HomeMy WebLinkAbout280-24 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 280-24
File Number: 2024-702
CITY-WIDE USING CORPORATE ACCOUNTS (EXPENDITURE AUTHORIZATIONS):
A RESOLUTION TO AUTHORIZE TOTAL EXPENDITURES IN EXCESS OF $35,000.00 FOR MAINTENANCE,
REPAIR, AND OPERATIONS SUPPLIES AND COMMODITIES ACROSS ALL DEPARTMENTS CITY-WIDE
USING CORPORATE ACCOUNTS WITH PURCHASING COOPERATIVES OR STATE CONTRACTS FOR THE
FISCAL YEAR WITHIN THE APPROVED BUDGET
WHEREAS, various City departments utilize corporate business accounts pursuant to cooperative purchasing
agreements to procure essential supplies and commodities to support City operations; and
WHEREAS, the Purchasing Division has consolidated multiple corporate business accounts across all departments in
order to leverage quantity discounts, align spend with our environmental purchasing policy, collect measurable data on
spend analytics, and remove the risk of fraud and ethics violations; and
WHEREAS, staff recommends authorizing total expenditures in excess of $35,000.00 across various suppliers for the
purchase of Maintenance, Repair, and Operations (MRO) supplies and commodities, which will be limited by the
budget approved by the City Council for each department or division.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes expenditures in excess of
$35,000.00 in aggregate spend across all departments city-wide within the approved budget using corporate accounts
with purchasing cooperatives or state contracts for the fiscal year for the purchase of Maintenance, Repair, and
Operations supplies and commodities from the following vendors:
• Amazon Business
• Canon USA
• Cintas
• Global Industrial Supply
• Grainger
• Graybar
• Home Deport/HD Supply
• Lawson
• Lowe's
• MSC Industrial Supply
Page 1
Resolution: 280-24
File Number." 2024-702
• Office Depot
• Walmart Business
PASSED and APPROVED on November 19, 2024
Page 2
FAYE1?EVILL ; z
kANSN • • `���
Att4Shelton,
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nor Deputy City Clerk
Office of the City Clerk Treasurer
Kara Paxton — City Clerk Treasurer
Jackson Shelton — Senior Deputy City Clerk
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4 RKAN SPS
113 W. Mountain Street, Suite 308
Fayetteville, Arkansas 72701
Phone: 479.575.8323
cityclerk@fayetteville-ar.gov
Departmental Correspondence
To: Lioneld Jordan, Mayor
From: Kara Paxton, City Clerk Treasurer'��G
CC: City Attorney Kit Williams, Senior Assistant Blake Pennington, Chief of Staff Susan Norton &
Chief Financial Officer Paul Becker
Date: November 8, 2024
RE: City Clerk Treasurer Kara Paxton — Out of Office due to Medical Procedure
Mayor Lioneld Jordan,
Due to a medical procedure, I will be unavailable to sign documents or attend meetings starting
November 11th, 2024. 1 plan to be back in the office as of November 25th, 2024. Senior Deputy City
Clerk Treasurer Jackson Shelton or Deputy City Clerk — Codifier Courtney Spohn will notify you
should these dates change.
The recommended recovery time for my medical procedure (Spinal Cord Stimulator Implant) ranges
from 4 to 8 weeks. The surgeon stated that I must be off work for at least one week. The surgeon also
encouraged me to utilize telework options in the weeks following the initial surgery week. He also
stated that should I need to physically come to work, I need to park as close to the building as
possible, no lifting/carrying heavy or large objects, and no sudden twisting or turning.
In my absence, I authorize Senior Deputy City Clerk Treasurer Jackson Shelton to attest your (Mayor
Lioneld Jordan) signature. Should an issue arise that Mr. Shelton is not available to sign within a 24-
hour timeframe, I authorize Deputy City Clerk — Codifier Courtney Spohn to sign in our absence.
As the official custodian of the City's seal, I authorize Mr. Shelton and Ms. Spohn to use the seal for
official purposes only.
Please direct city staff to route all Alcohol Permits to Mr. Shelton for review and electronic signature.
Please notify the Accounting Department that check requests will be reviewed and signed by Ms.
Spohn before being emailed to the Accounting Department. Ms. Spohn will also be responsible for
approving purchase requests submitted November 11th — November 15th, 2024.
Mr. Shelton and Ms. Spohn will go above and beyond to ensure that our office continues to support
all our internal and external customers while I am out of office. Over the last 3 years Ms. Spohn has
continuously demonstrated her professionalism and advanced skillset in her positions. Mr. Shelton
has been with our office for almost 2 years now and has consistently impressed me by going above
and beyond in his work duties. I am confident that Mr. Shelton and Ms. Spohn will successfully
manage the office while I am out.
M/10
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF NOVEMBER 19, 2024
TO: Mayor Jordan and City Council
THRU: Paul Becker, Chief Financial Officer
FROM: Les McGaugh, Purchasing Director
SUBJECT: Approval of City-wide Corporate Accounts
RECOMMENDATION:
CITY COUNCIL MEMO
2024-702
A RESOLUTION AUTHORIZING EXPENDITURES IN EXCESS OF $35,000 IN AGGREGATE SPEND
ACROSS ALL DEPARTMENTS CITY-WIDE USING CORPORATE ACCOUNTS WITH PURCHASING
COOPERATIVES OR STATE CONTRACTS THROUGH DECEMBER 31st, 2025.
BACKGROUND:
Various City departments utilize corporate business accounts pursuant to cooperative purchasing agreements
to procure maintenance, repair, and operations (MRO) supplies and commodities to support City operations.
These accounts have historically been separated by department with each managing their own accounts.
DISCUSSION:
Purchasing has consolidated multiple corporate business accounts across all departments in order to leverage
quantity discounts, align spend with our environmental purchasing policy, collect measurable data on spend
analytics, and remove the risk of fraud and ethics violations. Staff recommends authorizing spend in excess of
$35,000.00 across various suppliers for the purchase of Maintenance, Repair, and Operations (MRO) supplies
and commodities. Purchases will still follow the quote requirements if single items exceed $5,000.00. Each
department has budget lines in the 5200 series of the budget and some departments have uniform budgets
that are applicable.
BUDGET/STAFF IMPACT:
Spend will managed by individual departments and within their approved budgets.
ATTACHMENTS: SRF (#3), List of Corporate Accounts (#4)
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2024-702
Approval of City-wide Corporate Accounts
A RESOLUTION TO AUTHORIZE TOTAL EXPENDITURES IN EXCESS OF $35,000.00 FOR
MAINTENANCE, REPAIR, AND OPERATIONS SUPPLIES AND COMMODITIES ACROSS ALL
DEPARTMENTS CITY-WIDE USING CORPORATE ACCOUNTS WITH PURCHASING
COOPERATIVES OR STATE CONTRACTS FOR THE FISCAL YEAR WITHIN THE APPROVED
BUDGET
WHEREAS, various City departments utilize corporate business accounts pursuant to cooperative
purchasing agreements to procure essential supplies and commodities to support City operations; and
WHEREAS, the Purchasing Division has consolidated multiple corporate business accounts across all
departments in order to leverage quantity discounts, align spend with our environmental purchasing
policy, collect measurable data on spend analytics, and remove the risk of fraud and ethics violations;
and
WHEREAS, staff recommends authorizing total expenditures in excess of $35,000.00 across various
suppliers for the purchase of Maintenance, Repair, and Operations (MRO) supplies and commodities,
which will be limited by the budget approved by the City Council for each department or division.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes expenditures in
excess of $35,000.00 in aggregate spend across all departments city-wide within the approved budget
using corporate accounts with purchasing cooperatives or state contracts for the fiscal year for the
purchase of Maintenance, Repair, and Operations supplies and commodities from the following vendors:
• Amazon Business
• Canon USA
• Cintas
• Global Industrial Supply
• Grainger
• Graybar
• Home Deport/HD Supply
Page 1
Resolution: 280-24
File Number: 2024-702
• Lawson
• Lowe's
• MSC Industrial Supply
• Office Depot
• Walmart Business
Page 2
Les McGaugh
Submitted By
City of Fayetteville Staff Review Form
2024-702
Item ID
11/19/2024
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
10/29/2024 PURCHASING (160)
Submitted Date Division / Department
Action Recommendation:
A RESOLUTION AUTHORIZING EXPENDITURES IN EXCESS OF $35,000 IN AGGREGATE SPEND ACROSS ALL
DEPARTMENTS CITY-WIDE USING CORPORATE ACCOUNTS WITH PURCHASING COOPERATIVES OR STATE
CONTRACTS THROUGH 2O25.
Budget Impact:
NA NA
Account Number Fund
N/A N/A
Project Number
Budgeted Item? No
Does item have a direct cost? No
Is a Budget Adjustment attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Project Title
Total Amended Budget
$ -
Expenses (Actual+Encum)
$ -
Available Budget
Item Cost
$ -
Budget Adjustment
$ -
Remaining Budget
V20221130
Previous Ordinance or Resolution #
Approval Date:
List of Corporate Accounts
Amazon Business
Canon USA
Cintas
Global Industrial Supply
Grainger
Graybar
Home Depot/ HD Supply
Lawson
Lowe's
MSC Industrial Supply
Office Depot
Walmart Business
TO: Molly Rawn, Mayor
THRU: Steven Dotson, Chief Financial Officer
FROM: Amanda Beilfuss, Procurement Director
DATE: Thursday, October 16, 2025
SUBJECT: Mayor Signature on Updated Cooperative Acceptance Agreement
RECOMMENDATION:
Procurement recommends the Mayor sign and initial the attached cooperative acceptance
agreement from Cintas to secure updated pricing for various Departments throughout the City.
