06/11/2019 to 03/05/2022 MONROE COUNTY OFFICE OF BUDGET & FINANCE
PURCHASING DEPARTMENT
PH: 305-292-45 10 FAX: 305-295-4359
REM"WEST TO PURCHASE
To: Purchasing Department Date:.
From (Dept.): SOCIAL SERVICES Purchasing Approval: Sheryl Graham, Sr. Director
100017)
Name: Dotti Albury By:
Phone/Ext: 305-292-4587 - Account:
001-61504-530440
Ship to Location: 163 Grant/Pro�ct: Bayshore Manor
Qty. Unit Prod.# Description Unit Cost Total Cost Acct. #
1 1 For the purposes of paying $5,981.40 001-61504-530440
monthly lease charges for a Rentals and Leases
C8035 copier Xerox machine
at Ba shore Manor. Total
lease time-36 months.
C$166.15/month. 2000
B/W copies/MO (Max)
Color available on a per.copy
Basis.
Total 55,981.40
Items needed by:
Vendor Name: Xerox Vendor#: 001689
Item: General Revenue
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( ) By: Date:
Purchasing Office use only:
Reviewed ( ) By: Date:
O.M.B.Form,Wll#, Ke%tud 9103107
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.5
CC UIN J'Y ADMINISTRATOR
CONTRACT SUMMARY FORN/I FOR ('ON TRACTS LESS Tf IAN $50,000.00
Contract with: Xerox Corporation Contract
Fffiectiv,e Date: 06/11/2019
('ontract PUrpose/Deseription: Expiration Date: 03/05/2022
:To pay monthly lease charges for a C8035 Copier Xerox machine at Bayshore Manor.
Total lease time - 36 months @ $166-15/month. 2000 B/W copies/MO (Max). Color
available on a per copy basis.
Gontnact is Original Agreement Contract Amendment/Extension Renewal
C'ontra(:t %lanaper: Sheryl Graham 4510
Social Services/Stop 1
(Naine) (f-,
At.) (Department/Stop 4)
C'ONTRACTCOSTS
-1 ()[Ird Dollar Value of('ontra& 5,981,40 Current Year Portion: S
Of multi,%ear a2reement am, 1,993.80
]'4quiro MCC appro%a1.tjlflcsti 111C
Budol-ned? YeSM No Account ('odes: 00, 61504 530440
Gzant� ,� S000
ounty Match: $ S0,00
ADDITIONAL (IOSTS
Ongoing Casts; $0,00
2:- ,yr For:
Ticluded in dollar value above)
(.e.L7, maintenance, utilities, janitorial, salaries, etc,
CONTRACT RFVIF%1v'
C'han(,es
I Date Out
Date In Needed ncnt Head- ) ,
-911IX2,0 Ye,,[-]NoE] &A=
TZI,k Mana,,ement 9-11-2020 YeSF-1Nog t 9-11-2020
O.M.B. Purchasing 9/11/20 YeSDNo B v-CckeU
__qLtlp Q_
Attorne, YeSE]NoF—xl 9/11/20
onnincnts:
iscd BOCC 7/17/19
Page 73 of 86
Customer: MONROE,COUNTY OF
$!IITo: COUNTY OF MONROE install: COUNTY OF MONROE
SOCIAL SERVICES BAYSHORE MANOR
HELEN GARC1AtRM1-190 5200 COLLEGE RD
1100 SIMONTON ST KEY WEST,FL 33040.4302
KEY WEST,FL 33040-3110
State or Local Government Negotiated Contract:072533100
s'
;—
1.C8035H ?(EROX C8035H)
1 Line Fax Lease Term: 36 months 3/512019
Customer Ed Purchase Option: $0.00
Analyst Services
8
IN
in
1.C8035H $166.15 1:Black and 1 -2,004 I Included Consumable Supplies Included for all prints
White 2,001+ ] $0,0056 Pricing Fixed for Term
Impressions
2:Color All Prints Z0524
Impressions
Total $166.15 Minimum Payments Excluding,Applicable Taxes)
777,7
7 ,77777777777 777-77777777—: ', ,77777774
Mwal It
II ( lzolq
-➢NIG.c#.`!&`Sa2N.kSe..�XF33M,F'd4H"MYd2WWEbfllt\MR if&ih.".NAILYllUSiSi�+ - rtiuNt.— i�F.Vtd'�F'�1WtiR 39?:t�@WM1)d��".4"fhk�4�rd14�x..'N s t d3 ":ea.SeS.�L Uk �����r re��fo0�N9tdS�RV.IYA'"..i�,ik!llRh4YdAM:,Yk 4 F = •S3tl4T 'AIItiID\U\�1
Customer acknowledges receipt of the terms of this agreement Thank You for your business!
which consists of 3 pages including this race page. T
This Agreement is proudly presented by Xerox and i
Signer: Print Name> r Phone: (305)292.4510 Bert Budde
(305)296-6201 ;
tdAT !
