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98-22623 RESO RESOLUTION NO. 98-22623 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AWARDING A CONTRACT TO XEROX BUSINESS SERVICES FOR COPIER MAINTENANCE SERVICE AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE CONTRACT. WHEREAS, the City seeks to award a contract to Xerox Business Services, a division of Xerox Corporation, for copier maintenance service including copier supplies, maintenance and parts; and WHEREAS, this contract does not affect any of the current copier lease agreements, which have staggered expiration dates; and WHEREAS, this contract will be for fIscal year 97/98 only; and WHEREAS, since the City's fIscal year started October I, 1997, Xerox has agreed to provide a rebate that will be adjusted to that date; and WHEREAS, awarding the attached contract to Xerox Business Services will allow the City to obtain cost effective copier maintenance service. NOW, THEREFORE, BE IT DUL Y RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Clerk are authorized to award a contract to Xerox Business Services to provide copier maintenance service. PASSED and ADOPTED this 7th day of January, 1998. It MAYOR ATTEST: ~}~M~ CITY CLERK APPROVED AS TO FORM & lANGUAGE & fOR EXECUTION ~:~ N&ifO ~v, CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\lci.miami-beach.f1.us COMMISSION MEMORANDUM NO. L-\--9Z TO: Mayor Neisen O. Kasdin and Members of the City Commission DATE: January 7, 1998 FROM: Sergio Rodriguez City Manager SUBJECT: A Resolution f tli Mayor and City Commission of the City of Miami Beach, Florida, Awarding a Contract to Xerox Business Services for Copier Maintenance Service and Authorizing the Mayor and City Clerk to Execute the Contract. ADMINISTRATION RECOMMENDATION To authorize the award and execution of the contract. FUNDING Individual Departments will continue to pay for copier maintenance and supplies from budgeted funds. BACKGROUND Most City of Miami Beach departments currently lease Xerox copiers. Since the copiers were individually installed at different dates, the leases expire at different times. Approximately 60 copiers are used to prepare 750,000 copies per month (over 250,000 of these are prepared by Central Services on the large volume copier). The lease payments total approximately $18,000 per month. City departments currently have separate individual accounts for copier-maintenance service and supplies. The City, therefore, must pr~cess 120 separate monthly invoices that total approximately $6,600 for maintenance and $4,400 for supplies. (See attached Xerox Copier Inventory.) ANAL YSIS The City of Miami Beach seeks to award a contract to Xerox Business Services, a division of Xerox Corporation, for copier-maintenance service and supplies. This contract, which is based upon the attached Putnam County Contract, will allow Xerox to provide the City with a unifIed customized monthly invoice for maintenance service and supplies and also offer the City a discount on these services. Since the City's fIscal year started October 1, 1997, Xerox has agreed to provide a rebate that will be adjusted to that date. AGENDA ITEM~ DATE \-l-9g This contract does not affect any of the current lease agreements, which have staggered expiration dates. This contract will be for the remainder of the current fiscal year only. A Request for Proposals for a multiple year contract for copier-maintenance service, and a Request for Proposals for leasing copier equipment are planned in time for the next fiscal year. To summarize, this contract, which is based upon the attached Putnam County contract with Xerox, will: · reduce the monthly total for leases, maintenance, and supplies from approximately $28,000 to $25,800 . provide better service by having a trained Xerox technician assigned to City Hall · combine all copier maintenance invoices into one · provide customized charge back reporting CONCLUSION The City Commission should adopt the attached resolution awarding a one-year contract with Xerox Business