BACKGROUND:
On November 19, 2024, City Council approved Resolution 280-24, which authorizes total
expenditures in excess of $35,000 for maintenance, repair, and operations supplies and
commodities across all departments City-wide using Corporate Accounts with Purchasing
Cooperatives or State Contracts for the year.
DISCUSSION:
Cintas is one of these Corporate Accounts listed in Resolution 280-24, as they provide rental of
uniforms, floor mats, mops, towels, and other related services to various departments throughout
the City. City Departments are updating rental uniforms to replace the older outdated ones they
currently have. By signing this Cooperative Acceptance Agreement, this will lock in the pricing for
the City’s Departments to utilize.
BUDGET/STAFF IMPACT:
There is no cost associated with completing this acknowledgement.
Attachments:
• Staff Review Form
• Cintas Cooperative Acceptance Agreement
10/16/2025
Submitted Date
No
-$
-$
V20221130
Budgeted Item?
Does item have a direct cost?
Is a Budget Adjustment attached?
Total Amended Budget
Expenses (Actual+Encum)
Item Cost
Budget Adjustment
Remaining Budget
-$
-$
No
No -$
-$
N/A
Budget Impact:
N/A
N/AN/A
City of Fayetteville Staff Review Form
2025-0825
N/A
Procurement recommends the Mayor sign and initial the attached cooperative acceptance agreement from Cintas
to secure updated pricing for various Departments throughout the City.
N/A for Non-Agenda Item
Action Recommendation:
Amanda Beilfuss PURCHASING (160)
Division / Department
Comments:
Purchase Order Number:
Change Order Number:
Previous Ordinance or Resolution #
Approval Date:
Original Contract Number:
Workplace Solutions
Cooperative Acceptance Agreement READY FOR THE WORKDAY"
Location #: 0065
Contract#:
Customer #: (If locally managed MLA please
replace agreement# with current
'"M""'a"'"i---'-n--'C'-o'-r-"-p-"-o--'ra"-'tc.c.e_C=--o=--d"-e"---+__;;O;..;m~n;;.:ia;;....c..;N....::e.;;;;b..;..ra"'s~kc.:a'-R;.;.e;;;;;n"--tc=a"'l/---'-F---=S'-M;.;.;;.:LAcc....;...;;;;C....::C;...#c..1..;..3cc..8cc..9'-7;.....;..M"'LA=-.:...:..A.;,.g"'r---=e....::e_;_m"--e"--'n-'-t=--#"--_____ Locally Managed MLAJ
GPO CC #13897 GPO Agreement #211011196 Date: 10/6/2025
Customer/Participating Agency : City of Fayetteville
Address : 113 W Mountain St
("Customer") Phone : 479-575-839 8
City: Fayetteville State:AR Zip : 72701
UNIFORM PRODUCT RENTAL PRICING:
ITEM# DESCRIPTION I STANDARD ITEM I UNIT PRICE I LOSS/DAMAGE i REPLACE.VALUE
I All Pricing Governed by OMNIA contract #001299 Ill Yes ONo
59273 I Carhart! Rugged Flex Shirt Ill Yes □No .82 I
53641 I TShirt ANSI Class 2 W/REFL liZI Yes □No .65 I
I OYes □No :
I DYes □No I
I OYes ONo
Space for additional entries provided on page 5
This Workplace Solutions Cooperative Acceptance Agree_ment (this "Acceptance Ag reement") is effective as o'f the date of execution for a term
of 60 months from the date o f in stallation or renewal (the "Term"\.
Standard Name Emblem _ -$ 0 .00 ea -St;;dard Age_n_cy Emblem -, $D.OO --;; -----
Custom Age~ Emblem ____ I $ 0.00 ea Embroidery ______ 1 $ na ea
_ Uniform Advan tage _ Item: $ 0.04 ea per week
Premium Uniform Advantage____ Item: $ 0 .10 ea per week
Emblem Advantage ___ Item: I $ 0 .03 ea per week
.!~e Advantage ----Item: I $ 0 .01 ea per week
Minimum Charge __ $35 per delivery or 50% of initial invoice (the greater of the two).
~Up Charge ____ _ __ ,_$ 1.50 per garme nt __ _
Non-Standard/Special Cut Garment (i.e., non-standard, non-stocked unusually small or large sizes, unusually
short or long sleeve or length, etc.) prem ium
-----------
Under no circumstances will Cintas accept textiles bearin g free liquid . Sho p towels may not be used to clean up oil or solvent spills.
_Artwork Charg~ogoMat i $ na ____ _
Payment Terms : Net 30
per garment
---------,-c=-u-stomer agrees~hav ~mployees measured by a Cintas representative using garment "size samples"
Size Change or Cintas Tr uRt. A charge of$ 5 .00 per garment will be assessed for employee's size changed
I within 4 weeks of installation.
Other
WORKPLACE SERVICES PRODUCTS PRICING:
ITEM# I DESCRIPTION I RENTAL FREQ. i
I All pricing governed by OMNIA contract #01299
I
I
I
I
I
I .
Automatic_ Lost Rep lacement Charge i Item :
Automatic Lost Replacement Charge Item :
Initial and check box if Unilease. All Garments will be cleaned by customer.
I
I
I
I
I
I
l
1 % of inventory
I % of inventory
---Initial and check box if receiving Linen Service . Company will take periodic physical inventories of items
in possession or under control.
I nitia l and chec k box-if ,;c;iving dir;;;t embroidery. If service i~iscontinu ed for any employeeor
Customer deletes any o f the garments d ire ct embroi d ery fo r any reas on, or term in ates this Acceptance
Af reement for any reason o r fails to renew this A cceptance Agreement, Customer will purchase
al direct embroidered garments at th e time th ey are removed from serv ice atthe then cu rrent
rep lacement values . (See Section 6 o f Cintas General Servi ce Terms Se ction).
Cintas Representative Initials: Customer Initials: M.R.
I
I
INVENTORY I UNIT PRICE
Space for additional entries provided on page 5
I
$
$
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□
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, ....
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Page 1 of 6
Rev. 9 24 24
PLEASE READ THESE TERMS CAREFULLY. BY SIGNING THIS ACCEPTANCE AGREEMENT, YOU ACKNOWLEDGE
THAT YOU HAVE READ, AND THAT YOU UNDERSTAND AND AGREE TO BE BOUND BY, THESE TERMS.
OMNIA PARTICIPATING PUBLIC AGENCIES TERMS
1. Participating Public Agencies: Ci ntas Corpor atio n No. 2 ("Cintas") agrees to extend the same terms, conditions,
and covenants agreed to u nder the OMNIA Vendo r Ag re ement executed between Cintas and University of Nebraska
(th e "Master Agree m ent") to ot her govern m en t agen cies ("Participating Public Agencies") that, in their discretion,
desire to access t he M aster Ag r ee ment in accordance w ith all terms and conditions contained herein or attached
h e r eto. Each Participati ng Publ ic Agency will be excl us ively responsible and deal directly with Cintas on matters
r e lati hg to length of agreement, ordering, del ivery, in spection, acceptance, invoicing, and payment for products and
services in accordance with the terms and conditions of the Master Agreement. By executing this Acceptance
Agreement, the Customer identified on Page 1 herein agrees to be bound by the terms and conditions set forth in
the Master Agreement as a Participating Public Agency and the terms and conditions set forth in this Acceptance
Agreement. Master Agreement #001299 available at https://www.omniapartners .com/publicsector.
2. Dispute Resolution -Timing of invoice challenges: Requests for an invoice adjustment or challenges to invoice
amounts must be received by Cintas within 60 days of Customer's receipt of the contested invoice, or any billing
dispute is waived. Notification to Cintas of a request for an invoice adjustment must be made in writing and must
include the invoice number, disputed amount, and the reason for the disputed charge.
3. In the event of any conflict between this Acceptance Agreement and the Master Agreement, the Master Agreement
shall prevail, except to the extent this Acceptance Agreement specifically provides that it is superseding a provision
in the Master Agreement.
CINTAS GENERAL SERVICE TERMS SECTION
1. Prices : Customer agrees 10 ren t from Cintas, and Ci ntas agrees to provide to Customer, all of Customer's requirements for uniform rental products and se111ices at the
pl ices listed In the Master Agreeme nt , including ann ual price adjustments. An amendm ent to this Acceptance Agreement is not requi red when pricing in the Master
Agree ment is updated and adjusted. There will be a minimum charge of th irty-five dollars ($35.00) or 50% of tnitial invoice (whichever is greater) per del[very (the
"M inimum Stop Cha rge") for each Cu st omer locat ion required to purchase its rental services from Cintas as set forth 1n this Acceptance Agreement. The Minimum Stop
Charge shall supersede an y con fli cting or d iffe rent te rm in the Mast er Agreement.
2. Buyback of Non-Standard Ga r ments: Customer has ordered from Company a garment rental service requi ring garments that may not b e standard to Company's
normal rental product line or in dude d irect embroidery or an un usual emblem placement . Non-standard items wil.l als o include standard garments that have been
embroidered . Those non-standard products will be designated as such under Garment Descr i ption i n the Uniform Product Rental Pricing Chart(s). In the even t the
Customer deletes a non.standard product, alters the design of the non-standard p roduct, fa ils to renew the Agreement, or termi nates the Agreement in whole or in
part for any ,eason , the Cus tomer ag rees to buy back all remain ing non -standard products allocated to Cus tomer that the Company has in service and out o f service at
the the n current Loss/Damage Replacement Values .
3 . Garments' Lack of Fla me Ret ardant or Aci d Resistant Features: Un less specified otherwise in writ ing by Cint as , the g arments su pplied under t his Acce p tance
Agteement are not flame retardant o r ad d re.s1stant and conta in no speci al fl ame reta rd ant or acid res istant fea tures . They are not de.s igned for use in areas of
flammability risk or where contact with hazardous materials is possible. Flame resistant and ad d re si sta nt garments are available from Cintas upon request. Customer
warrants tha t none of the employees fo r whom garments ·are supplied pursuant to this Acceptance Agreement require flame retardant or ac id res istant clothing.