For information on your Xerox Account,go to
Signature Date, w xerox comiAccatint lariauerrient _f
o�3
826
{e �klfr�0212672019 09:08:55i Confidential-Copyright 2008 XERCrX CORPORATIfJN.AI[rights reserved. Page 1 of 3
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RbN ��l l 1
Introductory Pricing xerox
You are receiving special Introductory Pricing.Your Minimum Payment for Products identified in the Pricing[retail table below will be adjusted during the
Introductory Pricing period asset 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,
P1��rlt(l 1 Month 2 Month 3 Full Amount
Product $157.75 $157.75 $15735 $166.15 �
Total $157.75 $157.75 $157.75 $166.1
Introductory Pricing detail for Each Applicable Item
p{ {1 p
9.C8035H 1-3 $157.75 1:Black and 1-2,t)oo ; included FuA Service Maintenance Included for all prints
Whit' 2.001+ $tF,0014 Censumable Suppl4es charge only
Impressions
2:color All Prints $0,0276
t
Impressions
WS 562553 C12t26t2019 t19:p8.5Fi Confidential-Crrpyright�2prltt?CEROX OORPORATION.All rights reserved. Page 2 of 3
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xerk x
INTRODUCTION: during the Term,you will have the right terminate this Agreement on the last day of the
f 1.NEGOTIATED CONTRACT. The Products are subject solely to the terms in the fiscal period for which sufficient appropriations were received without penalty or
Negotiated Contract identified on the face of this Agreement,and,for any option you expense to you,except as to the portion of payments required hereunder for which
have selected that is not addressed in the Negotiated Contract,the then-current funds have been appropriated and budgeted,If you elect to terminate this Agreement, I
standard Xerox terms for such option. you will return the Equipment,at your expense,to a location designated by Xerox and, j
GOVERNMENT TERMS: when returned,the Equipment will be in good condition and free of all liens and
2. REPRESENTATIONS & WARRANTIES. This provision is applicable to encumbrances.You will then be released from any further payment obligations beyond
governmental entities only. You represent and warrant, as of the date of this those payments due for the current fiscal year(with Xerox retaining all sums paid to
Agreement,that:(1)you are a State or a fully constituted political subdivision or agency date),At least 30 days prior to the end of your fiscal year,your chief executive officer
of the State in which you are located and are authorized to enter into,and carry out, (or legal counsel)will certify in writing that(a)despite reasonable efforts to obtain
your obligations under this Agreement and any other documents required to be sufficient appropriations,funds have not been appropriated for the ensuing fiscal
delivered in connection with this Agreement(collectively,the"Documents');(2)the period,and(b)you have exhausted'all funds legally available for the payment of
Documents have been duly authorized',executed and delivered by you in accordance amounts due and to become due under this Agreement.To the extent permitted by
with all applicable laws,rules,ordinances and regulations(including all applicable taws applicable law,you will not use this non-appropriation provision as a substitute for
governing open meetings,public bidding and appropriations required in connection with convenience termination.
this Agreement and the acquisition of the Equipment)and are valid,legal,binding PRICING PLANIOFFERING SELECTED,
j agreements,enforceable in accordance with their terms,(3)the person(s)signing the 4.FIXED PRICING. If"Pricing Fixed for Term"is identified in Maintenance Plan
Documents have the authority to do so,are acting with the full authorization of your Features,the maintenance component of the Minimum Payment and Print Charges will
governing body and hold the offices indicated below their signatures,each of which are not increase during the initial Term of this Agreement.
