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Item S15BOARD OF COUNTY COMMISSIONERS County of Monroe A Mayor Heather Carruthers, District 3 f T$ne Florida Keys (, S �� Mayor Pro Tem George Neugent, District 2 t� ) ��` �� ' Danny L. Kolhage, District 1 David Rice, District 4 Sylvia J. Murphy, District 5 County Commission Meeting November 22, 2016 Agenda Item Number: S.15 Agenda Item Summary #2390 BULK ITEM: Yes DEPARTMENT: County Administrator TIME APPROXIMATE: STAFF CONTACT: Lindsey Ballard (305) 292 -4443 N/A AGENDA ITEM WORDING: Ratification of four small contracts; Zoom Video in the amount of $3,496.00, Sands of the Keys in the amount of $7,460.28, Xerox in the amount of $17,354.04 and Canon Financial Services in the amount of $4,000.00 signed by the County Administrator. ITEM BACKGROUND: The County Administrator pursuant to Monroe County Code and the Monroe County Purchasing Policy executed four contracts where the total cumulative value was less than $50,000.00. The Contracts are between Monroe County and Zoom Video, Sands of the Keys, Xerox and Canon Financial Services. PREVIOUS RELEVANT BOCC ACTION: The Board approved the revised Monroe County Purchasing Policy on 9/16/2015. The Board approved Ordinance 024 -2015 on October 21, 2015. CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval. DOCUMENTATION: Zoom Video - Small Contract Sands of the Keys - Small Contract Xerox - Small Contract Canon Financial Services - Small Contract FINANCIAL IMPACT: Effective Date: Zoom Video: 10/28/2016 Sands of the Keys: 11/01/2016 Xerox: 10/01/2015 Canon Financial Services: 10/01/2016 Expiration Date: Zoom Video: 10/28/2017 Sands of the Keys: 11/01/2019 Xerox: 09/30/2019 Canon Financial Services: 10/01/2017 Total Dollar Value of Contract: Zoom Video: $3,496.00 Sands of the Keys: $7,460.28 Xerox: $17,354.04 Canon Financial Services: $4,000.00 Total Cost to County: Zoom Video: $3,496.00 Sands of the Keys: $7,460.28 Xerox: $17,354.04 Canon Financial Services: $4,000.00 Current Year Portion: Budgeted: Yes Source of Funds: Zoom Video: 001 - 05003 - 530340 Sands of the Keys: 001- 05002 - 530340 Xerox: 001 - 67501- 530440 Canon Financial Services: 001- 20501 - 530440 and 001- 22500 - 530440 CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Grant: N/A County Match: N/A Insurance Required: Additional Details: If yes, amount: 11/22/16 001 -05002 - TECHNICAL SERVICES 11/22/16 001 -67501 -COUNTY ATTORNEY GENERAL 11/22/16 001 -20501 FACILITIES MAINTENANCE 11/22/16 001 -05003 TECHNOLOGY$3,496.00 Total: $7,460.28 $5,600.00 $4,000.00 $20,556.28 REVIEWED BY: Christine Limbert Budget and Finance Maria Slavik Kathy Peters Board of County Commissioners Completed 11/07/2016 4:56 PM Completed 11/07/2016 4:58 PM Completed 11/08/2016 8:10 AM Completed 11/08/2016 12:16 PM Pending 11/22/2016 9:00 AM Loisivil'il 011.3 Furl I I N 0 N'T.-Trent, CONTRACT COSTS Total Dollar Value of Contract: (must be Ims than 550,000) Budgeted? Yes Grant: $ County Match: $ Current Year Portion: $ (IF multiyear agreement then rquims BOCC approval, unless the total cumulative amount is less than 550,000,00) 601-05003-530340 ADDITIONAL COSTS Estimated Ongoing Costs: $ `yr For: (Not included in dollar value above) (e.g. mat ntenance, utilities, j anitorial, s O. . /Purchasing I CW�5 Yes E] NoEd County Attorney 1()PW Yes❑ NotZ] Comments: No ❑ Account Codes OMB Form Revised 12 7/0 1 MCP #2 zoom Order Form Number: 0045870 h M P H t�..xf. r 'SMThjSW— L5701 IROIN-I fte ME • 0 , ; - ! 1 : : 1 1. 1 . IM074MIVITrIl 56 Almaden Blvd, 6 Floor San Jose, CA Email Help@Billing.zoorn us d j mfi. II W W1016014 MIS I i"111 I W- a If Jim 4 M 9 0" . . ........ z . . . . Standard Biz Annual Annual 10 $199.90 $1,999.00 Audio Conferencing Pay As You Go Month $1,00 Cloud Recording Pay As You Go klont�4 11 $0M S000 Cloud Recording Pay As You Go - Usage Month S 1 .00 300 Participants meeting Annual Annual 1 S10-00 $0.00 Room Connector Annual Annual 0 S49900 51,497.00 Room Connector Annual Annual 1 S000 513JI10 First Payment. $3,496 00 Monthly Recurring ayment, It any: S 0 00 (Statung Frain The Second Month) Huai Recurring ayment, if any S3 ®4 (At [he beginnin a@ the Second steer) imiced once mi the Vera mnih of the annum term Commitments not ublized by the Sub?,cribor dunng the month for which they see committed May nat be earned farwsrd into any outnequenl month or term fessional Seta s. if purchased, tWH be presented in a separate Order Form . « S f f. / e e _ Accepted and agreed as of the date speclead below by the authorized representative of Subscriber ZOOM TERMS OF SERVICE f. • • �, • •* •• T, • • �, • •* •• T, • • �, • •* •• T, • • �, • •* •• T, First Payment: S3,496-00 Annual Recurring Payment, if any: 53.496,00 (At the begMing of the Second Year) : 7 � '11 STIrr"Mr - upon the same or Wgher level of service and signing by 10/31116, Other. Named Host - means any licensed host who may host an unImited number of meetings, one meeting at a time, during the Term using the Service Any meeting have at least one Named Host. Unless chased an extended Wacij, number of jants �D.,ticiqgnts do license) will "1 10 4 re A AW begins on the first day that the serwce is available for use by the Subscriber and monthly thereafter for the duration Tenn except for annual pro-pay option whichm invoiced once in the first month or the annual term Commitments not utilized by the Subsc6ber during the month for which they are committed may not be cardri forward into any subsequent month or term below by the authorized representative of Subscriber MONROE COUNTY ATTORNEY .- APPROVED AS - 110 FORM' Monroe County Purchasing Policy and Procedures Contract Manager: n MacEacl e rn , ------- (Name) (Ext.) (Department/Stop #) W ADDITIONAL COSTS Estimated Ongoing (Not included in dollar above) (e.g. maintenance, utilities,.ianitorial, salaries, etc.) 0 SaR4 o of the keys, inc Your Office 7khnology Partner Proposal for Monroe County IT Department State Contract 600-000-11-1 The new image RUNNE • Quality • Workflow • Time • Efficiency • Freedom W= :R ADVANCE Series enables you to: Achieve higher levels of quality Reduce steps to simplify workflow Accomplish more tasks in less time Increase productivity through greater efficiency Save time so you have more freedom Accessories included in pricing Cassette Feeding Unit-A 1, Inner Finisher-1-11, Super G3 FAX Board-AS1, USB Keyboard, Utility Tray- B I Service and Supply Agreement 73MM17-01 Confidential — not to be shared or copied without the prior written consent of Sands of the Keys, Inc ADVANCE C5560i/C5550i C5540i/C5535i INTUITIVE USABILITY, OUTSTANDING COLOR QUALITY, HIGH PRODUCTIVITY The imageRUNNER ADVANCE C5500 Series is designed color output for demand ng office environments, These I ntelligent systems provide an intuitive user experience I and support Canon's holistic business solutions. ' , Mr Print up to 12' x 18" 6,350-sheet maximum paper capacity to uch-screen with sniartphone-like �sa I il�y helps make carrying out tasks easy. My ADVANCE enables a unique, personal experience, creating a customized user experience tailored to ilteet each user's woi w Teeds. lvmz�, � MMZ=A • 2-tray, 545-5 eet capacAy • Corner and double stapI ng up to 50 Sheets w t' ; the footpr "', t of the rna , Un't Supports StaVe-freu Stapingand Staple ore Demand •Supports 0 Oanal internal Z/3-hole pp ncher �Inner 2/3 .1, Puncher-BI) M H g I - f RF LR, • 2,4D -sheet capacity • Supports up to UP 14 t Bond to 140 to Index .. . ..... . T • Two 550-sheet Cassettes -So ortsupta12'x18' 14 rNand to 140'b Index 14 lb. Bond to ,401b Index S�i pparts LTR 1Y V 4, Paper Capacity (LTR, 20 lb. Bond) AMM=_Iff= 0, G"," w '6"o +c G I Warm-up Time S J Dimensions (W x D x H) Installation Space (W x D) 0 0� Printing from Mobile and Cloud-based Services xm","� j" ,c Fonts