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02/14/2017 AgreementCounty of Monroe The Flofida 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 I U: Pamela Hancock — Executive Assistant FROM: Lindsey Ballard, Aide to County Administrator DATE: March 24, 2017 SUBJECT: Small Contracts for your records These small contract are for your records only. Enclosures: ✓Xerox — 1 Copy Coastal Systems International, Inc. — 1 Copy , JWorxtime LLC — 1 Copy of each Contract Advanced Data Solutions, Inc. — 1 Copy Thank you, Lindsey COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00 Contract with: Xerox Contract 072533300 Effective Date: 3/7/2017 Expiration Date: 3/7/2020 Contract Purpose /Description: Xerox cgy machine, 5945APT Workcentre 5945) 36 month lease for the Buildin Department 2798 Overseas Hi wa , includes installation, removal of old machine and set u Contract is Original: N / A Contract Manager: Rick Griffin 2521 Building/ Stop 11 (Name) (Ext.) (Department/Stop #) Total Dollar Value of Contract: $ (must be less than $50,000) Budgeted? YaA No ❑ Grant: $ County Match: $ Estimated Ongoing Costs: $_ l (Not included in dollar value above CONTRACT COSTS 10,296.36 ($214.51 per month for 3 months; $292.51 per month for 33 months) Account Codes: "180- 52502 530440 ADDITIONAL COSTS /yr For: utilities, CONTRACT REVIEW Changes Date In Needed Department Head Yes❑ No❑ Date Out mm Risk Management a, Yes❑ No0 O.M.B. /Purchasing 4 Yes❑ No[� , 1© 1 County Attorney Yes❑ No5fl �GU 1 p� 0`2 (cm NO V- per (nl.per I Comments: This copier re Xerox 5845APT, S/N' EX7420014 $1,813.57 Current Year Portion: $ (If multiyear agreement then requires BOCC approval, unless the total cumulative amount is less than $50,000.00) Lease Pricing PROPOSAL Introductory Pricing xerox 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 Product $214.51 Total $214.51 Month 2 $214.51 $214.51 Month 3 $214.51 $214.51 Full Amount $292.51 $292.51 - Copyrightc 2008 XEROX CORPORATION. All rights reserved. Introductory Pricing Detail for Each Applicable Item xerox � Presented to MC Building Marathon 5945 By Bert Budde On 1/31/2017 State or Local Government Negotiated Contract: 072533300 1.5945APT (WORKCENTRE 5945) Off Finisher 50sheet 3 Hole Punch Kit Convenience Stapler I- series -1 Line Fax Wireless Print Kit Customer Ed Analyst Services Lease Term: 36 months Xerox 5845APT S/N EX7420014 Purchase Option: $1.00 Trade -In as of Payment 32 3/7/2017 0 an n Dfi M C m h cb tvf1 cal cb F S. 1 I C1 +-�� 1 t c r t c cxd5 law All information in this proposal is is for the sole use of MC Building Marathon 5945. If you would like to acquire the solution described in this proposal, we would be happy to offer a Xerox order agreement. OZER Pricing is subject to credit approval and is valid until 3/2/2017. For any questions, please contact me at (305)296 -6201 WS L12456 01/31/201711:34:56 Confidential - Copyrightm 2008 XEROX CORPORATION. All rights reserved. Page 1 of 2 WorkCentre 5945/5955 multifunction printers are built on Xerox' Con nectKey ° technology. For more information, go to WorkCentre 5945 WorkCentre 5955 Speed Up to 45 ppm Letter (A4) / Up to 31 ppm 11 x 17 in. (A3) Up to 55 ppm Letter (A4) / Up to 31 ppm 11 x 17 in. (A3) Duty Cycle' Up to 175,000 pages / month Up to 200,000 pages / month Hard Drive / Processor / Memory 250 GB / 1 GHz Dual -core / 2 GB Connectivity 10 /100 /1000Base -T Ethernet, High -Speed USB 2.0 direct print, Optional Wi -F! (with Xerox® USB Wireless Adapter) Controller Features Unified Address Book, Remote Control Panel, Online Support, Configuration Cloning Copy and Print Resolution Copy: Up to 600 x 600 dpi; Print: Up to 1200 x 1200 dpi First - copy -out Time As fast as 3.7 seconds from the Platen / 7.6 seconds from the Automatic Document Feeder Page Description Languages Adobe® PostScript" 3"', PDF, PCL® Sc / PCL 6, XML Paper Specification (XPS®) (Optional) Print Features Print from