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Home My WebLink About20242274.tiffCon -a ci- ID## 8-131 SERVICE AGREEMENT BETWEEN WELD COUNTY AND CAPITAL BUSINESS SYSTEMS, INC THIS AGREEMENT is made and entered into this 30th day of September, 2024, by and between the Board of Weld County Commissioners, on behalf of Printing and Supply, hereinafter referred to as "County," and Capital Business Systems, INC, hereinafter referred to as "Contractor". WHEREAS, County requires an independent contractor to perform the services required by County and set forth in the attached Exhibits; and WHEREAS, Contractor is willing and has the specific ability to perform the required services at or below the cost set forth in the attached Exhibits; and WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the equipment, materials and services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Contractor and Contractor's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall based upon order of attachment. Exhibit A consists of County's Request for Bid (RFB) as set forth in Bid Package No. B2400123. Exhibit B consists of Contractor's Response to County's Request. 2. Service or Work. Contractor agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the Work described in the attached Exhibits. Contractor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement, and ends one year later. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements dicL 9/30/21 Cc on lock yCPS iadnOMo ) 0xx5s 2 07_4-iZ 274 L/60/24 PU DUZ� which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own convenience upon thirty (30) days written notice to Contractor. Due to the time needed for County to procure replacement services, Contractor may terminate this Agreement for its own convenience upon ninety (90) days written notice to County. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have fifteen (15) days after receiving such notice to cure such breach. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver to County all completed or partially completed Work under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Upon termination of this Agreement by County, Contractor shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. 6. Compensation. Upon Contractor's successful completion of the Work, and County's acceptance of the same, County agrees to pay Contractor an amount not to exceed $29,860.00. In addition to this amount, maintenance that includes parts, labor, and toner, will be $0.007 cost per page for black and a cost of $0.05 for color copies. This cost has been identified to remain at a fixed rate for 60 months as set forth in the Exhibits. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Contractor shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of 2 the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 7. Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. 8. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of the Work without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Contractor shall require each subcontractor, as approved by County and to the extent of the Work to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 9. Warranty. Contractor warrants that the Work performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. Contractor further represents and warrants that all Work shall be performed by qualified personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications. 10. Acceptance of Services Not a Waiver. Upon completion of the Work, Contractor shall submit to County originals of all test results, reports, etc., generated during completion of this work. Acceptance by County of reports and incidental material(s) furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the project. In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default. No assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the County of, or payment for, the Work completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 3 11. Insurance. Contractor must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. For all coverages, Contractor's insurer shall waive subrogation rights against County. Types of Insurance. Workers' Compensation /Employer's Liability Insurance as required by state statute, covering all of the Contractor's employees acting within the course and scope of their employment. The policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance including public liability and property damage, covering all operations required by the Work. Such policy shall include minimum limits as follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal injury $5,000; Medical payment per person. Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Proof of Insurance. Upon County's request, Contractor shall provide to County a certificate of insurance, a policy, or other proof of insurance as determined in County's sole discretion. County may require Contractor to provide a certificate of insurance naming Weld County, its elected officials, and its employees as an additional named insured. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above described insurance prior to their commencement of the Work, or otherwise that they are covered by the Contractor's policies to the minimum limits as required herein. Contractor agrees to provide proof of insurance for all such subcontractors upon request by the County. No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contractor shall maintain, 4 at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. 12. Indemnity. The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement. It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. 13. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 14. Examination of Records. To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Contractor, involving all matters and/or transactions related to this Agreement. Contractor agrees to maintain these documents for three years from the date of the last payment received. 15. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 16. Notices. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: a) personal service by a reputable courier service requiring signature for receipt; or b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or 5 c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may change its notice address(es) by written notice to the other. Notice may be sent to: TO CONTRACTOR: Name: Capital Business Systems, INC. Position: Sales Manager Address: 4812 McMurry Ave., Suite 180 Address: Fort Collins, CO 80525 E-mail: jweber@capitalmds.com Phone: 1-800-221-0604 TO COUNTY: Name: Edna Mata Position: Print Shop Manager Address: 1500 2nd Street Address: Greeley CO 80631 E-mail: emata@weld.gov Phone: 970-400-2050 17. Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 18. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. 19. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 20. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 21. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24- 50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 6 22. Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 24. Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 25. No Third -Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 26. Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado, or its designee. 27. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 28. Public Contracts for Services. Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this Agreement. Contractor will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E -Verify program. Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into a contract with a subcontractor that fails to certify with Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while this Agreement is being performed. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Contractor shall 7 notify the subcontractor and County within three (3) days that Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Contractor shall not terminate the contract if within three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Contractor shall comply with reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment. Contractor shall, within twenty days after hiring a new employee to perform work under the contract, affirm that Contractor has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Contractor shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee and shall comply with all the other requirements of federal or state law. If Contractor fails to comply with any requirement of this provision, County, may terminate this Agreement for breach, and if so terminated, Contractor shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Contractor receives federal or state funds under the contract, Contractor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States, if such individual applies for public benefits provided under the contract. If Contractor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by federal or state law, and (c) shall produce one of the forms of identification required by federal law prior to the effective date of the contract. 