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Home My WebLink AboutIT13-215 - Amendment - #3 - Preferred Copier Systems, Inc. - MFD Maintenance & Repair Services - 11/20/2015 S I Records ,. WASHINOTON CONTRACT COVER SHEET This is to be completed by the Contract manager prior to submission to City Clerks Office. All portions are to be completed. If you have questions, please contact City Clerk's Office. Vendor Name: t rek-try0, itv SLI.Skws /rl t I Vendor Number: JD Edwards Number Contract Number: 1 T 11-1- Z 1�`- (0Y>1� This is assigned by City Clerk's Office Project Name: K-0,V1s t t; "mcl t Description: ❑ Interlocal Agreement ❑ Change Order JE(Amendment ❑ Contract ❑ Other: Contract Effective Date: 4)1 I Termination Date- _i �-i l (m t Contract Renewal Notice (Days): Number of days required notice for termination or renewal or amendment Contract manager: , t7y�G _ Department: j Contract Amount: Approval Authority: ❑ Department Director ❑Mayor ❑City Council Detail: (i.e. address, location, parcel number, tax id, etc.): adccW10877 8 14 KENT AMENDMENT NO. 3 NAME OF CONSULTANT OR VENDOR: Preferred Copier Systems, Inc. CONTRACT NAME & PROJECT NUMBER: Contract #IT 14-225 Goods & Services Agreement ORIGINAL AGREEMENT DATE: 12/3/2013 This Amendment is made between the City and the above-referenced Consultant or Vendor and amends the original Agreement and all prior Amendments. All other provisions of the original Agreement or prior Amendments not inconsistent with this Amendment shall remain in full force and effect. For valuable consideration and by mutual consent of the parties, Consultant or Vendor's work is modified as follows: 1. Section I of the Agreement, entitled "Description of Work," is hereby modified to add additional work or revise existing work as follows: The parties agree that each will continue to perform as provided for under the original Agreement and any prior Amendments on a month- to-month basis commencing on January 1, 2016, with a maximum extension through July 31, 2016. The parties intend that this Agreement will automatically terminate at midnight on August 1, 2016, or upon the City providing Vendor with thirty (30) calendar days' notice of its need to terminate this Agreement due to a new Vendor or new Contract having been acquired for replacement multi- functioning devices and their related service. 2. The contract amount and time for performance provisions of Section II "Time of Completion," and Section III, "Compensation," are modified as follows: Original Contract Sum, $.0092 per black and white including applicable WSST impression, and $.07 per color impression Net Change by Previous Amendments Prior increase of $0.0008 per black including applicable WSST and white impression, and $0.005 per color impression. Current Contract Amount $.01 per black and white including all previous amendments impression, and $.075 per color impression Current Amendment Sum None Applicable WSST Tax on this Standard WSST per click Amendment Revised Contract Sum $.01 per black and white impression, and $.075 per color impression Original Time for Completion December 1, 2014 AMENDMENT - 1 OF 2 (insert date) Revised Time for Completion under December 31, 2015 prior Amendments (insert date) Add'I Days Required (f) for this Maximum of 213 calendar days Amendment Revised Time for Completion Not to extend beyond (insert date) July 31, 2016 The Consultant or Vendor accepts all requirements of this Amendment by signing below, by its signature waives any protest or claim it may have regarding this Amendment, and acknowledges and accepts that this Amendment constitutes full payment and final settlement of all claims of any kind or nature arising from or connected with any work either covered or affected by this Amendment, including, without limitation, claims related to contract time, contract acceleration, onsite or home office overhead, or lost profits. This Amendment, unless otherwise provided, does not relieve the Consultant or Vendor from strict compliance with the guarantee and warranty provisions of the original Agreement. i