MUNIS CONTRACT REQUEST FORM - FY18MUNIS Contract Request Form (FY18)
Fill-in fields applicable to the Contract Request and submit with all related documents:
Requesting Department
LIBRARY
Dept Contact Name/Phone
PAULA CHAPLINSKY Phone ext. 5030
Ship to Dept/Location
SEE PAGE 2
Contract Title/Name
MANAGED PRINT SERVICES (PUBLIC PRINTERS)
Vendor (existing or new)
ZENO OFFICE SOLUTIONS A XEROX COMPANY
Source Contract (circle one)
RFP, Bid, Piggyback, Sole Source, Quote, Other: PIGGYBACK
Source Entity and Contract
Number (if not City)
FLORIDA GULF COAST UNIVERSITY CONTRACT#ITN 17R-009
TERM DATES: 07/01/2017-06/30/2021 (WITH POSSIBLE 12 MONTH
RENEWAL TERM).
Project ID in Munis
CURRENT CONTRACT# 900093
Commodity Code (if known)
985
Description of Goods or
Services being procured
USAGE OF 4 EXISTING XEROX 6600 PRINTERS, LABOR, PARTS, DRUM,
SUPPLIES AND MAINTENANCE. USAGE OF 4 EXISTING ACDI
COINBOXES/CC MACHINES. ($333.30 MONTHLY ESTIMATE BASED ON
OUR AVERAGES.) PRINTERS ARE NOW LIBRARY FLEET.
Total Contract Term in
Month(s) and Year(s);
Construction # of days
36 MONTHS
FY Distribution (for a typical
3 -year term contract)
FY18: 09/01/2018 to 9/30/2018 $ 333.30
FY19: 10/1/2018 to 9/30/2019 $3,999.60
FY20: 10/1/2019 to 9/30/2020 $3,999.60
FY21: 10/1/2020 to 8/31/2021 $3,666.30
NOTE: partial current FY and partial final FY should total 12 months
GL/Project Expense String(s)
(for multiple accounts
indicate % split or alternate
distribution of funding)
0101731-546200 (equipment maintenance services)
Construction Contracts
Retainage % up to % of contract OR
$ ,then %
Approvals for Contract (sign and print name):
Supervisor/Manager
LINDA ROTHSTEIN, ASST. DIR.
i ,'
Asst Director/Director
JENNIFER OBERMAIER, DIR
1^ 11
lJ
Purchasing Manager
I
City Manager (if required)
Ver. 5/1/2018
{ Council Meeting/Approval
I Date (attach agenda memo)
LOCATION
#OF
PRINTERS
#OF
COPIERS
#OF
COINBOXES
MAIN LIBRARY
100 N. OSCEOLA AVE., CLEARWATER,
FL 33755
YOUTH SERVICES 2ND FLOOR
1
0
1
MAIN LIBRARY
100 N. OSCEOLA AVE., CLEARWATER,
FL 33755
REFERENCE SERVICES 3RD FLOOR
1
1
2
MAIN LIBRARY
100 N. OSCEOLA AVE., CLEARWATER,
FL 33755
HERITAGE STUDIO 4T" FLOOR
1
0
1
COUNTRYSIDE LIBRARY
2642 SABAL SPRINGS DR.,
CLEARWATER, FL 33761
1
1
2
NORTH GREENWOOD LIBRARY
905 N. MARTIN LUTHER KING JR. AVE.,
CLEARWATER, FL 33755
0
1
1
BEACH LIBRARY
69 BAY ESPLANADE, CLEARWATER, FL
33767
0
1
1
TOTAL
4
4
8
Ver. 5/1/2018
SERVICES AGREEMENT
By and Between:
ZENO OFFICE SOLUTIONS, INC.