4. Logo M ats: In the event tha t Customer d ecides 10 delete any mat bearing t he Cu stom er''S logo (Logo Mat) from the rental program, changes the design of the Logo
Mats, ter mina t':s th_is Acceptan;:e_ Ag reement for any r~as o n ol !aUs to_ renew this Acce pt.ance Ag:e7ment, the Custo mer will purchase at the time of deletion, design
chang e or turm1 nat1on , all remaining Logo mats that Cintas has 1n service and out of se rvice hetd ,n inventory at the then current Loss/Damage Replacement Val ue .
5 . Adding Employi.es: Add i t.ional emp loyees and merchandise may be added to this Acceptance Agreement at any time upon written or ora l request by the Custo mer to
Cintas. Any such additiona l -empl oyees o r merchand ise shall au tomatically become a part o f and subject to the t erms of this Acceptance Agteement . If such employees
are employed at a Customer location that is then participating under this Acceptance Agreement. the Customer sh all pay Cintas the one-time.preparation fee
indicated on the Mas t er Agreement and / or outlined above . Customer shall not pay Cintas any one-time p reparation fee for ga rme nts for employees included in the
initial installation of a Cust omer location, There will be a one-time charge fo r name and/or company emblems wh en employees are added to t he program In garments
requi ring embl ems .
6. Emblem Guarantee: If Customer has requested that Cintas supply embl ems designed exclusively for Customer featuring Customer's logo or other specific
identificat ion (hereinafter "Customer Emblems"), Cintas will mainta in a sufficient quantity of Customer Emblems in inventory to provide for Customer's needs and
maintain a low cost per emblem through quantity purchases.
In the event Customer decid8$ to discontinue the use of Customer Emblems, changes the design of the Customer Emblems, terminotes this Acceptance Ag ree ment
for any reason o r fa ils t o renew this Acceptance Agreement , the Customer will p urchase at the time of deletion, des ign change, termi nation or expiration, all remaining
Customer Emblems t ha t Cintas allocated to Customer al the price indicated on the Master A greement and I or outlined above of this Accep tance Agreement. In no
event shall the number of Custo mer Emb lems allocated to Cu st omer eKceed the greater of (a) twelve (12) months' vol ume for each un ique Customer Emblem or (bl a
quantity agreed t o by Cintas and Customer and noted on the Master Agreement an d I or outli ned above.
7. Terminating Employees: Subject to the provisions of this Acceptance Agreement, the weekly rental cha rg e attributable to any individual leaving the employ of the
Customer, or on a temporary leave of absence of three (3) weeks or more, shall be t erminated upon ora l or written no ti ce by the Custom er to Cintas but only after all
garments issued to that individual, or value of same at the then current Loss /Dama ge Replacement Value s, are re t urned to Cintas .
8. Replacement: In the event any merchandise is lost, stolen or is not returned to Cintas, or is destroyed or damaged by fire, welding d amage, acid , paint, ink, chemicals ,
neglect or otherwise , the Customer agrees t o pay for said merchandise at the then current Loss/Damage Replacement Values.
9. Additional Customer Locations : Notwithstanding anything to the contra ry contai ned herein , there will be a minimum term equal to the greater of thirty-six (36) months
or the remainder of the Term for any individual Cu stomer location added after the date of this Acceptance Agreement.
Cintas Representative Initials: Customer Initials : M.R.
Page 2 of 6
Rev. 9,24 24
Accounts Payable Contact
Billing Information READY FOR THE WORKDAY '
How should the Business Name read on the invoice?
Do you have other sites/locations within your compan y that are set up for billing with Cintas? D YES D NO D UNSURE
Are you Tax Exemp t? D YES D NO If Yes , where can I get a copy of your tax-exem pt form?
PAYER INFORMATION: This section covers the address where the person who pays the bills is and their contact information .
Account Pa yable Contact Name:
Account Payable Contact Phone #:
Account Pa y able Email :
Payer Street Address:
City: ST/PROV: ZIP/PC:
We will use the Payer address above as the address that is used for credit reference/credit check if it is different from service address.
BILL-TO INFORMATION: This section covers where the bill will be mailed/sent to.
D Same as Payer OR D Same as Sold-To
Bill-To Street Address :
City: ST/PROV:
WE CAN CUSTOMIZE HOW YOU RECEIVE YOUR BILL FOR PAYMENT PROCESSING
ZIP/PC:
Invoice Delivery (choose one): D Leave at Site and Email D Email Only D Physically Mail D Leave at site after service
Do invoices require a purchase order? D YES D NO If yes, p lease provide PO#
Will the same PO need to appear on each invoice? D YES D NO Is there an expiration date?
PAYMENT TERMS: Net 30 Standard
PAYMENT OPTIONS
□ Check
D ACH/EFT -We will have our ACH/EFT team contact the AP contact above with ACH/EFT payment deta i ls
D Credit Card -We will have our Payment Center contact the AP Contact above for cred it card details
Unless noted below, your AP contact above will be automatically registered to manage your Cintas account online with myCintas
Billing . myCintas allows you to conveniently access your account anytime using your computer, tablet, or mobile device!
Do not send information about Online Bill Pay (US Only)
Cintas Re p resentative In it ials : Customer Initials : M.R .
Page 4 of 6
Rev. 9.24 24
10. Additional Items: Addl1 lonal Customer employees, products and services may be added to th i s Acceptance Agreement and shall automatically become a part of and
subject to the terms hereof and all o f its provisions. If this Acceptanro Agreement is term inated early for convenience, the parties agree that tlie damages susta ined by
Cintas will be substantial and difficult to ascertain . Therefore, if this Acceptance-Agreement ·Is terminated by Customer prior to the applica ble expirat i on date for any
reason other than documented quality of service re asons which are not rured, or terminated by Cintas for non-payment by Customer at any time Customer will pay to
Cintas. as termination charges and not as a penalty based upon the following schedule:
If this Acceptance Agreement is cancelled for convenience in the first twelve months of the term, Customer shall pay as termination charges equal to 52 weeks of
rental service.
If this Acceptance Agreement is cancelled for convenience in months thirteen (13) through twenty-four (24) of the term, Customer shall pay as termination charges
equal to thirty-nine (39) weeks of rental service.
If this Acceptance Agreement is cancelled for convenience in months twenty-five (25) through thirty-six (36) of the term, Customer shall pay as termination charges
equal to twenty-six (26) weeks of rental service.
If this Acceptance Agreement is cancelled for convenience after thirty-six (36) months of service, Customer shall pay as termination charges of thirteen (13) weeks
of rental service.
Customer shall also be responsible to return all of the merchandise allocated to such Customer locations terminating this Acceptance Agreement at the then
current Loss/Damage Replacement Values and for any unpaid charges on Cu:;tomer's account prior to termination.
11. No Federal Contractor: As a material condition of this Agreement, Customer represents and warrants tha r: (a) this Agreement is not federally funded; (b) this
Agreement does not constitute, and is not entere d into to support a federal government contract, subcontract or third party contr_act; (c) Cintas does not hereby
become a subrecipient, subgrantee, project participant, or ·third party contractor or subcontracto r in relation to any contract w ith the fede ra l government; and (d) by
entering this Agreement, Cintas does not become obligated to comply with federal regu lations or federal laws (includ ing specillcally .the Service Contact Act), wheth er
by virtue of such obligation flowing down from a contract between Customer and any third party, by virtue of federal fund ing being used in relation co this project, or
otherwise . In the event that any of tlie foregoing is or becomes untrue. Cintas shall liave the option to unnaterally terminate this Agreement.
12. Prevailing Wage/Livi ng Wage: Customer re presents and warrants that this agreement is not subject to laws pertai nin g to prevailing wages, living wages, or other
wage and/or benefit requ irem enl'5 establishe d by law ("Wage Statutes "). Customer agrees an d acknowledges that it will not attempt to enforce any Wage Statutes in
re lation to this agreemeot and Customer he.reby wa ives and releases Cintas from any a11d all fines, penalties, interest, or other costs, expenses, or charges of any type
Imposed by any federa l, state, or local-authority in relation to Cintas's failure to satisfy any such Wag e Statute in relation to agreement.
13. Customer Type: Customer must select the appropriate response below:
Is Customer a United States federal government agency or instrumentality?
□ Yes 1"71 No (If Yes, Customer must provide any applicable U.S. government flowdown terms and conditions, which will only be
ILi binding on Cintas if attached hereto and agreed to by Cintas prior to execution of this Acceptance Agreement).
14. Customer Funding Source: Customer must select the appropriate response below:
Will Customer pay for the goods and services ordered under this Acceptance Agreement with any United States government funds?
D liZ) (If Yes, Customer must provide any applicable U.S. government flowdown terms and conditions, which will only be
Yes No binding on Cintas if attached hereto and agreed to by Cintas prior to execution of this Acceptance Agreement).
15. Additional Terms: Customer must select the appropriate response below:
Does Customer require any additional terms and conditions to be incorporated into this Acceptance Agreement, or is Customer accepting the Agreement without
additional terms?
D Yes, additional terms required
liZ) No additiona I terms nee ded
(If Yes, Customer must provide any applicable additional terms and conditions, which will only be binding on
Cintas if attached hereto and agreed to by Cintas prior to execution of this Acceptance Agreement).
16. I authorize Cintas to verify my credit on Credit.net and/or by contacting the parties provided. I am authorized to sign on behalf of this company. In addition, I authorize
Cintas to open a new account on behalf of the company and deliver the products or services listed above at the agreed upon pricing and delivery terms.
