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HomeMy WebLinkAbout74-96 RESOLUTION• RESOLUTION NO. 74-96 A RESOLUTION AWARDING BID NO. 96-35 AND APPROVING A CONTRACT, IN THE AMOUNT OF $2,632 PER MONTH TO XEROX FOR LEASE OF TWO XEROX COPY MACINES. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby award Bid No. 96-35 and approves a contract, in the amount of'$2,632 per month to Xerox for leasing two Xerox copy machines. A copy of the bid tabulation and contract are attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 18th day of June , 1996. ATTEST: / By: //LCl.C_'�. LZI L Traci Paul, City Clerk APPROVED: By: Fred Hama, Mayor This Xerox Order Agreement covers transaction(s) checked below an ❑ Equipment Purchase ❑ Installment Purchase ❑ Mtlimenenoaj ❑Melmenence XEROX ORDER AGREEMENT orates the General Terms and Conditions on the reverse sloe of the C-' copy and other documents referenced bel µperm Lease 0 Financed Equipment Configuration Change ❑ XLA ❑.Rimm ❑ Trial ❑ MeiMenaanw-OMy, ❑ Software License ❑ Upgrade BILOCUSTOMER NAME �a' USTDMER NAME `T,1�� //�.?' L.- in( r dif iis-nrTrari-r e_ J J 1 1 T Tpi pee-- 1 'Fr-r r 1 PARENT COMPANY (IF DIFFERENT) t r r 1 1 1 1 1 1 1 1 1 1 1 1 r r NAME OVERFLOW t r t r r r 1111114111 STREET AD]WESS w<[ 7/w J I rGG/ ST s / e,C4 vT.T/ rifit/, e ST FLOOR ROOM ROUTING i I 1 i 1 1 1 iiiii i 1 1 1 BOX NUMBER/ROUTING STR 5 Ag9RE55 /!.S T Mat ' t r r r 1 1 lie r wID'I/ 1 1 C ATE DP CI STATE 21P %2, %f -nn 7g?4/ r , r r ,,t -pr , - n - -Se -rnifi Xerox Equipment Order Information - Equipment Purchase CO Or NTY INSTALLED IN/ exerder•ifieVerrACA .4.40 Initial Software cense Installment r - GI "Z'lrF Purchase Xerox Product (Existing Senate X b place OTR. Less Dedctinns Net Price B. Total aY Noe Conversion. upgrade Of add-on) UP Price Total List S Opl. to Pesch. Tradaln OXrer Priceen / S36Sc;0,// C. Cash Down Payment Dcash / ,J' ?GS/ -IN {/ (principal Balance (B -c)) E. Fnence Charge or Interest at % F Time Balance (D. E) G. me Sale Price (C. F) Meters for OTP and Price Plan Conversion A. Fon AMthS Monthly .ml A _ Innallmenle of $ 1 2 - B. Tom's Total Net Price (Exclusive d Saleetise 'IP Maintenance and Supply Charges) 0 a Remote Interactive Communication 0 Yes 0 No Complete This Section For Lease 95# Descrmiion o1 Maintenance Flan Included n Total Moonily Lease Payment Term Agreement(months) c• of Total Prepaid Months l.'i Copy Charges will be blued separately In accordance with the Maintenance Price List Indicated Total Monthly Minimum Lease Payment $ n &Saw copy Allowance (Eldon. of Smalls, Tex) Purchase Option Amount $ Fi» r/ Erma Mete Stift Coverage: CcpyMeter Rate 1 Bin Code The interest payable for State/Local Government Installment Purchase or Term Lease subject to This order is $ (For Term Lease this assumes the K-16 Cosy/Meter Rate Summer Option Code Hours: option to purchase is exercised at end of lease period) at a rate of to Complete This Section For Rental O � te r �l - • Tac Maintenance OrSoftware License: 'E�ix l` lm BN (ala. SM Cevetegr Hardman Poe PW Deeapaw:- . .. E Cade SAY Sppwl Cotarxga' Web Soa.ere Price Ran Oncrpuat Inald Tedh. ea amu_ .3a.,� r .? _ 7iaMW.iww execs Rale ai C7� Malo I - • ext men Sante, l.11L ' it; CPC Month, MOday Copy AbwaKe _ Waned _ - �„<.�+ti'AcT1 .'S�a�� -^t+ .131 'L�.:Y.f'9 �' 1, .giT a. ` we 0 - Carl ROIKe Opt• ion iT+' ~ Eiovl FbrlKar Begirt `` / Y K-16 Sxmer+lWon Cada - MCMtl9pthes. ❑Na Gov't Firm Convict Coke Delivery Date: / / Talar Warranty Months Hardware Software TAX EXEMPT ❑Yes ocklif1_ (Attach Exemption Certificate)Requested EXISTING XTI, CTP, RST Equulpment to be removed ADDITIONAL SUPPLIES Purchase Order Information: (List serial IX & Cert. Tag x) UNIT PRICE Attach original or copy VL/J' *114 QTY. REORDER a SUPPLY ITEM pea OW) (purchase Order Relemcee am b sac Ram )(int: /075 SS - W147 Customer Requires Purchase Order Number: ❑Yes 0 No a' For This Order: VBtcX C9.ys7 SIP- _5 6 Purchase Order Numbers Equipment Maintenance: Software e: Supply: Xerox Supply Contract Customer Acceptance Dated Yes r Dated Yes