, LLC 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. Signature: X A0ilVYiW&— Date: D7/21 /2026 Print Name: innn�° ,rn'r 0n .1 For: City of Fort Worth Supplement - Cons Rev. 10/23/2020 U U 5 1 N E S ES; E R V I C E S Additions Summary of Changes for UREO 27 Month Supplement Current Monthly Payment: $ 97,450.50 Request# Department Address 0escripli0n Device I I Monthly Pavment Added SR 251563 PARO 1815 Jenson Road Ricoh IM 401 X03003 $74.00 SR 254287 Fire 8928 Medical City Way Card Reader for 055313 $11.00 SR 255687 OMD 2900 Alta More Drive Ricoh IM C4510 X03122 $500.00 SR 257111 Developmental services 3741 SW Loop 820 Ricoh MP 2555 D55352 $72.00 Tplal Additions $ 657.00 Deletions e west Deoartmenl Address 0escr if" -Device ID Monthiv Pavment Deleted SR 250431 Parks & Rec 1601 Lipscomb St Ricoh P 800 D55540 $23.00 SR 252718 Water 20OTexas St Ricoh P 800 D55427 $26.00 SR252720 Water 200Texas St Ricoh IM C30OF d55727 $38.00 SR 252722 Water 200Texas St Ricoh IM C30OF D55649 $38.00 SR 252732 Water 200 Texas St Ricoh SP C840dn d55058 $70.00 SR 252723 Water 200 Texas St Ricoh IM C40OF D56111 $53.00 SR 252724 Water 200 Texas St Ricoh IM C40OF D56112 $53.00 SR252725 Water 20UTexas St Ricoh P C600 D55137 $29.00 SR 252730 Water 200 Texas St Ricoh SP C840dn D55047 $75.00 SR 254997 Water 900 Monroe St. 2nd Floor Ricoh IM C30OF D55454 $41.00 5R 255687 OMD 2900 Alta Mere Dr. Ricoh IM C40OF D56105 $49.00 Tolal Deletions $ 495.00 To A n—thly inuease $ 162.00 New Monthly Payment Effective 04/1/2026: $ 97,612.50 Month $ 104,788.11 (wmontha8reemeor) Inveked Month 31 $ 106,744.11 (so Month supplement) Involcec Month $ 105,795.11 (59monthmpplement)l...ked Month32 $ 106,744.11 (30 Month Supplement) Involcec Month $ 105,796.11 (59 month supplement) Invoiced Month 33 $ 106,744.11 (30 Month Supplementl Involcec Month $ 105,800.11 (57 month supplement) Invoiced Month 34 $ 107,697.11 (27 Month Supplemenl Involcec Months $ 105,800.11 (57 month supplement) Invoiced Month 35 $ 107,697.11 (27 MonthSupplementl lnvokee Month $ 105,800.11 (57 month supplement) nvoked Month 36 $ 107,697.11 (27 MontbSupplemenl) Involcec month $ 105,325.11 (S4 monihsupplement) Invoiced Month 37 $ 108,222.11 (24 Month Supplemenl)Invoke Month $ 105,825.11 (54 month supplement) Invoiced Month38 $ 108,222.11 (24 Month Supplement) Invoicec Month $ 105,825.11 (S4 month supplement) Involved Month 39 $ 108,222.11 (24MonthSupplement)Inver— Month l0 $ 105,722.11 151, montheupplemenl)lnvolmd Month 40 $ 107,662.11 111 M-Ih5upphmenl)1—kee Month 11 $ 105,722.11 (5l month supplement) Involved Month 41 $ 107,662.11 (21 Month Supplement) Imprcec Month 12 $ 105,722.11 (51 month supplement) Invoiced Month 42 $ 107,662.11 (21 MonIb Supplement) lnvcksc Month 13 $ 105,621.11 (48 month supplement) Invoiced Month 43 $ 106,995.11 (LB Month supplement) Imckec Month 14 $ 105,621.11 (48 month supplement) Invoiced Month 44 $ 106,995.11 (IS Month Supplement) Imolcec Month 15 $ 105,621.11 (49 month supplement) Invoiced Month 45 $ 106,995.11 (IS Month Supplement) Invoke, Month 16 $ 105,949.11 (45 month supplement) Invoiced Month 46 $ 107,045.11 (l5 Month supplement) Involcec Month 17 $ 105,949.11 (45 month supplement) Invoiced Month 47 $ 107,045.11 (IS Month Supplement) Involcec Month 18 $ 105,949.11 (tsmonthsuppl—rdlinvoksd Month 48 $ 107,045.11 (t5 Mmth Supplement) Involcec Month 19 $ 105,874.11 (42MonthSupplement)Invoked Month 49 $ 96,69350 136 month extendon) Invoked Month 20 $ 105,874.11 (41MonthSupplamenl)invoked Month 50 $ 96,69350 (36 month eatenslon) Invoked Month 21 $ 105,874.11 (42 Manthsupplememl lmoked Month5l $ 96,69350 (36 month ealendon) Invoked Month 22 S 106,201.11 (39 Morlh5upplemenl) Invoiced Month52 $ 97,85350 133 monihsupplement) involved Month 23 $ 106,201.11 (19 Month Supplement) Invoked Month 53 $ 97,85350 133 month