1. 12/01/2015 to 11/30/2019BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 1120/ 16 Department: Qounty Administrator
Bulk Item: Yes X No Staff Contact /Phone #: Christine Limbers- Barrows
Ext. 34 ?5
AGENDA ITEM WORDING: Ratification of three (3) small contracts signed by the County
Administrator.
ITEM BACKGROUND: The County Administrator pursuant to Monroe County Code and the
Monroe County Purchasing Policy executed three contracts where the total cumulative value was less
than $50,000.00. The contracts are between Monroe County and AT &T, Eric Udell and Xerox.
PREVIOUS RELEVANT BOCC ACTION:
The Board approved the revised the Monroe County Purchasing Policy on 9/16/15.
The Board approved Ordinance 024-2015 on October 21, 2015.
CONTRACT /AGREEMFM CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: Each contract is 1/t $50,000 (see individual contract summary for each
INDIRECT COST: N/A BUDGETED: Yes __&_No
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: Sec eons mmary SOURCE OF FUNDS: See contract summary
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atto� OMB/Purchasing d Risk Management,,,
DOCUMENTATION: Included _„_
DISPOSITION:
Not Required
AGENDA ITEM # v
Revised 6115
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00
Contract with: _ `eru Contract# 0401922010010030
Effective Date: December 1,2015
Expiration Date: November 30,2019
Contract Purpose/Description:
Lease agreement with Xerox for a 48 month lease term for a color copier.
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager: Lisa Abreu , 4453 F 0MB#1
(Name) (Ext.) (Department/Stop#)
CONTRACT COSTS
Total Dollar Value of Contract: $ 13,040.04 Current Year Portion: $ $3,185 76
(must be less than S50,000) +color copies (If multiyear agreement then +color copies
approx. requires BOCC approval,unless the
total cumulative amount is less than approx.
$4,000.00 S50,000 00) S1.000.00
Budgeted? Yes® No❑ Account Codes: 001 -06001 -530440- -
Grant: $
County Match: $ - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed we
Department Head Yes❑No❑ yawl
Risk Management \ - -I 5 Yes!:Nc D ' •
O.M.B./Purchasing 17114 J 16" Yes❑No0 Nigro,. 6r-delefiL24j Os--
County Attorney ' WE ALWE Yes❑NofT] (1, 1df" Lo Lt ryia M la j L f f
Comments:
Page 67 of 70
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.7
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS LESS THAN $50,000.00
Contract with: Xerox Contract#0401922010010030
Renewal Date:
Expiration Date:
Contract Renewal Notes:
FAILURE TO MEET ONE OR MORE OF THE CONDITIONS SET FORTH BELOW
WILL REQUIRE APPROVAL BY THE BOCC
❑The BOCC approved agreement provided for a renewal subject to the terms and conditions set
forth in in the initial contract.
❑The Contractor has performed in a satisfactory manner and the contract manager has verified
satisfactory performance
❑ The Contractor has requested and agrees to renewal (renewal agreement should first be
signed by Contractor)
❑ The renewal period is set forth in the BOCC approved agreement
❑ The cumulative value per fiscal year, including any Consumer Price Index (CPI) increase, of
the renewal is less than $50,000.
The following Contract Man: :er has verified that the above conditions have been met.