29. Attorney's Fees/Legal Costs. In the event of a dispute between County and Contractor concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 30. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. 8 C NTRACTOR: goi.a By: N71: I,-,Easazz_ { S � M� Ti le: � 2.04V Da a of Signature WELD COU -` _ ATTEST: a / Weld County Clerk to the Boar BY: Deputy Clerk to the Board 9 ARD OF COUNTY COMMISSIONERS COUNTY, C LORADO ck, Chair Pro —Tern SEP 3 0 2024 Exhibit A Weld County Finance Department Purchasing Division 1301 North 17"' Avenue Greeley, Colorado 80601 Supply (Recurring) - Invitation for Bid (IFB) Cover Sheet Bid Number: Title: Issue Date: Questions Due: Questions email: Bid Due Date: Bid Delivery: For additional information: IFB Schedules B2400123 Canon Multi -Function Printers (with Attachments) August 13, 2024 August 16, 2024, by 11:00 AM MDT bids@weld.gov August 23, 2024, by 10:00 AM MDT, Purchasing's Clock Preferred email to bids©weld.gov or hand delivery to 1301 North 17th Avenue, Greeley, CO 80631 bidsweld gov Documents Included in this Bid Package S chedule A: Bid Instructions S chedule B: Scope of Work Schedule C: Project Schedule Schedule D: Bid Form S chedule E: Insurance & Bonds S chedule F: Weld County Contract IFB Attachments Attachment 1 - DX C5850i Specifications Attachment 2 - DX4945i Specifications Table of Contents S upply (Recurring) - Invitation for Bid (IFB) Cover Sheet 1 Documents Included in this Bid Package 1 IFB Schedules 1 IFB Attachments 1 S chedule A - Bid Instructions 3 Purpose/Background 3 Bid Advertisement 3 Bid Submission 3 Introductory Information 3 Cooperative Purchasing 4 S chedule B - Scope of Work 5 Project Overview 5 Method of Procurement 5 Pricing Method 5 Project Scope 5 S chedule C - Project Schedule 8 Schedule 8 S chedule D - Bid Form 9 Bid Submittal Instructions 9 Fees 9 Attestation 10 S chedule E — Insurance 12 Insurance 12 Insurance Mailing Information 13 S chedule F - Weld County Contract 14 Contractual Obligations 14 Weld County Standard Contract 14 B2400123 2 Schedule A - Bid Instructions Purpose/Background The Board of County Commissioners of Weld County, Colorado, by and through its Purchasing Office (collectively referred to herein as, "Weld County"), wishes to purchase the following: Cannon Multi -Function Printers (with attachments) Bids will be received until: August 23, 2024, at 10:00 MST (Weld County Purchasing Time Clock). The submitted bids will be read over a Microsoft Teams Conference Call on August 23, 2024, 2024 at 10:30 MST AM. To join, call the phone number and enter the Conference ID provided below or you are invited to attend the bid opening in person at the Weld County Purchasing Conference Room, 1301 N. 17th Avenue, Greeley, CO 80631. Phone number: 720-439-5261 Phone Conference ID: 396383562# Bid Advertisement You can find information concerning this request on the BidNet Direct website at https://www.bidnetdirect.com/ Weld CoLnty Government is a member of BidNet Direct. BidNet Direct is an on-line notification system which is being utilized by multiple non-profit and governmental entities. Participating entities post their bids, quotes, proposals, addendums, and awards on this one centralized system. Bid Submission 1. PREFERRED: emailbidstobids@eweld.gov Ifyourbidexceeds25MBpleaseuploadyour bid to https://www.bidnetdirect.com. The maximum file size to upload to BidNet Direct is 500 MB. If vendor does not desire email submission, sealed bids will be received at the Office of the Weld County Purchasing in the Weld County Building located at 1301 North 17th Avenue, Greeley, CO 80631 by the bid due date and time. 2. PDF format is required. Emailed bids must include the following statement on the email: "I hereby waive my right to a sealed bid". An email confirmation will be sent when your bid has been received. Please call Purchasing at 970-400-4222 or 4223 with any questions. Introductory Information 1. Bids shall be typewritten or written in ink on forms prepared by the Weld County Purchasing Division. Each bid must give the full business address of bidder and be signed by him with his usual signature. Bids by partnerships must furnish the full names of all partners and must be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and title of the person signing. Bids by corporations must be signed with the legal name of the corporation, followed by the name of the state of the incorporation and by the signature and title of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A bid by a person who affixes to his signature the word "president," "secretary," "agent," or other title without disclosing his principal, may be held to be the bid of the individual signing. When requested by the Weld County Procurement Manager satisfactory evidence of the authority of the officer signing on behalf of a corporation B2400123 3 shall be furnished. A power of attorney must accompany the signature of anyone not otherwise authorized to bind the Bidder. All corrections or erasures shall be initialed by the person signing the bid. All bidders shall agree to comply with all of the conditions, requirements, specifications, and/or instructions of this bid as stated or implied herein. All designations and prices shall be fully and clearly set forth. All blank spaces in the bid forms shall be suitably filled in. Bidders are required to use the Proposal Forms which are included in this package and on the basis indicated in the Bid Forms. The Bid Proposal must be filled out completely, in detail, and signed by the Bidder. 2. Late or unsigned bids shall not be accepted or considered. It is the responsibility of the bidder to ensure that the bid arrives in the Weld County Purchasing Division on or prior to the time indicated in Section 1, entitled, "Notice to Bidders." Hard copy bids received prior to the time of opening will be kept unopened in a secure place. No responsibility will attach to the Weld County Procurement Manager for the premature opening of a bid not properly addressed and identified. Bids may be withdrawn upon written request to and approval of the Weld County Procurement Manager; said request being received from the withdrawing bidder prior to the time fixed for award. Negligence on the part of a bidder in preparing the bid confers no right for the withdrawal of the bid after it has been awarded. Bidders are expected to examine the conditions, specifications, and all instructions contained herein, failure to do so will be at the bidders' risk. 3. In accordance with Section 14-9(3) of the Weld County Home Rule Charter, Weld County will give preference to resident Weld County bidders in all cases where said bids are competitive in price and quality. It is also understood that Weld County will give preference to suppliers from the State of Colorado, in accordance with C.R.S. § 30-11-110 (when it is accepting bids for the purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of Weld County). Weld County reserves the right to reject any and all bids to waive any informality in the bids, to award the bid to multiple vendors, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor. 4. In submitting the bid, the bidder agrees that the signed bid submitted, all of the documents of the Invitation for Bid contained herein (including, but not limited to the product specifications and scope of services), the formal acceptance of the bid by Weld County, and signature of the Chair of the Board of County Commissioners, together constitutes a contract, with the contract date being the date of signature by the Chair of the Board of County Commissioners. Cooperative Purchasing Weld County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Vendor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Weld County in the current term or in any future terms. B2400123 4 Schedule B - Scope of Work Project Overview Weld County is seeking bids for a vendor to provide Cannon Multi -Function Printers (with Attachments) Method of Procurement Invitation for Bid (IFB): is a procurement method often referred to as a sealed bid solicitation. When issued. the bid package is considered complete for bidding purposes. Responsiveness to the solicitations terms and conditions are required. Incomplete or non -responsive bids will be eliminated from consideration. Low price is the key consideration by Weld County in awarding an IFB the contract. Pricing Method Lump Sum Price: The lump sum price is the simplest and easiest price. Based on specifications, the contractor estimates their cost to provide the work, adds a profit margin, then proposes the sum as a price of the project. Lump Sum requires the proposals to include a fixed, not -to -exceed lump sum, which shall include all costs that may be paid to the contractor. The solicitation may include an itemized list of costs, in which case the proposals shall include itemized costs. Project Scope The scope of this project is for the purchase of multiple Cannon Multi -Function Printers with attachments. Cannon DX C5850i Multi -Function Printer Specifications Below is a list of specifications for the Cannon DX C5850i Multi -Function Printers: 1. The Cannon DX C5850i Multi -Function Printer shall meet the specifications identified in Attachment 1 — DX C5850i Specifications. 