No Dated Yes No �1/196 0 0 Equipment Treble -In Agreement 0 G.W//��qq /� Xerox Price List L.SO3 p ypesEquipment PutSseTema and Conditions �1/�19s5� l$o inure ❑ tt] !mat Skt. hr( kr A 0 ■ ' MCMlosee.6SwvlOte Temean G'orrdtloe$_ gper: _M e / 9R 4 1/195 0 0 W 0 OGd4A. T/ Purchase Terms CadtWa Oder' Maintenance Prim Lia ��//gp� Instalment and /65i 1/1�^ 0 1!195 Pr 0 Omer. `�+S/9R F e 9 Of ❑ Xeroxox Agree el e5o901 Term Lease Tama end Conditions �Orxdarer `Rent_. Omer &DV 9/3 Pt 10.195-9*L ❑ nFegottr Ca�umd 21C17/702-201654 lentai tiGengtlaro. i L:Lr�y9l'.r/1❑ A ❑ Oma 0 0 Government Contract a Product Specification Sheetlffir —r Cuetomer agnaam baba eWewledgas receipt d documents (cheated "yes" then) for Irrmrpaation Prod this ePaelr'enC /`� Rep OI� I` OI Erni) 0 % 1 i 1J 171145:02- PSties lane of (c .) ze -8/% / Name: CrAr_ Phone Priv) • Q Sales Rep Order Adarowtedpemem J}j����// (Please A/�� Signature �' NnlEer -30 l .6-75 fQ.3 � (Jr/ Xerox Corporation Signature 'Far /,1/1 onto 6-/8 -9% n1le r 0 a�preUfa. Date yn nae Form 50902 (1/1/95) XEROX 069 XEROX' is a Iredemark of XEROX CORPORATION This Xerox Order Agreement cove •❑ Equipment Purchase ❑ Maintenance transaction(s) checked below an 0 Installment Purchase ❑ Maintenance XEROX' ORDER AGREEMENT rates the General Terms and CLelditions an the reverse side of the Cu. Term Lease ' 0 Financed Equipment Configuration Change copy and other documents referenced below. XLA 0 Rental 0 Software License - 0 Trial 0 Mainteriance Only 0 Upgrade BIILIj}/(-I CUSTOMER NAME - C INSTALLED. CUSTOMER NAMEAM� L /f����L��\{-I Ty' 11 / rr 5� 10t 1 /r �✓ A/A'14/c.// 1 i i I /I 1V�1 /t/ riT//[IT2.0%.6 I PARENT COMPANY (IF DIFFERENT) 1 1 1 1 1 1 1 1 1 1 1 1-I 1 1 1 1 1 1 NAME OVERFLOW 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 STREET ADDRESS - - /J/J ` ``T - ✓✓ 1"1 1 1/�1 1__ 1 )�/r//f-,_/YI/1/�/ 1 '1/ F 1 FLOOR, ROOM ROUTING - 1 1 1 1 1 1 —1 1 t 1 1 1 1 1 1 1 I BOX NUMBER / ROUTING - 1 1 1 1 1 - 1 1 1 1 1 1 1 1' STREET ADDRESS '/J // 1J 1 T /'// �/ �J . 1 /rT/M ✓f 1 �� 1 1 CITY STATE ZIP CITE STATE ZIP /— �A1 r �-YFn!1 .4 1'72 Tori 1 /120 Y� i 7t5r!/6 .Ae Zit 74 i 1 i i COUNTY INSTALLED IN - / 1, A O SNiNE7iN _. Xerox Equlpmenl Order Information Equipment Purchase Or Initial Software License Installment Purchase Xerox Product (Existing Serial a if in place OTP, Less Deductions B. Total Net Price Plan Conversion, upgrade or add-on) Lisl Price Total List $ Opt. to Porch. Trade-in Other Net Price Price / 536S /cf/ C Cash Down Payment / 5 � S A-74/1'°°°°- //f Z Il/ D. Cash Price Balancen (BI) •_ E. Finance Charge or Interest \v/\:...„... at % I I - t E Time Balance (D+E) I i \ - \ G Time Sale Price IC+F)1 F r Meters for OTP and Price Plan Conversion A. From Attached AddenA duln(s)nl f _ _ MonthlyOrder Installments of $ 7 1'! m 1 - 2 B. Total Tax, TotalA. (E Net Price Sal Manena Maintenance and Supply Charges) J A - Remote Interactive Communication 0 Yes 0 No Q Complete This Section For Lease C yy i 95# • " - Description of Maintenance Plan Included in otal Monthly Lease Payment I. Term of Agreement (months) 36 - y Total Prepaid Months /f//A Copy Charges will be billed separately in accordance with the Maintenance Price List Indicated .Total Monthly Minimum Lease Payment $ /1• -copy Allowance /d .>7 (Exclusive d Sales/Use Tax) t Purchase Option Amount $ . �n'> // PCopy/Meter - Excess Meter j , Rate 1 Bill Code Shift Coverage: The interest payable•for State/Local Govemment Installment Purchase or Term Lease subject to This order is $ (For Term Lease this assumes the - K-16 copy/Meter Reel Summer Option Code Hours: option to purchase is exercised at end of lease period) at a rate of % - Complete This Section For Rental Or Maintenance Or Software License: ' Bill Code' 5-/#9,7 Service Shift Coverage: Hours: Hardware Price %an Description' — — - Initial Term - Initial Term- Bill CodeSAN Support Coverage- Level: Software Price Plan Description - Monthly Copy Allowance ,O Excess'Rae 1 Meter2 Enhanced Services Plan 0 yes kil<No CPC Monthly Minimum - /063 p • OCeVMeter - - Gov't Firm Contract Option ❑ Gov't Fiscal Year Option ❑ Gov't Fiscal Year Begins: 1 ' / K-16 Summer Option Code ' "Metered Supplies Wes 0 No - - Requested Delivery Date:. / / • Total Warranty Months e Hardware software ' TAX EXEMPT 0 Yes tY/1V0 .