Ilium Copy Resolution R, x i: C ,, "u i", "") cJ P D Multiple Copies Magnification Preset Reductions Preset Enlargements U Scan S i pecifications Type A, 3 MEOW= Copy Specifications Copy Speed (BW and Color) Document Feeder Paper Capacity e Or Document Feeder Supported Media Sizes R Document Feeder Supported Media Weights Platen Acceptable Originals o 3 n - . Pull Scan i of . .. . . .... "3 C Scan Resolution uo Scan to Mobile Devices and Cloud-based Services Send Specifications Destination Fax Specifications Modem Speed C`3 3 Compression Method r j ? - 111 , 5 'tor So D e d f i c a t i fer In s Mail Box (Number Supported); Advanced Box �=E N k USA CANOWCOM @ Imi r ' - -_ Advanced Box Available Disc Space: "A A I c , , , I I (y V � :, I , �,, r, , . cl ") , /' Advanced Box Features: Memory Media z I III U -Securky Specifications Authentication Lop� J P o Data 2 - C) is c D-s 1) 'w' Network Document 31 o , :, 11", , i, ) ,, ! — i , t Envirortryiental Specifications Operating Environment Standards Con5urnables Toner Toner Yield (Estimated @ 5% Coverage) For detailed specifications and a comprehensive list of optional necessaries, sea the linallieRUNNER ADVANCE C5500 Series Specifications document. Can on SEE IMPOSSIBLE As an ENERGY STAR' Partner, CanorrLi 5 A, Inc has cur tified these models as rnL0r%tEe ENERGY 5TAR wiu ylyefficiekrcy criteria tFirkcufih an EGA fecognizisvicer MRGY STAR and the ENERGYSTAla rnark are regrim U S marks AstPrint and the Atricirot logo are trademarks of Apple Me Car n, imageRUNNER.,arralleVyARE, anagePASS, and the GENUINE kago are reganemd trademarks or trademarks of Caron Inr in the United Maine and rnay Man us. regrstared trademarks or trademarks. mark in miner countries ics,FLOavy is a registered trademark of N't-ware Systempro ring GmbH Adobe' and ln:F,6crrpf,' 3 are Pamir registered trademarks or trademarks of Adidies Systemic incorparaked rr dse smiled Stakes and/or other touirnries Microsoft' and Powerlacarit' are rct her ta Trademark a or trademarks of Moricsoft Corporation in %ke Urjtvd Stakes and/ ,or other countries PCL' is a regattered trademark of Hereilett Packard Company. All arener referenced lunduct names and marks are trademark of their respect8vis owners All printer o0pul mages are simulaIled All features p;astintu. d 61 this brochure may not apilly to ail Series and/or products a ==d may be opno al, pleasks chreck with win Croon Auttior,zed Dealer for details Prodects showriorth ant oval sica"sonots. Canon A doe not provide legal CO3jn5ef or relmlatery compl once consultancy, imiuding withaut kri Sarbarare-OxIets HIP", GL OG Check 21 or the USA PanIct yet'Cach custurner mass have as own qLafified cooped determine the advisability of a particular oracit no as y relates to refluNdory and stathflory compliance Spec! f:caucnrr and 3108 lattlily subpect to change willicut notice Net responsible for typograplaaal errors 020I6 Canon U 5 A e Inc All r1fas reserved Federal Law prolubils copying of certain documents V k.lcfcrs rnay he sudyacl in penalt es Vapinuffic ork i Viet fava check with your own legal cowisel Canons U 5 A. inc and Canon Canada, Ina irterid I, c"IcP0 ate with Law Enforcerionit Agencies In connection wok claxim, of urnimhonized copy ng 0202VV990 091611sRA 55fkJ5RS8-f`I CANON GENUINE "au's exports 11 'As TV = 0--maim COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00 Contract with: Xerox Contract # 072533100 Effective Date: 1011115 Expiration Date: 9/30/19 Contract Purpose/Description: Lease of Multi-function Printer/Scanner/Fax WorkCentre'7970, Z/N BOW - 591 6nd Contract is Original Agreement 'Abr'a Contract Amendment/Extension Renewal Contract Manager: Campo 3471 Cquqty AttpmpyLStqp ..................... l (Name) (Ext.) (Department/Stop #) CONTRACT COSTS Total Dollar Value of Contract: $ 17t354:04 Current Year Portion: $ 5,600000 'I (must be I'Loss than $50-000) (I multiyear