2. No equipment substitutes will be accepted due to compatibility requirements. 3. The County desire to purchase five (5) main units. 4. Each unit shall have an Inner Finisher L-1 with the following capabilities: a. 2 -tray, 550 -sheet capacity b. Corner and double stapling up to 50 sheets within the footprint of the main unit c. Supports Staple -Free Stapling (up to 10 pages, 17 lb. Bond) and Staple on Demand d. Supports optional internal 2/3 -hole puncher (Inner 2/3 Hole Puncher -D1) 5. Each unit shall have a cassette feeding unit AQ1 with the following specifications: a. Two 550 -sheet cassettes b. Supports up to 12" x 18". c. 14 lb. Bond to 140 lb. Index 6. Each unit shall have a Staple Finisher AB2 with the following specifications: a. 2 -tray, 3,250 -sheet capacity b. b. Corner and double stapling up to 50 sheets c. Supports Staple -Free Stapling (up to 10 pages, 17 lb. Bond) and Staple on Demand d. Supports optional internal 2/3 -hole puncher (2/3 Hole Puncher Unit -A1) B2400123 5 7 Each unit shall have a High -Capacity Cassette Feeding Unit C-1 with the following specifications a 2,450 -sheet capacity b Supports up to Letter c 14 lb Bond to 140 lb Index 8 Delivery locations Below are the delivery locations for the printers Price shall include delivery, setup, and commissioning Quantity of Pnnters Office Name Address 2 Assessor 1400 N 17th AVE, Greeley, CO 80631 1 Human Services 2950 9th ST Fort Lupton, CO 80621 1 Human Services 315 N 11th Ave Greeley CO 80631 1 Human Services 822 fth St Greeley CO 80631 Cannon DX 4945i Multi -Function Printer Specifications Below is a list of specifications for the Cannon DX 4945i Multi -Function Printers 1 The Cannon DX 4945i Multi -Function Printer shall meet the specifications identified in Attachment 1 — DX 4945i Specifications 2 No equipment substitutes will be accepted due to compatibility requirements 3 The County desire to purchase two (2) main units 4 Each unit shall have a Booklet Finisher AE1 with the following capabilities a 2 -tray, 3,250 sheet capacity b Corner and double stapling up to 50 sheets (80 gsm) c Booklet -making up to 20 sheets and non -staple saddle folded capacity up to 3 sheets (A3/A4R) d Supports Eco stapling 8 sheets (80 gsm) and Staple On Demand 50 sheets (80 gsm) e Supports optional 2/4 and 4 hole inner punchers 5 Each unit shall have a cassette feeding unit AW1 with the following specifications a Supports up to A3 b Media weight 52 — 256 GSM c 2 x 550 sheets (80 gsm) 6 Each unit shall have a Staple Finisher AE1 with the following specifications a 2 -tray, 3,250 sheet capacity b Corner and double stapling up to 50 sheets (80 gsm) c Supports Eco stapling 8 sheets (80 gsm) and Staple On Demand 50 sheets (80 gsm) d Must supports optional 2/4- and 4 -hole inner punchers 7 Delivery locations Below are the delivery locations for the printers Price shall include delivery, setup, and commissioning Quantity of Pnnters 2 Maintenance Office Name Human Services Address 822 7th ST Greeley CO 80631 Weld County is interested in obtaining maintenance costs for these equipment items The B2400123 6 maintenance items are below and shall be provided when submitting Schedule D — Bid Form 1 Toner The cost of toner shall be provided by using one of two methods Vendor must - clearly identify these methods a The first method is the Cost per Sheet Method Using the Cost Per Sheet method identify how much a color sheet costs and how much a black sheet cost b The second method is by using the costs of toner For this method, the bidder would provide an original invoice for the purchase of the toner along with the' percentage of markup c The County reserves the right' to determine which method makes best, operational sense 2 Labor & Diagnostics The hourly costs for all labor during normal business hours of 8 AM to 5 PM In addition, provide the cost of labor for work,that may be done after -business hours 3 Parts & Supplies The space provided in Schedule D — Bid Form is to identify the markup percentage for parts For any parts that are purchased, the bidder must submit original invoice to show the County how much was paid ' r Maintenance Term The maintenance term will be for one year from September' 1, 2024, until August 31', 2025 The County anticipates evaluating and renewing contract in annual increments up to three additional annual periods B2400123 7 Schedule C - Project Schedule Schedule Below is the anticipated solicitation schedule for this project: Advertisement Date Bid Questions Due Bid Questions Answered Bids Are Due Bid Award Notice Contract Execution Delivery of Goods August 13, 2024 August 16, 2024 August 20, 2024 August 23, 2024 September 11, 2024 September 18, 2024 September 25, 2024 B2400123 8 Schedule D - Bid Form Bid Submittal Instructions The following items must be completed and submitted with your bid on or before the bid opening deadline of 10:00 AM MDT on August 23, 2024: 1) Schedule D — Bid Form 2) W9, if applicable.* 3) Any potential or future Addenda must be completed/acknowledged. 4) All other items as requested in the Bid Specifications and/or Scope of Work. *A current W9 is required for new bidders. If you have previously worked with Weld County, only provide your W9 if there has been a charge. Failure to include any of the above items upon submittal of your bid may result in your bid being incomplete, non -responsive and your bic being rejected. If there are any exclusions or contingencies submitted with your bid it may be disqualified. Fees For the equipment, provide fees for this project in the space below. Provide the price each. Price shall include delivery to addresses shown above, installation, startup, and commissioning. Then provide the total by multiplying by the quantity listed. Complete the subtotal and grand total for this bid in the space provided. Item Quantity Total Price Each DX C5850i Multi -Function Printer 5 Inner Finisher L-1 5 Cassette Feeding Unit AQ1 5 Staple Finisher AB2 5 Subtotal $ DX 4945i Multi -Function Printer 2 Booklet Finisher AE1 2 Cassette Feeding Unit AW1 2 Staple Finisher AE1 2 Subtotal $ $ Grand Total Equipment (add both subtotals) For the maintenance costs, provide feeds for this project in the spaces below: 1. Toner. The cost of toner shall be provided by using one of two methods. Vendor must clearly identify which method is proposed by checking the appropriate box: The first method is the Cost per Sheet Method. Using the Cost Per Sheet method identify how much a color sneet costs and how much a black sheet cost. B2400123 9 Color: $ Black: $ The second method is by using the costs of toner. For this method, the bidder would provide an original invoice for the purchase of the toner along with the percentage of markup. Toner Markup: The County reserves the right to determine which method makes best operational sense. 2. Labor & Diagnostics. The hourly costs for all labor during normal business hours of 8 AM to 5 PM. In addition, provide the cost of labor for work that may be done after -business hours. Normal Business Hourly Rate: $ After-hours Hourly Rate: $ Annual escalation Rate: $ 3. Parts & Supplies. The space provided in Schedule D — Bid Form is to identify the markup percentage for parts. For any parts that are purchased, the bidder must submit original invoice to show the County how much was paid. Parts Markup: The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The bid proposed herein meets all the conditions, specifications and special provisions set forth in the Invitation for Bid for Request No. #B2400123. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named bidder for the amount shown on the accompanying bid sheets. 4. Acknowledgement of Schedule E — Insurance and Bond 5. Acknowledgment of Schedule F — Weld County Contract 6. By submitting a responsive bid or proposal. the supplier agrees to be bound by all terms and conditions of the solicitation as established by Weld County. 