Cintas Location #: 0065
Cintas Re resentative Si
Title: Sales Rep
Accepted-GM : Ray Keliehor
Cintas Enterprise Account: IZJ Yes □No
Cintas Enterprise Partner Name: Virginia Schabbing
Cintas Representative Initials: Customer Initials:
Customer Si nature:
Print Name: Molly Rawn
Print Title: Mayor
Email: mayor@fayetteville-ar.gov
Customer Contact: Amanda Beilfuss
Customer Contact Email: abeilfuss@fayetteville-ar.gov
M.R.
Page 3 of 6
Rev. 9 24 24
UNIFORM PRODUCT RENTAL PRICING (cont.):
Continued from page 1
ITEM# I DESCRIPTION I STANDARD ITEM I UNIT PRICE I LOSS/DAMAGE REPLACE.VALUE
All pricing governed by OMNIA contract #01299 I DYes □No
' □Yes □No I
D Yes □No
DYes □No
□Yes □No .
l □Ye s □No I
DYes □No I
I DYes □No I
OYes □No I
I DYes □No I
DYes □No I
I □Yes ONo I
D Yes □No I I
I DYes □No
I OYes □No
DYes □No
DYes □No ' I
D Yes □No
D Yes □No '
I DYes □No I
DYes □No I
DYes □No I
I DYes ONo I
I DYes □No I
DYes □No I
Dves ONo
WORKPLACE SERVICES PRODUCTS PRICING (cont.):
Continued from page 1
ITEM# I DESCRIPTION I RENTAL FREQ. I INVENTORY I UNrTPRI CE
All pricing governed by OMNIA contract #01299
I I I
I I I
I I I
' I I I
I I I I
' [
I I l
I I [ J
I I I
I I I I
I I
I I
I I
I I I
I I I
I
I I
I I
I I
I I I
' ' I
I I
I I
Additional sites added at a later date will be required to sign the attached Exhibit A with a minimum term of 36 months .
Cintas Representative Initials: Customer Initials:
M.R.
Page 5 of 6
Rev. 9 24.24
LOCATION LISTING
City of Fayetteville Recycling
Yvonne Richardson Center
Fayetteville Fire Department
City of Fayetteville Water/Sewer
City of Fayetteville Building Maintenance
City of Fayetteville Fleet Operations
City of Fayetteville Parks Maintenance
City of Fayetteville Fayetteville Senior Activity
City of Fayetteville Aviation
City of Fayetteville Transportation
City of Fayetteville Street
City of Fayetteville Solid Waste
City of Fayetteville Police Department
Cintas Representative Initials : Customer Initials: M.R.
Page 6 ol 6
Rev. 9,2424
Cintas Cooperative Acceptance Agreement
Amanda Beilfuss
Submitted By
City of Fayetteville Staff Review Form
2024-0749
Item ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
12/3/2024 PURCHASING (160)
Submitted Date Division / Department
Action Recommendation:
Purchasing recommends the Mayor sign and initial the attached cooperative acceptance agreement from Cintas to
secure updated, lower pricing for various Departments throughout the City.
Budget Impact:
Account Number
Fund
Project Number Project Title
Budgeted Item? No Total Amended Budget $ -
Expenses (Actual+Encum) $
Available Budget $
Does item have a direct cost? No Item Cost $
Is a Budget Adjustment attached? No Budget Adjustment $
Remaining Budget I -
V20221130
Purchase Order Number: Previous Ordinance or Resolution # 280-24
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
12/10/2024
CITY OF
FAYETTEVILLE
%PF ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Paul A. Becker, Chief Financial Officer
Steven Dotson, Deputy Chief Financial Officer
FROM: Amanda Beilfuss, Procurement Director
DATE: Tuesday, December 3, 2024
STAFF MEMO
SUBJECT: Mayor Signature on Updated Cooperative Acceptance Agreement
RECOMMENDATION:
Purchasing recommends the Mayor sign and initial the attached cooperative acceptance
agreement from Cintas to secure updated, lower pricing for various Departments throughout the
City.
BACKGROUND:
On November 19, 2024, City Council approved Resolution 280-24, which authorizes total
expenditures in excess of $35,000 for maintenance, repair, and operations supplies and
commodities across all departments City-wide using Corporate Accounts with Purchasing
Cooperatives or State Contracts for the year.
DISCUSSION:
Cintas is one of these Corporate Accounts listed in Resolution 280-24, as they provide rental of
uniforms, floor mats, mops, towels, and other related services to various departments throughout
the City. With their Cooperative Contract renewal with Omnia, Cintas has updated their pricing by
lowering some frequently used items. By signing this Cooperative Acceptance Agreement, this
will lock in the new, lower pricing for the City's departments to utilize.
BUDGET/STAFF IMPACT:
There is no cost associated with completing this acknowledgement.
Attachments:
• Staff Review Form
• Cintas Cooperative Acceptance Agreement
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Workplace Solutions CiN*ws
Cooperative Acceptance Agreement READY FOR THE WORKDAY'
Location #: 0065
Contract #: 210486777
Customer #: Multiple
Main Corporate Code —+ Omnia Nebraska Rental/FS MLA CC #13897 MLA Agreement #211011348
GPO CC #13897 GPO Agreement #211011196 Date: 12-3-2024
Customer/Participating Agency: City of Fayetteville ("Customer") Phone: 4795758220
Address: 113 W Mountain City: Fayettevile State: AR Zip: 72701
UNIFORM••D
_ See Attached Pricing Exhibit _ 0 Yes ❑ No
® Yes ❑ No
® Yes ❑ No
® Yes ❑ No _
t❑Yes ❑No
® Yes ❑ N.
Space for additional entries orovirled .,� r,a.,a s
This Workplace Solutions Cooperative Acceptance Agreement (this "Acceptance Agreement") is effective as of the date of execution for a term of
60 months from the date of installation or renewal the "Term')_
Standard Name Emblem $ 2.145 ea j Standard A�enry Emblem
$
ea
Custom Agency Emblem $ 2.365 ea Embroidery
1 $
ea
Uniform Adva,,taye Item: _
Premium Uniform Advantage Item:
$ .048
ea per week
$
ea per week
Emblem Advantage Item:
$
ea per week
Prep Advantage
Item_: _
$
ea per week
Minimum Charge $35 per delivery or 50% of initial invoice (the greater of the tw_o).
Make -Up Charge $ 2.75 per garment
Non-Standard/Special Cut Garment (i.e., non-standard, non -stocked unusually small or large sizes, unusually
short or long sleeve or length, etc.) premium
I $ 0.15
per garment
Under no circumstances will Cintas accept textiles bearing free liquid. Shop towels may not be used to dean up oil or solvent spills
y
Artwork Charge for Logo Mat Is
Payment Terms: Net 30
I Customer agrees to have employees measured by a Cintas representat!ve us ng garment "size samples"
Size Change or Cintas TruFit. A charge of $ 5.00 per garment will be assessed for employee's size changed
within 4 weeks of installation.
Other
WORKPLACE SERVICES PRODUCTS PRICING:
ITEM # DESCRIPTION RENTAL FRECIINVENTORY I UNIT PRICE
Space for additional entries provided on page 5
Automatic Lost Replacement Charge Item: _ % of inventory_ _ $ _ ea
Automatic Lost Replacement Charge Item: % of inventory $ ea
Initial and check box if Unilease. All Garments will be cleaned by customer.
Initial and check box if receiving Linen Service. Company will take periodic physical inventories of items I
in possession or under control. ❑✓
Initial and check box if receiving direct embroidery. If service is discontinued for any employee or
Customer deletes any of the garments direct embroidery for any reason, or terminates this Acceptance ❑
Agreement for any reason or fails to renew this Acceptance Agreement, Customer will purchase
all direct embroidered garments at the time they are removed from service at the then current
replacement values (See Section 6 df Ci' as General Service Terms 5 i
Cintas Reoresentative Initials: J !1.-/ Customer Initial
Page 1 of 6
Re, 1 8.24
PLEASE READ THESE TERMS CAREFULLY. BY SIGNING THIS ACCEPTANCE AGREEMENT, YOU ACKNOWLEDGE
THAT YOU HAVE READ, AND THAT YOU UNDERSTAND AND AGREE TO BE BOUND BY, THESE TERMS.
OMNIA PARTICIPATING PUBLIC AGENCIES TERMS
1. Participating Public Agencies: Cintas Corporation No. 2 ("Cintas") agrees to extend the same terms, conditions, and covenants agreed to under the OMNIA Vendor
Agreement executed between Cintas and University of Nebraska (the "Master Agreement") to other government agencies ("Participating Public Agencies") that, in
their discretion, desire to access the Master Agreement in accordance with all terms and conditions contained herein or attached hereto. Each Participating Public
Agency will be exclusively responsible and deal directly with Cintas on matters relating to length of agreement, ordering, delivery, inspection, acceptance, invoicing,
and payment for products and services in accordance with the terms and conditions of the Master Agreement. By executing this Acceptance Agreement, the Customer
identified on Page 1 herein agrees to be bound by the terms and conditions set forth in the Master Agreement as a Participating Public Agency and the terms and
conditions set forth in this Acceptance Agreement. Master Agreement available at littps://www.omniapartners.com/pLiblicsecior.