agreement then requires ROCC approval, unless the total cumulative amount is less than $50,00000) Budgeted? Yes [Z No D Account Codes: 67501 -530440- Grant: $ --- County Match: $ ADDITIONAL COSTS Estimated Ongoing Costs: $—/Yr For: (Not included in dollar value above) WL. maintenance, utilities, lanitorial, salaries, etc.) CONTRACT REVIEW Changesw Date Out Department Head Needed - �ev i e w e r Yes E No "'f' �gp -- 'T . ....... . . . ................. Risk Management Yes [:] No i O.M.B./Purchasing IcLribb Yeso No County Attorney O P, N Yes[] og] ISWL ICA441 Comments: 0--maim Cu=w. MONROE, COUNTY OF BsTo: COUNTY OFMONROE Inslav: COUNTY OF MONROE 111112TH ST STE 400 111112TH ST STE 406 KEY WEST, FL 330401 KEY WEST, Fl. 33004088 State or Local Goverroarit Negoialed CoMact: 072533100 1 1. WMGP (WORICCENTRIE 7970) - Br Finisher 213 Hole Lease Term 48 months Xerox WC5765P SIN XEL542542 91312015 - ftb Capachy Feeder Purchase Option: $1.00 Trade-in as of Payment 60 -1 Une Fax • Xerox MFP8560D SIN Mcafee Integrity Kit CXF347984 Convenience Stapler Trade-In as or Payment 61 Customer Ed Analyst Services . . ... ... 7 -- =-Zi 1. W7970P 1 - ISAM Included • Consumable Stipples Included for al prints 15,004 $0.0049 Pricing Fixed for Term 1-1,000 Included 1,001+ $0.0490 Total I 1 $365,98 Minimum Payments (Exdu&V Applicable Taxes) . .... . .. . . ... - I Mm lv— -NJ ThwA You (at your hisheml Berl Budde For lnbmaft on your Xerox AccmK go to 'r i N.77"T IF This Agrmmg Is proucly preseded by Xerox and 'Es www.xemx,wWAcwwNwz----1A wa rijuaa vommo iammi 1- 0 3 5 4 6 6 9 0 1 0 0 1 0 0 3 0 Introductory Pricing xerox You are recel*g special Introductory Pricing. Your Minimum Payment for Products Ideriffied In the Pricing Detall table below will be ad?s9ed during the Introductory Pricing pmW as set forth In the Pricing Detail table, and will be different from the Minimum Payment during the balance of this Agreemem The Pricing Detail table Illustrates how the Minimum Payment will be affected during the Irdraduciviry Pricing period. Product TOW Month 1 Month 2 Month 3 Full Amount $294.98 $294.90 $294.98 5385.98 $294.98 $294.98 5294.98 $365.98 Introftlory Pricing Detail for Each Applicable Item 0 3 5 4 6 6 9 0 1 0 0 2 0 0 3 0 r INTRODUCTION. 1. NEGOTIATED CONTRACT. The Products are subject solely to the terms in the Negotiated Contract identified on the face of this Agreement, and, for any option you have selected that is not addressed In the Negotiated Contract, the then- current warm Xerox terms for such option. GOVERNMENT TERMS: 2. REPRESENTATIONS 3 WARRANTIES. This provision is applicable to governmental entities only. You represent and warrant, as of the date of this AgreemaK that (1) you are a State or a fuAy constluded polkical subdivision or agency of the State in which you are located and are aWv*ed to enter into, and carry &A your obligations under this Agreement and any other documents required to be delivered in connection with this Agreement (collectively. the `Dwcuments7t (2) the Documents have been duly authorized, executed and delivered by you In accordance wilh all appkable lairs, odes, ordinances and regulations Orcluing all applicable Taws govembrg open meetings, pubic bidding and appropriations recliked in connection with this Agreement and the acquisition of the Equipmed) and are valid, legal, binding agreements, enforceable in accordance with their terms; (3) the persons) signing the Documents have the authority to do so, are aiding with the Tull authorization of yarn governing body and hold the offices intlicated below their signatures, each of which are genuine; (4) the Equipment is essential to the Immediate performance of a governmental or proprietary function by you vAft the scope of your authority and will be used during the Term only by you and only to perform such function; (5) your payment obligations under this Agreement constitute a current