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Home My WebLink AboutResolution - 5264 - Contract - Texas DIR - Xerox Printer - 09_10_1996RESOLUTION NO. 5264 September 10, 1996 Item #24 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Contract, and all related documents, by and between the City of Lubbock and The Texas Department of Information Resources (DIR) to provide maintenance and usage charges for the Xerox printer. Said Contract is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this loth day of Septemi er 1 Alex "Ty" Coojce, Mayor Pro Tem ATTEST: &z, e, 6 - a /h, ;2- � arold Willard, Interim City Secretary APPROVED AS TO CONTENT: Tom Tuning, Managing Director of Iggation and Communications Services APPROVED AS TO AL W:apkcaocMxcrox.res September 3, 1996 j08/ 14/96 17:53 ST% INFO RES el 002/004 - ♦ - HARRY RICHARDSON. CHAIR 8SNATOR MiNETH ARLMMSTER wALTER"TREY" BRADLEY III JIM BRUNMB DAN BURCK REPRESENTATIVE SCOW HOCH 3BRO REPRESENTATIVE ROBERTJUNELL ima; FER STAMPER, Ed.D. DEPARTMENT OF INFORMATION RESOURCES .Carolyn Purcell, Executive Director(carolyn.purcell@dir.state.tx.us) P.O. Box 13564 ♦ Austin, TX 78711-3564 ♦ http://www.dir.state.tx.us Tel: (512) 475-4700 ♦ Fax: (512) 475-4759 August 14, 1996 Dennis Hodapp City of Lubbock Information Services 916 Texas Avenue Lubbock, Texas 79401 RE: DIR Maintenance for Xerox 4050 printer Serial # Y87-102040 Mr. Hodapp: Thank you for your interest m the DUVXerox maintenance plan. The Drk contract is for a period of three years, however, the purchase orders may be issued annually. The contract does require payment in advance for the full year. DOR01" wEl r s By utilizing this ccntract the City will receive a 10% discolmt of the total charges of the 4050 printer for the next three years. Please be advised that the monthly rates are still subject to a possible escalation for years 2 and 3. Listed below is the rate for the 4050 printer for the period 9/1196 - 8/31/97. Full Service Maintenance $39,331 4,776,000 pages/year (additional pages billed at $.0037/page) Less 10% Discount 3.933 Final Cost to the City $35,398 Please keep m mind that the initial purchase order needs to reference that this is a three year contract from 9/1/96 - 8/31/99 with purchase orders to be issued on an annual basis. This contract does allow you the flexibility to upgrade, trade, or fiord out as found in the DIR contract terms and conditions. If you have any questions, please call me at (512) 463-3361. Thank you, Kristin Krantz cc: Lisa Sowell 08114/96 17:54 $` ST% INFO RES Z 003/004 RESOLUTION N0.5264 September 10, 1996 Item #24 CONTRACT FOR PURCHASE OF SERVICES THE STATE OF TEXAS COUNTY OF TRAVIS THIS INTERAGENCYANTERLOCAL CONTRACT is entered into by and between the Department of Information Resources (DIR) and the state agency or local government named below (the Receiving Party), pursuant to the authority granted and in compliance with the provisions of the Interagency Cooperation Act, Texas Government Code Chapter 771, or the Interlocal Cooperation Act, Texas Government Code Chapter 791, as applicable. This contract is exempt from the public solicitation requirement for interagency contracts found in Texas Government Code Section 2054.119 because: (1) the Receiving Party is a local government; or (2) the Receiving Party is a state agency, and this contract is either: (a) for an amount that does not exceed $50,000; or (b) for an amount that does not exceed $1,000,000 and one or more of the circumstances listed in Rule 1 T.A.C. 201.7(b)(3) are present. The Performing Party certifies that it has authority to provide these services contracted for by authority granted in Chapter 2054, Texas Government Code. I. CONTRACTING PARTIES: The Receiving Party: City of Lubbock The Performing Party: Department of Information Resources H. STATEMENT OF SERVICES TO BE PERFORMED: The Performing Party will administer a contract with Xerox Corporation (Xerox) to provide maintenance service and support for network printers to the Receiving Party as per orders submitted by the Receiving Party to the Performing Party. III. BASIS FOR