All acts consistent with the authority of the Agreement, previous Amendments (if any), and this Amendment, prior to the effective date of this Amendment, are hereby ratified and affirmed, and the terms of the Agreement, previous Amendments (if any), and this Amendment shall be deemed to have applied. The parties whose names appear below swear under penalty of perjury that they are authorized to enter into this Amendment, which is binding on the parties of this contract. IN WITNESS, the parties below have executed this Amendment, which will become effective on the last date written below. CONSULTANT/VENDOR: CITY OF KENT: r� r r, By. j By �xy...' 4 G r F (sgnature) r ,.' (signature) �^ f Print Name Pn(nt Name zEf�- ( e s Its w Its 4?.� (title) DATE: /O o27 /S— DATE: I APPROVE 1) AST FORM: (applicable 'f May sig ture req n(ed) s l Kent Law Department AMENDMENT - 2 OF 2 i Drake, Dea From: White, Tammy Sent: Friday, October 23, 2015 1:36 PM To: Drake, Dea; Komoto, Kim Subject: RE: Preferred Copiers MFD Maintenance Contract Extension Jul 2016.doc Attachments: Preferred Copiers MFD Maintenance Contract-3rd Amendment-REDLINE.doc; Preferred Copiers MFD Maintenance Contract-3rd Amend ment-CLEAN.doc Dea, it looks like your amendment used an earlier draft. Therefore, I used as a base the version that was signed by the parties and made the changes noted on the attached redline to extend the contract through the end of July. A red and clean version is attached. This 3rd amendment will need to go to committee and council for approval before it can be signed. Keep in mind, though, that there is only 1 council meeting in December, so you'll need to make sure that this gets moving through the committee and council process soon so it can be signed before your current amendment expires. Thanks. Tammy. i From: Drake, Dea Sent: Friday, October 23, 2015 11:34 AM To: White, Tammy; Komoto, Kim Subject: Preferred Copiers MFD Maintenance Contract Extension Jul 2016.doc I need to enter into one more extension with Preferred Copiers on the Fleet of MFD/copiers. I took the last extension, changed the extension number and dates. Everything else stayed the same. Is this ok to go? Thanks Dea Drake, Multimedia manager Multimedia Services Division I Information Technology Dept. 220 Fourth Avenue South, Kent, WA 98032 Phone 253-856-4646 1 Cell 253-951-0458 ddrake(a)KentWA.aov CITY OF KENT, WASHINGTON KentTV21.com Facebook �r'i ._. YouTube PLEASE CONSIDER THE EPIVIRONMENT BEFORE PRINTING THIS EF9AII. I i t INFORMATION TECHNOLOGY DEPARTMENT Mike Carrington, Director rr ® Phone: 253-856-4607 T XENS:a Fax: 253-856-4700 'N a3n4LiOn Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: November 3, 2015 TO: Operations Committee SUBJECT: Amendment to Maintenance Contract with Preferred Copier Systems for City MFD's - Authorize MOTION: Authorize the Mayor to sign an amendment extending the Goods and Services Agreement with Preferred Copier Systems in an amount not to exceed $100,000 through July 31, 2016 for maintenance of the City's fleet of Ricoh Multifunction Devices (MFD's) subject to terms and conditions acceptable to the City Attorney and Information Technology Director. SUMMARY: The expenditure provides ongoing maintenance for the City's fleet of Ricoh Multifunction Copier/Printer Devices (MFD's) until July 31, 2016. The City owns the MFD's, having formerly leased them under a contract with ABS Ricoh. For the last 24 months the fleet has been maintained by Preferred Copier Systems of Kent. They have provided excellent service on these machines. After 18 months they were given one six-month contract extension with a modest increase which covered the cost of maintaining an aging fleet. This extension continues at the current per copy of .01 per B&W and .0075 per color impression. Extending the maintenance agreement will give the City additional time to consider replacement needs in conjunction with facilities space planning. The parties agree that each will continue to perform as provided for under the original Agreement and any prior Amendments on a month-to-month