Services for copier maintenance and supplies and authorizing the Mayor and City Clerk to execute the attached contract. u/Jj P K. SR:Mr5B:PK Attachment From: DAVID A. HOLNESS To: Liz Parnes Date: 12/19/97 Time: 15:42:29 Page 2 of 5 XFROX BUSINESS SERVICF,S DOCUMENT SOURCE CLIENT SERVICES AGREEMENT This Document Source Client Services Agreement ("Agreement") sets forth the tenns and conditions upon whi{,,;h the;; Cily of tl.liami Bea",h (Clie;;nL" or ''You'') aml Xe;;rux Bl1sim;s~ Se;;rvi",i;;s ("X13S", "We;;", or "Us"), a division of Xerox Corporation ("Xerox"), have agreed for XRS to provide services ("Services") for you. 1. XES will provide Senices to you at the following locati0u: The City of :\'liami Beach 1700 Convention Center Drive Miami Bea{,,;h, Fl 33139 Contact: Ms. Ph)'Uis P. Koch 305/673-7040 2. TERM The term of this Agreement will be the 12 month period from October 1, 1997 through September 30, 1998 with an option to renew annually for a successive 3 Yl~ars at the clients option. If you and XES mutually agrce to begin Serviecs partially and/or early, we \'\/ill bill you on a pro rata basis, based on a 30- day billing month and the tenus and conditions of this Agre(;ment will apply. 3. PRTCTN(y Pricing for the Services provided under this Agreement is displayed in Exhibit I. 4. PERFORMAKCE ST MTIARDS xns will provide Services in accordance with the Perfonnance Standards ("Standards") as mutually agn;e;;d lo and st:l forlh in Exhibil ll. alla",ht:d lo Lhi6 Agre;;::mt:nL If YOLl bdie;;vl;; lhal Wt; are;; nol pe;;rforming in compliance with the Standard~ ~et forth in Exhihit TT you will notify :\'"RS in writing ofthe specific non- performance, and authorized representatives of both parties will meet to discuss these issues. We will then correct any non-performance within 30 days of notification from you. provided, however, if we fail to do so, you may terminate this Agreement without incurring Early Termination Charges. 5. SER'vlCES In performing Services under this Agreement: a. PersOlUlel (i) We will provide sufficient XES-trained personnd to perform the Services established pursuant to this Agreement and/or as set forth in the Performance Standards (ii) XBS personnel performing Services under this Agreement will perform in a professional manner and will comply with all of your applicable secw-iLy and safety regulations. You will provide copies, and any applicable updates, to us for cOlmnunication to our personnel. (iii) If you are;; dissalislit:d wilh lhe pe;;rfurmance;; of any XES pt;rsmmd, nOlify XES of the;; sp::cifil,; deficiencies in writing, and we will address these non-perfo1111anee issues within 5 days. If you remain dissatisfied with such performance after we have taken remedial action, we will remove such personnel and provide a replacement. It: in your judgment, you helieve that the actions of such personnel warrants immediatc actioll... you will contact XBS and provide th;; grounds for the requ(;st and XES will act accordingly. dscs22 From: DAVID A. HOL\l:ESS To: Liz Parnes Date: 12/19/97 Time: 15:43:36 Page 3 of 5 (iv) XES shall be deemed an independent contractor and shall not act as, or be your agent or employee. We will provide tor and pay the compensation of XES personnel and be respomible for payment of all taxes which an employer is required to pay relating to the employment of employees, including worker's compensation. You will not be liable to Xerox, or to any XDS personnd, for our failun: to meet our (,;ompensalion or tax obligations. WI:: will imkrnniiy, lh:fenu and hold you hannless from and against all such obligations and will comply with all associated government regulations, including the filing of all necessary reports and returns. b. Equipment/Software (i) We will provide and/or operate; the [quipment'Sottware listed in Exhibit ill, and we will keep the Equipmt:nl in good "orking onlt:r during lhe Lerm of lhis Agreement Unless oLherwist: slalt:d in the Agreement, Equipment and Software provided und~r this Agreement are the property