expense and not a debt under applicable state law and no provision of this Agreement consd uses a pledge of your tax or general revenues, and any provision that is so conswed by a court of campetert)urisdctlon Is void from the inception of this Agreement; and (6) all payments due and to became due order this Agreemait are payable from sources other than ad valorem taxes. Your payment Is due within 45 days of the Invoice date. 3. FUNDING. This provision Is applicalule to governmental entities only. You Wad to remit and reasonably believe that moneys in an amount sufficient to remit all payments due and to became due during the Term can and will lawfully be appropriated and made available to permit your continued utilization or the Products and tie perfiormanm of is essential function during the Term. The person In charge of preparing your budget will include In each of your fiscal budgets a request for the payments due and to become due under ttds Agreement In such fiscal period. You acknowledge that appropriation of moneys kw payment required under this Agreement Is e governmental femdiah that you canrrot contractually comma to In advance, and this Agreement does not consCbnta (1) a mtAW Ikeal year direct or indirect debt or lirercla[ ; (21 an obligation payable In any fiscal year beyond the fiscal year far which funds are lawfully • or (3) an obligation creating a pledge of or a Hen an your tar or general revenues. if your governing board does not approve an epproprlatim of funds at any time during the Tom for payments due and In become dun far a fiscal year during the Term, you will have the right terminate tuts Agreement an the last day at the fiscal period for which sufficient appropriations were received without penalty or expense to you, except as to the portion of payments required hereunder for which funds have been appropriated and budgeted. U you elect to terminate this Agreemen L you will return the Equipment, at yaw expense, to a location designated by Xerox art. when returned, the Equipment will be In good condition and free of all liens and encuod ones. You will then be released from any l rther payment obligations beyond those payments due for the current fiscal year (with Xerox retaining all suns paid to date). At least 30 days prior to the end dyour fiscal year, your chief executive officer (or legal counsel) wig certify In vatting that (a) despite reasonable efforts to obWn sufffclent appropriations, funds have not bean appropriated for the ensuing fiscal period, and (b) you have exhausted all funds legally available for the payment of amounts due and to became due under this Agreement. To the extent pemnitted by applicable law, you will not use this man-appropriation provision as a substitute rot convergence temdnatiom PRICING PLANIOFFERING SELECTED. 4. FIXED PRICING. If 'Pricing Fixed for Term' Is Identified In Maintenance Plan Features, the maintenance component of the Minimum Payment and Prim Charges will not IrKrease during the initial Term of Cris Agreement. GBWXAL TERMS a tOkDiTIONS: 5. REMOTE SERVICES, Certain models of Equipment are supported and serviced usinsg data that Is automatically collected by Xerox or transmitted to or from Xerox by the Equipment connected to Customers network ('Remote Dala'via electnudc transmissim to a secure off -site location ("Remote Data Access'. Remote Data Access also enables Xerox to transmit to Customer Releases for Software and to remotely diagnose and modify Equipment to repair and conreq malfunctions. Examples of Remote Data Include product registration, meter read, supply level, Equipment configuration and settings, software verskuk and problemilault code data. Remote Data may be used by Xerox for bft report generation, soles replenishment, support services, recommending additional products and services, and product lmprovemerdldevelopment purposes. Remote Date will be transmitted