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Home My WebLink About20241764.tiff1 Cup-,-wacd ttfL3cF BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Two MFD's for the Jail remodel DEPARTMENT: Printing and Supply for Sheriff PERSON REQUESTING: Edna Mata for LT. Pollard DATE: 06-13-24 Brief description of the problem/issue: MFD"S for the remodel of Booking and Bonding. What options exist for the Board? Approve or Deny Consequences: Initial purchase price and monthly maintenance charges. Impacts: Unkown Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years: The cost of the machine is $4,757.00 each and a total of $9,514.00 for both. The cost of maintenance, which includes ail parts and toner,is $0.0049 cost per copy. Recommendation: Aprove or Deny Perry L. Buck, Pro -Tern Mike Freeman Scott K. James Kevin D. Ross. Chair Lori Saine Ctcwva* (c/Z(c/Z Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: mE U\ a emaft0 cc: ai/tg) 50QAP/5k) wo2b4”4 2024-1764 SO 005 'Karla Ford From: Sent: To: Subject: Scott James Monday, June 17, 2024 7:25 AM Karla Ford Re: Please Reply Pass Around for Jail MFD's Importance: High I support - thanks! Scott K. James Weld County Commissioner, District 2 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 970.336.7 204 (Office) 970.381.7496 (Cell) 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 e-mail 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. On Jun 17, 2024, at 7:17 AM, Karla Ford <kford@weld.gov>wrote: Please advise if you support recommendation and to have department place on the agenda. Karla Ford X Office Manager, Board of Weld County Commissioners 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kford(cweldaay.com :: www.weldgov.com **please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.** <image002.jpg> 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 e-mail and destroy the communication. Any drI:closure, 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. From: Edna Mata <emata@weld.gov> Sent: Friday, June 14, 2024 8:54 AM To: Karla Ford <kford@weld.gov> 1 CAPITAL BUSINESS SYSTEMS, INC. FCO243 e -Automate Account # Sales Order Agreement 70204 Order ID # Customer Bill To: Full Legal Name: Weld County Print Shop Address: Greeley, CO, 1500 2nd 80631 Street Contact Name: Edna Mata Tel. #: (970) 400-2050 Email: emata@co.weld.co.us Customer Ship To: Full Legal Name: Weld County Print Shop Address: Greeley, 1500 CO, 2nd 80631 Street Contact Name: Edna Mata Tel. #: (970) 400-2050 Email: emata@co.weld.co.us QTY Description - Make, Model Item # Unit Price Total Amount 2 imageRUNNER ADVANCE DX 6855i- CA-5538C002AA $3.014.00 $6,028.00 2 Inner Finisher L1- CA-4000C002BA $713.00 $1,426.00 2 Nish Ca •acit Cassette Feedin• Unit -C1- CA -4031 C002BA $880.00 $1760.00 Subtotal $9,214.00 Special Instructions/Terms Sales Tax Total $9,541.00 Cash Paid Balanced Owed I. Law/Forum. You agree that the Agreement and any claim related to the Agreement shall be governed by the internal laws of the state in which our principal place of business is located and any dispute concerning the Agreement will be adjudicated in a federal or state court in such state. You hereby consent to personal jurisdiction and venue in such courts and waive transfer of venue. Each party waives any right to a jury trial. II. Loss or Damage. You are responsible for any damage to or loss of the Equipment after delivery is completed. No such loss or damage will relieve you from your payment obligations under the Agreement. Except for claims losses, or damages caused by our gross negligence or willful misconduct you agree to indemnify us against any claims, losses, or damages, including attorney fees, in any way relating to the Equipment. In no event, will we be liable for any consequential or indirect damages. III. Software/ Data. Except as provided in this paragraph, references to "Equipment" include software included as part of, or installed on, the Equipment. We do not own the software and cannot transfer any interest in it to you. We are not responsible for the software and have no rights or obligations under any related license agreement. You agree that you will look only to the publisher, licensor, or other third parties, if any, who granted you your right to use the software to determine those