7. Weld County reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor. Attestation B2400123 10 Item Company Name Address Entry Phone Email FEIN/Federal Tax ID # CONTRACTOR By Name Title Date of Signature B2400123 _ _ 11- Schedule E — Insurance Insurance 1. The Contractor shall furnish a certificate of insurance for commercial general liability, comprehensive automobile liability, workers' compensation, and professional liability upon notification of award and prior to performance. Work shall not commence under this Agreement/Contract until the Contractor has submitted to the County, and received approval thereof, the certificate of insurance showing compliance with the following types and coverage of insurance. a. Commercial General Liability Insurance: to include products liability. completed operations, contractual, broad form property damage, and personal injury. Each Occurrence General Aggregate $1,000,000 $2,000,000 b. Comprehensive Automobile Liability Insurance: to include all motor vehicles owned, hired, leased, or borrowed. Bodily Injury/Property Damage $1,000,000 (each accident) Personal Injury Protection Per Colorado Statutes c. Workers' Compensation Insurance: Per Colorado Statutes d. Professional Liability Insurance*: to include coverage for damages or claims for damages arising out of the rendering, or failure to render, any professional services. Each Occurrence $1,000,000 *This insurance requirement applies only to Contractors who are performing services under this Agreement as professionals licensed under the laws of the State of Colorado, such as physicians, lawyers, engineers, nurses, mental health providers, and any other licensed professionals. 2. The Contractor's commercial general liability, comprehensive automobile liability, workers' compensation, and professional liability insurance policies and/or certificates of insurance shall be issued to include Weld County Government as an "additional insured" and shall include the following provisions: a. Underwriters shall have no right of recovery or subrogation against the County, it being the intent of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses resulting from the actions or negligence of the Contractor. b. The insurance companies issuing the policy or policies shall have no response against the County for payment of any premiums due or for any assessments under any form of any policy. B2400123 12 c. Any and all deductibles contained in any insurance policy shall be assumed by and at the sole risk of the Contractor. 3. If any of the said policies shall be or at any time become unsatisfactory to the County as to form or substance, or if a company issuing any such policy shall be or at any time becomes unsatisfactory to the County, the Contractor shall promptly obtain a new policy, submit the same to the Purchasing Division of Weld County for approval, and thereafter submit a certificate of insurance as herein provided. a. Upon failure of the Contractor to furnish, deliver, and maintain such insurance as provided herein. this Agreemert/Contract, at the election of the County, may be immediately declared suspended, discontinued, or terminated. b. Failure of the Contractor to obtain and/or maintain any required insurance shall not relieve the Contractor from any liability under the Agreement/Contract, nor shall the insurance requirements be construed to conflict with the obligations of the Contractor concerning indemnification. c. Contractor shall provide copies insurance coverage policies to the County department maintaining contract administration duties. These include initial policy. updated/changes to coverage, extensions, renewals, etc. 4. If the Contractor is a Joint Venture, then the respective parties thereto are each individually held fully responsible for completicn of the project according to the terms of this Agreement. The parties thereto also have joint and several liabilities to the County for any liquidated damages assessed or for performance bond claims against the Joint Venture. The performance bond and all insurance required by this Agreement shall set forth the identity of each party to the Joint Venture. Insurance Mailing Information Certificates of Insurance, endorsements and bonds shall be provided to the County via electronic correspondence or mail using the information below: Email: Project Manager: Edna Mata Email: errata@weld.gov Telephone: (970) 400-2050 Mail: Weld County Printing & Supply ATTN: Edna Mata PO Box 758 Greeley, CO 80632 B2400123 13 Schedule F - Weld County Contract Contractual Obligations 1 The successful Contractor will be required to sign a contract substantially similar to the Weld County Standard Contract shown in Schedule F of this document. The County reserves the right to add or delete provisions to the form prior to Agreement execution. 2. Issuance of this solicitation does not commit the County to award any agreement or to procure. 3. If a formal contract is required, the Contractor agrees and understands that a Notice of Award does not constitute a contract or create a property interest of any nature until a contract is signed by the Awardee and the Board of County Commissioners and/or their authorized designee. 4. Contractor is responsible for reviewing the Weld County Standard Contract and understanding the terms and conditions contained therein, including, but not limited to, insurance requirements, indemnification, illegal aliens, equal opportunity, non - appropriation, and termination. 5. Contractor's Response to this solicitation is a willingness to enter into the Weld County Standard Contract or Contractor shall identify and include any proposed revisions they have for the Weld County Standard Contract. Any proposed revisions made by the Contractor after the County Notice of Intent to Award the Solicitation may be grounds for rescinding said Notice. The identification of willingness to enter into the standard Agreement is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project -by -project basis that provide further clarification. Weld County Standard Contract Supply Agreement Between Weld County and 'Contractor) THIS AGREEMENT is made and entered into this day of , 202, by and between the Board of Weld County Commissioners, on behalf of [Department], hereinafter referred to as "County," and [Contractor], hereinafter referred to as "Contractor". WHEREAS, County requires an independent contractor to supply materials to County as set forth in the attached Exhibits; and WHEREAS, Contractor is willing and has the specific ability to supply the required materials at or below the cost set forth in the attached Exhibits in accordance with the terms of this Agreement. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are B2400123 14 incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Contractor and Contractor's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall based upon order of attachment. Exhibit A consists of County's Request for Bid (RFB) as set forth in Bid Package No. B Exhibit B consists of Contractor's Response to County's Request. 2. Service or Work. Contractor agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the Work described in the attached Exhibits. Contractor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result n County's decision to withhold payment or to terminate this Agreement. The material and/or equipment shall be delivered to the location(s) specified herein. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement, and ends one year later. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own convenience upon thirty (30) days written notice to Contractor. Due to the time needed for County to procure replacement services, Contractor may terminate this Agreement for its own convenience upon ninety (90) days written notice to County. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have fifteen (15) days after receiving notice to cure such breach. Nothing herein shall be construed as giving Contractor the right to provide materials or services under this Agreement beyond the time when such materials or services become unsatisfactory to the County. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver to County all completed or partially completed Work under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Upon termination of this Agreement by County, Contractor shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. 