of J\"RS. During the term of this Agreement, XBS will have the risk of loss or damage to this XBS-owned Equipment and software, unless caused by your negligence or willful acts. (ii) If you arc not totally satisfkd with any Xerox Equipment installed at jour location under this Agn:;elllt:U1, at your request, we will replace it, without charge, with an identical model or a comparable machine with similar features and capabilities. Th.is Guarantee will be etfective for 3 ye<lrs from the original Equipment delivery, unless this Agreement is for a longer period, in which event it will be effective during the entire term of the Agreement, but in no event longer than 5 years from the original Equipment ddivery. This Guarantee applies only to Equipment which has been continuously maintained by Xerox or its authorized representatives. and is not applicable to Equipment damaged or destroyed due to an Act of God. c. Supplies/Materia Is Standard supplies, (toner, developer, and fuser agent), required to make 8 1/2" x 11" impressions for Selvices provided by XES under this :\greement are included. "Vhite, 20ff Bond paper and additional and/or non~standard supplies can be ordered and will be billed according to usage per then-current XES supply prici:s. 6. BILLING AND PAY\,iEl\T a. Invoices are payable upon receipt. You shall pay to XES all applicable state and local taxes. These taxes include, but are not limited to, sales and use, rental, excise, gross receipts, and occupational or privilege taxes. [xemption from tax payment will be allowed upon presentation of applicable state and/or local proof of i:xcmplion. You will nol bc rcsponsible for any laXl;;S based on Xerox n~L inl,;omc. b. The Client states that it is its intent to make all payments required to be made lmder this Agreement. In the event that, through no action mitiated by you, your legislative body does not appropriate fiJnds fat' the continuation of this Agreement for any fiscal year after the fir~t fiscal year, and it has no funds to do so from other sources, this Agreement may be tenninated. To effect this t\::nnination, you shall, 30 days prior lo the begirming of lhe fiscal yi:ar for which your h:gislalivt: body dllt:S nol appropriale funds, send Xerox written notice staling that your legislative hody failed to appropriate funds. Your notice sh~l11 be accompanied by payment of all sums then owed Xerox under this Agreement. You will then be :eleased from your obligations to make any further payments to Xerox and Xerox shall retain all sums paid under this Agrccmcnt. 7. CONFmENTIAL INFORMATIO~ \Vhik we are perfOlming Services for YOll under this Agreement. we will not disclose your contldential busi~less information which may become known to us while perhmning Selvlces ("Contidential dscs22 From DAVID A. HOLNESS To: Liz Pllrnes Dllte: 12/19/97 Time: 15:44:59 Pllge 4 of 5 I.llfonnation"). \Ve will instruct XES pcrsOlUlcl providing Selvicl;;s that they shall not remove any of your documents or your other materials and that they shall not disclose any Confidential Infonnation to any persons other than your personnel, unless you authorize us in writing. Our obligations hereunder do not apply to any Confidential Infonnation which (i) is in the public domain prior to, at the time of, or subsequent to the date of disclosure to us through no fault of ours, (ii) was rightfully in our possession free of any obligation of confidentiality, or (iii) was developed by Xerox employees or agents independently of and without reference to any of your Confid~ntial Infonnation. 8. PURCHASE ORDERS Client agrees that any purchase order or similar document, ("PO"), issued under this Agreement will be for ordering purposes only. Such PO must reference the Agreement number identified on the signature page of this Agreement and will be subject solely to the terms and conditions of this Agreement. noh, ithstanding anything contained in the PO which is at variance with, or additional to, this Agreement. 