rights. You are solely responsible for protecting and removing any confidential information. IV. Limitation of Warranties. Except to the extent that we have provided you a warranty in writing, we make no warranties express or implied, including warranties of merchantability or fitness for a purpose. You chose any/all third -party service providers based on your judgement. You may contact us or the manufacturer for a statement of the warranties, if any, that the manufacturer is providing. We assign to you any warranties given to us. V. Default and Remedies. If you do not pay any sum within 10 days after its due date, or if you breach any other term of the Agreement or any other agreement with us, you will be in default, and we may require that you return the Equipment to us at your expense and pay us all past due amounts. We may also use all other legal remedies available to us, including reasonable attorney fees, incurred in enforcing the Agreement. You also agree to pay interest on all past due amounts, from the due date, at 1.5% per month. VI. Miscellaneous. The Agreement is the entire agreement between you and us relating to our providing of the Equipment and supersedes any prior representations or agreements, including any purchase orders. The parties agree that the original of the Agreement for enforcement and perfection purposes shall be that paper copy of the applicable Schedule which: bears the stamped or electronically applied replica of your signature or other indication of your intent to enter into the Agreement; and bears the original of our manually applied signature. Any change to the Agreement must be in writing signed by each party. Customer's Authorized Signature ONCE YOU SIGN THIS OWNER accepts THIS ORDER VIII : E NON-CAN BLE (As Stated Above) X Q� Kevin D. Ross, BOCC Chair JUN 2 6 20#4 Customer Signature Print Name & Title Date "Us","Our") Owner ("We", rr A'ic-K- Capital Business Systems, Inc. X . CAn salts 1 wiynoLti Owner Signature _ Pri Name & Title Date 3001 East Pershing Blvd., Ste 100, Cheyenne, WY, 82001 4 aoaW /76p 5� CAPITAL BUSINESS SYSTEMS, INC. Installation & Integration Agreement Customer Information: Customer Name: Weld County Print Shop Street Address: 1500 2nd Street Contact Name: Edna Mata City, State, & Zip: Greeley, CO 80631 Phone: (970) 400-2050 Email: emata@co.weld.co.us Product # imageRUNNER ADVANCE DX 6855i - Serial # FUNCTION NUMBER OF USERS PRICE TO CLIENT Included rx Print x Email x Folder Separate scope of work document prepared. This includes all labor on above -listed product/software installation and integration only. Additional Instructions: VII. CONDITIONS 1 Customer shall ensure that all of its computer system files and data is adequately duplicated and backed up to your satisfaction prior to Capital beginning integration. Capital will not be responsible for Customers failure to do so, or for the cost of reconstruction of files and data lost during the performance of services. 1 LIMITATIONS 1. Hardware & software support other than those items listed on this or another support agreement; 2. Backup or restores 3. Liability for delay or failure to furnish services if such delay is caused by an act of God, strike, government action, or any cause beyond reasonable control of Capital Business Systems, Inc. 1. DISCLAIMER OF LIABILITY AND WARRANTY 1 Except as specifically provided herein; there are no other warranties expressed or implied, including, but not limited to, warranties of merchantability and fitness for a particular purpose. 1 In no event shall Capital Business Systems. Inc. be liable for any damages resulting from loss of data, loss of profits, loss of use of products or Equipment, or for any incidental or consequential damages, even if advised of the possibility of such damages. Customer's right to recover damages caused by Capital's fault or negligence shall be limited to moneys actually paid by Customer for the services involved. This limitation of liahility shall apply regardless of the form of action, whether in contract or tort including negligence. Any action brought against Capital Business Systems, Inc. must be brought within three (3) months of the alleged act or omission in giving rise to damages. 