6. Compensation; Invoicing. Upon Contractor's delivery of materials to County at the location described in the Exhibits, and County's acceptance of the same, County agrees to pay B2400123 15 Contractor as set forth in the Exhibits No payment in excess of that set forth in the Exhibits -will be made by County -unless a Change Order authorizing such additional payment has been specifically approved by Weld County If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith, return such payment(s) to County Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County County will not withhold any taxes from,monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C R S 29-1-101 et seq ) and the TABOR Amendment (Colorado Constitution, Article X,' Sec 20) Unless otherwise provided in the Exhibits, Contractor shall invoice County for all materials supplied by Contractor under this Agreement within thirty (30) days of acceptance of such materials by County, and County shall remit payment to Contractor for all undisputed funds within thirty (30) days of receiving such invoice County shall include a written explanation for the nonpayment of any disputed funds, and the parties shall'cooperate to resolve the dispute in a reasonable timeframe 7 Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees` will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement 8 Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor Contractor shall not enter into any subcontractor agreements for the completion of the- Work without County's prior written consent, which may be withheld in County's sole discretion - 9 Warranty Contractor warrants that the Work performed under this Agreement will be performed in a' manner consistent with the standards governing such services and the provisions of this Agreement Contractor further represents and warrants that -all Work shall be' performed by qualified 'personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications -Contractor warrants that it has title to the materials supplied and that the they are free and clear of all liens, encumbrances, and security interests In addition to the foregoing, all work performed pursuant to this Agreement is subject to a minimum one-year warranty period, unless a greater time is stated in the Exhibits, during which the Contractor must correct any failures or deficiencies This warranty shall commence on the date of County's final inspection and acceptance of the materials The Contractor warrants that the materials to be _supplied pursuant to this Agreement are fit and sufficient for the purpose intended, they are merchantable, of good quality, and free from defects, whether patent or latent, in material or workmanship, and the materials sold to Weld County pursuant to this Agreement conform to the minimum specifications as established herein B2400123 16 Service Calls in the First,One Year Period Contractor shall bear all costs,formileage, travel time, service trucks, and any other costs accrued in the servicing (including repairs) of any of the materials purchased by County pursuant to this Agreement for as many_ service, calls as are necessary for the -first one (1) year period aftersaid materials are first.supplied to Weld County 10 Acceptance of Services Not,a Waiver: In no event shall any action by, County hereunder constitute or be construed to be a waiver -by County of -any breach of this Agreement,or default which may then exist on the part of Contractor, and County's action or inaction when any' such breach or default exists shall not impair or prejudice any right or remedy available to County with respect, to such breach or default No assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be 'a' waiver of any other breach Acceptance by the. County of, or - payment for, the Work completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under they law generally 11 Insurance. Contractor must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep ,the required insurance, coverage in force -at all times during the term of the Agreement, or any extension thereof, and during any warranty period -For all coverages, Contractor's insurer shall waive subrogation rights against County a. Types of Insurance. Workers' Compensation / Employer's Liability Insurance,as required by state statute, covering all of the Contractor's employees acting within the course and scope of their employment The policy,shall contain a waiver of subrogation against the County This requirement shall not apply- when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act , AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form - Commercial General Liability Insurance including public liability_ and property damage, covering all operations required by the Work Such policy shall include, minimum limits as follows $1,000,000 each occurrence, $1,000,000 general aggregate, $1,000,000 Personal injury $5,000, Medical payment per person Automobile Liability Insurance Contractor shall' maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all, vehicles operating ,both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance ' of -this Contract b. Proof of Insurance. Contractor, shall provide to County a certificate of insurance,' a policy, or other proof of insurance as determined in County's sole discretion Contractor shall provide a certificate of insurance naming Weld County, Colorado, its elected officials, and its employees as an additional named insured c. Subcontractor Insurance Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above described insurance prior to the commencement of the Work, or otherwise that they are covered by the B2400123 17 Contractor's policies to the minimum limits as required herein Contractor agrees to provide proof of insurance for all such subcontractors upon request by the County d No limitation of Liability The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or subcontractors The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types The Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement e. Certification of Compliance with Insurance Requirements The Contractor stipulates that it has met the insurance requirements identified herein The Contractor shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Contractor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies 12 Indemnity The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County A failure to comply with this provision shall result in County's right to immediately terminate this Agreement 13 Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder Such consent may be granted or denied at the sole and absolute discretion of County 14 Examination of Records To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Contractor, B2400123 18 involving all matters and/or transactions related to this Agreement. Contractor agrees to maintain these documents for three years from the date of the last payment received. 15. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, =food, earthquakes or Governmental actions. 16. Notices. County may designate its project representative ("County Representative") who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative as identified below. All notices or other communications ;including annual maintenance made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: (a) personal service by a reputable courier service requiring signature for receipt; or (b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or (c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may charge its notice address(es) by written notice to the other. Notice may be sent to: Contractor: N ame: [Insert] P osition: [Insert] Address: [Insert] Address: [Insert] E-mail: [Insert] Phone: [Insert] County: Position: [Insert] Address: [Insert] Address: [Insert] E-mail: [Insert] P hone: [Insert] 17. Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 18. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. B2400123 19 19 Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement This instrument supersedes all prior negotiations, representations, and -understandings or agreements with respect to the subject matter contained in this Agreement This Agreement may be changed or supplemented only by a written instrument signed by both parties 20 Fund Availability. Financial obligations of the County payable after the -current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year 21 Employee Financial Interest/Conflict of Interest = C.R S §§24-18-201 et seq. and §24- 50-507. The signatories to this Agreement agree that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement 22 Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination 23 Severability. If any term or condition 'of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties 24 Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq , as applicable now or hereafter amended 25 No Third -Party Beneficiary It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only 26 Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee 27. Choice of Law/Jurisdiction Colorado law, and rules and' regulations, established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void In the event of a legal dispute between the parties, Contractor agrees -that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute B2400123,, 20 28. Public Contracts for Services, Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal- alien who will perform work under this' Agreement Contractor will confirm the employment eligibility of all employees who are newly hired for employment in -the United States to perform work under this Agreement, through participation in -the E -Verify program Contractor shall not knowingly employ or contract with an, illegal alien to perform, work under this -Agreement 'or enter into a contract with' a subcontractor that fails to certify with Contractor that the subcontractor shall not knowingly employ or -contract with an illegal alien to perform work under this Agreement Contractor shall not use E -Verify Program or State of Colorado program procedures to undertake pre- employment screening or job applicants while this Agreement is being performed If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with:an,illegal alien, Contractor shall notify the subcontractor and County within