basis commencing on January 1, 2016, with a maximum extension through July 31, 2016. The City intends that this Agreement will j automatically terminate at midnight July 31, 2016, or upon the City providing Vendor with thirty (30) calendar days' notice of its need to terminate this Agreement due to a new Vendor or new Contract having been acquired for replacement multi-functioning devices and their related service. EXHIBITS: Goods and Services Agreement Amendment No. 3 - approved via City of Kent Office of the City Attorney and signed by the vendor. BUDGET IMPACT: IT Capital Budget allocations approved as a part of the 2015-2016 biennial budget process are earmarked for this project. l I ��1V ■ N'T SY.INOTON Agenda Item: Consent Calendar - 7F TO: City Council DATE: November 17, 2015 SUBJECT: Amendment to Maintenance Contract with Preferred Copier Systems for City MFD's - Authorize MOTION: Authorize the Mayor to sign an amendment extending the Goods and Services Agreement with Preferred Copier Systems in an amount not to exceed $100,000 through July 31, 2016 for maintenance of the City's fleet of Ricoh Multifunction Devices (MFD's) subject to terms and conditions acceptable to the City Attorney and Information Technology Director. SUMMARY: The expenditure provides ongoing maintenance for the City's fleet of Ricoh Multifunction Copier/Printer Devices (MFD's) until July 31, 2016. The City owns the MFD's, having formerly leased them under a contract with ABS Ricoh. For the last 24 months the fleet has been maintained by Preferred Copier Systems of Kent. They have provided excellent service on these machines. After 18 months they were given one six-month contract extension with a modest increase which covered the cost of maintaining an aging fleet. This extension continues at the current per copy of .01 per B&W and .0075 per color impression. Extending the maintenance agreement will give the City additional time to consider replacement needs in conjunction with facilities space planning. The parties agree that each will continue to perform as provided for under the original Agreement and any prior Amendments on a month-to-month basis commencing on January 1, 2016, with a maximum extension through July 31, 2016. The City intends that this Agreement will automatically terminate at midnight July 31, 2016, or upon the City providing Vendor with thirty (30) calendar days' notice of its need to terminate this Agreement due to a new Vendor or new Contract having been acquired for replacement multi-functioning devices and their related service. EXHIBITS: Goods and Services Agreement Amendment No. 3 - approved via City of Kent Office of the City Attorney and signed by the vendor. I RECOMMENDED BY: Operations Committee November 3, 2015 YEA: Thomas, Boyce, Ralph NAY: BUDGET IMPACT: None REQUEST FOR MAYOR'S SIGNATURE T Routing Information: (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT) t Approved by Direc€ar1;r j Originator: Dea Drake Phone (originator): 253-856-4646 Date Sent: 11/19/15 Date Required: 11/24/15 Return Signed Document to: Heather Haley Contract Termination Date: 1/1/16 VENDOR NAME: Date Finance Notified: Preferred Copier System (Only required on contracts 1 1/1 9/1 5 120,000 and over or on any Grant DATE OF COUNCIL APPROVAL: 11/17/15 Date Risk Manager Notified:n/a (Required on Non-City Standard Contracts/Agreements) Has this Document been Specificall Account Number: 52001760.64830.1820 Authorized in the Budget? a YES NO Brief Explanation of Document: Goods & Services Agreement for 2016 Preferred Copiers System, MFD Fleet Maintenance Extension 3 Monthly bill about $7,000.00 a month. All Contracts Must Be Routed Through The Law Department 3 (This area to be completed by the Law Departme t) (e } Received: j� a Approval of Law Dept.. s/ I Law Dept. Comments: ✓ )f '^ t Date Forwarded to Ma ert •: ' !t ,` 1 r Shaded Areas To Be Completed By Administration Staff Received: Recommendations and Comments: Disposition. of/�"' �`frF' f '.'. r,% .i,%: f �Flt1 f i IS 64 Date Returned: rcNmr mt oor.ment w sip eyr.r m:my dgnxNre.mox