9. I:-.iDEMNIFICAll0N/LIMITATION OF LIABILITY a. In the event, and to the extent any negligent act or act of omission of XBS or Client, or their respective employees, agents or representatives causes (i) damage to or destruction of property of the other pariy or third parties, and/or (ii) death or injury to any person, then to the extent allowable by Florida State law, such party shall indelmlify, defend and hold the other party harmless from and against any and all claims, including reasonable attorney;' fees and expenses, which are brought as a result, provided that the party to be indemnitied give~ the indemnifying party reasonable notice and the opportunity to defend. b. Yau agree that you will not direct us to perform Services under this Agreement which would constitute an infringement of copyright or other intellectual property rights. If a third party brings a claim against Xerox for copyright infringement or other intellectua I property rights infringement arising from our perlolmance of Services at your direction under this Agreement, you agree to indemnity, detend at your expense, and hold Xerox harmless, to the extent allowable by Florida State law, provided we give ~ou timely notice and cooperate with you in the defense. c. Neither party will be liable to the other for indirect. special, pumtlve, consequential or incidental damages, snch as loss of use, revenue or profit, whether arising due to a breach of this Agreement, in contract or in tort, (induding, but not limited to, negligence), or under any other theory. 10. DISPUTE RESOLCTION a. In the event of any dispute between us regarding performance under this Agreement, and prior to the conunencement of any fonnal proceedings, the parties will attempt in good faith to reach a negotiated resolution by desi!,rnating a representative of appropriate authority to resolve the dispute. If the matter has not been resolved within 60 days of a paliy's request t(lf negotiation, either patty may initiate mediation. dscs22 From: DAVID A. HOLNESS To: Liz Parnes Date: 12/19197 Time: 15:46:12 Page 5 of 5 11. ASSIG}.,jMENT Neither party may assign this Agreement or its obligations herennder without the prior written consent of the other party, which consent shall not be unreasonably withheld; provided, however, Xerox may assign an~. of the XES-Owned Equipmem without notice to or consent of Client. If Xerox assigns any XES- O'wned Equipment, Xerox shall remain primarily obligated with respect to it and any claim or defense that Client may have regarding it may only be a~serted against Xerox, and not against any assignee. 12. GOVEIThrrNG LAW This Agreement will be govcmed by the laws of the state of F10lida. Tl1i~ Agreement is the complete agreement hetween the partie~ and supersede~ all prior written or oral agreements regarding the Services provided hereunder. The City Of Miami Beach, Florida Xerox Business Services Nei~en KaSdi., ~__.____ Name (Plwse Print) --- ------- Signature Elizabeth C. Parnes ATTEST: . c_~._ General Manager Florida Operations l~d~---------- ::~~ll________ ~~~:rt pa~7?31 ~ Kity Clerk Dale { DOCUMENT SOURCE CLIENT SERVICES AGREEMENT # < > APPROVED AS TO FORM & lANGUAGE & FOR EXECUTION ~~ City Attorney L ~2,-l-ll? Dote' dscs22 , Exhibit I PRICING AGREEMENT # < > I, Pricing for the Services provided under this Agreement is as follows: Agreement Period 10/1/97 - 9/31/98 Monthly Minimum Chan~e S25,800 Impressions Included in Minimum 750,000 Charge Per Impression Above Minimum $0.015 2. You have the option of requesting ovenime at S24.001hour per person on weekdays and S36.001hour per person for weekends and holidays. you will not be billed for overtime charg_esJor Services performed outside of normal working hours due solely to Equipment malfunction or unav!,ilaoility of XES personnel. .;:..,~ -' 3. a. XES will waive Early Termination Charges (HETCs") if you terminate this"Agreement prior to its expiration either due to XES' failure to provide Services in accordance with the' Performance Standards as defmed in the Agreement, or due to a material breach