three (3) days that Contractor has actual knowledge that a subcontractor is employing or contracting'with -an -illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days -of receiving notice Contractor shall not terminate the contract if within three days the subcontractor provides_information to establish that the subcontractor has not knowingly employed or contracted with an -illegal alien Contractor shall comply, with reasonable -requests made in the course of an 'investigation by the Colorado Department of Labor and Employment Contractor shall: within twenty days after hiring a new employee to perform work under the contract, affirm that Contractor has examined the legal work status of such employee,- retained file copies of.the documents, and not -altered or falsified the identification documents for such employees Contractor shall deliver to County, a written notarized affirmation that it has examined the, legal work status of -such employee and shall comply with all the other requirements ,of federal or state law If Contractor fails to comply with any requirement of this provision, County, may -terminate -this Agreement for breach; and if so terminated,- Contractor shall be liable for actual and consequential damages Except where exempted by federal law and except as provided in C'R S § 24-76 5-103(3), if Contractor -receives federal -Or state funds under the contract, Contractor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States. if such individual applies for public benefits provided under, the contract If Contractor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law,' (b) shall produce one of the forms of identification required by federal -or state law, and (c) shall produce one of the forms of identification required by federal law prior to the effective date of the contract - 29.Attorneys Fees/Legal Costs. In the event of a 'dispute between County and Contractor concerning this Agreement, the parties agree that' each party shall be responsible for the payment of attorney fees and/or legal costs incurred, by or on its own behalf 30.Binding Arbitration Prohibited: Weld County does not agree to binding arbitration by any extra judicial body or person Any provision to the contrary in -this Agreement or incorporated herein by reference shall be null and void ' Acknowledgment County and, Contractor acknowledge that each has read _this Agreement, understands it and agrees to be bound by its terms Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the B2400123 - ' - 21 parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. CONTRACTOR: By: Name: Title: WELD COUNTY: ATTEST: Weld County Clerk to the Board BY: Date of Signature BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Deputy Clerk to the Board [Insert Name], Chair B2400123 22 Addendum # 1 Bid Request Number B2400123 Bid for MFD"S Posted 08-16-24 Questions & Answers Q: You are requesting Inner Finisher L-1 as well as Staple Finisher AB2 for the C5850i machines, but these 2 firishers cannot be installed at the same time. Please clarify. A: Pricing for both finishers are needed. Depending on the locations, machines may need to be configured differently. Q: You are requesting Booklet Finisher AE1 as well as Staple Finisher AE1 for the 4945i machines, but these 2 finishers cannot be installed at the same time. Please clarify. A: Pricing for both finishers are needed. Depending on the locations, machines may need to be configured differently. Addendum Acknowledgement ***A signed copy must be submitted with your bid. Thank you!*** Company Name: S ignature: N ame: Title: S eptember 20, 2024 Date of Signature Exhibit B • CAPITAL BUSINESS SYSTEMS, INC. • • —. • f • +eatinellsat vrrarrrimwora ISM err- I ::T le Mr_ Prepared for: Weld County: BID - B2400123 Prepared by: John Weber, jweber@capitalmds.com Date: August 23, 2024 The contents of this proposal are confidential trade secret information and are intended for the use of the intended customer only. The contents herein may not be reproduced without the specific written permission of Capital Business Systems, Inc. This is a proposal only and informative in nature. Actual contract terms and conditions, os well as final pricing, will be submitted upon request. www.capitalMDS.com We consider our clientele to be associates, not just customers, and treat them accordingly. Our services are always hands-on, with proactive maintenance the norm. The industry service awards we've won have proven that we understand clearer than most companies how to listen to our clients and address their needs. James Kreikemeier, President Capital Business Systems Equipment Performance - If you are not satisfied with your equipment, we MO reps it Wc wH Service Response We will respond to your service call within four hours in , Zone 1 Reliability Guarantee We offer every client a 98% level of uptime exceed your ex Parts and Supplies t oral inventory of authorized parts and siipplipti err tid Factory Trained Technicians All technicians trained by a manufacturer certified instructor pectations, every c www.capitalMD5.com ay. Proven Leadership Capital Business Systems was founded on a cornerstone of quality, integrity, and honesty. Today, as a locally owned and operated office technology and document management company, we offer the best document imaging technology from the world's leading companies and support their products with a commitment to 100% customer satisfaction. Customer Satisfaction Guarantee At Capital Business Systems, we do not make promises we cannot keep and the ones we do make, we live up to 100%. In fact, we are so confident in the reliability and performance of our products and our people, we put our promises to you in our Customer Satisfaction Guarantee. Selection RICOH Canon RICOH GreenLine Services MANAGED NETWORK SERVICES Microsoft datto 0 oualified )u[)p,!Pc, fartrer Capital Business Systems can consolidate, integrate, and manage your network with predictable technology costs, network accountability, and improved uptime. Our holistic Managed Network Services solution allows you to transfer the risk and accountability of your network to us, so you can continue growing your business - something that typical break/fix service models can't offer. MANAGED PRINT SERVICES Capital Business System's Managed Print Services reduce the burden of printing maintenance on your finances, as well as on your office staff. We ensure that your software and drivers are proactively updated, we identify potential problems before costly repairs are needed, and we provide you with easy access to all the relevant printing supplies. MANAGED DOCUMENT SERVICES Our Managed Document Services provide you with the ability to digitally manage your complete document workflow, increasing productivity, enhancing privacy and reducing costs simultaneously. Managed Document Services typically include storage, retrieval, access control, remote access, audit control, security, backup and disaster recovery. www.capitalMDS.com wanAti.. ir Acquisition Solutions Program The Capital Business Systems Acquisition Solutions Program is another component to help improve your document management system while keeping expenses under control. We will customize an acquisition program that fits the needs of your organization. Our goal is to provide your organization with the technology that is best suited to the dynamics of your business. Is Flexible Financing To enure that your pi dram fits comfortably within your budget National Account Program For out -of -region product placement in addition to ongoing service and support Equipment Service and Support Single Invoice One all-inclusive invoice covering equipment service and most supplies Managed Print Services le u} optimize, manage and imprcvis your entire document prcducticn environment Capital Business Systems, Inc. is committed to customer satisfaction. Our technicians are measured and compensated under programs that align with our client's desire for maximum system uptime. Each system is assigned a primary and secondary technician to meet reliability and response time expectations. Our technicians carry smartphones that allow them to search service histories, and parts inventories, clear calls, and instantly receive your service request. Capital Business Systems is a Canon & Ricoh Authorized Training Center. Only the top dealer organizations make the investment to provide superior customer service and hold this certification. Computer and Networking Certifications -nausea] oft CERTIFIED CERTIFIED CERTIFIED Technology Specialist CERTIFIED Warranty Period CDIANetwork CERTIFIED Security_Q CERTIFIED The Service and Supply Agreement have calculated the 90 -day warranty period offered with all equipment. Please contact us for additional details. www.capitalMDS.com Delivery and Installation Delivery includes set-up, attachment of accessories, quality check of all functions, and physical delivery to your location. This is included in the initial investment. Installation