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Home My WebLink About20180345.tiffBOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS AROUND TITLE: United Reprographic Supply Inc Service Agreement for PW Wide Format Scanner DEPARTMENT: Information Technology DATE: 3/30/2021 PERSON REQUESTING: Ryan Rose T V Brief description of the problem/issue: The service agreement for Wide TEK Scanner maintenance comes with terms and conditions that Weld County legal wanted red lined and initialed by the vendor. The maintenance renewal period is from 2/7/2021 to 2/6/2023. The cost is $2780.00. What options exist for the Board? (include consequences, impacts, costs, etc. of options): There are two options — 1) to sign the service agreement with eliminated and vendor initialed sections or 2) Deny signature and let scanner maintenance on the WideTEK scanner, serial #7323bf205 expire Recommendation: IT recommends sign off on the service agreement and payment of $2780.00 to stay within compliance. Approve Schedule Recommendation Work Session Other/Comments: Perry L. Buck Mike Freeman Scott K. James, Pro-Tem Steve Moreno, Chair Lori Saine ec.,,g)A,etor(1-r) <-1-49-02-/ azoi8. 03 �TDDd� mayRedl �c Q mgm[phoQ �uPPOW O Q Q�QO SERVICE AGREEMENT Weld County GIS Attn: Ronna Brinkman P.O. BOX 758 GREELEY, CO 80832 Invoices Billed To Weld County Public Works 1111 M Street GREELEY, CO 80631 Equipment location ❑ Same as Bill To EQUIPMENT Wide TEK Make CONTRACT INFO: 48" Scanner Bundle Model 7323bf205 Serial # EO4028 ID# Ctontract_Includesi ( upprlese•ut jectto deiktery/freightzhargie) equipment O Parts 0 Labor nd , 0lnlcjeE paper' ® Pr rithea'd (:tToner/ink- C Maint Cartridge 2/7/2021 - 2/6/2023 Initial Terrn $ 2,780.00 Base Rate (Billed in Advance) illeci (Check'One) Monthly d {'quarterly Q Annually Q Other (See Notes) Usage Charge Usage Charge is Square Foot' $ N/A Included Other (See Notes) included ne)'❑,Monthly ❑ Quarterly D Annually . 0 Other (see Notes) s Misuse, abuse and moves are not included in this agreement. Spa tprarg for more information, 'Usage charge is based upon 5% toner coverage; usage rare may °wow) if pprgent Overage is over 5% Klick is 81/2 11. NOTES: *Bi-Annual Service Agreement Renewal Customer — Steve Moreno, Chair Board of Weld County Commissioners Contract Contact odifftreno Print Name & Title Print Name & Title APR 1 9 2021 Signature & Date rrose@weldgov.com/smoreno@weldgov.com f Meter Contact Name & Email Signature & Date 7076 S. Revere Parkway I Centennial, CO 80112 I P: 303-680-1100 I F: 303.680.5052 ographic.com SERVICE AGREEMENT CONTRACT TERMS & CONDITIONS Invoices Billed To Weld County GIS Attn: Ronne Brinkman P.O. BOX 758 GREELEY, CO 80632 1. SERVICES Services Provided: • URS will make all inspections, adjustments and repairs necessitated by normal wear and tear or defects in material and workmanship. Agreement does not cover repairs and/or part replacements resulting from: abuse, accident, fire, water, lightning strikes, any natural disasters or acts of God, unauthorized and/ or moving of equipment, use of materials detrimental to proper operation of device, failure to follow instructions provided in the equipment manual or other equipment accessories obtained from third party vendors, • Service calls are on an as -needed basis during business hours: f3:00AM to 5:00PM, Monday through Friday. • Wo may request assistance in remote troubleshooting to remedy or resolve the problem in minutes. Prior to any onsite assistance, a technician may initiate and perform remote diagnosis to facilitate problem resolution. Repairs on -site are subject to the customer providing immediate and unrestricted access to the system. nld • For all contracted devices Manufactured OEM Supplies must be used u,nl p e.cl,s d bat, Ui,ited Repteeeeehii, Inc. In the event OEM Genuine Supplies are not used and damages are incurred to the device and/or parts as a result of this, you the customer will be held accountable for the total cost to replace the damaged itom(s). Services Provided for Software: • URS will support original manufacturer's software for the contracted device. • You are solely responsible for protecting and removing any confidential data/images stored on the Equipment. Relocation of Equipment: • Client agrees to assume responsibility for all costs associated with relocation of equipment. Costs will include all applicable de -installation and re -installation services, packaging as appropriate, transportation and all special rigging charges required to effect the relocation. • Customer must ensure that the new location conforms at all times to the Manufacturer's requirements. • URS must be notified prior to the equipment being moved. • This agreement will not cover damages to equipment that is moved without assistance from URS representatives. 2. YOUR OBLIGATIONS • provide Maw Reedings. If reeding, are riot piuteded ycuetomee an estimated re&liegfs; •. Itcepplied five Jays otter tl,e Lane Jut,, aeden, atech„ioan wilt Lc eliepee.ltid to rat, ieee reeelL rry�aa). nth! in td • h,fene end Leap URS eptPJo,Q-ef.Cooteetinforrnatioir for. meters, taaponsible party lormachine upkeep, and decision ureter 3. SERVICES AGREEMENT TERM/ RENEWAL / TERMINATION / BREACH Renewal and Expiration: • Service Agreeievn.