2. Dispute Resolution — Arbitration and Class Waiver: This provision shall take precedence over and supersede any contrary or conflicting provision in the Master Agreement.
a. Arbitration Notice: Customer agrees to the maximum extent permitted by law that any dispute, controversy, or claim arising out of or relating to this Acceptance
Agreement (including its enforcement, performance, breach, arbitrabilily, or interpretation) or to the products or services provided hereunder will be submitted
to and resolved by final and binding individual arbitration ARBITRATION MEANS THAT AN ARBITRATOR, AND NOT A JUDGE OR A JURY, WILL DECIDE THE
DISPUTE, CONTROVERSY, OR CLAIM. BY ACCEPTING THESE TERMS, YOU AND CINTAS ARE EACH EXPRESSLY WAIVING THE RIGHT TO A TRIAL BY JURY
AND TO PURSUE OR PARTICIPATE IN ANY CLASS ACTION, COLLECTIVE ACTION, OR REPRESENTATIVE CLAIMS OR PROCEEDINGS EITHER IN ARBITRATION
OR IN ANY COURT. To the extent a class or collective action or representative claim or proceeding may not be waived, you agree to stay any such actions, claims,
and proceedings until after all actions, claims, and proceedings sir ject to arbitration are fully resolved.
b. Arbitration Procedures: Any arbitration between Customer and Cintas will be governed by the Commercial Dispute Resolution Procedures and the Supplementary
Procedures for Consumer Related Disputes (collectively, "AAA Rules") of the American Arbitration Association ("AAA"), as modified by this Acceptance
Agreement, and will be administered by the AAA The AAA Rules and filing forms are available online at www.adr.org, by calling the AAA at 1.800-778-7679, or
by contacting Cintas Any arbitration hearings will take place in the state in which Customer is located; provided, however, that if the claim is for $10,000 or less,
Customer may choose for the arbitration instead to conducted: (Q solely on the basis of documents submitted to the arbitrator; or (it) through a telephonic hearing.
The arbitrator must issue a reasoned written decision sufficient to explain the essential findings and conclusions a, which the decision and award, it any, are based.
c. Fees: Arbitration fees will be assessed consistent with the AAA Rules.
d. No Class Actions in Arbitration or in Any Court, No Jury Trial: CUSTOMER AND CINTAS AGREE THAT, TO THE MAXIMUM EXTENT PERMITTED BY
LAW. EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN THEIR INDIVIDUAL CAPACITIES AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY
PURPORTED CLASS OR REPRESENTATIVE PROCEEDING, WHETHER IN ARBITRATION OR IN ANY COURT. FURTHER, UNLESS BOTH CUSTOMER AND CINTAS
AGREE OTHERWISE, AN ARBITRATOR OR JUDGE MAY NOT CONSOLIDATE MORE THAN ONE PARTICIPATING PUBLIC AGENCY'S CLAIMS AND MAY NOT
OTHERWISE PRESIDE OVER ANY FORM OF A REPRESENTATIVE OR CLASS PROCEEDING.
FOR THE AVOIDANCE OF DOUBT, CUSTOMER AND CINTAS AGREE TO RESOLVE ANY DISPUTE ON AN INDIVIDUAL, NON -REPRESENTATIVE, NON -CLASS
BASIS IN ARBITRATION, BUT IF FOR ANY REASON SUCH DISPUTE PROCEEDS IN COURT, CUSTOMER AND CINTAS AGREE TO WAIVE ANY RIGHT TO HAVE
THE DISPUTE PROCEED AS A CLASS ACTION OR IN ANY REPRESENTATIVE CAPACITY WHATSOEVER. IF THE DISPUTE PROCEEDS IN COURT, CUSTOMER
AND CINTAS AGREE TO WAIVE ANY RIGHT TO A TRIAL BY JURY.
e. Enforceability: If the requirement to submit any and all disputes, controversies, and claims to binding arbitration is found to be unenforceable or contrary to
applicable law, the dispute, controversy or claim will be resolved in accordance with, and governed by, the laws of the State in which the Participating Public
Agency exists.
f. Severability: II any section or provision of this ¶ 2, Dispute Resolution —Arbitration and Class Waiver, is found to be unenforceable or invalid, the parties will
substitute an enforceable provision that, to the maximum extent possible under applicable law, preserves the original intentions of the parties, and the remainder
will be given full force and effect
3. Dispute Resolution — Timing of invoice challenges: Requests for an invoice adjustment or challenges to invoice amounts must be received by Cintas within 60 days of
Customer's r eceipt of the contested invoice, or any billing dispute is waived. Notification to Cintas of a request for an invoice adjustment must be made in writing and
must include the invoice number, disputed amount, and the reason for the disputed charge.
4. In the event of any conflict between this Acceptance Agreement and the Master Agreement, the Master Agreement shall prevail, except to the extent this Acceptance
Agreement specifically provides that it is superseding a provision in the Master Agreement
SECTIONCINTAS GENERAL SERVICE TERMS
1. Prices: Customer agrees to rent from Cintas, and Cintas agrees to provide to Customer, all of Customer's requirements for uniform rental products and services at the
prices listed in the Master Agreement, including annual price adjustments. An amendment to this Acceptance Agreement is not required when pricing in the Master
Agreement is updated and adjusted. There will be a minimum charge of thirty-five dollars (S35.00) or 50% of initial invoice (whichever is greater) per delivery (the
"Minimum Stop Charge') for each Customer location required to purchase its rental services from Cintas as set forth in this Acceptance Agreement. The Minimum Stop
Charge shall supersede any conflicting or different term in the Master Agreement.
2. Buyback of Non -Standard Garments: Customer has ordered from Company a garment rental service requiring garments that may not be standard to Company's
normal rental product line or include direct embroidery or an unusual emblem placement. Non-standard items will also include standard garments that have been
embroidered. Those non-standard products will be designated as such under Garment Description in the Uniform Product Rental Pricing Chart(s). In the event the
Customer deletes a non-standard product, alters the design of the non-standard product, fails to renew the Agreement, or terminates the Agreement in whole or in
part for any reason, the Customer agrees to buy back all remaining non-standard products allocated to Customer that the Company has in service and out of service at
the then current Loss/Damage Replacement Values
3. Garments' Lack of Flame Retardant or Acid Resistant Features: Unless specified otherwise in writing by Cintas. the garments supplied under this Acceptance
Agreement are not flame retardant or acid resistant and contain no special flame retardant or acid resistant features. 1 hey are not designed for use in areas of
flammability risk or where contact with hazardous materials is possible. Flame resistant and acid resistant garments are available from Cintas upon regtrost Customer
warrants that none of the employees for whom garments are supplied pursuant to this Acceptance Agreement require flame retardant or arid resistant clothing.
4. Logo Mats: In the event that Customer decides to delete any mat bearing the Customer's logo (Logo Mat) from the rental program, changes the design of the Logo
Mats, terminate; this Acceptance Agreement for any reason or fails to renew this Acceptance Agreement, the Customer will purchase at the time of deletion, design
change or termination, all remaining Logo mats that Cintas has in service and out of service held in inventory at the then current Loss/Damage Replacement Value.
S. Adding Employees: Additional employees and merchandise may be added to this Acceptance Agreement ai any time upon written or oral request by the Customer to
Cintas. Any such additional employees or merchandise shall automatically become a part of and subject to the terms of this Acceptance Agreement, ll such employees
are employed at a Customer location that is then participating under this Acceptance Agreement, the Customer shall pay Cintas the one -lime preparation fee
indicated on the Master Agreement and / or outlined above. Customer shall not pay Cintas any one-time preparation fee for garments for employees included in the
initial installation of a Customer location. There will be a one-time charge for name and/or company emblems when employees are added to the program in garments
requiring emblems.
6. Emblem Guarantee: If Customer has requested that Cintas supply emblems designed exclusively for Customer featuring Customer's logo or other specific
identification (hereinafter "Customer Emblems"). Cintas will maintain a sufficient quantity of Customer Emblems in inventory to provide for Customer's needs and
maintain a low cost per emblem through quantity purchases.
In the event Customer decides to discontinue the use of Customer Emblems, changes the design of the Customer Emblems, terminates this Acceptance Agreement
for any reason or fails to renew this Acceptance Agreement, the Customer will purchase at the time of deletion, design change, termination or expiration, all remaining
Customer Emblems that Cintas allocated to Customer at the price indicated on the Master Agreement and / or outlined above of this Acceptance Agreement. In no
event shall the number of Customer Emblems allocated to Customer exceed the greater of (a) twelve 02) month;' volume for each unique Customer Emblem or (b) a
quantity agreed to by Cintas and Customer and noted on the Master Agreement and / or outlined above.
7. Terminating Employees: Subject to the provisions of this Acceptance Agreement, the weekly rental charge attributable to any individual leaving the employ of the
Customer, or on a temporary leave of absence of three (3) weeks or more, shall be terminated upon oral or written notice by the Customer to Cintas but only after all
garments issued to that individual, or value of same at the then current Loss/Damaoe Replacement Values, are returned to Cintas
8. Replacement: In the event any merchandise is lost, stolen or is not returned to Cintas, or is destroyed or damaged by fire, welding damage, acid, paint, ink, chemicals,
neglect or otherwise, the Customer agrees to pay for said merchandise at the then current Loss/Damage Replacement Values.
9. Additional Customer Locations: Notwithstanding anything to the contrary c ntained herein, there will be a minimum term equal to the greater of thirty-six (36) months
or the remainder of the Term for any irRfiv'a al Customer location added of r the date of this Acceptance Agreement.
Cintas Representative Initials: Customer Initi Paget of6
Rev. 1 8 24
10. Additional Items: Additional Customer employees, products and services may be added to this Acceptance Agreement and shall automatically become a part of and
subject to the terms hereof and all of its provisions If this Acceptance Agreement is terminated early for convenience, the parties agree that the damages sustained by
Cintas will be substantial and difficult to ascertain. Therefore, if this Acceptance Agreement is terminated by Customer prior to the applicable expiration date for any
reason other than documented quality of service reasons which are not cured, or terminated by Cintas for non-payment by Customer at any time Customer will pay to
Cintas, as termination charges and not as a penalty based upon the following schedule:
If this Acceptance Agreement is cancelled for convenience in the first twelve months of the term, Customer shall pay as termination charges equal to 52 weeks of
rental service.
If this Acceptance Agreement is cancelled for convenience in months thirteen (13) through twenty-four (24) of the term, Customer shall pay as termination charges
equal to thirty-nine (39) weeks of rental service.
