1. 11/22/2016 LeaseCounty of Monroe
The Florida Keys
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292 -4441 — Phone
(305) 292 -4544 - Fax
MEMORANDUM
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tern David Rice, District 4
Heather Carruthers, District 3
Danny L. Kolhage, District 1
Sylvia J. Murphy, District 5
TO: Cheryl Robertson — Executive Assistant
FROM: Lindsey Ballard, Aide to County Administrator
DATE: December 1, 2016
SUBJECT: Small Contracts approved at 11/22/2016 BOCC Meeting.
Item S15 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.
These are small contracts that are for your records only.
Enclosures:
Zoom Video — 1 Copy
Sands of the Keys — 1 Copy
Xerox — 1 Copy
Canon Financial Services — 1 Copy
Thank you,
Lindsey
3
_
rri
.
ry
61
xe rox
Customer: MONROE, COUNTY OF
Blum COUNTY OF MONROE Install: COUNTY OF MONROE
1111 12TH ST STE 408 1111 12TH ST STE 408
KEY WEST, FL 330404088 KEY WEST, FL 33040 -4088
State or Local Government Negotiated Contract: 072533100
1. W7970P (WORKCENTRE 7970)
Br Finisher 213 Hole
Lease Term:
48 months
Xerox WC5765P SIN XEL542542
91312015
High Capacity Feeder
Purchase Option:
$1.00
Trade -In as of Payment 60
1 Line Fax
Xerox MFP8560D SIN
Mcafee Integrity Kit
CXF347984
Convenience Stapler
Trade-in as of Payment 61
Customer Ed
Analyst Services
t_y.
_
Item Lease
Minimum 1
1. W7970P $365.98
Print Charges
1: BW 1- 15,000
Included
Maintenance Plan Features
Consumable Supplies Included for all prints
15,001+
$0.0049
Pricing Fixed for Term
2: Color 1 -1,000
Included
1,001+
$0.0490
Total $365.98
Mkdmum Payments (Exclu tg Applicable Taxes)
Authorized Signature
Customs edmowledges receipt of the terns of this agreement Thank You for your businessl
which crosMs of 3 pages mdu¢ng this face W. / This Agreement is proudly presented by Xerox and I Signer. Bob Shilfinger / Phone: (305)292 -3470 Bert Budde t
'
(305)29tr6201 �CACTIOp
C
�(� J For infomatlon on your Xerox Account, go to 4 "�
Signature: Date: www.xerox.conVAtxountManagement
0 3 5 4 6 6 9 0 1 0 0 1 0 0 3 0
Lease Agreement XA'foX �
Introductory Pricing
You are receiving special Introductory Pricing. Your Minimum Payment for Products identified in the Pricing Detail table below will be adjusted during the
Introductory Pricing period as set forth in the Pricing Detail table, and will be different from the Minimum Payment during the balance of this Agreement.
The Pricing Detail table illustrates how the Minimum Payment will be affected during the Introductory Pricing period.
Month 1 Month 2 Month 3 Full Amount
Product $294.98 $294.98 $294.98 $365.98
Total $294.98 $294.98 $294.98 $365.98
Introductory Pricing Detail for Each Applicable Item
V J D% O O 7 U 1 U U L U U 3 U
Lease Agreement
xerox
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
standard Xerox terns for such option.
GOVERNMENTTERMS:
2. REPRESENTATIONS i WARRANTIES. This provision is applicable to
governmental entities only. You represent and warrant, as of the date of this
Agreement, that (1) you are a State or a fully constituted political subdivision or agency
of the State in which you are located and are authorized to enter Into, and carry out,
your obligations under this Agreement and any other documents required to be
delivered in connection with this Agreement (collectively, the Tocumentsl; (2) the
Documents have been duty authorized, executed and delivered by you in accordance
with all applicable laws, rtes, ordinances and regulations (mckxfng all applicable laws
governing open meetings, pubic bidding and appropriations required In connection with
this Agreement and the acquisition of the Equipment) and are valid, legal, binding
agreements, enforceable in accordance with their terms; (3) the person(s) signing the
Documents have ft authority to do so, are acting with the full authorization of you
governing body and hold the offices indicated 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 within 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 constitutes a pledge of
you tax or general revenues, and any provision that is so construed by a court of
competent jurisdiction Is void from the inception of this Agreement and (8) all payments
due and to become due under this Agreement are payable from sources other than ad
valorem taxes. You payment is due within 45 days of the invoice date.