by XES, provided that you notify us in writing of the material breach and allow us 30 days to correct it. b. Except as defmed in this Agreement, if you terminate this Agreement prior to its expiration, you agree to provide us 30 days notice in 'writing, and to pay that remaining month's minimwn payment. If XES terminates this Agreement due to your material breach, provided that we notify you in \\riting of your material breach and allow you 30 days after such notice to correct it, ,you agree to pay that remaining month's minimum payment' In the event that the Agreement is revised, the Early Tennination Charge, terms and ctlbditions may be amended to reflect such revision. c. The parties may mutually agree to revisions under this Agreement, including but not limited to labor and supplies, and such revisions shall be at prices as mutually agreed by the parties. For removals or downgrades of XES-owned Xerox equipment, Client shall pay ETCs equal to the ETC Base Amount for each unit of equipment removed or do\\ngraded, times the number of months remaining in the Agreement. d. . Client may add equipment or upgrade equipment installed under this Agreement at prices mutually agreed to by the parties."~~... 4. Any separate, individual Lease Agreement, (''Lease''), entered into by Client for equipment included in this Agreement, shall remain in full force and effect per the terms and conditions speciiied in that Lease.. During the term of this Agre~ment: " .' a. Client and XES agree that XES will be responsible to make Client's Lease pa)ments, (principal, Interest, Maintenance Component, and, if applicable, CopylIrnpression Charges ), for equipment installed under this Agreement. b. If, for any reason, this Agreement is terminated prior to the expiration of a Lease for equipment installed under this Agreement, the responsibility for making the remaining Lease pa)'TDents shall revert to you, per the terms and conditions of that Lease, and XES shall have no further obligation for the Lease pa)ments. XlDMA22 Exhibit II PERFORMANCE STANDARDS .ll.greeme;Jt # < > " <! During the tenn of this Agreement, XES ""111 provide Services as follows: GTh"ERAL All XES Equipment will be maintained by XES on a11 8-5 Monday through Friday basis. The Client will have the benefit of the XES Business Se!\1ces Total Satisfaction Guarantee as a remedy to any quality issues arising outside the scope of the P~~nnance Standards, [copy attached) PROBLEM RESOLUTION PROCESS In the event of a machine malfunction.or outage, the Client will contact XES SeT\1Ce @1-800/822-2979. Within 1 hour a XES SeT\'ice Representative \\>ill contact the Client with an estimated time of arrival. lfthe PP135 "Docutech" is inoperative, a se!\'ice representative will be on site ""1thin 4 hours of the initial call to XES SeT\'ice and will work through to completion. Within two hours of the Sel"\1Ce call, the Serl'ice Representative will provide a prognosis to the client and wi1l escalate with a call to the SeT\'ice Manager if requested by clie;Jt. For all other copiers the Sel"\1Ce representative 'will be onsite that day or the ne>."t business day during nonnal business operations witJl a prognosis to the customer within 4 hours of working on the problem. SUPPLIES FULFlLLMEl\1"f XES will monitor and maintain supplies at levels sufficient to provide nonnal, continuos operation of all Equipment Ullder this Agreement. In order to avoid non- scheduled interruption due to the depletion of supplies, XES \\>ill maintain minimum back up supplies on site. In addition, XES \\111 provide a pager number that purchasing may c;all in the event supplies are depleted.. In the event of such an occurrence. XES will deliver the supplies to the City of Miami Beach. 