(Allach Exemption Certificate) EXISTING XTI, CTI, RST Equulpment to be removed (List serial Xis & Cert. Tag N) - ADDITIONAL SUPPLIES - - Purchase Order Information: -- Attach original or copy (Purchase Order References are tor Bing Purposes Only) Customer Requires Purchase Order Number: 0 Yes 0 No Purchase Order Numbers For This Order: 'Equipment: OTY. . REORDER N SUPPLY ITEM UNIT PRICE . ` St -0 ...or. — / - L- tt jep--I,n" YFA'^" -fly— ,�iZ Maintenance' Software' Xerox Supply Contract e: Supply Customer Acceptance ' Dated Yes - Dated . Yes No - • 1 Dated. Yes No /rrf% .7/././.171, Equlpmenl Purchase Terms and Condilions - 111/95 ❑ ❑" Equipment Trade-in Agreement - �.l 0 /1r1/95 Xerox Prim List SI t17 : .W ` 0 Maintenance SeMces Terms and Conditions - 1/155 ❑ ❑ Other. �y: r fir Te -f.. Int t� /k 0 _ «7Af. st s� / Installment Purchase Terms Conditions 1/1/95 0 0 Other: 6.5/9e / I ❑ Maintenance Price List (11')P/Ai+J �' . and f O N. ❑ AgreementdAddendumis)(50901 1/15 0 Term Lease Terms and Conditions 11155 " 0 'other c c#oep Xerox Order I NeJ and ancrod kAAS4e +Gsc Rental Termsand Conditions 11/155 0 Other. -Cel9e.r1 /n ✓41C� ❑ q❑ i /, Product Specification Sheet 'JJYL. - ❑ Other {� �- ❑ ❑ Government Contract ,,, 11x2 'Customer signature below acknowedges receipt oI documents (Checked 'yes -above) for incorporation into this agreement' . - - Sa es Rep '/ ��ss Emp.• 914l91yKQ- Saes Rep. Phones (5411 sa/--f>'.99 Name:Fr Sr H - Phone ('lease Print) '/F /, 1•fn! Number - Sales Rep Order Acknowledgement ° C rporation - �. _ Signature i/ -4/...-4,./..v. ,. ,, f a ) [, / } - 1,� 1{ n _Xerox " Signature // d'^ - r .-- •.•.. -.•-- .J _ = _. 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Title and risk of loss to the Trade -In Equipment shall pass to Xerox upon removal from your premises. You further warrant that the Trade -In Equ pment has been installed and performing its intended function for the previous year at the installation address of the replacement Equipment being installed ("Replacement Equ pment"). Trade -In Equipment Manufacturer; Model and Serial Numbers • Trade -In Allowance Xi-rzox togs tt CSS -0490R2 t?Rnx Shcr rt ISP—zrgo?S $ ,J CYTO $ 2. CONDRION. You warrant that the Trade -In Equipment is in good working order and has a UL label attached. If the Trade - In Equipment is Xerox Equipment, you also warrant that it has a Xerox serial number plate attached and has not been altered from the original manufactured configuration, except for Xerox in'tiated upgrades or retrofits. If the Trade -In Equipment is non -Xerox Equipment, you warrant that it has not been modified, except in accordance with UL approved procedures. You further warrant that all data files have been deleted or are of a nature which is not sensitive for disclosure to others. You will maintain the Trade -In Equipment in substantially its present condition until removal by Xerox, and will remove all supplies from the Trade -In Equipment prior to removal by Xerox. 3. DELIVERY AND• REMOVAL. The Trade In Equipment must be locatedat the installation address of the Replacement Equipment and shall be removed by Xerox at the same t me that you accept delivery of the Replacement Equipment. The standard removal charge will be waived, except for unusual expenses. 4. EARLY TERMINATION. If the Trade -In Equipment is Xerox Equipment, any applicable Xerox Mairitenance Plan or Software License will be deemed term'nated as of the date the Trade=In Equipment is removed. Early Termination charges will be waived if the Replacement Equipment is Leased Equipment or Rental Equipment, or is otherwise subject to a Xerox Maintenance Plan or express warranty in excess of 12 months. . 