3. FUNDING. This provision is applicable to governmental entitles only. You intend to
remit and reasonably believe that moneys in an amount sufficient to remit all payments
due and to become due during the Term can and will lawfully be appropriated and
made available to permit your continued utilization of the Products and the performance
of its essential function during tine Tenn. 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 this Agreement In such fiscal period. You acknowledge that
appropriation of moneys for payment requked under this Agreemnt is a governmental
function that you cannot contractually commit to in advance, and tits Agreement does
not consftde: (1) a multiple fiscal year direct or indirect debt or financial obligation; (2)
an obligation payable in any fiscal year beyond the fiscal year for which funds are
lawfully appropriated; or (3) an obligation creating a pledge of or a hen on your tax or
general revenues. If your governing board does not approve an appropriation of funds
at any time during the Term for payments due and to become due for a fiscal year
during the Tenn, you will have the right terminate this Agreement on the last day of the
and
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. If you elect to terminate this Agreement,
you will return the Equipment, at your expense, to a location designated by Xerox and,
when returned, the Equipment will be in good condition and free of all liens and
encumbrances. You will then be released from any further payment obligations beyond
those payments due for the current fiscal year (with Xerox retaining all sums paid to
date). At least 30 days prior to the end of your fiscal year, your chief executive officer
(or legal counsel) will certify in writing that (a) despite reasonable efforts to obtain
sufficient appropriations, funds have not been appropriated for the ensuing fiscal
period, and (b) you have exhausted all funds legally available for the payment of
amounts due and to become due under this Agreement. To the extent permitted by
applicable law, you will not use this non - appropriation provision as a substitute for
convenience termination.
PRICING PLAWOFFERING SELECTED:
4. FIXED PRICING. If 'Pricing Fixed for Term' is identified in Maintenance Plan
Features, the maintenance component of the Minimum Payment and Print Charges will
not increase during the k0al Term of this Agreement.
GENERAL TERMS A CONDITIONS:
S. REMOTE SERVICES. Certain models of Equipment are supported and serviced
using data that is automatically collected by Xerox or transmitted to or from Xerox by
the Equipment connected to Customers network ('Remote Data') via electronic
transmission 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 correct malfunctions. Examples
of Remote Data include product registration, meter read, supply level, Equipment
configuration and settings, software version, and prmhlentauft code data. Remote Data
may be used by Xerox for billing, repot generation, supplies replenislmnent, support
services, recommending additional products and services, and product
improvemenddevelopment purposes. Remote Data will be transmitted to and from
Customer In a secure manner specified by Xerox. Remote Data Access will not allow
Xerox to read, view or download the content of any Customer documents or other
information residing on of passing through the Equipment or Customers Information
management systems. Customer grants the right to Xerox, without charge, to conduct
Remote Data Access for the purposes described above. Upon Xerox's request,
Customer will provide contact information for Equipment such as name and address of
Customer contact and IP and physical addressesllocatons of Equipment. Customer
will enable Rewrote Data Access via a method prescribed by Xerox, and Customer will
provide reasonable assistance to allow Xerox to provide Remote Data Access. Unless
Xerox deems Equipment incapable of Remote Data Access, Customer will ensure that
Remote Data Access is maintained at all times Maintenance Services are being
performed.
Financial Information
6. TAX TREATMENT. Xerox has accepted this Agreement based on your representation that Xerox may claim any interest paid by you as exempt from federal Income tax under
Section 103(c) of the Internal Revenue Code CCode '). You will comply with the information reporting requirements of Section 149(e) of the Code. Such compliance includes the
execution of 8038 -G or 8036 -GC Information Returns. You appoint Xerox as your agent to maintain, and Xerox will maintain, or cause to be maintained, a complete and acxvate
record of all assignments of this Agreement in form sufficient to comply with the book entry requirements of Section 149(a) of the Code and the regulations thereunder from time to
time. Should Xerox lose the benefit of this exemption as a result of your failure to comply with or be covered by Section 103(c) the Code or the regulations thereunder, then, subject to
the availability of fulls and upon demand by Xerox, you will pay Xerox an amount equal to its loss in this regard. You shall provide Xerox with a properly prepared and executed copy
of US Treasury Form 8038 or 8038 -13C.
Item
Finance Activity
lint. Rate
Total Inn
Payable
1, W7970P
- New Xerox Agreement (Govt
11.75%
$2,351.08
Forth 8038)
0 3 5 4 6 6 9 0 1 0 0 3 0 0 3 1