1. GENERAL 1. The terms and conditions of this agreement prevail over the terms and conditions of any order submitted by the Customers for services under this agreement. 2. The terms and provisions of this agreement shall not be amended or modified without specific provisions to do so. By signing this agreement, Capital Business Systems, Inc. and Customer acknowledge they have read, understand, and agree to be bound by its terms and conditions. Further which, the parties agree that it is their complete statement of agreement between them, superseding all others, oral or written, relating to the subject matter of this agreement. • =7""......„,...n.. Customer: 0 Capital Business Systems, Inc.: Title: ;Jo Rep Title: Kevin D. Ross, BOCC Chair Date: JUN 2 6 2024 Date: idlrV CAPITAL BUSINESS SYSTEMS, INC. AFTERMARKET SUPPORT AGREEMENT Customer Bill To: Customer Name: Weld County Print Shop Address: 1500 2nd Street Greeley, CO 80631 Telephone: (970) 400-2050 Attention: Edna Mata Email: emata@co.weld.co.us Customer Ship To: Customer Name: Weld County Print Shop Address: 1500 2nd Street Greeley, CO 80631 Telephone: (970) 400 -2050 Attention: Edna Mata Email: emata@co.weld.co.us U 5 0 Make, Model, Included Accessories Canon imageRUNNER ADVANCE DX 6855i Serial # ID# Base Payment Monthly Quarterly Annually x Beginning Meter Reading .. 1 Image Allowance Monthly Quarterly Annually x B &W Color 0 0 Excess Per Image Charge (Plus Tax) B &W S0.0045 Color 50.0000 End User Details (if different Location / Address to supply shipments) Name Email 1 2 3 4 5 Supplies Included Items Excluded: See attached equipment or group billing schedule. Meter Frequency: * The consolidated image allowance and excess per image amounts shown above (or on the attached equipment or group billing schedule), if any applies to (check one): Equipment installed under this schedule only, Equipment installed under this schedule together with equipment listed on any other applicable or schedule (I.E.an aggregate consolidation), if no image allowance or excess per image amounts are shown above (or on the attached equipment or group killing schedule), images made on the equipment under this schedule will be included in determining your image and overages charges the applicable prior schedule to master agreement. TERM (check one term option) Term: The end of the term of this schedule is the end of the term of the schedule to agreement identified as schedule NO. Term: In Months: 60 (Applies to this schedule only) Start Date: PAYMENT (check one term option) Monthly Base Payment Amount: $ (Includes amounts due under this schedule only) (Plus Tax) Quarterly Base Payment Amount: $ (Plus Tax) Annual Base Payment Amount: $ (Plus Tax) ADDITIONAL TERMS AND CONDITIONS IMAGE ALLOWANCE CHARGES AND OVERAGES. You are entitled to make the total number of images shown under Image Allowance Per Machine (or Total Consolidated Image Allowance, if applicable) each period during the term of this Agreement. If you make more than the allowed images any period, you will pay us an additional amount equal to the number of the excess images made during such period multiplied by the applicable Excess Per Image Charge. Regardless of the number of images made in any period, you will never pay less than the Base Payment Amount. You agree to provide us with the actual meter readings on any business day as designated by us; we may estimate the number of images used if such meter reading are not received within five days after being requested. We will adjust the estimated charge for excess images upon receipt of actual meter readings. You agree that the Base Payment Amount and the Excess Per Image Charges may be proportionately increased at any time if our estimated average page coverage is exceeded. After the end of the first year of this Schedule and not more than once each successive (twelve-month period thereafter, the Base Payment Amount and the Excess Per Image Charges (and at our election, the Base Payment Amount and Excess Per Image Charges under any other schedules for imaging equipment between you and us that incorporate the terms of the Master Agreement) may be increased by a maximum of 15% of the then existing payment or charge. At Expiration of original or any renewal terms, this agreement shall be automatically renewed for a minimum of one year. No refunds will be made if contract