�mlroetomadcelly renew ever/ year for a oneryee, tom,,., ,, se aCAday swat.,„ notice of, e,reaNation;rreceivcJ Ly a URS itoreeentetive: nrtrf • Pricing for latiewel term shall be at URS's current rates which may LByubject to ae eneuel increase. mid Agreement Termination: • This Agreement is non -cancelable during the initial term or simultaneous with term of lease. After the initial term, a 60 day written cancellation is required and notice must be reviewed and confirmed valid by a URS Representative. • Carly tancelletior etria Le aubject to penalty if cancellation, request le received else, the rene•+el date. This includerleut 4 not lie„ iteJ to, invoicing complete • Upon bankruptcy, assignment for the benefit o creditors or insolvency of URS, this agreement will be terminated, In addition, you may also terminate this agreement at any time without penalty only by upgrading the Equipment with a replacement for another URS product. URS may terminate this Agreement by giving you written notice. • Upon termination, you are responsible for returning all unused supplies covered by this agreement. Any supplies not returned will be billed to you. 4. BILLING AND PAYMENT TERMS • All applicable taxes shall be added to the amount due unless you have provided proof of tax-exempt status, • Payment is due promptly after you receive a URS invoice. • URS can withhold service and supplies if payment is not received within 20 days after the date of URS's contracted invoice. • While equipment is contracted, if account goes to delinquent/temporary C.O.D. status, services will be suspended until all outstanding invoicos are paid in full. In the event the account goes into C.O.D. status, URS has the right to terminate the supply inclusive portion of the agreement. 5. DISCLAIMER OF WARRANTIES URS disclaims any and all express and implied warranties with respect to equipment, services or software including but not limited to the implied warranties of merchantability and of fitness for a certain reason. 6. LIMITATION OF LIABILITY neither party shag be liable to the other for any indirect or consequential loss, loss of data or loss of profits, incidental damages, howsoever caused, including through negligence. 7. ADDENDA The service agreement information section of this Agreement describes the Addenda, if any, containing additional or different terms and conditions which are applicable to this Agreement. You acknowledge having received these Addenda. 8. ENTIRE AGREEMENT / ASSIGNMENT / ATTORNEY'S FEES / GOVERNING LAW / FORCE MAJEURE These terms and conditions, together wTtTi any applicable Addenda, constitute the entire agreement as to their subject matter and supersede all prior and contemporaneous oral and written agreements. URS may retain a reproduction (o.g , eleetronic Image, photocopy, or facsimile) of this Agreement that shall be considered an original, Any terms on your ordering or confirmation documents shall be of tw force or effect. In any action to enforce this Agreement, both parties agree to waive their right to a jury trial tn,d to pay thep.eeeiline party'. e0Sta and ceper oes, imiedi„g reeeoneble etton rune fees. The law governing the interpretation and construction of this Agreement shall be that of the State in which Services are initially performed (including its choice of law rules). Neither party may assign this Agreement without the other parry's prior written consent, such consent not to be unreasonably withheld. turd Client agrees to these terms and conditions. Steve Moreno, BOCC Chair Print Name s APR 1 9 2021 Signature Date 0/g- 3 4-- Contract Form Entity Information New Contract Request Entity Name* Entity ID* UNITED REPROGRAPHIC SUPPLY INC g'00033595 ❑ New Entity? Contract Name* Contract ID UNITED REPROGRAPHIC SUPPLY INC SERVICE AGREEMENT 4642 FOR PW WIDE FORMAT SCANNER Contract Status CTB REVIEW Contract Lead* SWHITMORE Contract Lead Email swhitmoregco.weld.co.us Parent Contract ID Requires Board Approval YES Department Project # Contract Description* THE SERVICE AGREEMENT FOR WIDE TEK SCANNER MAINTENANCE. THE MAINTENANCE RENEWAL PERIOD IS FROM 2!7,+2021 TO 2; 6,2023. THE COST IS 52780.00. Contract Description 2 Contract Type AGREEMENT Amount* $2,780,00 Renewable* YES Automatic Renewal NO Grant NO IGA NO Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGlSa uueldgov.com Department Head Email CM- InformationTechnologyGlS- DeptHeadgweldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY dWELDG OV.COM Requested BOCC Agenda Date* 04;14;2021 Due Date 04:10;2021 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? tf this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Cormact 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 04/14/2021 Termination Notice Period Contact Information Review Date* O1i15/2022 Committed Delivery flare Renewal Date* 04'13;2022 Expiration Date ontact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 MARESHAH DANIELS PRIMARY MHANIELS4>UBEO.COM Purchasing Purchasing Approver Purchasing Approved Date CONSENT 04/12/2021 Approval Process Department Head RYAN ROSE DH Approved Date 04e12/2021 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 04,/19,'2021 Originator SWHITMORE Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 04/12/2021 04,/12/2021 Tyler Ref # AG 041921 bY,;;A'A'+`��.nh'�tlAY9& ,�:ydfM' � owcz>,N.YAtiKR?X0.'C+M�YS: 'NRYA%IINOI %�'S.J.LAY.Iik.k:11ti�/�.Y, q` aivagI4V.ir ne..041#9?