to and from Customer in a secure manner specified by Xe:L Remote Data Access will not allow Xerox to read, view or download the comet of any Customer dacumerrts or other Information residing on or passing trough the Equipment at Customer's information management systems. Customer grams the right to Xerox, without charge, to conduct Remote Data Access for the purposes described above. Upon Xerox's request, Customer will provide contact infomuton Nor Equipment such as name and address of Customer contact and IP and physical addresseslfocatlons of Equipment. Customer well enable Reno Data Access via a method prescribed by Xerox, and Customer will provide reasonable assistance to allow Xerox to provide Remote Data Acem . Unless Xerox darns Equipment Incapable of Remote Data Access. Customer will ensuretrm Remote Data Access Is maintained at all times Maimlmance Services are being parforme& Finendir kkno pion L TAX TREATMENT. Xerox has accepted this Agreement based on your representation that Xerox may claim any Interest paid by you as exempt ham federal income tax under Section 103(c) of the Intemal Revenue Code f Codej. You will comply with the bdormadort reporting requirements of Seckn 149(e) of the Code. Such compliance includes the execution of 8038-G or 8038 -GC Information Returns. You appoint Xerox as your agent to maintain, and Xerox will maintain, or cause to be maintained, a complete and anxwrate record of all assignments of this Agreement In form su8fdert to car" with the back entry requirements of Section 149(x) of the code and the regulations thereunder from time to time. Should ld Xerox We the benefit of this exemption as a result of yaw failure to comply with or be covered by SecNah 1113(c) the Code or the regulations thereunder, then, mMect to the availability of funds and upon demand by Xerox, you will pay Xerox an amount equal to ds loss in this regard. You shall provide Xerox with a properly prepared and executed copy of US Treasury Form 0038 or 8038 -13C. Rem Finance Activity rnt. Rate Total ht. Payable 1. WMOP - New Xerox Agreement (Govt. 11.75% $2,351.08 Form 8038) 0 3 5 4 6 6 9 0 1 0 0 3 0 0 3 1 (SPe4uOD IIewS Ica SU 01 MIMeN : 06CZ) Pe4uOD 11e - S8311UGS lePueu' u u :4UGwq Ln r_ U) li Monroe County Purchasing iic Procedures ATTACHMENT .G ' 1 '. '. 1 1? Saw� of _the keys, Inc. Y our Office Technology partner Proposal f1 1 1 e County Public 1 Pl antati o n State C ontract 600-000 Canon imageRUNNER ADVANCE C5235A Ships standard with 2 x 550 -sheet Paper Cassettes, UFRII Printing, Color Universal Send with PDF High Compression, Searchable PDF /XPS, OOXML (Scan to Word and PPT), Access Management System, HDD Data Erase, IP Sec, Single Pass Duplexing Automatic Document Feeder, Color Image Reader, Ethernet 1000Base- T /100Base- TX /10Base -T,USB 2.0 high speed connectivity, Color Network ScanGear and Drum Units. The new imageRUNN • Quality • Workflow • Time • Efficiency • Freedom ER ADVANCE Series enables you to: Achieve higher levels of quality Reduce steps to simplify workflow Accomplish more tasks in less time Increase productivity through greater efficiency Save time so you have more freedom Pricing 36 -month lease cost is $232.15 per month Accessories included in pricing Staple Finisher -11, External 2/3 Hole Punch -B2, Cassette Feeding Unit -AD2, Utility Tray -A2, USB Key Board, Super G3 FAX Board -AE2 Service and Supply Agreement Zero base copy program .0078 cents per black and white page and .065 cents per color page, you only pay for the pages you print. Includes delivery, setup, and connectivity Onsite customer training Automated toner and meter service All local supplies, parts, and labor excluding paper and staples Please feel free to contact me with any questions at 305- 393 -2983 Thanks Mark Fletcher confidential - not to be shared or copied without the prior written consent of Sands of the Keys, Inc PAGE I OF I