If this Acceptance Agreement is cancelled for convenience in months twenty-five (25) through thirty-six (36) of the term, Customer shall pay as termination charges
equal to twenty-six (26) weeks of rental service.
If this Acceptance Agreement is cancelled for convenience after forty-eight (48) months of service, Customer shall pay as termination charges of thirteen (13) weeks
of rental service.
Customer shall also be responsible to return all of the merchandise allocated to such Customer locations terminating this Acceptance Agreement at the then
current Loss/Damage Replacement Values and for any unpaid charges on Customer's account prior to termination.
11. No Federal Contractor: As a material condition of this Agreement, Customer represents and warrants that: (a) this Agreement is not federally funded, (b) this
Agreement does not constitute, and is not entered into to support a federal government contract, subcontract or third party contract: (c) Cintas does not hereby
become a subrecipient, subgrantee, project participant, or third party contractor or subcontractor in relation to any contract with the federal government; and (d) by
entering this Agreement, Cintas does not become obligated to comply with federal regulations or federal laws (including specifically the Service Contact Act), whether
by virtue of such obligation flowing down from a contract between Customer and any third party, by virtue of federal funding being used in relation to this project, or
otherwise. In the event that any of the foregoing is or becomes untrue, Cintas shall have the option to unilaterally terminate this Agreement.
12. Prevailing Wage/Living Wage: Customer represents and warrants that this agreement is not subject to laws pertaining to prevailing wages, living wages, or other
wage and/or benefit requirements established by law ("Wage Statutes"). Customer agrees and acknowledges that it will not attempt to enforce any Wage Statutes in
relation to this agreement and Customer hereby waives and releases Cintas from any and all fines, penalties, interest, or other costs, expenses, or charges of any type
imposed by any federal, state, or local authority in relation to Cintas's failure to satisfy any such Wage Statute in relation to agreement.
13. Customer Type: Customer must select the appropriate response below:
Is Customer a United States federal government agency or instrumentality?
❑ Yes m No (If Yes, Customer must provide any applicable U.S. government flowdown terms and conditions, which will only be
binding on Cintas if attached hereto and agreed to by Cintas prior to execution of this Acceptance Agreement).
14. Customer Funding Source: Customer must select the appropriate response below:
Will Customer pay for the goods and services ordered under this Acceptance Agreement with any United States government funds?
❑ Yes ® No (If Yes, Customer must provide any applicable U.S. government flowdown terms and conditions, which will only be
binding on Cintas if attached hereto and agreed to by Cintas prior to execution of this Acceptance Agreement).
15. Additional Terms: Customer must select the appropriate response below:
Does Customer require any additional terms and conditions to be incorporated into this Acceptance Agreement, or is Customer accepting the Agreement without
additional terms?
❑ Yes, additional terms required (If Yes, Customer must provide any applicable additional terms and conditions, which will only be binding on
® No additional terms needed Cintas if attached hereto and agreed to by Cintas prior to execution of this Acceptance Agreement).
16. 1 authorize Cintas to verify my credit on Credit.net and/or by contacting the parties ptov d, d. I am authorized to sign on behalf of this company. In addition, I authorize
Cintas to open a new account on behalf of the company and deliver the products or services listed above at the agreed upon pricing and delivery terms.
Cintas Location #:
CiutasRcpSigtlaturc: '�� G, (.
Title: t ,-, G
Accepted -GM: ,,7
Cintas Enterprise Account: ❑
Cintas Enterprise Partner Name:
Cintas Representative Initials: ' Customer Initi
Print Name: IJA
Print Title: a
Email: ilia
Customer Contact:
Customer Contact
Page 3 of 6
Rev. 1.8 24
Accounts Payable Contact
Billing Information / dNrAs.,
READY FOR THE WORKDAY"
How should the Business Name read on the invoice?
Do you have other sites/locations within your company that are set up for billing with Cintas? ❑ YES ❑ NO ❑ UNSURE
Are you Tax Exempt? ❑ YES ❑ NO If Yes where can I get a copy of your tax-exempt form?
PAYER INFORMATION: This section covers the address where the person who pays the bills is and their contact information.
Account Payable Contact Name:
Account Payable Contact Phone #:
Account Payable Email:
Payer Street Address:
Citv: ST/PROV: ZIP/PC:
We will use the Payer address above as the address that is used for credit reference/credit check if it is different from service address.
BILL -TO INFORMATION: This section covers where the bill will be mailed/sent to.
❑ Same as Payer OR ❑ Same as Sold -To
Bill -To Street Add
Citv:
ST/P ROV:
WE CAN CUSTOMIZE HOW YOU RECEIVE YOUR BILL FOR PAYMENT PROCESSING
Invoice Delivery (choose one): ❑ Leave at Site and Email ❑ Email Only ❑ Physically Mail ❑ Leave at site after service
Do invoices require a purchase order? ❑ YES ❑ NO If yes, please provide PO#
Will the same PO need to appear on each invoice? ❑ YES ❑ NO Is there an expiration date?
PAYMENT TERMS: Net 30 Standard
PAYMENT OPTIONS
❑ Check
❑ ACH/EFT - We will have our ACH/EFT team contact the AP contact above with ACH/EFT payment details
❑ Credit Card - We will have our Payment Center contact the AP Contact above for credit card details
Unless noted below, your AP contact above will be automatically registered to manage your Cintas account online with myCintas
Billing. myCintas allows you to conveniently access your account anytime using your computer, tablet, or mobile device!
Do not send information about Online Bill Pay (US Only)
CGnt.-,s Ref resentative Initials: Customer I al Page4oi6
---- --
Rev. 1 8.24
UNIFORM-•.
Continued from page
1
•
ITEM #
DESCRIPTION
See Attached Exhibit
STANDARD
❑ Yes ❑ No
�'
---
❑ Yes ❑ No L
❑ Yes ❑ No
— - - ---- ---
DYes El No
-_
-I---
❑ Yes ❑ No
-
- -- - - -
❑ Yes ❑ No
_❑ Yes ❑ No
❑ Yes ❑ No
---
- -- -- --
❑Yes ❑No
❑Yes ❑No
- — - -- -- - - _
-
❑ Yes ❑ No
__ �- ___ _
-
❑ Yes ❑ No
❑ Yes 0 No I
--
-
❑Yes ❑ No
- -.._. --- -
❑ Yes ❑ No I
-
11 Yes ❑ No
- -
❑ Yes ❑ No
—
----- - - - - -
❑Yes No
—
_ _— -
❑Yes ❑No
❑ Yes ❑ No ---1
----
❑ Yes ❑ No
_
-
❑Yes ❑No
- -
f_
- - - --- -
❑ Yes ❑ No
� -
__
__ _
-
❑ Yes ❑ No
El Yes ❑No
❑Yes ❑No
WORKPLACE••.
Continued from page 1
LOCATION LISTING
City of Fayetteville Recycling
Yvonne Richardson Center
Fayetteville Fire
City of Fayetteville Water/Sewer
City of Fayetteville Building Maintenance
City of Fayetteville Fleet Operations
City of Fayetteville Park Maintenance
City of Fayetteville Fayetteville Senior Activity
City of Fayetteville Aviation
City of Fayetteville Transportation
City of Fayetteville Street
City of Fayetteville Solid Waste
City of Fayetteville Police
r,
Cintas Representative Initials: Customer Ini '
Page b of b
Rev. 1.8 24
Pricing Chart Exhibit
Safe Code
Facility Services X10184 3X5 ACTIVE SCRAPER Rental Monthly $8.042
Facility Services X10184 3X5 ACTIVE SCRAPER Rental Every Other Week $6.790
Facility Services X10184 3X5 ACTIVE SCRAPER Rental Weekly $3.388
Facility Services X10184 3X5 ACTIVE SCRAPER Lost/Replacement $90.000
Facility Services X10189 3X5 XTRAC MAT ONYX Rental Every Other Week $2.895
Facility Services X10189 3X5 XTRAC MAT ONYX Rental Weekly $2.645
Facility Services X10189 3X5 XTRAC MAT ONYX Lost/Replacement $81.000
Facility Services X10192 4X6 XTRAC MAT ONYX Rental Weekly $5.72.3
Facility Services X10192 4X6 XTRAC MAT ONYX Lost/Replacement $117.000
;FacilityServices X10196 3X5 TRAFFIC MAT Rental Weekly $5.034
Facility Services X10196 3X5 TRAFFIC MAT Lost/Replacement $67.500
Facility Services X10197 4X6 TRAFFIC MAT Rental Weekly $6.434
Facility Services X10197 4X6 TRAFFIC MAT Lost/Replacement $99.000
Facility Services X10202 3X10 XTRAC MAT ONYX Rental Weekly $7.669