1700 Convention Center Drive, :Miami Beach, F} 33139 within 1 business day of this notificatiolJ." /' DOClJ}..ffiNT EQUIPMENT MANAGEMENT End-user surveys and Customer Satisfaction Measurer:'le;Jt Survey (CSMS) wi1l be provided annually. Account visits by XES Managerial personnel wi1l be performed quarterly or when requested. An Account Associate will perform meter and auditron reads during the last few business days of each month. A single, customized monthly invoice will be provided to the Finance department monthly and a copy volume report by employee will be delivered to the City Managers office mO;Jthly. . .. <! 496pm From: DAVID A.. HOLNES-S To: Ms.Phylllis P. Koch Dale: 11/5/97 Time: 13:38:10 EQUIPMENT I SOFT\V ARE LISTING AGREEML'\'"T # < > r-i1ge f 01 .. Exhibit ill 1 of 2 The following Equipment and/or Software is installed Wlder this Agreement at Client's location: Equipment Model/Software Serial Number Status Description PP-135 5355 5352 5352 5352 5352 5352 5352 5352 5352 5352 5352 5352 5352 5352 5352 5624 5334 5334 5334 5320 5320 5320 5320 5320 5320 5320 5352 5352 5352 5352 5352 5343 5343 5343 5334 5334 5320 W11-034161 3T8200088 9HM-211641 .9HM-211296 9HM-211670 9HM-211676 9HM-211688 9HM-211677 9HM-214622 9HM-217215 9HM-216804 9HM-217253 9HM-217259 9HM303580 9HM221 ~4 9HM303625 4WT113160 4N2-081430 OU2-036327 OU2-067553 1 M1-391714 1 M1-386321 1 M 1382005 1 M 1-395906 1M1-394621 1 M1-394607 1 M 1-396027 9HM-211531 9HM-211638 9HM-211808 9HM-211776 9HM-211675 3 HN-1 05487 3HN-109213 3HN-117349 OU2-067777 OU2-052445 1 M1-386310 Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Xerox Lease Central Services Planning & Zoning Personnel City .AJtorney Cit'y-Attorney Purch~sing City ~anager Mayor Engineering City Manager City Clerk Public Works Recreation Building Building Parking Fire Film & Print Resort Tax Management & Budget Property Maintenenance Parks Maintenance Fleet Manage'rrfent Sanitation Parking Public.Works f Parking Records Detectives Patrol Police Support Services Police Chief Econ & Comm. Dev. Code Enforcement Fire Fire Fire Internal Affairs x31ist22 From: DAVID A. HOL.NI:;:>;::' 10: mS.p"nyiIUS P". ",ocn uiIle: 11/t>/1I/ lime: 1;:S:;:S1l::>;:S p"age II 01 II EQUIPMENT I SOFTWARE LISTING AGREEME1'.'T # < > Exhibit ill 2 of 2 ." ~ The following Equipment and/or Software is installed under this Agreement at Client's location: Equipment ModeVSoftware Serial Number Status Description 5320 1 M 1-39Ll598 Xerox Lease Property , . 5320 1 M1-386318 Xerox Lease J"ail- "" . "' 5320 1 M1-386377 Xerox Lease Majors Office 5320 1M1-386379 Xerox Lease Juvenile 5320 1 M 1-394639 Xerox Lease Records 5320 1 M1-386470 Xerox Lease Special Investigative Unit 5626 5WT126144 Xerox Lease Log Cabin 5328 OD8-058209 Xerox Lease Bass Museum 5328 OD8-086233 Xerox Lease Finance 5328 008055689 Xerox Lease Accounting 5028 68H-481 036 Cust. Owned Bass Museum 5028. 68H-481 079 Cust. Owned Risk Management 5624 4WT-113160 Xerox Lease Fire .,; 5018 71 P-209584 Cust. Owned Beach Patrol 1025 K02-380894 Xerox Lease City Hall 5614 1 KU-038194 Xerox Lease Central Stores 5312 4M7-019797 Xerox Lease Bas!:i1Museum 5012 01 U-224789 Xerox Lease Youth Center 5355 3T8-200088 Xerox Lease Planning & Zoning . 5352 9HM-303580 Xerox Lease Building ..':;c-. 5352 9HM-221294 Xerox Lease Building 5352 9HM-303625 Xerox Lease Parking 5334 4N2-071680 Xerox Rental Communications 5334 4N2-075604 Xerox Rental North Shore Substation 5614 OKU-023003 Xerox Lease Court Liaison 5614 OKU-012184 Xerox Lease Marine Patrol 5320 1 M1-391325 Xerox Lease City Clerk lMl-008137 Youth Center .. ~ x3list22 -g -! ~ w ~l ca _ ...! .r:. ca - I CJ c: 51 ... 0 U I ~.- ; c. ~ ~:. 8" Of 0: 0: 0: 8i ..;: Ni ~: 8 o ltl Cll "---.------- - -------:-.--:-----....;. ~ >- (6:2 - - o c: I- 0 :E ~>- j .r:. - -t _ Q. 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G.) .~'x ~ eo oeo~ :,... G.) - ~...... ~ .....c ~ ~....- ~ +-'.......... c> Q)~ iU X,;:: .....G ::.......... ~ ,O~ 'i'..g,...~ 'Cl) "~ ....~.. ....C':l ........: 1'1"\........... \"/-:.1-' " ~" Q).................................. :'-'''';'''''. ',l., _,_'. (f")i .. c:: . ....../>', (/)<>.. ca.... ..c. u '- ::J .- . . . 'J:; . - o ~ ro 0'" - "'oJ C\J .. _ ..c= .l~:;:..~~~~ . rTJ '. .~ ~-'~'''''':.:;7"""'__,, Ifli)1~ o ~ ~. / ...".,,4., wE"......"....-...--'..". .'