supplement) Invoiced Month 24 $ 106,201.11 139 Month Supplement) Invoiced Monlh54 $ 97,853.50 (33 month supplement) Invoked Month 25 $ 106,506.11 (36 Month supplement) Invoiced Monlh55 $ 97,45050 (30 month supplement) invoked Month 26 $ 106,506.11 136 Month supplement) invoiced Month 56 $ 97,45050 (30 month supplement) lmoked Month 27 $ 106,506.11 (36Monlhsupplement) Invoiced Month 57 $ 97,450.50 130 month supplement) Invoked Month 28 $ 106,506.11 (33 Month supplement) Invoked Month 58 $ 97,61250 (27 month supplement) Month 29 $ 106,506.11 (33 Month supplement) Invoiced Month 59 $ 97,61250 (27 month supplement) Month 30 $ 106,506.11 (33 Monlhsupple-11 Invoked Month 60 $ 97,61250 (17 month supplement) Month 58-84 (without any equipment addilionsor deletions) $ 97,612.50 Total month Stream of Payments $ 8,623,022.28 bank. CONSENT TO ASSIGNMENT AGREEMENT # EQUIPMENT FINANCE 3307850 Re: Agreement # 3307850 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 Assignor Y� Scott Hanson (Jul 15, 2026 16:05:49 CDT) Signature CITY OF FORT WORTH Customer AO W&— Dianna Giordano (Jul 21, 2026 08729,14 CDT) Signature VP GM 07/15/2026 Assistant City Manager07/21/2026 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. A502 REV 04/16 Modified — City of Fort Worth — 8.30.23 CERTIFICATE OF INTERESTED PARTIES FORM 1295 loll Complete Nos, 1-4 and 61f there are Interested parties. Complete Nos. 1, 2, 3, 5, and 61f there are no Interested parties. OFFICE; USE ONLY CERTIFICATION OF FILING Certificate Number: 2026.1466752 Date Piled: 05/26/2026 Date Acknowledged: 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 wh ch the form is being filed. City of Fort Worth 3 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. CSC 55856 office Equipment a Name of Interested Part y city, State County lace of business y� , y (p J Nature of Interest (check applicable) Controlling I intermediary 5 Check only If there is NO Interested Party. X 6 UNSWORN DECLARATION My name Is �) -o C) U --� r'E-t'1 and my date of birth Is My address is , 01 t lP s )DI�� t'f�i- d #r f 00 ? V/A e. , � �{jQs (tS114 . (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct, � County, State of /6,Vs Z on the day of 20 Z6 Executed In rrc) n� — monl (year) TSig ture of authorized agent of contracting business entity (Deolarenl) Forms provided by Texas Ethics Commission ---380n81emics,state.tx.us version v4:l.u.oDudogro [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 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: Approved as to Form and Legality: Name: Title: Car0ace, Paql iara By: Candace Pagliara (Jul 21, 202 7:54:22 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 21-0235 Approved: 4/6/2021 1295:2021-703506 Angela Alonzo Sr. Administrative Services Manager 4,p4vvupnIl �s°t' �oado City Secretary: °° o~o �900, owe o=d pOp * aoo 00 �o � -e3 �aaIl naaas46b By: Name: Jannette Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX M&C Review Page 1 of 2 CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, Texas Ft�>t, T'4x 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. 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 City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS SAMs.pdf (CFW Internal) Ubeo 1295 Form.pdf (CFW Internal) 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 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: UBEO, LLC Subject of the Agreement: Supplement Form No. 20 to CSC 55856 of UBEO, LLC M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 0 55856-SP20 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: October 28, 2026 If applicable. Is a 1295 Form required? * Yes 0 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No ❑ Contracts need to be routed for CSO processing in the followingorder: rder: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.