HomeMy WebLinkAboutbocc.con.098.22 iTKIN Pitkin County
Procurement Cover Sheet
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Contract Information
Contract Number 098.22
Project Name Plotter Purchase
Contractor United Reprographic Supply
Budget Line Item 15012100.574500 $ 15,636.00
$Additional Budget Line $ _
Item(s) $ _
(Please fully allocate New Contract Total)
$ 15,636.00
Procurement Method: None
Type: Goods, Equipment, Supplies
Contract Start Date 2/9/2022
Contract End Date 2/8/2023
Contract Type New Contract
Retainage No
If this is a new contractor, please enter the New Vendor information into Munis for workflow approval.
Contact Information:
Department Clerk&Recorder
County Representative Ingrid Grueter County Representative (970) 429-2708
Phone
Provide a brief description of the Contract or Change Order:
Purchase of new HP XL3600 MFP plotter with 12-month parts & labor Service Agreement. Allocation of
funding not to exceed $15,636.
Contract Value Summary:
Original Contract Amount $ 15,636.00
Previous Change Order/Amendment Amount $This Change order/Amendment amount $Contract Total $ 15,636.00
mgpFteg CM ph d
gaLP i U A Ray Morgan/Ubeo Company
POWERED BY Lib O
Sales Order Agreement
Date 1/26/2022
Pitkin County Clerk and Recorder Main Contact Ingrid Grueter
530 E Main Street Suite 104 REQ#
Aspen CO 81611 Sales Rep Adria Abeyta
Sales Type Net New Placement
Ship To Bill To
Pitkin County Clerk and Recorder Pitkin County Clerk and Recorder
530 Main Street Suite 104 530 Main Street Suite 104
Aspen, CO 81611 Aspen, CO 81611
Contact: Ingrid Grueter Billing Contact: Ingrid Grueter
Phone/Fax: 970-429-2708 Phone/Fax: 970-429-2708
Purchase Order: Approx Delivery Date: 1/4/2022
Account Type: Net New Placement Lease Months: N/A Monthly Payment: N/A
Quantity Product# Description Unit Price Total Price
1 XL3600 HP XL3600 MFP $14,436.63 $14,436.00
Comments/Special Instructions Subtotal $14,436.63
Delivery Time Stairs/Count Elevator Connected Delivery Type Delivery/Installation
0 No Yes Yes RMC Truck TOTAL AMOUNT $14,436.63
Delivery Instructions Less
Payment (Check#:
AMOUNT DUE $14,436.63
Special Payment Terms & Due Dates
PLUS APPLICABLE TAXES
Warranty/Maintenance Agreement l Yes r No *Please select
The terms and conditions appearing on the face and reverse side of this agreement correctly set forth the entire agreement between the parties. The terms and conditions contained on the reverse side of
this agreement include limitations of warranty,exclusion of consequential and other special damages and other limitations of liability. Customer acknowledges by its signature that it has read and
understands it and that it constitutes the entire agreement,understandings,and representations,express or implied,between customer and Dealer,with respect to hardware,supply,media,or documentation
furnished or to be furnished hereunder and that this agreement supersedes all prior communications between the parties including all oral or written proposals. By executing this agreement,
aciwledge that I have read and understand this agreement and certify that I am authorized to execute this agreement on behalf of customer. Payment terms for this order are NET10.
(( Initial here
Customer Acceptance Dealer Representative
Authorized Signature/Date Print Name Title Signature Date
Ingrid Grueter
X 7„.0i,:d 9fi4 Recording Manager
Ray Morgan Company Terms and Conditions
RMC EQUIPMENT ORDER-TERMS AND CONDITIONS
1.The terms on this Equipment Order Form constitute the entire agreement between the purchaser and the seller. No other representation, statements,
or warranties not contained herein shall be relied upon by the buyer(or seller)unless made by mutually agreed upon written amendment to this
agreement.This is a binding order, not subject to cancellation.
2. Payment terms are upon receipt of invoice unless otherwise specified. Late charges of 1.5% per month on the outstanding ba lance will be added if
payments are not received within 15 days of the invoice date. The minimum late charge is$9.50. Late charges will not exceed the maximum permitted
by law. Buyer agrees to pay seller a returned check charge of$25.00 per occurrence if any of buyer's checks are returned to seller unpaid. Upon default
of any payment or any other aspect of this agreement,seller may, at its option, declare the entire outstanding balance immediately due and payable.
Buyer agrees to pay all of Ray Morgan Company's (RMC)costs in the collection of any amount due hereunder in the recovery of any property, pursuant
hereto or in the enforcement of its right against Buyer, including reasonable attorney's fees,whether or not suit be brought. Customer agrees that in the
event of any default of this agreement, RMC may remove products affected by the default from customer's premises with or with out process of law.
3.Other than the obligations set forth herein, RMC disclaims all warranties, express or implied, including any implied warra nties of merchantability,
fitness for use, or fitness for a particular purpose. RMC shall not be responsible for direct, incidental, or consequential damages, including but not limited
to damages arising out of the use or performance of the equipment or the loss of use of the equipment.
4. RMC shall be temporarily relieved of its obligation in the event that labor disturbance, acts of God, unavailability of product,or other circumstances
beyond RMC's control prevent RMC from fulfilling the terms of this agreement.