USB, Earth Smart Driver Settings, Job Identification, Booklet Creation, Store and Recall Driver Settings, Bi- directional Status, Scaling, BLI 2014 Document 8Lr Imaging Solutions Job Monitoring Mobile Printing Apple® AirPrint', Xerox® PrintBack, Xerox® Mobile Print (Optional), Xerox® Mobile Print Cloud (Optional) Standard Destinations: Scan to Mailbox; Scan to USB, Scan to Email, Scan to Network; File Formats: PDF, PDF /A, XPS, JPEG, TIFF; Convenience Features: Scan to Home, Mobile Print Solution — Single Touch Scan, Searchable PDF, Single /Multi -Page PDF / XPS / TIFF, Encrypted / Password Protected PDF, Linearized PDF Optional Software Packages: ConnectKey® for SharePoint ®, ConnectKey® for DocuShore®, ConnectKey® Share to Cloud, Xerox® Scan to PC Desktop® Professional, other _ °_" solutions available through various Xerox Business Innovation Partners Standard Internet Fax, Fax Build Job, Network Server Fax Enablement Optional Fax Forward to Email or SMB, Walt -up Fax (one -line and two -line options, includes LAN Fax, Fax Forward to Email or SMB, Walk -up Fax) Standard McAfee® Embedded, McAfee ePolicy (ePO) Compatible, HOD Overwrite, 256 -bit Encryption (FIPS 140 -2 compliant), Common Criteria Certification (ISO 15408), Secure Print Solution Print, Secure Fax, Secure Scan, Secure Email, Cisco® TrustSec Identity Services Engine (ISE) Integration, Network Authentication, SSL, SNMPv3, Audit Log, Access Controls, Mobile Print Solution User Permissions Optional McAfee Integrity Control, Xerox Secure Access Unified ID System ®, Smart Card Enablement Kit (CAC /PIV /.NET) Standard Xerox® Standard Accounting (Copy, Print, Scan, Fax, Email), Network Accounting Enablement Optional Equitrac Express ®, Equitrac office®, Equitrac Professional®, YSoft® SofeQ®, other network accounting solutions available through various Xerox Business Innovation Partners Standard Single -pass Automatic Document Feeder: 200 sheets; Speed: up to 200 ipm (duplex); Sizes: 4.9 x 5 in. to 11.7 x 17 in. / 125 x 138 mm to 297 x 432 mm Bypass Tray: 100 sheets; Custom sizes: 4.25 x 5.5 to 11 x 17 in. / A6 to A3, 16 lb. bond to 80 Ib. cover / 60 -216 gsm Trays 1 -2: 500 sheets each; Custom sizes: 5.5 x 8.5 to 11 x 17 in. / AS to A3 High Capacity Tandem Tray: 3,600 - sheets total (1,600 and 2,000 sheets); Size 8.5 x 11 in. / A4 Optional Envelope Tray Kit (inserts into Tmy 2): Up to 50 envelopes: #10 commercial, monarch, DL, C5 Choose Center Offsetting Tray. 400 sheets One: Office Finisher. 2,000 + 250 -sheet trays, 50 -sheet multi- position stapling, optional hole punch Office Finisher with Booklet Maker. 2,000+ 250 -sheet trays, 50 -sheet multi- position stapling, saddle- stitch booklet making, optional hole punch, saddle-stitch and fold up to 40 booklets, 2 -15 sheets Optional Hole Punch for Office Finisher Convenience Stapler. 50 -sheet stapling (based on 20 lb. bond), includes Work Surface ' Maximum volume capacity expected in any one month. Not expected to be sustained on a regular basis. BL) BLI 2013 Outstanding Achievement in BLI BLI 2013 Pick of the Year Award for Xerox° Mobile 6Lf BLI 2014 Pick of the Year Award for Xerox' BLI 2014 Document 8Lr Imaging Solutions Innovation Award for Print Cloud — Outstanding Mobile Print Solution — Line of the Year Award T Xerox" ConnectKey° _ °_" Small Business Mobile :: °:_ °'__ Outstanding Enterprise Share to Cloud Print Solution Mobile Print Solution For more detailed specifications, go to To view a product video, visit Build and configure your own Xerox' WorkCentre 5945/5955 multifunction system at xerox® 02014 Xerox Corporation. All rights reserved Xerox©, Xerox and Design©, ConnectKey@, DocuShare@, Global Print Dnver(g ), Scan to PC Desktop @, WorkCentre@, Xerox Extensible Interface Platform@ and Xerox Secure Access Unified ID System@ are trademarks of Xerox Corporation in the United States and/or other countries. As an ENERGY STAR@ partner, Xerox Corporation has determined that this product meets the ENERGY STAR guidelines for energy efficiency. ENERGY STAR and the ENERGY STAR mark are registered U.S. marks. The information in this brochure is subject to change without notice. 