genuine; (4) the Equipment is essential to the immediate performance of a GENERAL TERMS&CONDITIONS:
governmental or proprietary function by you within the scope of your authority and will 5.REMOTE SERVICES.Certain models of Equipment are supported and serviced
be used during the Term only by you and only to perform such function;(5)your using data that is automatically collected by Xerox or transmitted to or from Xerox by
payment obligations under this Agreement constitute a current expense and not a debt the Equipment connected to your network("Remote Data")via electronic transmission I
under applicable state law and no provision of this Agreement constitutes a pledge of to a secure off-site location("Remote Data Access"). Remote Data Access also
your tax or general revenues,and any provision that is so construed by a court of enables Xerox to transmit Releases of Software to you and to remotely diagnose and I
competent jurisdiction is void from the inception of this Agreement;and(6)all payments modify Equipment to repair and correct malfunctions.Examples of Remote Data include
due and to become due under this Agreement are payable from sources other than ad product registration,meter read,supply level,Equipment configuration and settings,
E valorem taxes.Your payment is due within 45 days of the invoice date, software version,and problemlfault code data.Remote Data may be used by Xerox for
3.FUNDING.This provision is applicable to governmental entities only.You intend to billing,report generation,supplies replenishment,support services,recommending
remit and reasonably believe that moneys in an amount sufficient to remit all payments additional products and services,and product improvement/development purposes.
due and to become due during the Term can and will lawfully be appropriated and Remote Data will be transmitted to and from you in a secure manner specified by
made available to permit your continued utilization of the Products and the performance Xerox.Remote Data Access will not allow Xerox to read,view or download the content
of its essential function during the Term.The person in charge of preparing your budget of any of your documents or other information residing on or passing through the
will include in each of your fiscal budgets a request for the payments due and to Equipment or your information management systems.You grant the right to Xerox,
become due under this Agreement in such fiscal period,You acknowledge that without charge,to conduct Remote Data Access for the purposes described above,
appropriation of moneys for payment required under this Agreement is a governmental Upon Xerox's request,you will provide contact information for Equipment such as name
function that you cannot contractually commit to in advance,and this Agreement does and address of your contact and IP and physical addressesilocations of Equipment.
not constitute;(1)a multiple fiscal year direct or indirect debt or financial obligation;(2) You will enable Remote Data Access via a method prescribed'by Xerox,and you will
an obligation payable in any fiscal year beyond the fiscal year for which funds are provide reasonable assistance to allow 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,you 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.
lr,�,HuM
t.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("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 i
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 properly prepared and executed copy
of US Treasury Form 8038 or 8038-GC.
Item Finance Activity Int.Rate Total 11
Payable
1,C8035H New Xerox Agreement(Govt. 11,75% $878.12 -
Form 8038)
l
i
1
S
f{
VUS 582663 0212fi12(119 09r08:56 Con6dentfal�Copyrights 21Y118 XEROX CORPtOl2ATlt]N.All rights reserved. Rage 3 of 3
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Graharn-Sher
Crom: Buddes Photography <buddeskw@aol.com>
Sent, Monday, August 17, 2020 3:30 PM
To: Albury-Dotti
Cc: Graham-Sheryl;Wilkes-Kim; Holtzermann-Simone
Subject: Re: URGENT MESSAGE FROM XEROX - PURCHASE ORDER RENEWAL FY21
CAUTION
Hi Sheryl,
This Xerox model#C8035h
Egon IBM 01911151M
3TX412603 00060809 05/30/2020
Was financial installed on 06/11/2019 on a 36. Month Term Lease. I know you budget for the 36 months but the
County's PO's normally reflect the current fiscal year so I believe Xerox is requesting an updated PO showing the current
period or one that will cover the entire contract. It would not make sense to look at a new piece of equipment till
towards the end of the lease 6/11/22. If you have any questions, please let me know,
Thanks,
Bert
Bert J Budde Sr
Professional Photography
3216 Flagler Ave
Key West, FL 33040
ernail: bA(je,�i-kw@,,aol.com
ph: 305-924-0169
On Aug 17, 2020, at 9:33 AM, Albury-Dotti<&1bury-Q ov>wrote:
I have a copy of the last lease agreement. I can try that and see if Lisa in OMB accepts it. I will take care
of this today. I'll put the request to purchase in your in box.
From: Graham-Sheryl <Grahar'n-Sheryl@=�Lc)IL��LeC,(?y Lly- Gov>
Sent: Monday, August 17, 2020 9:32 AM
To:Albury-Dott'<Llb I _q�DotlAiMp_g r ount �41. qy>; Wilkes-Kim <'1/ ilkes-Kirn@MonroeCou.01y
F-L.Gov>
Cc: Holtzermann-Simone<Holtzermann-SinnoiLe M n rpjg ggy>; Photography Buddes
<buddesL\kajQ.JcqM>
Subject: Re: URGENT MESSAGE FROM XEROX- PURCHASE ORDER RENEWAL FY21
Dotti, can you please handle this for Simone? Kim probably has a file on Bayshore Manor's
copy machine with all of the info from last time. Burt Budde is who does the quotes and gives
1