8701 Florida Mining Boulevard
Tampa, Florida 33634
and FLORIDA GULF COAST UNIVERSITY
BOARD OF TRUSTEES
10501 FGCU Boulevard South
Port Myers, Florida 33965
This Agreement is entered into this 2C day of June, 2017 by and between FLORIDA GULF COAST
UNIVERSITY BOARD OF TRUSTEES, a public body corporate of the State of Florida, (hereinafter refeued
to as "University") and ZENO OFFICE SOLUTIONS, INC., s Florida corporation registered and authorized
to do business in the State of Florida, (hereinafter referred to as "Supplier"). The University's ITN 17R-009
and its addends and attachments, the Supplier's Reply thereto, the University's request for Best and Final Offer
and the Supplier's Reply thereto, ace attached hereto as Composite Exhibit "A" ("Agreement Documents")
and incorporated herein by reference.
WHEREAS, The University is desirous of establishing an agreement for the provision of Multifunction
Document Imaging Equipment and Services with Supplier; and,
WHEREAS, The Supplier has considerable knowledge and experience providing (i) multifunction
document imaging equipment ("Equipment"), and 04 maintenance service for the Equipment ("Maintenance
Service"), including replacement puts and supplies ("Maintenance Supplies') collectively referred to herein u
("Maintenance'), and (ii other professional services, managed services, managed print services, software
and/or SalS solutions, ("Other Services"), all as listed on Exhibit A, collectively referred to as ('Products').
NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties hereto
agree as follows:
1.0 TERM
The term of this Agreement shall be for four (4) years beginning july 1, 2017 and ending on June 30, 2021 (the
"Initial Term"). This Agteemcnt may be renewed pursuant to the costs and tarns for ane (1) additional twelve
(12) month period, or any portion thereof (the "Renewal Tenn'). Both the !nide! Term and the Renewal Team
will be collectively referred to ss ("Tena"). Such renewals shall be contingent upon the discretion of the
University, satisfactory performance evaluations of Supplier by the University, and subject to availability of
funds by the University.
A. During the Term, University shall have the option to purchase or lease Equipment suppled by
Supplier and Supplier shall provide Maintenance Service for such Equipment.
B. Equipment Commencement and Installation Dates. The Initial Temt of a Maintenance Service
Schedule will commence on the "Equipment InstaUadon Date", which means (a) for Equipment
installed by Supplier, the date both parties determine the Equipment to be operating u designed and
according to manufacturer's specifications and is available for University's use, ss demonstrated by
the successful completion of diagnostic routines; and (b) for Equipment designated as "Customer
Installable," the Equipment delivery date. Maintenance Service schedules will run concurrently with
any Lease or Rental Agreement associated with the Equipment listed on the attached Schedule.
OC287131_5 1
2.5 OTHER SERV IC
A. professional Series: advance training oo Equipment, software and/or SaaS solutions,
installation and/or implementation, including labor costs, of software and/or Sad solutions,
consulting services, trouble shooting, and design;
B. Mand Services; the managing of mail centers, shipping and fulfillment, copy centers, print
centers, scanning, records, reception, office supplies, conference room set up, courier service,
help desk and other IT related services;
C. jtjiged Peiet Service; mmnagement of owned or Supplier provided printer, including peers
and supplies and exclusive of printer rental fees; and,
D. Software and SAAS_Solutiona: Software Solutions and/or Sad Solutions purchased and or
licensed.
2.6 PR]C1NG
A. Finn Pricing. Information regarding price to the University for said Equipment and Services is
detailed in the Agreement Documents as well as Exhibit A of this Agreement, attached hereto and
incorporated herein by reference. Except for price reductions, the prices specified herein will remain
&m for the Tenn of this Agreement. Consideration of price changes at each renewal period, or as
identified in this section will be given ptovided such changes are reasonable and acceptable to the
University. The University rosy, upon mutusl agreement with the Supplier, require by written order,
changes altering, adding to, or deducting from the Agreement specifications, provided that such
changes are within the general scope of the Agreement. Such equitable adjustments require the
written consent of the Supplier, which shag not be unreasonably withheld.