Facility Services X10202 3X10 XTRAC MAT ONYX Lost/Replacement $153.000
Facility Services X1801 2X3 SPRING STEP Rental Monthly $3.940
Facility Services X1801 2X3 SPRING STEP Lost/Replacement $83.430
Facility Services X1802 3X5 SPRING STEP Rental Monthly $8.339
Facility Services X1802 3XS SPRING STEP Lost/Replacement $135.000
Facility Services X1947 36" MOP FRAME Rental Monthly $0.000
Facility Services X1947 36" MOP FRAME Rental Every Other Week $0.000
Facility Services X1947 36" MOP FRAME Lost/Replacement $9.900
Facility Services X1948 48" MOP FRAME Rental Monthly $0.000
IFacility Services X1948 48" MOP FRAME Rental Every Other Week $0.000
_.. _ -
IFacilityServices X1948 48" MOP FRAME Lost/Replacement $10.800
Facility Services X20006 SIG AUTOPAPR WHT ALU Rental Weekly $0.000
i Facility Services X20006 SIG AUTOPAPR WHT ALU Lost/Replacement $157.500
Facility Services X2160 SM SHOP TWL-RED Rental Weekly $0.076
Facility Services X2160 SM SHOP TWL-RED Lost/Replacement $0.577
Facility Services X2272 FC4 NEUTRAL FLR CLNR Rental Weekly $0.912
Facility Services X2272 FC4 NEUTRAL FLR CLNR Lost/Replacement $0.000
Facility Services X2275 GLl GLASS&SURF CLNR Rental Monthly $0.123
Facility Services X2275 GLl GLASS&SURF CLNR Lost/Replacement $0.000
Apparel X23270 MENS CMFORTFLX PRO CARGO PANT Rental Weekly $0.436
Apparel X23270 MENS CMFORTFLX PRO CARGO PANT Lost/Replacement $38.691
Facility Services X2477 3X5 SCRAPER MAT Rental Monthly $5.539
Facility Services X2477 3X5 SCRAPER MAT Rental Weekly $2.462
Facility Services X2477 3X5 SCRAPER MAT Lost/Replacement $88.065
Facility Services X2577 30" DUST MOP Rental Every Other Week $1.829
Facility Services X2577 30" DUST MOP Rental Monthly $3.031
Facility Services X2577 30" DUST MOP Rental Weekly $0.814
Facility Services X2577 30" DUST MOP lost/Replacement $9.900
Facility Services X2604 48" DUST MOP Rental Weekly $1.195
Facility Services X2604 48" DUST MOP Rental Monthly $2.069
Facility Services X2604 48" DUST MOP Rental Every Other Week $2.069
Facility Services X2604 48" DUST MOP Lost/Replacement $10.800
;Facility Services X2610 60" DUST MOP Rental Monthly $1.830
Facility Services X2610 60" DUST MOP Lost/Replacement $52.605
Facility Services X2631 22" DUST MOP Rental Monthly $3.045
(Facility Services X2631 22" DUST MOP Rental Weekly $1.007
Facility Services X2631 22" DUST MOP Lost/Replacement $9.000
Facility Services X2650 WET MOP LARGE Rental Weekly $1.769
Facility Services X2650 WET MOP LARGE Rental Monthly $3.980
Facility Services X2650 WET MOP LARGE Lost/Replacement $10.800
Apparel X270 MENS CARGO PANTS Rental Weekly $0.410
Apparel X270 MENS CARGO PANTS lost/Replacement $31.491
Cintas Representative Initials: Customer Initi.l
/'
Pricing Chart Exhibit
ateriat C
Apparel
X270
MENS CARGO PANTS
Charge
Facility Services
X27013
SIG AIR DSP ALU
Rental
Facility Services
X27013
SIG AIR DSP ALU
:ost/Replacement
Facility Services
X27024
SIG AIR CVR ORANGE
Rental
Facility Services
X27024
SIG AIR CVR ORANGE
Lost/Replacement
Facility Services
X27026
SIG AIR SVC
Rental
Facility Services
X27026
SIG AIR SVC
Lost/Replacement
Facility Services
X27027
SIG AIR RFL CLEAN
Rental
Facility Services
X27027
SIG AIR RFL CLEAN
Facility Services
X27045
SIG AUTOSOAP DSP ALU
Facility Services
X27045
SIG AUTOSOAP DSP ALU
Facility Services
X27054
SIG AUTOSOAP CVR ORG
Facility Services
X27054
SIG AUTOSOAP CVR ORG
Facility Services
X27058
SIG SOAP DSP ALU
Facility Services
X27058
SIG SOAP DSP ALU
Facility Services
X27061
SIG SOAP CVR WHITE
Facility Services
X27061
SIG SOAP CVR WHITE
Facility Services
X27069
SIG SOAP SVC
Facility Services
X27069
SIG SOAP SVC
Facility Services
X27069
SIG SOAP SVC
Facility Services
X27070
SIG SOAP RFL FOAM
Facility Services
X27070
SIG SOAP RFL FOAM
Facility Services
X27153
SIG RFL BAG HD CUR/ROL
Facility Services
X27153
SIG RFL BAG HD CLR/ROL
!Apparel
X330
MENS COTTON WORK SHIRT
;Apparel
X330
MENS COTTON WORK SHIRT
Apparel
X370
MENS CARGO SHORT
(Apparel
X370
MENS CARGO SHORT
,Apparel
X381
CARHARTT5 PKTJN
{Apparel
X381
CARHARTT 5 PKT J N
;Apparel
X382
CARHARTT CARPJN
;Apparel
X382
CARHARTTCARPJN
Apparel
X383
CARHARTT DUNGAREE PANT
;Apparel
X383
CARHARTT DUNGAREE PANT
:Apparel
X383
CARHARTT DUNGAREE PANT
?Apparel
X393
JEAN CARHARTT WOM ENS
Apparel
X393
JEAN CARHARTTWOMENS
?Apparel
X396
CARHARTT RIPS TP SHRT
Apparel
X396
CARHARTT RIPSTP SHIRT
Facility Services
X5551
SLIMJIM 23GAL LD BLK ROL
Facility Services
X5551
SLIMJIM 23GAL LD BLK ROL
Facility Services
X5552
BRUTE 32 GAL LD BLK ROL
Facility Services
X5552
BRUTE 32 GAL LD BLK ROL
Facility Services
X5553
BRUTE 44 GAL LD BLK ROL
Facility Services
X5553
BRUTE 44 GAL LD BLK ROL
;Apparel
X59970
MENS PRMA LND JCK RFLCTVE STRP
;Apparel
X59970
MENS PRMA LND JCK RFLCTVE STRIP
Facility Services
X6270
SOILED GARMENT BIN
Facility Services
X6270
SOILED GARMENT BIN
;Facility Services
X6680
DISP URINAL MAT SVC
Facility Services
X6680
DISP URINAL MAT SVC
;Apparel
X677
CINTAS QUILTED BOMBER JACKET
;Apparel
X677
CINTAS QUILTED BOMBER JACKET
Facility Services
X6789
DISP COMMODE MAT SVC
Facility Services
X6789
DISP COMMODE MAT SVC
Facility Services
X6913
24OZ SYNTH WET MOP
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Charge
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Lost/Replacement
Rental
Weekly
$1.876
Weekly_
$0.000
$18.000
Weekly
$0.000
$18.000
Weekly
$4.750
$0.000
Monthly
$0.000
$0.000
Weekly
$0.000
$76.500
Weekly
$0.000
$18.000
Monthly
$0.000
$27.000
Monthly
$0.000
$18.000
Monthly
$0.000
Weekly
$2.567
$0.000
Monthly
$10.329
$0.000
Monthly
$3.780
$0.000
Weekly
$0.268
$18.503
Weekly
$0.418
$28.791
Weekly
$0.583
$24.300
Weekly
$0.648
$26.550
Weekly
$0.492
$29.700
Weekly
$1.876
Weekly
$1.102
$44.991
Weekly
$0.426
$49.491
Monthly
$2.430
$O.000
Monthly
$3.465
$0.000
Monthly
$3.645
$0.000
Weekly
$1.778
$53.091
Weekly
$0.000
$45.000
Weekly
$2.160
$7 200
Weekly
$0.549
$40.491
Weekly
52.160
57.200
Weekly
52.308
Cintas Representative Initials:
Custome I ila
Facility Services
Facility Services
Facility Services
Facility Services
!Facility Services
;Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Apparel
Apparel
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
Facility Services
i Facility Services
i Facility Services
Facility Services
racility Services
Facility Services
Facility Services
'Facility Services
Facility Services
Facility Services
Apparel
Apparel
Pricing Chart Exhibit
MumbdK MM00 De
X6913
240Z SYNTH WET MOP
X6921
30" MOP FRAME
X6921
30" MOP FRAME
X6922
WOOD WET MOP HANDLE
X6922
WOOD WET MOP HANDLE
X6922
WOOD WET MOP HANDLE
X6922
WOOD WET MOP HANDLE
X6924
WOOD DUST MOP HANDLE
X6924
WOOD DUST MOP HANDLE
X6924
WOOD DUST MOP HANDLE
X74533
CARHARTT PANT STRETCH RPSTP
X74533
CARHARTT PANT STRETCH RPSTP
X7463
DISP COMMODE MAT RFL
X7463
DISP COMMODE MAT RFL
X7464
DISP URINAL MAT RFL
X7464
DISP URINAL MAT RFL
X7500
CLEANING CHEM DISP
X7500
CLEANING CHEM DISP
X8010
HANGER RACK
X8010
HANGER RACK
X8019
XL BULK LOCKER
X8019
XL BULK LOCKER
X8071
SIG SANT ALC FM RFL
X8071
SIG SANT ALC FM RFL
X8072
SIG SANT SVC
X8072
SIG SANT SVC
X84030
3X10 GRAY MAT
X84030
3X10 GRAY MAT
X84035
3X10 BLACK MAT
X84035
3X10 BLACK MAT
X84201
3X4 LOGO MAT
X84201
3X4 LOGO MAT
X84203
3X4 MESSAGE MAT
X84203
3X4 MESSAGE MAT
X84203
3X4 MESSAGE MAT
X84203
3X4 MESSAGE MAT
X84230
3X4 GRAY MAT
X84230
3X4 GRAY MAT
X84230
3X4 GRAY MAT
X84230
3X4 GRAY MAT
X84335
3X5 BLACK MAT
X84335
3X5 BLACK MAT
X84401
4X6 LOGO MAT
X84401
4X6 LOGO MAT
X84401
4X6 LOGO MAT
X84401
4X6 LOGO MAT
X84403
4X6 MESSAGE MAT
X84403
4X6 MESSAGE MAT
X84403
4X6 MESSAGE MAT
X84430
4X6 GRAY MAT
X84430
4X6 GRAY MAT
X84430
4X6 GRAY MAT
X84435
4X6 BLACK MAT
X84435
4X6 BLACK MAT
X894
MIENS DENIM JEANS
X894
MENS DENIM JEANS
11-1-�/
Cintas Representative Initials: I J
Lost/Replacement
$13.500
Rental
Monthly
$0.000
Lost/Replacement
$10.600
Rental
Weekly
$0.000
Rental
Monthly
$0.000
Rental
Every Other Week
$0.000
Lost/Replacement
$9.000
Rental
Monthly
$0.000
Rental
Weekly
$0.000
Lost/Replacement
$9.000
Rental
Weekly
$0.517
Lost/Replacement
$19.701
Rental
Monthly
$0.000
Lost/Replacement
$0.000
Rental
Monthly
$0.000
Lost/Replacement
$0.000
Rental
Weekly
$2.160
Lost/Replacement-
$337.500
Rental
Weekly
$0.000