➢➢2nmICNA'J,v�,'I ...1^.(VN:'+a��T �p w.. Y[oLatE PV? ttaib21'.CS'4M1 •— •••• •••. m xaxw&i�aY.,#z�»::a -... •vas• •., + ... '� �ww[assw:as�.,u.-. �,..� a .. ett BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW RE: United Reprographie Supply Service Agreement for wide Format Scanner DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose gt2.„ Brief description of the problem/issue: 1n support of project "PW476 Backing Scanning of Dept Records", a wide format scanner is needed to scan large maps and documents (up to 48" wide), A quote request was sent out to venders and United Reprographic Supply submitted the only response back for the device which included a standard three-year warranty. Attached is the service agreement which has been reviewed by Frank Haug. The three-year service agreement is a onetime billing of $2780.00 and funding will be provided through the County -wide Imaging Project budget What optiitts i_ t kr the rd?(Ind Grant authorizad n for the Chi, it to sign the co tr A011 s, impacts, c ts9 etc® of optic t s) et providing three-year maintenance. Weld Caunty IT recemends that the Board grant approval for the Chair to si will allow Public Works to scan large format ... aps and documents. Approve .r.. W.A Sena Pa Conwy Julie Cozad Mike Freeman Barbera Kirkmayer, Pro-Te Stove Moreno, Chair &Fr, /Let ta Pheduie Work Session ae attached a ► s cement which der/Core s r 2018-0345 r. TE SERVICE AGREEMENT EQUIPMENT:_ Male CONTRACT INFO: 48 Model Weld County Government Office of Information Technology P.O. Box 758 Greeley, CO 80632 Invoices Billed To Weld County Public Works 1111 H Street Greeley, CO 80631 Equipment Location * Serial i _ ID# Same as Bill T® Contract Includes' (Supplies subject to delivery/freight charge) ® Equipment 20# Bond _ % kjet Paper _ Printhead _ Drums/ ev • Parts ® Labor Maint Cartridge _ Toner/Ink Staples lF' 3 years from date of install 1 Term Billed (Check Ore) Monthly Quarterly Annually $2,780.00 Base Rate (8rlled in Advance) Other (See Notes) Usage Charge Square Foote Included NA B/W3 NA Included NA Usage Charge is Billed (Check One) Monthly included Color3 Quarterly Other (See Notes) Included NA Annually Other (See Notes) 1 Misuse, abuse and moves are not included in this agreement. See terms for more information. 2Usage charge is based upon 5% toner coverage; usage rate may increase if percent coverage is over 5%. 'Click is 8'h x 11. TES: One time billing of $2,780.00 covers 3 year term, effective date of install Customer Steve Moreno, Chair, Board of Weld Print e & Title Contract Contact (if different) County Commissioners Print Name & Title Signature & Date rrose@weldgov.com / smoreno@weldgovcom Signature & Date Meter Contact Flame & Email 7076 S. Revere Parkway I Centennial, CO 80112 I Pa 303-680-1100 I Fo 303-680-5052 I unitedreprographic.com 2-0/1>-- Co " SERVICE AGREEMENT CONTRACT TERMS & CONDITIONS Invoices Billed To Weld County Government Office of Information Technology P.O. Box 758 Greeley, CO 80632 1. SERVICES Services Provided: • URS will make all inspections, adjustments and repairs necessitated by normal wear and tear or defects in material and workmanship. Agreement does not cover repairs and/or part replacements resulting from: abuse, accident, fire, water, lightning strikes, any natural disasters or acts of God, unauthorized and/ or moving of equipment, use of materials detrimental to proper operation of device, failure to follow instructions provided in the equipment manual or other equipment accessories obtained from third party vendors. • Service calls are on an as -needed basis during business hours: 8:00AM to 5:00PM, Monday through Friday. • We may request assistance in remote troubleshooting to remedy or resolve the problem in minutes. Prior to any onsite assistance, a technician may initiate and perform remote diagnosis to facilitate problem resolution. Repairs on -site are subject to the customer providing immediate and unrestricted access to the system. • For all contracted devices Manufactured OEM Supplies must be used and purchased from United Reprographic Supply Inc. In the event OEM Genuine Supplies are not used and damages are incurred to the device and/or parts as a result of this, you the customer will be held accountable for the total cost to replace the damaged item(s). Services Provided for Software: • URS will support original manufacturer's software for the contracted device. • You are solely responsible for protecting and removing any confidential data/images