5. APPLICATION OF TRADE-IN ALLOWANCE. You may apply the Trade -In Allowance as follows: To Unfilled Xerox Finance Agreement on Trade -In Equipment: To Purchase Price of Replacement Equipment: - To Monthly Invoices Issued for Equipment Services Agreements © 1/24 per Month: To Non -Cash Discounts: f $ 5 6. PAYMENT OF CARRYING CHARGES. For Trade -In Equipment sub'ect to a Xerox Finance Agreement (i.e, Equipment purchased on an installment payment basis or leased trom Xerox you shall pay all maintenance, administrative and inance charges for the Trade -In Equipment accruing under the Xerox Finance Agreement after monthly payment number through the date title to the Trade -In Equipment passes to Xerox. Xerox will send you monthly invoices for these amounts. \ i Trade -In CUSTOMER -7r Form 50902 (January 1, 1995) • • THE DOCUMENT COMPANY XEROX May 31, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; The purpose of this document is to serve as a legal binding contract addendum for the City of Fayetteville as it relates to bid #96-35. In order to guarantee that the City of Fayetteville will only pay for the actual or true number of copies made on the two pieces of Xerox copying equipment (i.e. 5365 copiers) throughout the term of the lease (i.e. 36 months), Xerox will reconcile the copy volumes produced on these units on a semi-annual basis and give full credit for any copies that do not ekceed the semi-annual copy volume total. The semi-annual copy volume total between the two pieces of equipment is 600,000 copies. This total is based upon the bid showing a normal monthly copy volume total of 50,000 copies per month, per copier, multiplied by the two (2) Xerox copiers which equals 100,000 copies per month multiplied by six (6) months which equals 600,000 copies. If these two copiers combined volumes fall short of the semi-annual copy volume total then Xerox will provide the City of Fayetteville with a check which will fully reimburse them for any copies that have fallen short of this semi-annual total. The copy credit factor that will be used for reimbursement is .013497 cents (i.e. highlighted in bid Section B) multiplied by the number of copies that fall short of the semi-annual total. This contract addendum is in full compliance with the City of Fayetteville's bid requirement that requests to pay for only the actual or true number of copies made throughout the contract period. Respectfully, Sandy Thompson Xerox Corporation Contract Addendum SIF DOCUMENT COMPANY XEROX Worldwide Sponsor • • THE DOCUMENT COMPANY XEROX May 31, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; It is important to note that any reference made on the enclosed terms and conditions to price increases/escalations of any type do not apply to the City of Fayetteville bid #96-35. We have fixed the pncing for the entire term of the agreement (i.e. 36 months) to where there can be no price increases/escalations. This is clearly reflected in our bid response. Please call me with any questions that you may have as it relates to this. Respectfully, Sandy Thom 'VC Xerox Corporation THE DOCUMENT COMPANY XEROX wMpAd Sponsor • • THE DOCUMENT COMPANY XEROX May 28, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; Enclosed are five addendum's (i.e. A,B,C,D, & E) that are to accompany Xerox Corporations response to bid #96-35 from the City of Fayetteville. The purpose of these addendum's is to specifically clarify how Xerox meets each individual requirement that has been specified within this bid. If further information or clarification is necessary please feel free to contact me at your convenience @ 521-8179 and I will be &ad to assist. Respectfully, Sandy Thompson Xerox Corporation (.4199 This DOCUMENT COMPANY XEROX • • THE DOCUMENT COMPANY XEROX May 28, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; This purpose of this letter is to validate the fact that the Xerox Corporation will offer the City of Fayetteville a 90 day satisfaction guarantee as was requested in bid #96-35. If the City of Fayetteville is not fully satisfied with the Xerox equipment and service that we have offered after this 90 day period then the City of Fayetteville has