CALCULATING REIMBURSABLE COSTS: Subject to the submission by Performing Party to Receiving Party of invoices and/or billing statements including itemized statements (provided by Xerox), Receiving Party shall pay Performing Party based on the actual cost of the services. The Performing Party will prepay the contract and will use the prepayment discount for administration costs. IV. BASIS FOR CALCULATING SERVICE COSTS: The Performing Party will provide administrative services in connection with the Xerox orders submitted by the Receiving Party. V. CONTRACT AMOUNT: The total amount of this contract shall not exceed the cumulative total of the amounts stated in the invoices and/or billing statements referred to in paragraph III above. VI. PAYMENT FOR SERVICES: The Performing Party will pay for services received by the Receiving Party when notified by the Receiving Party that all orders and invoices are correct. Receiving Party will reimburse the Performing Party upon receipt of the interagency transfer voucher (ITV) or invoice. Payments will be made by Receiving Party on an annual basis in advance. Payment must be made no later than thirty (30) days after the date the Receiving Party received the invoice or the ITV, in accordance with the provisions of the General Appropriations Act, House Bill 1, 74th Legislature, Article IX, Section 72 ("Prompt Payment for Interagency Goods and Services"). Payments shall be credited to DIR's appropriation items or accounts from 1 08714/96 17:55 *' ST% INFO RES Q 004/004 which the expenditures for the furnished services were originally made. VII: TERM OF CONTRACT: The Receiving Party will participate in the Xerox contract administered by the Performing Party for a three (3) year term beginning September 1, 1996 and ending August 31, 1999. The term of this contract shall begin on September 1, 1996 and shall end on August 31, 1997, PROVIDED, HOWEVER, the Receiving Party and the Performing Party hereby acknowledge and agree that they will renew and extend this contract effective September 1, 1997 for the succeeding biennium until August 31, 1999, which is the expiration date of the Xerox contract. Notwithstanding the foregoing, the Receiving Party shall not be obligated to renew and extend this contract for the succeeding biennium if the Receiving Party fails to receive sufficient state or federal appropriations or funds from other sources and such lack of funds makes it impossible for the Receiving Party to make the payments required under this contract. IT IS UNDERSTOOD ARID AGREED THAT IF THE RECEIVING PARTY. BEFORE AUGUST 31, 1999 (THE END OF THE TERM OF THE XEROX CONTRACT) EITHER (1) TERMINATES OR FAILS TO RENEW THIS AGREEMENT. OR (2) DELETES ANY PART OF THIS AGREEMENT FOR REASONS OTHER THAN SALE, DISCONTINUED USE, UPGRADE TO NEWER XEROX TECHNOLOGY, TRANSFER OF EQUIPMENT OR NON -APPROPRIATION OF FUNDS, THE RECEIVING PARTY AGREES TO PAY THE DEPARTMENT OF INFORMATION RESOURCES AN AMOUNT EQUAL TO THE MULTI -YEAR DISCOUNT (10%) GRANTED TO THE STATE FOR SERVICES PROVIDED UP TO THE DATE OF TERMINATION TO REIMBURSE XEROX. THIS AMOUNT SHALL BE PAYABLE IMMEDIATELY UPON TERMINATION OR DELETION. The undersigned parties bind themselves to the faithful performance of this contract. The parties to this contract hereby acknowledge and affirm that the provision of the services described herein, including all attachments hereto, is both necessary and authorized. The parties hereto certify that: (i) this contract is authorized by the governing body of each party; (ii) this contract neither requires nor permits either entity to exceed its respective duties and responsibilities or the limitations of its appropriated funds; and (iii) payments under this contract &�%11 hn made from mirrent rrvrmiPa available tn the, paying party. R 1fMdti )'ARTY: CITY OF LUBBOCK L1.0 APPROVED AS TO CONTENT: Tom Tuning, Managing Director of C-onnation and Communications Services APPROVED AS TO Attorney PERFORMING PARTY: DEPARTMENT OF INFORMATION RESOURCES L0�:�iC'1iL•I'i.� ATTEST FOR THE CITY OF LUBBOCK: A � �' 0 1'- 2, &_� arold Willar Interim City Secretary