B. Supplier acknowledges and agrees that its pricing and non price terms under this Agreement are, sad
doting the Team shall remain, market competitive compared to the prices and non -price tenni
offered by Supplier to others with substantially similst commit mens levels, types and quantities of
products ordered, print volumes, and terms and conditions as those set forth in this Agreement. In
addition, Supplier agrees to use commercially rearonable efforts to improve non -price terms, such
as quality, technology or other non -price financial value as necessity to assure mutrket oatpetitiveness
of the Products sold to others with substantially shales commitment levels, types and quantities of
products ordered, print volumes, and terms and conditions as those set forth in this Agreement
C. If at any time during the Term, the University receives information from any source that indicates
Supplier's pricing or non -price terms are not in compliance with this Section ("Non -Compliant
Pricing"), the University may provide written notice of such information to Supplier, and Supplier
shall, within ten (10) business days, advise the University in writing of any price reductions necessary
to assure compliance with this Section. If it is detest fined that price adjustment' or changes in non -
price tenors ere necesury to be compliant with this Section, such adjustments or changes will apply
only with respect to Products obtained after the effective date of any such adjustment or change.
2.7 REBATE
A. Reciprocity: With the consent and agreement of the Supplier, the use of this Agreement may be
extended to other governmental agencies, including the State of Florida, its agencies, political
subdivisions, counties, cities, Native American tribes or governments, non-profit organisations, or
any University affiliate, organization, slimed association or group that directly supports the
University or is approved to use said Agreement (collectively referred to as "Entity") issued and
adntinistnted by Florida Gulf Coast University Board of Trustees. Each Entity allowed by the
Supplier to use this Agreement shall do so independent of the University and any other Entity. Each
Entity shell be responsible for its own purchases and shall be liable only for goods or services
GC2$7151 s 5
From Certificate Exchange Wed 11 Jul 2018 12:42:45 PM EDT
Page 1 of 1
As....,' RLI CERTIFICATE OF LIABILITY INSURANCE
'
DATE"",DD""o"
12/22/2017
THIS CERTIFICATE 1S ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, ANDTHE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION 1S WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(.).
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Sterling Searaest partners. Inc.
6525 The Comers PkwySte 500
Peachtree Comers, GA 30092.3352
CONTACT Marie Bearden. CIC CISR
PHONE F►Ul
ATC Ne. x1111: 404-8024878 [A'C. Non, A04.8ft2.6IS8"
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INSU RER(SI AFFORDING COVERAGE NAIL a
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INSURER A :Harifold Fire Insurance Company ' 19662
INSURED
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6701 Florida Mining Blvd
Tampa. FL 33534
INSURER e:Trumbull Insurance COMM 27120
INSURER C:
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CERTIFICATE NUMBER:Mt9YM7RY
REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 1S SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCOED BY PAID CLAIMS.
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DESCRIPTION or OPERATIONS r LOCATIONS /VEHICLES (ACORO 101, Additional Rennie SgMdlle, may be dleeged Honore .paae 111 required)
Clearwater Public Lbrary
100 N Osceola Ave%�
Clearwater, Ave
SHOULD ANY OFTHE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE 'ATV' THE POUCY PROVISIONS.
AUTHORIZE° REPRESENTATIVE
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ACORD 25 (2018103)
Pegs 1 o' 1 aD 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name end logo are registered marks of ACORD
�mm W-9
pier. tromanto, 20t71
Departnisra at lie homy
Intsmal Rome Benin
Request for Taxpayer
Identification Number and Certification
P. Go to www.ke.gov1FennW1 for IaWlroUata end the latest InfomiMIon.
Give Form to the
requester. Do not
sand to the IRS.
t Nsms (ss shown on your Intone tax rat" Name i rooked an tlas ens do not Naw this ler btrw.
ZENO OFFICE SOLUTIONS, INC (A XEROX COMPANY)
3 Business rrnrldisrsgWMsd antsy nems. M di truM from store
3 Check appropriate box for Worst lax elwallkallon of els peon whose roma is antwsd on fir 1. Check any one of tie
fallowing swan bars.
❑
indliriduaVsols proprietor or
sirigleisner LLC
❑ WOW iamb company. beer the tan dssWlauen (c.0 corporation. US eaparatIon. P•Partnorshbt
Noir Check the 'appropriate box In the Aro above for go to demarcation d the ting erriambsr own,. Do not Oak
LLC A the LLC t dssoelad as a singlemomber LLC eat Is disregarded from via awns unless ee owner of mina LLC k
mother LLC that is net disregarded from pts older for U.s. Wand fax purposes. Morelos. s shtglen mbr LLC Met
t dWagrdad from its Doer sold clack 1M approprirte box for to tax deseicaear d as owner.