Contract Manager:
(Name) (Ext.) (Department/Stop#)
Page 68 of 70
Lease Agreement xerox
Customer. MONROE,COUNTY OF
Bilrro: MONROE COUNTY Install: MONROE COUNTY
OFC OF MGMT&BUDGET OFC OF MGMT&BUDGET
2ND FL PM 2.213 21,10 FL RM 2.213
1100 SIMONTON ST 1100 SIMONTON ST
KEY WEST,FL 33040-3110 KEY WEST,FL 33040.3110
State or Local Government Negotiated Contract:072533100
Solution
Product Description Agreement Information Trade Information I Requested
Item Install Date r'
1.W7970P(WORKCENTRE 7970)
•Br Booklet Maker Lease Term: 48 months -Xerox WC5755P S/N XEK500622 11/5/2015
•Customer Ed Purchase Option: $1.00 Trade•tn as of Payment 56
•Analyst Services
Monthly Pricing
Item Lease Pont Charges Maintenance Plan Features
..`c,o Ile b 1111 Pitt PH'itH,":e
1.W7970P $273.73 1:BW 1•10,000 Included •Consumable Supplies Included for all pants
10,001+ $0.0049 •Pacing Fixed for Term
2:Color All Prints $0.0490
Total $273.73 Minimum Payments(Exc'uding Applicable Taxes)
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
L.HRISTINE M. LIMtER7-BARROWS
ASSIST 1.T COUNTY ATTORNEY
Date 1 (« i lfrD
A;.tt?oril.rrr SIflnatlure
Customer ackno s4edges receipt of the terms of this agreement Thank You for your businessl
htich consents of 3 pages Inducing this face page. This Agreement is proudly AERtl
p g p N presented by Xerox and r
Signer.RO Q �� Phone: (305)292.4453 Bert Budde ' '�rRv1'
(305)296.6201 GUARANT
S nature: Date: Of•04-aoI b For information on your Xerox Account,go to
w fr.xerox.corns AccolrittAanagemert
WS J73350 1119/201516:47:39 Confidential•Copyright 2008 XEROX CORPORATION.All rights reserved. Page 1 of 3
0 4 0 1 9 2 2 0 1 0 0 1 0 0 3 0
Lease Agreement xerox - t)
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.
Monthly Minimum Pricing Summary for the item to be installed at this location during the
3 Month Introductory Period
Month 1 Month 2 Month 3 Full Amount
Product $240.73 $240.73 $240.73 $273.73
Total $240.73 $240.73 $240.73 $273.73
Introductory Pricing Detail for Each Applicable Item
Item Contract ( Product I Print Charges Maintenance Plan Features
Months I f.tr,wow]Pa-roar I( i..: r a it ra [,unl t'ac Print R,se
1.W1970P 1:BW 1•10,000 Included •Full Service Maintenance Included for all prints
1-3 S240.73 10,001+ $0.0016 -Consumable Supplies charge only
2.Color All Prints $0.0275
WS J73350 1119P201518:47:39 Confidential-CopyrightO2008 XEROX CORPORATION.All rights reserved. Page 2 of 3
0 9 0 1 9 2 2 0 1 0 0 2 0 0 3 0
Lease Agreement xerox ,)
(' Terms and Conditions
INTRODUCTION: fiscal period for which sufficient appropriations were received without penalty or
1.NEGOTIATED CONTRACT. The Products are subject solely to the terms in the expense to you,except as to the portion of payments required hereunder for which
Negotiated Contract identified on the face of this Agreement,and,for any option you funds have been appropriated and budgeted.If you elect to terminate this Agreement,
have selected that is not addressed in the Negotiated Contract,the then-current you will return the Equipment,at your expense,to a location designated by Xerox and,
standard Xerox terms for such option. when returned,the Equipment will be in good condition and free of all liens and
GOVERNMENT TERMS: encumbrances.You will then be released from any further payment obligations beyond
2. REPRESENTATIONS & WARRANTIES. This provision Is applicable to those payments due for the current fiscal year(with Xerox retaining all sums paid to
governmental entities only.You represent and warrant,as of the date of this date).At least 30 days prior to the end of your fiscal year,your chief executive officer
Agreement,that(1)you are a State or a fully constituted political subdivision or agency (or legal counsel)will certify in writing that(a)despite reasonable efforts to obtain
of the State in which you are located and are authorized to enter into,and carry out, sufficient appropriations,funds have not been appropriated for the ensuing fiscal
your obligations under this Agreement and any other documents required to be period,and(b)you have exhausted all funds legally available for the payment of
delivered in connection with this Agreement(collectively,the'Documents');(2)the amounts due and to become due under this Agreement.To the extent permitted by
Documents have been duly authorized,executed and delivered by you in accordance applicable law,you will not use this non-appropriation provision as a substitute for
with all applicable laws,rules,ordinances and regulations(including all applicable laws convenience termination.