is cancelled prior to original or renewal terms. Customer Signature: Weld County Print Shop X CUSTOMER SIGNATURE Kevin D. Ross, BOCC Chi 2 6 2a24 NAME & TITLE DATE Capital Business Systems Signature: X REPRESENTATIV SIG URE Revised Date: 2/22/17 drogV-- /7‘011 EXHIBIT A BRATTON'S OFFICE EQUIPMENT 1303 8TH AVENUE Greeley, CO 80631 (970)378-1480 Canon June 11, 2024 Weld County Print Shop 1500 2nd Street Greeley, CO 80631 Attn: Edna Mata RE (2) imageRUNNER ADVANCE DX 68551 Hi Edna, I am in receipt of your request for pricing on the 2 Canon imaging units noted above. Our price on each is as follows: 1. Canon DX 68551 Engine 2. High Capacity Tray -C 1 3. Internal Finisher -L I TOTAL EACH Our maintenance costs are as follows: 5 Years Fixed/Per Impression Minimum Monthly Impressions Minimum Monthly Billing Please contact me for additional information. Sincerely, Steve Sumner Sales Manager (970) 412-6206 $5640 903 735 $7,278 .006 5,000 $30.00 EXHIBIT B Request for Quotation & Informal Bid Tabulation Department Printing and Supply Date 06-13-24 Requestor Name Edna Mata Scope of Work [Insert Description) Two (2) imageRUNNER ADVANCE DX 6855i for the remodel of Booking and Bonding. I have attached the aback up of what was sent. I also sent out E-mail asking for quote from Frontier Business and Business Equipment, but they are not Canon Dealers. 1 N/endor Name ontact Name Phone Quote # 1 • BRATTON'S OFFICE EQUIPMENT .Steve Sumner 970-412-6206 Quote # 2 • CANON SOLUTION AMERICA Clayton Hitchens r303-503-8062 Quote # 3 CAPITAL BUSINESS SYSTEMS 1John Weber 1307-554-7023 Email or Website IIssumner©brattonoffice. corn kthitchens@csa.canon.com Ihweber@capitalrnds.com Toth 14,556.00 $11,600.00 Basis of Award (check one) XXX Lowest bid as to price. Lowest bid meeting specifications. Only bid received. Department Head Approval N• m• 1 Signatures • 11$9,514.00 Awarded to Capital Business Date. 06/13/24 Bill of Materials (use as needed) Item # puantiUnit Description 1 • • Quote #1 Quote #2 11 Quote #3 1 Unit Cost j Total ][Unit Cost! Total J[unit Costl Total 1 a II • wr I f q 1 )r y r 1 II 11 I I ,' .- -, I III - - I �-- 1 li --o- I II 1 I i I I / II. II I • I • II 1 I • I 1, I 1 I I I I 1 P k / 1 r I r I 1 • 1 I IV 11 - • 1 _ . • - 11 Sub -total fSub-total I- JSub-totat 1 Warranty Freight Delivery) Pay. Terms( F.O.B.! j Grand Total • i _ 1 EXHIBIT C VENDOR ENGINE HIGH CAPACITY INTERNAL TOTAL MONTHLY MAINTENANCE TOTAL PRICE TRAY(C-1 FINISHER (L-1) FOR ONE BILLING PPC FOR BASED ON TWO MACHINES 5,000 BUSINESS EQUPMENT SOLUTIONS NO BID NOT A CANON DEALER IMPRESSIONS $5,640.00 $903.00 $735.00 $7,278.00 $30.001 0.0060 $14,556.00 BRATTON'S OFFICE EQUIPMENT CANON SOLUTION AMERICA $4,353.72 $811.36 $634.92 $5,800.00 0.0077 $11,600.00 CAPITAL BUSINESS SYSTEMS $3,164.00 $880.00 $713.00 $4,757.00 0.0045 $9,514.00 FRONTIER BUSINESS NO BID NOT A CANON DEALER PACIFIC OFFICE NO BID L 1 TOTAL Contract Form Entity Information Entity Name* CAPITAL BUSINESS SYSTEMS INC Contract Name* MAINTENANCE AGREEMENT Contract Status CTB REVIEW Entity ID* @00021618 Contract Description * MAINTENANCE AGREEMENT FOR TWO MFDS FOR JAIL Contract Description 2 CONSENT AGENDA LISTING ( j New Entity? Contract ID 8394 Contract Lead * EMATA Contract Lead Email emata@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Type * Department Requested BOCC Agenda Due Date MAINTENANCE PRINTING AND SUPPLY Date* 06 ,`22 2024 06 26/2024 Amount* $ 30.00 Renewable * YES Automatic Renewal N O Grant N O IGA N O Department Email CM- PrintingSupply@weldgov.c om Department Head Email CM-PrintingSupply- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@ WEL DGOV.COM Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? NO 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 07/01 /2024 Termination Notice Period Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head EDNA MATA DH Approved Date 06/20 2024 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 06/26 2024 Review Date * 05 01/2029 Committed Delivery Date Contact Type Contact Email Finance Approver CHERYL PATTELLI Renewal Date* 07.01 /2029 Expiration Date Contact Phone 1 Purchasing Approved Date Finance Approved Date 06 20/2024 Tyler Ref # AG 062624 Originator BHAYES Legal Counsel BRUCE BARKER Contact Phone 2 Legal Counsel Approved Date 06 20 2024 Hello