.:;:._-. '-"'..',..",'-' /:'.i ... . ......; ... I~;> .tr. u ..> o >. tr. .C:: UJ '., . 12/15/97 MON 15:54 FAX 305 67~ 7851 C.M.B. YUK~UA~!~u rAA .' / .. PUTNAM COUNTY . P.o. .01t 751 . - -- ~. PAU11CA, FLORIDA 32118-0758 (904) 329-0205 B()AJU) OF CovNTY COMMISSIONERS ~ CllISNAN cYDe GustO" .It.&. WIJI'S Dl$T1IIC'I' I IIIStlI Cl' 1 IlII'(JlCI' ) SlJl/CLAIR EAlOI'I cw.aw -Sun- AU'Oao IIISRICf . DIlftI:1' .s April 14, 1997 XEROX CORPORATION 24D9 KiJUmJe1 Way , TallIIha.ssee, FL 32301J.3IIB AIm: Bob J/111olitD Rt!: CliztificaJion of Award Letter This is to clllrify our awanllelter of MflTCh 3, 1997. In OlJ4Uion to your award of the /i,e (5) classes for rmml tuld ~ase etplqmrent, the Botutl 0/ Putnam County approvea Xet'O% price lists for gowemIMrUiJI. discounts to ,urewe, lease, rent and matIIrDin duplicating/printing/copying equipment and supplies as lisUd in Scdlo-n 7 of you, response to our IUqru8f For Proposals, "um.be,. 91.02. Id W"dliDm M. Phillips Putnam Co. Asbninistrator .' / - 12/15/97 KON 15:54 FAX 305 673 7851 C.M.B. PURCHA~!Nu rAA THE DOCUMENT COMPANY XEROX Bob IppC'llilo. PlI.D. !II:uional AC\."\luRl ~hn3gc:r August 5, 1997 Ms. lean Bell. Purchasing Agent Putnam County Depanment of Purchasing PO Box 1647 Pal atka, Florida 32178-1647 .' ~ Dear Ms. Bell, Xerox Corporation is pleased to provide its newest equipment to the Putnam County's bid contract. number 97-02: The Xerox: 5334 Copier is being replaced by the new Xerox 5830 Copier, at a reduced 36 month rental price, 36 and 60 month lease prices. Enclosed are technical information, and updated bid sheets for the Xerox 5830 Copier. . An updated price list for governmental discounts to purchase and maintain our newest Laser Printer products: Xerox 4508 Laser Printer Xerox 4512 Laser Printer Xerox 4517 Laser Printer Xerox 4915 Laser Printer Xerox 4925 Laser Printer Xerox DocuPrint C55 Color Laser Printer .' ~ If you need additional information, please call me. Thank you for the opponunity to work together during 1997. Best Regards, Xerox Corporatiol! ~ Bob Ippolito National Account Manager Florida Government and Education QS{9 )Cj!n>x CorporalioR 2409 Killamry W.y Tal1ahune. Aoridia 32308-3118 Telephonr 850.89.&.::6.."7 Faaimile 850.89.4.24.56 THE DOCUMgm" CO~PANY XEROX -- .' ~ 1'/15/97 HON 15:54 FAX 305 673 7851 C.M.B. PURCHASING FAX THE DOCUMENT COMPANY XEROX Enclosures c: Ms. Sue Roskosh, Xerox Sales Agent Wattles Office Supply 110 South Second Street Palatka. Florida 32177 / Q%) THE DOCUMENT COMpANY XEROX -- ~004 .. J .' J .' J 12/15/97 MON 15:54 FAX 305 673 7851 C.M.B. PURCHASING FAX IaI 005 4' ~ CUt FOR PROPOSALS The Putnam County Board of County Commissioners is requesting sealed propos~ls from qualified vendors to establish a contract for 1) furnish, deliver, install and maintain through purchase, lease and rental five (5) classes of copy machines; and 2) to establish price .lists for governmental discounts to purchase, lease, rent maintain duplicating/printing/coPYing equipment and supplies that will be required by ,departments under the Putnam County Board of County Commissioners. Deadline for receipt of sealed proposals has been set for 1:30 P.M.. ~ESnAY,_F.EBRUARY 4. 1997. Send sealed proposals to the Putnam County Purchasing Department, POBox 1647, Palatka, FL 32178, or deliver in person to the County ~dministrators Office, 514 St. Johns Avenue, Palatka FL. Only sealed proposals received on~or before the aforestated time and date will be considered. Vendo4 must indicate the proposal number and descriPtion on outside of envelop~ There will be a pre-proposal confe~ence held at 2:00 P.M., THURSDAY, JANUARY 23r 1997 in the Board of county commissioners Meeting Room, 107 North 6 St., Palatka' Fl r' Putnam County complies with all Federal Statutes relating to non-discrimination. Putnam County is an Equal Opportunity Employer. The Board of county Commissio~ers reserves the right to accept or reject any and all proposals and to waive all informalities. Publish: January 13, 1997 January 20, 1997 BID: 97-2 4' ~ . , .,