5. No goods may be returned without RMC's approval or prior written consent.A)Only consumable goods invoiced within 60 days will be considered for
return. B)On authorized returns, buyer agrees to pay a restocking charge equivalent to 30%of the purchase price. C)Merchan dise returned without
authorization may not be accepted at the receiving dock,and is the sole responsibility of the buyer. D)all non-saleable merchandise(that has been
partially used or opened)will be deducted from any credit amount due the buyer.
6.All claims regarding shipments and receipt of goods must be made within 7 days of delivery.
7.Applicable taxes shall be added to the purchase price unless the customer has supplied a tax exemption or resale certificate(prior to shipment)
acceptable to the proper taxing authorities.
INSTALLATION AND ELECTRICAL REQUIREMENTS
Buyer acknowledges that they have been informed of the manufacturers recommended space and electrical requirements for the eq uipment listed
above. Failure to comply with the manufacturer specifications may void any warranties. Customer has been informed that a surge protector is
recommended to protect their electronic investment from power disturbances. Said surge protector should have network protection for systems installed
in a networked configuration. Customer will be responsible for damage sustained due to inadequate protection from power distu rbances.
4/18/2016
( Rand Pitkin County Clerk & Recorder
ft 530E Main Street Suite 104
ri@ ITO
g a Aspen, CO 81611
Invoices Billed To
�J JJ v Pitkin County Clerk & Recorder
D RI o 530 E Main Street Suite 104
Aspen, CO 81611
SERVICE AGREEMENT Equipment Location ❑ Same as Bill To
EQUIPMENT:
HP XL3600
Make Model Serial # ID#
CONTRACT INFO:
Contract Includes' (Supplies subject to delivery/freight charge) ❑ Equipment • Parts • Labor ❑Toner/Ink
❑ 20# Bond ❑ Inkjet Paper ❑ Printhead ❑ Drums/Dev ❑ Maint Cartridge
12- Month Term $99.00
Initial Term Base Rate (Billed in Advance)
Billed (Check One) ❑ Monthly ❑ Quarterly ❑ Annually ❑ Other (See Notes)
Usage Charge Square Foote Other (See Notes)
$0.065 $
Included Included
0
Usage Charge is Billed (Check one) ❑■ Monthly ❑ Quarterly ❑ Annually ❑ Other (See Notes)
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%.
NOTES:
Customer Contract Contact (if different)
Ingrid Grueter
Print Name &Title Print Name &Title
Xd Feb-09-2022
Signature & Date Signature & Date
Meter Contact Name & Email
7076 S. Revere Parkway I Centennial, CO 80112 I P: 303-680-1100 I F: 303-680-5052 I unitedreprographic.com
SERVICE AGREEMENT
CONTRACT TERMS & CONDITIONS
Invoices Billed To
Pitkin County Clerk & Recorder 530 E Main Street Suite 104 Aspen, CO 81611
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.
Preventative Maintenance:
• ❑ If checked,URS will provide a preventative maintenance or a service call(which includes a preventative maintenance cleaning)once every three months t
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.
6. 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 this Agreement without the other party's prior written consent,such consent not to be unreasonably withheld.
Client. ees to these terms and conditions.
Print Name Signature Date
DocuSign
Certificate Of Completion
Envelope Id:ODE044A1A6A142BAA025BOOF2BCCB2B4 Status:Completed
Subject: United Reprographic Supply I Pitkin County Purchase 098.22 for Review and Signature
Source Envelope:
Document Pages:6 Signatures:2 Envelope Originator:
Certificate Pages:2 Initials: 1 Pitkin County Procurement
AutoNav: Enabled 530 East Main Street
Envelopeld Stamping: Disabled Suite 203
Time Zone: (UTC-07:00)Mountain Time(US&Canada) Aspen,CO 81611
Procurement@PitkinCounty.com
IP Address:216.237.91.144
Record Tracking
Status:Original Holder:Pitkin County Procurement Location: DocuSign
2/9/2022 2:33:11 PM Procurement@PitkinCounty.com
Signer Events Signature Timestamp
Ingrid Grueter Sent:2/9/2022 2:40:01 PM
ingrid.grueter@pitkincounty.com "�' ° " Viewed:2/9/2022 3:07:21 PM
Recording Manager Signed:2/9/2022 3:08:45 PM
Pitkin County
Security Level: Email,Account Authentication Signature Adoption: Pre selected Style
(None) Using IP Address:65.38.144.66
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Pitkin County Procurement VIEWED Sent:2/9/2022 3:08:46 PM
procurement@pitkincounty.com Viewed:2/14/2022 3:51:34 PM
Procurement
Pitkin County Using IP Address:65.38.144.66
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy Events Status Timestamp
Accounts Payable COPIED Sent:2/14/2022 3:51:34 PM
ap@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy Events Status Timestamp
Adria Abetya COPIED Sent:2/14/2022 3:51:35 PM
aabeyta@ubeo.com
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 2/9/2022 2:40:01 PM
Certified Delivered Security Checked 2/14/2022 3:51:34 PM
Signing Complete Security Checked 2/9/2022 3:08:45 PM
Completed Security Checked 2/14/2022 3:51:35 PM
Payment Events Status Timestamps