Lost/Replacement
$10.506
Rental
Weekly
$6.127
Lost/Replacement
$190.000
Rental
Monthly
$0.000
Lost/Replacement
$0.000
Rental
Weekly
$2.160
Last/Replacement
$22.500
Rental
Weekly
$3.389
Lost/Replacement
$88.065
Rental
Weekly
$3.389
Lost/Replacement
$88.065
Rental
Every Other Week
$11.470
Lost/Replacement
$112.500
Rental
Weekly
$2.895
Rental
Every Other Week
$2.895
Rental
Monthly
$8.511
Lost/Replacement
$58.500
Rental
Weekly
$3.849
Rental
Every Other Week
$2.755
Rental
Monthly
$6.410
Lost/Replacement
$58.S00
Rental
Weekly
$2.307
Lost/Replacement
$60.255
Rental
Every Other Week
$12.698
Rental
Weekly
$8.465
Rental
Monthly
$21.162
Lost/Replacement
$1.238
Rental
Monthly
$11.767
Rental
Every Other Week
$17.620
Lost/Replacement
$162.000
Rental
Weekly
$2.194
Rental
Monthly
$4.937
Lost/Replacement
$78.795
Rental
Weekly
$2.194
Lost/Replacement
$78.795
Rental
Weekly
$0.379
Lost/Replacement
$31.140
Customer In s:
Pricing Chart Exhibit
Apparel
X894
MENS DENIM JEANS
Charge
Weekly
$1.876
Facility Services
X9020
HRDWND WHT PAPER SM
Rental
Every Other Week
$7.595
Facility Services
X9020
HRDWND WHT PAPER SM
Lost/Replacement
$9.000
Facility Services
X9110
JRT TOILET PAPER RFL
Rental
Every_ Other Week
$5.700
Facility Services
X9110
JRT TOILET PAPER RFL
lost/Replacement
$31.500
Facility Services
X9207
SANIS BOWL CLIP SVC
Rental
Weekly
$1.259
Facility Services
X9207
SANIS BOWL CUP SVC
Lost/Replacement
$0.000
Facility Services
X9208
SANIS BOWL CLIP RFL
Rental
Monthly
$0.000
Facility Services
X9208
SANIS BOWL CLIP RFL
Lost/Replacement
$0.00(J
Facility Services
X9210
URINAL SCREEN SVC
Rental
Weekly
$1.292
Facility Services
X9210
URINAL SCREEN SVC
Lost/Replacement
$0.045
Facility Services
X9215
URINALSCREEN RFL
Rental
Monthly
$0.000
Facility Services
X9215
URINAL SCREEN RFL
Lost/Replacement_
$1.800
Facility Services
X9289
JRT DBLTP DSP WHITE
Rental
Weekly
$0.000
Facility Services
X9289
JRT DBL TP DSP WHITE
Lost/Replacement
$31.500
Apparel
X935
CINTAS COMFORT MENS SHIRT
_
Rental
Weekly
$0.185
Apparel
X935
CINTAS COMFORT MENS SHIRT
Lost/Replacement_
$19.230
Apparel
X935
_CINTAS COMFORT MENS SHIRT
Charge
Weekly
$1.876
Facility Services
X9559
SIG HNDSANTZR STAND
Rental
Weekly
$1.080
;Facility Services
X9559
SIG HND SANTZR STAND
Lost/Replacement
$135.000
;Apparel
X970
MENS LINED SERVICE JACKET
Rental
Weekly
$0.4-53
Apparel
X970
M ENS LINED SERVICE JACKET
Lost/Replacement
$32.909
Cintas Representative Initials:
Customer 1
Preferred Office Technologies New Copier Quote - Purchasing Division
City of Fayetteville Staff Review Form
2024-0772
Item ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Amanda Beilfuss
PURCHASING (160)
Submitted By Submitted Date Division / Department
Action Recommendation:
12/9/2024
It is recommended that the Mayor sign the quote from Preferred Office Technologies for the purchase of a new
copier to be used by the Purchasing Division.
4270.900.9270-5210.00
Account Number
04038.1
Project Number
Budget Impact:
Disaster & Replacement (Minor Equipment)
Fund
New Copier Purchases
Budgeted Item? Yes Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Does item have a direct cost? Yes Item Cost
Is a Budget Adjustment attached? No Budget Adjustment
Remaining Budget
Project Title
$ 65,954.00
$ 65,954,00
$ 943.85
65,010,15
V20221130
Purchase Order Number: Previous Ordinance or Resolution # 280-24
Change Order Number: Approval Date: 12/10/2024
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Lioneld Jordan, Mayor
THRU: Paul Becker, Chief Financial Officer
Steve Dotson, Deputy Chief Financial Officer
FROM: Amanda Beilfuss, Procurement Director
DATE: December 9, 2024
SUBJECT: New Coper Purchase — Purchasing Division
STAFF MEMO
RECOMMENDATION:
It is recommended that the Mayor sign the quote from Preferred Office Technologies for the
purchase of a new copier to be used by the Purchasing Division.
BACKGROUND:
The City of Fayetteville utilizes a State Cooperative Contract (#SP-20-0020) to purchase various
Canon copiers/printers and related maintenance services. The copier/printer in the Purchasing
Division is past it's maintenance life and needs to be replaced,
DISCUSSION:
By returning this completed quote, we can get this new copier ordered and installed.
BUDGET/STAFF IMPACT:
N/A
Attachments:
Quote from Preferred Office Technologies
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
City Of Fayetteville Purchasing
113 West Mountain St
Fayetteville, AR 727016083
Washington County
Amanda Beilfuss
a bei Ifuss@fayettevi I le -a r.g ov
479.575.8220
Reference: 20241206-104300469
Quote created: December 6, 2024
Quote expires: December 31, 2024
Preferred Office Technologies
319 South 9th Street
Fort Smith, AR 72901
United States
Prepared by: Landon Braden
Senior Account Manager
I Braden@preferred-office.com
+14797827991
PRODUCTS & SERVICES DESCRIPTION QUANTITY PRICE
imageClass 1643if 45 ppm B/W Printer 1 $943.85
SUMMARY
One-time subtotal $943.85
Comments
Must Be Included on the PO:
Naspo AR
Participating State Contract: 4600045512 State Master Agreement:140595
PO Must be made out to:
Preferred Office Technologies
PO Box 1621
Fort Smith, AR 72902
Canon AR State Contract Maintenance Agreement:
The Preferred Care maintenance Agreement Includes: Toners, Parts, Drums, and Hardware Repairs. You may choose to
add on -going Network Support, but it is not included in the maintenance agreement.
B/W to be billed @ 0.0146 per copy
Replacing ID#11826
Purchase terms
• Product and project estimates are valid for 7 business days.
• Pricing will need to be revised if the quantities or scope changes in any way.
• Each tier is packaged as a complete unit and cannot be "mixed & matched".
• Packages are based on normal business hours, M-F, Sam-5pm CST, please see attached package overview for more details.
• All listed pricing includes a 3% discount for payments made by check, debit or ACH debit.This discount is not available for other
payment methods.
• All listed pricing excludes applicable taxes
Acceptance and Incorporation by Reference
This Order together with the Master Services Agreement and Service Attachments and other terms and conditions identified on Exhibit A, all of
which are incorporated herein by reference (collectively, the "Agreement") is between Preferred Office Technology (sometimes referred to as
"we," "us, "our," or "Provider"), and the customer identified on the Order (sometimes referred to as "you, "your," or "Client".
By signing below, Client acknowledges, represents, and warrants that it has read and agrees to the terms and conditions identified on Exhibit A
to this Order which are incorporated as if fully set forth herein
The parties hereby agree that electronic signatures to this Order shall be relied upon and will bind them to the obligations stated herein. Each
party hereby wai rants and represents that it has the express authority to execute this Agreement(s).
Provider may make changes to the Agreement at any time. If there are changes, Provider will revise the date at the top of the document.
Provider may or may not provide Client with additional notice regarding such changes. Client should review the terms and conditions regularly
Unless otherwise noted, the amended terms and conditions will be effective immediately, and your continued use of the Services thereafter
constitute your acceptance of the changes. If you do not agree to the amended terms and conditions, you must stop using the Services
immediately. Please note, you may incur a termination fee or other third -party fees, if applicable. You may access the current version of the
terms and conditions at any tirne by visiting https: www.preferred-office.com/legal
Exhibit A
https: msgterms.live/Preferred-Office/MSA
https: msptermslive/Preferred-Office/Managed-Services
hops: msptermslive/Preferred-Office/Schedule-of-Services
hops: msPrerms.live/Preferred•Office/OPA
hops: mspterms.live/Preferred-Office/Thhd-Party-Services
Preferred Phone System Support Agreement
Hardware Rental Agreement
MFP Network and Installation Notice
Preferred Extended Care Agreement for Print Services
Phone Subscription Service Agreement
Signatu
nature
Lioneld JZSrdan. M
Printed name
W 0/2024
Date