8/14 BR8932 61OP730431 W5QBR -01 UA Yzenas - Michelle From: Guerra -Maria Sent: Thursday, February 02, 2017 3:51 PM To: Yzenas- Michelle Cc: ITOrders; Abreu -Lisa Subject: SIGNED RTP Attachments: 0164_001.pdf Michelle, being that this is a big machine that will be delivered please change the ship to location from 628 to your building. Include this email with all your papers so there is a record that IT is ok with this change on the RTP / PO. I have included Lisa from OMB in this email so when she converts the requisition to a PO we are ALL in the loop... Have a great week. Thank you, Maria Guerra Executive Assistant. Information Technology 1200 Truman Ave. Ste 211 Key West, FL 33040 Office 305 295 5110 Fax 305 295 5105 Stop # 5- B Working together makes everyone's job easier. - unknown Guerra- maria(cD-monroecounty -fl.gov PLEASE NOTE: Florida has a very broad public records law. Most written communications to or from the County regarding County business are public record, available to the public and media upon request. Your e-mail communication may be subject to public disclosure. From: MCBOCC IT [ mailto :xeroxscanCabmonroecounty -fl gov Sent: Thursday, February 02, 2017 3:44 PM To: Guerra -Maria Subject: Attached Image Office productivity simplified. xerox!CY W.011, VA� It's what it does in the background to help you be more productive and work the way you want. The Xerox' WorkCentre'5945/5955 gives you that power, improving day-to- day capabilities and helping you work more nimbly, cost effectively and securely — so you can focus on what matters most to your business. �1 It's about being productive, flexible and reliable on a consistent basis. The Xerox® WorkCentre' 5945/5955 gives you the ability to do just that with a powerful mix of features and capabilities that help you go above and beyond for your workplace — today and every day. • Always up to speed. The changing pace of your workplace means you need to be able to switch gears on the fly. The WorkCentre 5945/5955 helps you turn out great work at an impressive copy and print rate of 45 to 55 ppm. It's more than enough speed to keep any workgroup up to speed. • Ultra fast single -pass duplex scanning. At up to 200 images per minute, you'll enjoy incredibly fast single -pass color duplex scanning for more impressive color communications and quick electronic distribution. • Scanning customized to your workflow. Create a dedicated, easy -to -use scan button on your device's color touchscreen interface using the Single Touch Scan feature. Each Single Touch Scan button you create can be assigned its own scanning workflow for fast document distribution and archiving. • Print more, longer. A 4,700 sheet paper capacity means longer runs with fewer interruptions. Plus, multiple finishing options give you added flexibility for both simple and complex jobs. • Exceptional print and copy quality. Experience true 1200 x 1200 dpi using the latest Xerox® Emulsion Aggregation (EA) Toner. • Print from and scan to any USB memory device. Enjoy walk -up simplicity and faster document delivery — even when you're not at your computer. • Customize your solutions. Xerox Extensible Interface Platform® Serverless technology allows creation of applications to run on Xerox' devices built on Xerox® ConnectKey® technology without the need for additional IT infrastructure. This allows you to simplify and personalize the usability of your device with a range of capabilities from support applications to scanning. The Xerox® WorkCentre 5945/5955 was designed with ease -of -use in mind. Routine maintenance is streamlined by the completely accessible paper path. No need to call tech support. All printers have components that