includes locating system in designated area, connection of hardware accessories, and connection to appropriate power source. (It is the responsibility of the customer to provide appropriate power configuration and network connectivity at their location). Use and Function Training is provided to help you truly leverage the technology. Installation and training staff will provide basic training at time of installation. Detailed application training is arranged with you per your request, as long as the system is maintained under a service agreement with Capital Business Systems. (We will work with you and your staffs schedule. We can provide specific training ner your request, i.e. small groups, individual, etc.) Network Connectivity and Support We provide post -installation integration and support services. A vendor -trained Capital Business Systems representative will work with your internal staff to integrate your system with your network after installation. Additional Considerations All pricing quoted in this proposal is exclusive of sales, use, and/or property taxes, if applicable. Normal delivery time frames are 10-20 business days from receipt of authorized documents. Capital Business Systems cannot be held responsible for delays resulting from manufacturer backorders, erroneous shipments, or other circumstances beyond our control. Capital Business Systems is committed to performing account reviews to ensure that equipment is meeting expectations and fulfilling the needs of the workgroup it supports. This also encompasses the tracking of volume levels to realize maximum efficiencies. It is our goal to partner with you to help you reach your business goals. www.capitalMD5.com Company Executives James Kreikemeier Laurie Davis Jack Lyman Jeremy Reimers Cliff Davis President Executive Vice President Chief Financial Officer Vice President of Sales and Marketing Vice President of Service To place a service call, request supplies, or discuss accounts payable or receivables, please cull 800-227-0604 Office Locations braska COLORADO NEBRASKA FORT COLLINS GRAND ISLAND GRAND JUNCTION LINCOLN WYOMING NORTH PLATTE GASPER OMAHA CHEYENNE NEW MEXICO RIVERTON FARMINGTON www.capitalMDS.com Schedule D - Bid Form Bid Submittal Instructions The following items must be completed and submitted with your bid on or before the bid opening deadline of 10:00 AM MDT on August 23, 2024: 1) Schedule D — Bid Form 2) W9, if applicable.* 3) Any potential or future Addenda must be completed/acknowledged. 4) All other items as requested in the Bid Specifications and/or Scope of Work. *A current W9 is required for new bidders. If you have previously worked with Weld County, only provide your W9 if there has been a change. Failure to include any of the above items upon submittal of your bid may result in your bid being incomplete, non -responsive, and your bid being rejected. If there are any exclusions or contingencies submitted with your bid it may be disqualified. Fees For the equipment, provide fees for this project in the space below. Provide the price each. Price shall include delivery to addresses shown above, installation, startup, and commissioning. Then provide the total by multiplying by the quantity listed. Complete the subtotal and grand total for this bid in the space provided. Item Quantity Total Price Each DX C58501 Multi -Function Printer $3,050 5 $15,250 Inner Finisher L-1 $640 5 $3,200 Cassette Feeding Unit AQ1 $600 5 $3,000 $1,540 5 $7,700 Staple Finisher AB2 $770 High -Capacity Cassette Feeding Unit C-1 Subtotal $29,150 $Z280 2 $4,560 DX 4945i Multi -Function Printer $2,350 2 $4,700 Booklet Finisher AE1 Cassette Feeding Unit AW1 $525 2 $1,050 Staple Finisher AE1 $1,400 2 $2,800 Subtotal $13110 42,260 Grand Total Equipment (add both subtotals) B2400123 9 For the maintenance 'costs, provide feeds for this project in the spaces below 1 Toner The cost of toner shall be -provided by using one of two methods Vendor must clearly identify which method is proposed by checking the appropriate box- ❑'' The first method is the Cost per Sheet Method Using the Cost Per Sheet method identify how much a color sheet costs and how much a black sheet cost Color _ $0 007 (fixed rates for 60 months) Black $0.05 (fixed rates for 60 months) o The second method is by using the costs of toner For this method, the bidder would provide an original invoice for the purchase of the toner along with the percentage of markup Toner Markup' The County reserves the right to determine which method makes beet operational sense. 2 Labor & Diagnostics The hourly costs for all labor during normal business hours of 8 AM to 5 PM In addition, provide the cost of labor for work that may be done after -business hours Normal Business Hourly Rate' $ Included in CPP above, After-hours Hourly Rate $ N/A Annual escalation Rate $ CPP fixed for 60 months 3 Parts & Supplies The space provided in Schedule D — Bid Form is to identify the markup percentage for parts For any parts that are purchased, the bidder must submit original invoice to show the County how much was paid Parts Markup N/A% The undersigned, by_his or her signature, hereby acknowledges and represents that 1 The bid proposed herein meets all the conditions, specifications and special provisions set forth in the Invitation for Bid for Request No #B2400123` 2 ' The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes 3 He or she is authorized to bind the below -named bidder for the amount shown on the accompanying bid sheets 4 Acknowledgement of Schedule E — Insurance and Bond 5 Acknowledgment of Schedule F — Weld County Contract 6 By submitting a responsive bid or proposal, the supplier agrees to be bound by_ all terms and conditions of the solicitation as established by Weld County 7 Weld County reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board of County Commissioners, is, to the best interests of Weld County The bid(s) may be awarded to more than one vendor B2400123 _ 10 Attestation Item Entry Company Name: Capital Business §ystems, Inc Address: 4812 McMurry Ave., Suite 180, Ft. Collins, CO 80525 Phone 800-221-0604 Email: jweber@capitalmds.com _ 83-0281045 FEIN/Federal Tax ID #: Nilne: John Weber Title: Sales Manager 2 c c� Date of'Signature B2400123 11 Addendum # 1 Bid Request Number B2400123 Bid for MFD"S Posted O8-16-24 Questions & Answers Q: You are requesting Inner Finisher L-1 as well as Staple Finisher AB2 for the O58501 machines, but these 2 finishers cannot be installed at the same time. Please clarify. A: Pricing for both finishers are needed. Depending on the locations, machines may need to be configured differently. Q: You are requesting Booklet Finisher AE1 as well as Staple Finisher AE1 for the 4945i machines, but these 2 finishers cannot be installed at the same time. Please clarify. A: Pricing for both finishers are needed. Depending on the locations, machines may need to be configured differently. Addendum Acknowledgement ***A signed copy must be submitted with your bid. Thank you!*** Company Nam •a 7 ital Bu is ystems, Inc. 8/23/2024 Date of Signature Signature: Name: Ja n Weber Title: Sales Manager August 23, 2024 Edna Mata From: Sent: To: Cc: Subject: John Weber <jweber@CapitalMDS.com> Friday, August 30, 2024 11:33 AM Edna Mata Rose Everett RE: [EXTERNAL] Question Caution: This email originated from outside of Weld County Government Do not click links or open attachments unless you recognize the sender and know the content is safe. The color (0.05) and BW (0.007) rates fixed for 60 months is correct. John Weber Sales Manager— Wyo, NoCo, NE Panhandle Capital Business Systems, Inc. iweber@capitalMDS.com 307-554-7023 www.Sapitafmds,carn x From: Edna Mata <emata@weld.gov> Sent: Friday, August 30, 2024 10:56 AM To: John Weber <jweber@CapitalMDS.com> Cc: Rose Everett <reverett@weld.gov> Subject: [EXTERNAL] Question "' CAUTION - THIS EMAIL ORIGINATED FROM OUTSIDE THE ORGANIZATION See attached. Can you verify these amounts? Edna Mata Print Shop Manager Print Shop 1500 2"d ST Greeley, CO 80631 970-400-2050 Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return email and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 2 For the maintenance costs, provide feeds for this project in the spaces below: 1. Toner. The cost of toner shall be provided by using one of two methods. Vendor must clearly identify which method is proposed by checking the appropriate box: ❑ The first method is the Cost per Sheet Method. Using the Cost Per Sheet method identify how much a color sheet costs and how much a black sheet cost. Color: 50 007 (fixed rates for 60 months) Black: S0.05 (fixed rates for 60 months) The second method is by using the costs of toner. For this method, the bidder would provide an original invoice for the purchase of the toner along with the percentage of markup. Toner Markup: The County reserves the right to determine which method makes best operational sense. 