the option to cancel the equipment and void the lease contract without penalty. The City of Fayetteville would only be liable for the first three months (i.e. 90 days) that the equipment and service were in place based upon this guarantee. This guarantee fully conforms with what the City of Fayetteville has requested. Respectfully, Sandy Thompson Xerox Corporation Addendum "A" THE DocumE&\T CO\1PANY XEROX waa m sa.PSOF • 1 THE DOCUMENT COMPANY XEROX May 28, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; This purpose of this letter is to inform the City of Fayetteville that Xerox Corporation is the original equipment manufacturer for the equipment that we have proposed in bid #96- 35. Also, Xerox Corporation has five (5) fully trained service technicians in the Northwest Arkansas area to service the proposed equipment These service technicians are fully authorized and certified by Xerox Corporation to service this particular type of equipment and are full time Xerox Corporation employees. The above information offered not only meets but exceeds the requirements that were requested in bid #96-35. And therefore, Xerox Corporation is in full compliance with what has been requested within this particular bid as it relates to these two areas. Respectfully, oper Sandy Thom Xerox Corporation Addendum "B" 999 TIE DOCUMENT COMPANY XEROX Worldwide spon.> • THE DOCUMENT COMPANY XEROX May 28, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; The purpose of this letter is to inform the City of Fayetteville that the Xerox 5365 (w/Finisher) copier that we have proposed both meets and exceeds the minimum equipment specifications that was requested in bid #96-35. The enclosed brochure (see enclosure) along with the Dataquest "Spec Check" Guide attest to this fact. Respectfully, Sandy Thom'p�en, Xerox Corporation Addendum "C" 711E DOCUMENT COMPANY XEROX WwkMb 6pen o. • • THE DOCUMENT COMPANY XEROX May 28, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; The purpose of this letter is to inform the City of Fayetteville that the Xerox 5365 (w/Finisher) copier that we have proposed is a newly manufactured product. Thus, Xerox Corporation is in full compliance with the request for this that was made in bid #96-35. Respectfully, Sandy Thomp$s Xerox Corporation Addendum "D" Q99 THE DOCUMENT C0MRe Y X[J&1X Worldwide Sponsor • THE DOCUMENT COMPANY XEROX May 28, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom It May Concern; The purpose of this letter is to inform the City of Fayetteville that there are no annual percentage increases that could escalate the service or supply costs at any time throughout the contract. This is reflected in sections D and E on bid #96-35. The net of this is that the City of Fayetteville will have a fixed cost for the entire term of the contract which will not escalate at any time. Therefore, the pricing stays constant throughout the entire lease period (i.e. 36 months). Respectful( Sandy Thompson Xerox Corporation Addendum "E" I'Iie DocuniEMI COMPANY *ROC w. s,o.or MIRY .O1 4:30 No.001 P.02 IF, DOCUMENT COMPANY XEROX May 31, 1996 City of Fayetteville 113 West Mountain Fayetteville, AR 72701 To Whom 1t May Concern; In order for the City of Fayetteville's terms and conditions to be met for bid 1196-35 a copy of these terms and conditions should be attached to the signed Xerox contract. Therefore, these terms and conditions that the City of Fayetteville has put forth will govern the Xerox contract versus the standard commercial tering and conditions. Also, the combined trade-in amount shown (i.e. $5,311) at the back of the contract for the Xerox copiers to be traded -in reflects the net amount. that has been applied towards the purchase price of the new equipment. This amount takes into full account the balance that was still owed and calculates the difference which is $5,311 which is the net amount that can be applied towards the purchase of the new equipment. Please call with any further questions or for general clarification. Respectfully, Sandy Thompson 05-31-96PO4:14 RCVD