eventually wear out. Simple slide -in, slide -out replacement keeps you up and running. And as a result of advanced technology, there are fewer consumables in the end. 3 The Xerox° WorkCentre° 5945/5955 gives you the right tools — so you can focus on work that really matters. Get a powerful multifunction printer that includes a number of environmental features. • Power save with quick start-up conserves electricity during downtime while keeping the device ready for action. • Full compliance with the EU Restriction of Hazardous Substances (RoHS) Directive, Environmental Choice and meets or exceeds ENERGY STAR® v2.0. • Multiple print settings are available that allow for reduced impact on the environment. Options include default two -sided printing, proof print, printing on recycled paper and draft mode. • Our innovative Earth Smart print driver settings let you select the most environmentally conscious print options. • Intuitive, easy -to -use color touch screen. Control your workflow with ease right from your home screen interface using the bright intuitive icons and functions Xerox® devices are known for. • Less user intervention. More uptime. Longer lasting toner delivers greater efficiency and superior image quality and can be replaced by any user. A great way to cut down on unnecessary service calls and job interruptions. • Quick and easy, step -by -step assistance. Our help desk is always at your fingertips with help videos that you can access right on the user interface. • Install, upgrade and manage devices from a single print driver. Xerox' Global Print Driver® provides a consistent, easy -to -use interface that allows IT administrators to monitor and manage Xerox' and non -Xerox devices while reducing support calls and simplifying print services management. • Simplify everyday office tasks with advanced copy and print features. Enjoy plenty of support for specialized print applications including Annotation, Bates Stamping, ID Card Copy and page -level programming. • User comfort and consistency. Because it uses the same controller technology as our other current multifunction printers, the Xerox® WorkCentre 5945/5955 delivers a consistency and comfort level users look for and appreciate. For more information about our groundbreaking Xerox® ConnectKey Controller, visit 4 The Xerox° WorkCentre° 5945/5955 boasts the most complete range of advanced security features and technology from security- industry leaders, ensuring comprehensive, 24/7 protection of your most sensitive data. • Protect against data breaches. Compliant with the 256 -bit AES FIPS 140 -2 standard, the WorkCentre 5945/5955 safeguards all sensitive data with encrypted PDF files for scanning and hard drive encryption. You can also ensure total deletion of all data fragments with a 3 -pass image overwrite feature. • Keep unauthorized users out. Xerox user permissions, network authentications, IP filtering and smart card features ensure that only authorized users have access to the device. • Keep a step ahead of security threats. Xerox proactively monitors security clearinghouses for new threats as they emerge and provides patches when needed. This ensures that your device's security is current and your data is safe. In addition, you can receive up -to- the - minute RSS feeds and stay informed via • Stay current and compliant. Whether you work in government, finance or healthcare or other industry, WorkCentre 5945/5955 devices comply with the latest security standards including Common Criteria (pending), HIPAA, Data Protection Act, COBIT and more. • Achieve total visibility. By providing total visibility into your device and network, the WorkCentre 5945/5955 prevents IP theft and ensures non - repudiation. With security policy management and tracking of all activity on the device with Audit Log, you can know who accessed what, when and details of most interactions with the device. �)McAfee� ��������� Cisco. The