HomeMy WebLinkAbout20240206.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Stand Alone Multi -functional (copier) device for Jail
DEPARTMENT: Sheriffs Office
PERSON REQUESTING: Edna Mata for Lieutenant Mark Pollard
DATE: 01/10/24
Brief description of the problem/issue:
This stand=alone multi- functional (copier) device will be used as part of the Weld County Jail's thug interdiction process, by which they screen regular innate mail, then photocopy the original envelope, papers, and photos
allowing only WCSO controlled paper Into the secured side of the facility, while still maintaining the appropriate mail process for inmates in custody. Additionally, the purpose of it being stand -atone, is in the event drugs,
controlled substances, or other compromising compounds are on the mall items, It does not impact the safety and usability of other community multi -functional devices.
What options exist for the Board?
It is believed to be the best option.
Consequences:
Impacts:
Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years:
The cost of the machine will be $563.00 and the maintenance agreement will be $22.00 per month and anything over 1,000 copies will be
charged $0.022 per copy. This maintenance agreement includes all parts and toner.
Recommendation:
Perry L. Buck, Pro-Tem
Mike Freeman
Scott K. James
Kevin D. Ross, Chair
Lori Saine
ConenfR
ni-k./Vis
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
e0
felt,
L
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2024-0206
CAPITAL
BUSINESS SYSTEMS, INC.
FCO243
e -Automate Account 4
Sales Order Agreement
55278
Order ID ft
Customer
Full
Legal
Name.
Bill To:
Weld
County
Address:
Greeley,
1500
CO,
2nd
80631
Street
Contact
Customer
Full
Legal
Name:
Name:
Ship
Edna
To:
Weld
Mata
County
Jail
Tel
#
(970) 400-2050
emata@weldsov.com
Email:
Address:
1950
O St, Greeley,
CO 80631
Contact
QTY
Special
Name:
lnstructions/Terms
Edna
Mata
Description
- Make, Model
Tel.
#: 970)
ima • eCLASS
400-2050
X MF 1440-
CA
Item
Email:
-5951
emata@weld.ov.com
#
C001 AA
Unit
Subtotal
Price
$563.00
Total Amount
$563.00
$563.00
Sales
Tax
Total
$563.00
Cash
Paid
Balanced
Owed
I. Law/Forum. You agree that the Agreement and any claim related to the Agreement sha.l 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 o' state court in such state You hereby consent to personal
jurisdictior and venue in such courts and waive transfer of venue Each party waives ary 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 r7ghts or obligations under any related license
agreement. You agree that you will look only to the publisher, licensor, or other third parties, if ary, who granted you your right to use the software to determine
those rignts. 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 -parry service providers based on your judgement You may contact us or the manufacturer for a
statement of the warranties, if ary, that the manufacturer is providing We assign to you ary warranties given to us.
V. Default and Remedies. If you de not pay any sum within 10 days after its due date, or if you breach any otner term of the Agreement or any other agreement
with us, you will oe 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 :nterest on al' 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 erforcement and perfection purposes snail 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 :nto 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 WILL Bs-V9N-!AN LABLE
t
(As Stated Above)
X
Kevin D. Ross, Chair
JAN 2 4 20
24
Customer
Capital Business Systems, Inc.
Owner
Signature
Print Name & Title
Date
3001 East Pershing Blvd., Ste 100, Cheyenne, WY, 8 001
Signature
of%) ittevits I /
Print Name & Title
ate
CAPITAL
BUSINESS SYSTEMS, InC_
AFTERMARKET SUPPORT AGREEMENT
Customer
Bill
To:
Customer Name.
Wela
County
Address:
1500 2nd
Street
Greeey, CO 80631
Telephone
(970) 400-2050
Attention.
Edna
Mata
Email.
Customer
Customer
errata@weld•ov.com
Ship
Name. Weld
To:
County Lai!
Address:
1950
0 St, Greeley
CO 80631
Telephone:
(970) 400
2050
Attention: Edna
Mata
Email:
emata@weldgov
corn
U,
W
o
Make,
Model,
Included
Accessories
Serial
1$
ID#
Base Payment
Beginning
Reading
Meter
Image
Allowance
Excess
Charge
(Plus
Per Image
Tax)
x
Monthly
x
Monthly
Quarterly
jQuarterly
Annually
Annually
B &W
Color
B &W
Color
B & W
Color
Canon imageCLASS X MF144O
$22.00
1000
0
$0.0220
50.0000
1
2
0
0
$0.0000
50.0000
3
0
0
$0
0000
50.0000
4
1
0
0
$0.0000
$0.0000
0
0
$0 0000
$0 0000
5
0
0
$0 0000
$0.0000
6
End User Details
(if different
Location / Address
shipments)
to supply
Name
Email
1
2
,
3
4
5
x
Supplies Included
It=r��s F xLluded.
See attached equipment or group billing schedule. Meter requency:
• she conso. dated image allowance and excess per image amounts shown above (or on tie attached equipment or group billing schedule), if any applies to (check one)
V
Equipment installed under tthis schedule only Equipment installed under this schedule together with equipment listed on any other applicable
schedule (Wan aggregate consoliiation), if no image allowance or excess per mage amounts are shown aoove :or on the attached equipment or group bil ing schedule), images
made on tie equipment under thi• schedule will be included in determining you 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 te-m of the schedule to agreement identified as schedule NO.
1eran in Months: 60 (Applies .o this schedule only) Start Date
PAYMENT (check one term option)
I
Monthly Base Payment Amount: $ 22.00
(Includes acounts due under this s._.hedule only)
(Plus Tax) I I Quarterly Base Payment Amount. $
(Plus Tax) j Annual Base Payment Amount. $ (PI„
ADDITIONAL TERMS AND CONE ITIONS
IMAGE ALLOWANCE CHARGES AND OvERAGES You are ent.tled to make the total number of images shown under image Allowance Per Machine (or Total Consolidated Image Allowance, if applicable) each period
dunng the term of this Agreement If yaw make more than the allowed images any penod, you will pay us an additional amount equal to the number of the excess images made dunng such period multiplied by the
applicable Excess Per Image Charge. Reit ardless 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 tray 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. Zhu agree that the Base Payment Amount and the Excess Per Image Charges may be proportionate:y 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 3ase Payment Amount and the Excess Per image Charges (and at our election, the Base
Payment Amount and Excess Per image Lharges under any other schedules for imaging equipment between you and us that incorporate the terns 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 he made if contract is cancelled pnor
to original or renewal terms
Customer
Signature: Weld County
CUSTOMER SIGNATURE
Kevin D.Ross, Chair JAN 2 4 2024
NAME & TITLE _ DATE
Capital Business Systems Sic nature:
Weir-5(rL
REPRESENTATIVE
Revised Date: 2/22/17
a009e7- op2,0L
Sales Order Agreement and Aftermarket Support Agreement -- Capital Business Systems,
Inc.
APPROVED AS TO SUBSTANCE:
Elected Official or Department Head
APPROVED AS TO FUNDING:
I
it,
Controller or Chief Financial Officer
APPROVED AS TO FORM:
County Attorney
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