governing open meetings,public bidding and appropriations required in connection with PRICING PLAN/OFFERING SELECTED:
this Agreement and the acquisition of the Equipment)and are valid,legal,binding 4.FIXED PRICING. If'Pricing Fixed for Term'is Identified In Maintenance Plan
agreements,enforceable in accordance with their tens;(3)the person(s)signing the Features,the maintenance component of the Minimum Payment and Print Charges will
Documents have the authority to do so,are acting with the full authorization of your not increase during the initial Term of this Agreement
governing body and hold the offices indicated below their signatures,each of which are GENERAL TERMS&CONDMONS:
genuine; (4) the Equipment is essential to the immediate performance of a 5.REMOTE SERVICES.Certain models of Equipment are supported and serviced
governmental or proprietary function by you within the scope of your authority and will using data that is automatically collected by Xerox or transmitted to or from Xerox by
be used during the Term only by you and only to perform such function;(5)your the Equipment connected to Customer's network('Remote Data')via electronic
payment obligations under this Agreement constitute a current expense and not a debt transmission to a secure off-site location('Remote Data Access'). Remote Data
under applicable state law and no provision of this Agreement constitutes a pledge of Access also enables Xerox to transmit to Customer Releases for Software and to
your tax or general revenues,and any provision that Is so construed by a court of remotely diagnose and modify Equipment to repair and correct malfunctions.Examples
competent jurisdiction is void from the inception of this Agreement and(6)at payments of Remote Data include product registration,meter read,supply level,Equipment
due and to become due under this Agreement are payable from sources other than ad configuration and settings,software version,and problendfauft code data.Remote Data
valorem taxes.Your payment is due within 45 days of the invoice date. may be used by Xerox for billing,report generation,supplies replenishment,support •
3.FUNDING.This provision is applicable to governmental entities only.You intend to services, recommending additional products and services, and product
remit and reasonably believe that moneys in an amount sufficient to remit all payments improvement/development purposes.Remote Data will be transmitted to and from
due and to become due during the Term can and will lawfully be appropriated and Customer in a secure manner specified by Xerox.Remote Data Access will not allow
made available to permit your continued utilization of the Products and the performance Xerox to read,view or download the content of any Customer documents or other
of its essential function during the Term.The person in charge of preparing your budget information residing on or passing through the Equipment or Customer's information
will Include In each of your fiscal budgets a request for the payments due and to management systems.Customer grants the right to Xerox,without charge,to conduct
become due under this Agreement in such fiscal period.You acknowledge that Remote Data Access for the purposes described above. Upon Xerox's request,
appropriation of moneys for payment required under this Agreement is a governmental Customer will provide contact information for Equipment such as name and address of
function that you cannot contractually commit to in advance,and this Agreement does Customer contact and IP and physical addresses/locations of Equipment. Customer
not constitute:(1)a multiple fiscal year direct or indirect debt or financial obligation;(2) will enable Remote Data Access via a method prescribed by Xerox,and Customer will
an obligation payable In any fiscal year beyond the fiscal year for which funds are provide reasonable assistance to alow Xerox to provide Remote Data Access. Unless
lawfully appropriated;or(3)an obligation creating a pledge of or a lien on your tax or Xerox deems Equipment Incapable of Remote Data Access,Customer will ensure that
general revenues. If your governing board does not approve an appropriation of funds Remote Data Access is maintained at all times Maintenance Services are being
at any time during the Term for payments due and to become due for a fiscal year performed.
during the Term,you will have the right terminate this Agreement on the last day of the
Finanaal Intonation
6.TAX TREATMENT. Xerox has accepted this Agreement based on your representation that Xerox may claim any interest paid by you as exempt horn federal income tax under
Section 103(c)of the Internal Revenue Code('Code'). You will comply with the Information reporting requirements of Section 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 accurate
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 funds and upon demand by Xerox,you will pay Xerox an amount equal to its loss in this regard.You shall provide Xerox with a property prepared and executed copy
of US Treasury Form B038 or 8038•GC.
•
Item Finance Activity Int.Rate Total Inn.
Payable
1.W7970P •New Xerox Agreement(Govt. 11.75% $2,169.84
Form 8038)
WS J73350 11/9/2015 16:47:40 Confidential-CopyrghtO 200E XEROX CORP'RATION.All rights reserved. Page 3 of 3
0 4 0 1 9 2 2 0 1 0 0 3 0 0 3 1