WorkCentre 5945/5955 includes McAfee® technology integration, resulting in the industry's first lineup of multifunction printers that protect themselves from potential outside threats. McAfee's whitelisting technology ensures only safe, pre- approved files or functions are executed on your devices, minimizing the need to manually update software levels against new security threats. Also, seamless integration with the Xerox® Managed Print Services toolset and McAfee ePolicy (eP0) allows for easy tracking and monitoring. Plus, automatic Cisco® TrustSec Identity Services Engine (ISE) integration provides comprehensive visibility of all Xerox® ConnectKeym- enabled MFPs' endpoints to enforce IT- centric security policies and compliance. 5 Our mobile solutions empower today's professionals with the freedom and flexibility to get work done in the office — and on the go. 6 In the office, or on the road, the Xerox WorkCentre 5945/5955 provides technology that let your staff control device functions from any workstation while keeping them connected to flexible tools and productivity solutions. • Be free with optional Wi -Fi connectivity. Keep workers connected to devices anywhere, without the need for hard -wire cabling and connections. • Apple® AirPrint - . Print email, photos and important office documents directly from your Apple iPhone® or iPad with no drivers to install and no cables to connect. With AirPrint, your iPhone or iPad automatically locates and connects to the AirPrint- enabled WorkCentre 5945/5955 over your office Wi-Fi network. • Xerox® Mobile Print, and more. Take the mystery and anxiety out of wireless and mobile device printing. Xerox has all the options to enable secure, accurate printing from most mobile devices, to any printer or multifunction printer, regardless of brand. Get industry- leading accuracy when printing native PowerPointO, Word and other standard files. Plus, Xerox offers IT- friendly optional capabilities such as PIN code access, multiple mobile operating systems and more. Whether offsite or onsite, learn more about why Xerox is the only choice for today's mobile professionals by visiting • Remote Control Panel. Remotely and securely operate the WorkCentre 5945/5955 control panel from any office PC as though you were standing at the device. The Remote Control Panel allows IT staff to remotely view and control the user interface and makes it easier and more convenient to train users. And during a remote session, walk -up users are notified at the device to prevent simultaneous system changes. Plus, advanced print drivers and free device management tools let you remotely monitor real -time performance and available resources for greater uptime. Whether scanning and managing documents on your office network or a hosted cloud on the Internet, you can access scan workflow solutions right from any WorkCentre 5945/5955 thanks to the power of Xerox® Workflow Solutions', built on our Xerox Extensible Interface Platform ®. • Xerox' ConnectKey for SharePoint® or Xerox ConnectKey® for DocuShare °. Scan files directly into Microsoft SharePoint or Xerox® DocuShare and other Windows folders. Plus, you'll go beyond basic file storage and PDF creation by automatically converting documents to intelligent, structured data with easy file naming and routing tools. • Xerox® ConnectKey Share to Cloud. Our cloud -based scanning solution provides easy, secure, scalable scanning to popular cloud -based repositories such as Google Docs', SalesForce.com, Office 365 and Dropbox', using custom - designed workflows that leverage our Xerox Extensible Interface Platform technology. Learn more about Xerox' Workflow Solutions at Optional solutions may vary by geography Ah The optional Convenience Stapler staples up to 50 sheets of paper (Work Surface included). F W HiShli Single -pass Automatic Document Feeder automatically scans color or black - and -white documents as fast as 200 images per minute ._ (duplex speed). 