2. Labor & Diagnostics. The hourly costs for all labor during normal business hours of 8 AM to 5 PM. In addition, provide the cost of labor for work that may be done after -business hours. Normal Business Hourly Rate: $ Included in CPP above After-hours Hourly Rate: $ N/A Annual escalation Rate: $ CPP fixed for 60 months 3. Parts & Supplies. The space provided in Schedule D — Bid Form is to identify the markup percentage for parts. For any parts that are purchased, the bidder must submit original invoice to show the County how much was paid. Parts Markup: N/A% The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The bid proposed herein meets all the conditions, specifications and special provisions set forth in the Invitation for Bid for Request No. #62400123. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named bidder for the amount shown on the accompanying bid sheets. 4. Acknowledgement of Schedule E — Insurance and Bond 5. Acknowledgment of Schedule F — Weld County Contract 6. By submitting a responsive bid or proposal, the supplier agrees to be bound by all terms and conditions of the solicitation as established by Weld County. 7. Weld County reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor. 62400123 10 ACORO® CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDD/YYYY) os/zs12o2a THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Flood and Peterson P.O. Box 578 Greeley CO 80632 CONTACT y y K lie Carey, CISR, CIC NAME: PHONE (970) 266-7148 I FAX (970) 506-6845 mass: KCarey@floodpeterson.com ADDRE INSURER(S) AFFORDING COVERAGE NAIL it INSURER A: Travelers Property Casualty Company ofAmerica 25674 INSURED Capital Business Systems, Inc. P.O. BOX 508 Cheyenne WY 82003 INSURER B : pan Travelers Indemnity Company of America y 25666 INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: Full Cert x 6/1/25 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR 'LW TYPE OF INSURANCE ADDL INSD SUER WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY ICLAIMS -MADE OCCUR ZLP-16N82006-24 06/01/2024 06/01/2025 EACH OCCURRENCE $ 1,000,000 PREM S SO(Ea occu once) $ 300,000 MED EXP (Any one person) $ 10,000 FERSONALaA,iNJURY $ 1,000,000 GEN'LAGGREGATE LIMIT APPLIESPER: X POLICY O PRO ❑ LOC JECT OTHER: GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 Employee Benefits $ 1,000,000 A AUTOMOBILE LIABILITY X ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY SCHEDULED UL 2-E NON -OWNED X AUTOS ONLY BA -8P968210-24 06/01/2024 06/01/2025 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ Underinsured motorist $ 1,000,000 A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE CUP -9P089711-24 06/01/2024 06/01/2025 "-rOCC "'y"' ""'' EACH OCCURRENCE 5,000,000 $ AGGREGATE $ 5,000,000 DED I XI RETENTION $ 10,000 $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANYPROPRIETO PE TCTNER/EXECUTIVE M OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA UB-8P910354-24 06/01/2024 06/01/2025 XI STATUTE I I r EORH E.L. EACH ACCIDENT 1,000, 000 $ E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 $ B Stop Gap Liability - WY UB-8P916354-24 06/01/2024 06/01/2025 E.L. Each Accident E.L. Disease - EA Empl. E.L. Dis. - Policy Limit 1,000,000 1,000,000 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) This certificate is issued as a matter of INFORMATION ONLY and coverages reflected are as of the date of issuance. CERTIFICATE HOLDER CANCELLATION Weld County 1150 O Street Greeley I CO 80631 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE //11 A/r"L41�QQ Q ACORD 25 (2016103) ® 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Contract Form Entity Information. Entity Name* CAPITAL BUSINESS SYSTEMS INC Contract Name* MAINTENANCE FOR MFD'S Contract Status CTB REVIEW Entity ID* @00021618 Contract ID 8731 Contract Lead * EMATA Contract Lead Email emata@weld.gov Contract Description* MAINTENANCE FOR FIVE COLOR MFD'S AND TWO BLACK & WHITE MFD'S. Contract Description 2 New Entity? Parent Contract ID Requires Board Approval YES Department Project # Contract Type* Department Requested BOCC Agenda Due Date MAINTENANCE PRINTING AND SUPPLY Date* 09/19/2024 09/23/2024 Amount* Department Email $30.00 CM- Will a work session with BOCC be required?* PrintingSupply@weld.gov NO Renewable * YES Department Head Email Does Contract require Purchasing Dept. to be CM-PrintingSupply- included? Automatic Renewal DeptHead@weld.gov Grant County Attorney GENERAL COUNTY ATTORNEY EMAIL IGA County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Contact Info Review Date* 08/18/2028 Renewal Date * 08/18/2028 Committed Delivery Date Expiration Date Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head EDNA MATA DH Approved Date 09/24/2024 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 09/30/2024 Finance Approver CHERYL PATTELLI Legal Counsel BYRON HOWELL Finance Approved Date Legal Counsel Approved Date 09/25/2024 09/25/2024 Tyler Ref # AG 093024 Originator EMATA September 16, 2024 Print Shop PHONE: (970) 400-2040 FAX: (970) 304-6539 WEBSITE: www.co.weld.co.us 1500 2"d Street P.O. BOX 758 GREELEY, COLORADO 80632 To: Board of County Commissioners From: Edna Mata Subject: Cannon Multi -Function Printers (B2400123) As advertised this bid is for five color multi -function devices (MFD) and two black MFD's for the Assessor and Human Services. The low bid is Capital Business Systems and meets specifications. Below are the prices and needed quantities of each item: Item Price Each Quantity Total DX C5850i Multi -Function Printer $3,050.00 5 $15,250.00 Inner Finisher L-1 $ 640.00 5 $ 3,200.00 Cassette Feeding Unit AQ1 $ 600.00 5 $ 3,000.00 Subtotal $21,450.00 DX 4945i Multi -Function Printer $2,280.00 2 $ 4,560.00 Cassette Feeding Unit AW1 $ 525.00 2 $ 1,050.00 Staple Finisher AE1 $1,400.00 2 $ 2,800.00 Subtotal $ 8,410.00 Grand Total Equipment (add both subtotals) $29,860.00 Therefore, the Print Shop is recommending the award to Capital Business Systems, Inc. in the amount of $29,860.00. In addition, the bid requested pricing for maintenance that includes parts, labor, and toner. Capital Business Systems quoted the charge for maintenance at $0.007 cost per page for black and a cost of $0.05 for color copies. This cost has been identified to remain at a fixed rate for 60 months. If you have any questions, please contact me at extension 2050. Sincerely, Edna Mata Print Shop Manager G/ov c ng ZOZ4-Z2:1y- Put OOZ- Bid Tabulation Make Model Engine Cost Inner 2/3 2/3 hole Staple Finisher Cassette feeding Booklet Finisher hole puncher puncher unit AE1 unit AW1 AE1 D-1 All Copy Canon DX4945i $2,969.00 Pacific Office Canon DX4945i $4,600.00 Capital Canon DX4945i $2,280.00 Source Office & Technology Canon DX4945i $2,907.65 Frontier Buiness Frontier Buiness Ricoh IM 5000 $4,198.00 Sharp BP -70M55 $2,567.00 $1,600.00 $769.00 $2,513.00 $508.33 $1,804.71 $733.33 $2,708.33 $1,400.00 $525.00 $2,350.00 $1,610.05 $766.02 $2,551.16 $725.00 $529.00 $1,578.00 $1,111.00 $394.00 $1,379.00 Total with Total included Staple finisher Booklet Finisher and feeding cassette(AQ1) and feeding cassette(AQ1) $5,338.00 $7,138.04 $4,205.00 $5,283.72 $5,452.00 $4,072.00 Black TONER NORMAL AFTER HOURS ANNUAL PART MARK UP CPC MARK UP HOURS ESCALATION RATE $6,251.00 $0.0070 included CPC included CPC $180.00 none included CPC $8,041.66 $0.0031 included CPC $150.00 $250.00 blank included cpc $5,155.00 $0.0070 blank included cpc N/A cpc for 60 months n/a $6,224.83 $0.0040 24% $135.00 $270.00 10% 35% $6,305.00 $0.0089 7.5% $125.00 $195.00 3 years fixed 8% $4,340.00 $0.0089 7.5% $125.00 $195.00 3 years fixed 8% WELD COUNTY PURCHASING 1301 N. 17th Avenue, Greeley, CO 80631 reverett(afweld.gov cgeiserttc�i weld.gov ttaylor(a�weld.gov Phone: 970-400-4222, 4223 or 4454 DATE OF BID: AUGUST 23, 2024 REQUEST FOR: CANON MULTI -FUNCTION PRINTERS DEPARTMENT: PRINTING & SUPPLY BID NO: B2400123 PRESENT DATE: AUGUST 28, 2024 APPROVAL DATE: SEPTEMBER 16, 2024 VENDOR DX C5850i DX 4945i GRAND (Qtv 5) (Qty 2) TOTAL Capital Business Systems inc 4812 McMurry Ave, Ste. 180 Ft. Collins CO 80525 All Copy Products 1635 W. 13th Avenue Denver CO 80204 Source Office & Technology 13350 W. 43' Drive Golden CO 80403 Pacific Office Automation 6555 S. Kenton St. #310 Centennial CO 80111 Frontier Business Products 113 Cameron Drive, Unit A Ft. Collins, CO 80525 Frontier Business Products 113 Cameron Drive, Unit A Ft. Collins, CO 80525 $29,150.00 $13,110.00 $42,260.00 $33,595.00 $15,702.00 '$49,295.00 $36,208.53 $15,669.76 $51,878.29 $59,750.00 $15,991.67 $75,741.67 $27,985.00 $10,902.00 $38,887.00 (Sharp BP -70055) (Sharp BP -70M55) $34,945.00 $14,060.00 $49,005.00 (Ricoh C4510) (Ricoh IM 5000) Accessories: DX C5859i - Inner Finisher L-1, Cassette Feeding Unit AQ1, Staple Finisher AB2 DX 4945i - Booklet Finisher AE1, Cassette Feeding Unit AW1, Staple Finisher AE1 Location: (Qty 2 -Assessors- Grly)(Qty 1-HS-FtLupton)(Qty1-HS-Grly 315), Qty. 1-HS-Grly 822) (Qty 2- HS-Grly 822) **Maintenance term will be for 1 year, may renew in annual increments up to 3 additional annual periods. ** THE PRINTING & SUPPLY DEPARTMENT IS REVIEWING THE BIDS. 2024-2274 j Hello