stored on the Equipment. Relocation of Equipment: • Client agrees to assume responsibility for all costs associated with relocation of equipment. Costs will include all applicable de -installation and re -installation services, packaging as appropriate, transportation and all special rigging charges required to effect the relocation. • Customer must ensure that the new location conforms at all times to the Manufacturer's requirements. • URS must be notified prior to the equipment being moved. • This agreement will not cover damages to equipment that is moved without assistance from URS representatives. Preventive Maintenance: • If checked, URS will provide a preventive maintenance or a service call (which includes a preventive maintenance cleaning) once every three months to keep your machine performing well and limit service problems. Additional charge for DesignJet systems. 2. YOUR OBLIGATIONS • Provide Meter Readings: If readings are not provided by customer, an estimated reading(s) will be applied five days after the billing date and/or a technician will be dispatched to retrieve reading(s). • Inform and keep URS up to date of Contact information for: meters, responsible party for machine upkeep, and decision maker. 3. SERVICES AGREEMENT TERM/ RENEWAL / TERMINATION / BREACH Renewal and Expiration: • Service Agreement will automatically renew every year for a one-year term unless a 60 day written notice of cancellation is received by a URS representative. Confirmation of this receipt will be sent to you, the customer. • Pricing for renewal term shall be at URS's current rates which may be subject to an annual increase. Agreement Termination: • This Agreement is non -cancelable during the initial term or simultaneous with term of lease. After the initial term, a 60 day written cancellation is required and notice must be reviewed and confirmed valid by a URS Representative. • Early cancellation may be subject to penalty if cancellation request is received after the renewal date. This includes but is not limited to, invoicing complete base charge and/or average monthly click charge until what would have been the next renewal. • Upon bankruptcy, assignment for the benefit of creditors or insolvency of URS, this agreement will be terminated. In addition, you may also terminate this agreement at any time without penalty only by upgrading the Equipment with a replacement for another URS product. URS may terminate this Agreement by giving you written notice. • Upon termination, you are responsible for returning all unused supplies covered by this agreement. Any supplies not returned will be billed to you. 4. BILLING AND PAYMENT TERMS • All applicable taxes shall be added to the amount due unless you have provided proof of tax-exempt status. • Payment is due promptly after you receive a URS invoice. • URS can withhold service and supplies if payment is not received within 20 days after the date of URS's contracted invoice. • While equipment is contracted, if account goes to delinquent/temporary C.O.D. status, services will be suspended until all outstanding invoices are paid in full. In the event the account goes into C.O.D. status, URS has the right to terminate the supply inclusive portion of the agreement. 5. DISCLAIMER OF WARRANTIES URS disclaims any and all express and implied warranties with respect to equipment, services or software including but not limited to the implied warranties of merchantability and of fitness for a certain reason. b. LIMITATION OF LIABILITY Neither party shall be liable to the other for any indirect or consequential loss, loss of data or loss of profits, incidental damages, howsoever caused, including through negligence. 7. ADDENDA The service agreement information section of this Agreement describes the Addenda, if any, containing additional or different terms and conditions which are applicable to this Agreement. You acknowledge having received these Addenda. 8. ENTIRE AGREEMENT / ASSIGNMENT / ATTORNEY'S FEES / GOVERNING LAW / FORCE MAJEURE These terms and conditions, together with any applicable Addenda, constitute the entire agreement as to their subject matter and supersede all prior and contemporaneous oral and written agreements. URS may retain a reproduction (e.g., electronic image, photocopy, or facsimile) of this Agreement that shall be considered an original. Any terms on your ordering or confirmation documents shall be of no force or effect. In any action to enforce this Agreement, both parties agree to waive their right to a jury trial and to pay the prevailing party's costs and expenses, including reasonable attorney's fees. The law governing the interpretation and construction of this Agreement shall be that of the State in which Services are initially performed (including its choice of law rules). Neither party may assign this Agreement without the other party's prior written consent, such consent not to be unreasonably withheld. Client agrees to these terms and conditions. Steve Moreno Print Name JAN 3 i 2Q1$ Signature Date 02 fj /r- 0 3 cf Hello