100 -sheet Bypass Tray handles heavy paper up to 80 lb. cover. -- Xerox® Emulsion Aggregation (EA) Toner provides = =-- superior sharpness, crisp text, smooth gradients and deep rich blacks, along with consistent, fine detail for reports, invoices, bar codes drawings and more. Multiple finishing options let you add the capabilities that are right for individual workgroups. Choose basic features like staple and hole punch, or advanced capabilities to produce paginated, saddle- stitched and folded booklets. Center Offsetting Tray Stack up to 400 sheets. Office Finisher Get 50 -sheet multiposition (single /dual) variable - length stapling and optional 2/3 -hole punching. Offset stacking up to 2,000 sheets Two 500 -sheet universal trays are adjustable up to 11 x17 in. Optional Envelope Kit (inserts into Tray 2) provides trouble -free feeding of 50 envelopes. High Capacity Tandem Tray holds a total of 3,600 sheets of letter -size paper. Office Finisher with Booklet Maker Add booklet making capabilities with the Office Finisher with Booklet Maker. Create booklets with up to 15 sheets, either creased or saddle- stitched. Monroe County Purchasing Policy and Procedures MONROE COUNTY BUDGET & FINANCE PURCHASING DEPARTMENT PH: 305-292-4464 FAX: 305-292-4465 REQUEST TO PURCHASE (D.2.) To: Purchasing D epartment Date: 2/1/17 From (Dept.): Buildi��rtment + Purchasing Approval: Nam e: Mich elle Yzenas B Phone /Ext: 2556 Account: 180 - 52502 - 530440 Requ # tj Ship Code to Locatio GranoYro�cct_ Qty. Unit Prod.0 Description Unit Cost Total Cost Acct. # i 1 Each 945APT Xerox Copy Machine B &W- 5945APT orkcentre 5945, 36 month lease I — 3 Months March -May 2017 $214.51 643.53 530440 4 Months une- September 2017 $292.51 $1,170.04 530440 State Contract: 072533300 BLANKET PO 1,813.57 � –. - - -� items needed by: Vendor Name: Xerox Corporation Reviewed ( ) By: Purchasing Office use only: Reviewed ( ) By: Vendor # .001689 Date: Date: Page 59 Revised BOCC 3 %18 %I5 (QA) ,► Yzenas- Michelle RECEIV From: Ballard- Lindsey Sent: Tuesday, February 07, 2017 1:40 PM To: Yzenas- Michelle Subject: RE: new copier You can send it to Christine Limbert. She reviews the small contracts for me. From: Yzenas- Michelle Sent: Tuesday, February 07, 2017 1:18 PM To: Ballard- Lindsey Subject: RE: new copier Thank you Lindsay. Who am I t send to at the County Attorney's office? Michelle Yzenas Executive Assistant Monroe County Building Department 2798 Overseas Highway, Suite 300 Marathon, FL 33050 305- 289 -2556 From: Ballard- Lindsey Sent: Tuesday, February 07, 2017 12:13 PM To: Yzenas - Michelle Cc: Guerra - Maria; Swaby - Jorge; Abreu -I.isa Subject: RE: new copier FEB 8 2017 MONROE COUNTY ATT®JtNgy This is perfect. You will need to route to the county attorney's office, the OMB office and have Risk sign off on it as well can have him sign it when he gets back on Monday or we can have his designee sign if that works for you. Lindsey Ballard Aide to Roman Gastesi, County Administrator Monroe County 1100 Simonton Street, Suite 2 -205 Key West, FL 33040 (305)292 -4443 (305)393 -4442 (305)292 -4544 Fax Ballard- LindsevC@monroecounty- fl.eov www.monroecounty-fl.gov PLEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE COUNTY REGARDING COUNTY BUSINESS ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR EMAIL COMMUNICATION MAY BE SUBJECT TO PUBLIC DISCLOSURE. From: Yzenas - Michelle Sent: Tuesday, February 07, 2017 12:01 PM To: Ballard- Lindsey Cc: Guerra - Maria; Swaby- Jorge; Abreu -Lisa Subject: new copier Hi Lindsey, Please find attached RTP for our new Xerox together with supporting documentation. Please advise if this meets with your approval. If additional documentation is required, please advise. Thank you, Michelle Yzenas Executive Assistant Monroe County Building Department 2798 Overseas Highway, Suite 300 Marathon, FL 33050 305- 289 -2556