❑
Oinelisee Seductons)s'
C Ccrporation ❑ s Corporation 0 ParmorOilp 0 Taal/loafs
4 Exrmpeons (codas appy only to
anaemia's, not Individuate ass
immobile an pigs 31:
Exempt oyes and. n any)
Lkxampere from FATCA opening
Dodi R eryi
Now is wawa minar.wWWI *OURl
a Address Inumbsr. ow. and opt. or oke no.1 sae Instructora
1701 FLORIDA MII N D1.VD
e dry, state, and ZIP coda
TAMPA, FL 33634
s Ust account numbed') two (oolong
Raoursfar's fame and address {optional)
mi J.
Taxpayer Identification Number MN)
Enter your TIN In the appropriate box The TIN provided must match the Hams given on line 1 to avoid
backup withholding. For individual, this is generally your social security number ISSN). However. lo, a
resident Men, sole proprietor, or dleregrded entity. see the Instructions for Part I, later. For other
entitles, It Is your employer identification number (ENS}. If you do not hove a number, see How to yet a
71N, later.
or
Nater If the account N In more Man one name. see the instructions kw line 1. Also see What Name and 1 kyr ^ ^ afanb'w
Number To Give the Requester for guidelines on whores mentor to enter.
5 9
3
4
0
9
5
8
5
Certification
Under penalties of perjury, I certify that:
1. The number shown on this form Is my correct taxpayer Identification numbr (r 1 am wailing bra number to be issued to me); and
2. lam not subject to backup withholding boost (all em exempt from backup withholding. or (b) I hen not been notified by the Irnamd Revenue
Service (IRS) that I am subject to backup wdthhtolding es a resuk of a future to report aN interest or dividends, or (c) the IRS has notified rat spat I am
no longe subject to backup withholding; and
3.1 am a U.B. citizen or other U.B. person (defined below); and
4. The FATCA code(s) entered on this form (If any) Indicating that lam exempt from FATCA reporting Is awed.
Certification Yrtnrotlans. You must crop out nam 2 above 2 you haw been notified by the IRS that you am cumin* subject to backup wfih oidkig because
you hen faced to reprt aN Interest and dMWnda On your lax return. For real *state trarNaogons, Item 2 does not apply. For mortgage Interest pad,
acquisition ar abandonment of *cured property, madden of debt. contributions to en individual retirement arrangement ORA), and grenlly, psymants
other then interest and dividends, you we not required to sign the unification but you must provide your cornet TIN. Gee the ln0nlellons for Part Il. Wer.
OignelW• Of
ma. air3// 7
General Instructions
Seolbn relsnnces are to the Internal Revenue Code unless cIIwwles
noted.
Mare developments. For the West Wonnation about developments
related to Form W-9 and Its Instructions, such as legislation enacted
after they were published go to www.h.govwFonnWW.
Purpose of Form
An Individual or entity (Fenn W-3 requester) who *required to the,►
information return with the IRS must obtain your correct tsxptryo
identification number (TIM which may be your social security number
(SSN). individual taxpayer identification number (RIM, adoption
taxpayer Meditation number (AT1N), or employer identification number
IEIM. to report on an information retum the amount paid to you. or other
mourn reportable on en information return. Examples of Intormstion
retsina Include, but ars not limited to. the to3awing.
• Form 1099 -NT Mtwara earned or paId)
• Form 1099 -DIV (dividends, Including those from stocks or mutual
iunds)
• Form 1099-MISC (various types of Maine, prises, awards, or groan
proceeds)
• Form 1090-B (stook or mutual fund sales and certain ober
transactions by brokers)
• Form 1099-S (proceeds from real estate transactional
• Form 1099-K (inerchant card end third party network trm section)
• Form 1099 (home mortgage interest), 1098-E (student ban interest).
1096-T (itIon)
• Form 1099.0 (canceled debt
• Form 1099-A (acglda2ion or abandonment of secured property)
Use Form W-9 only M you ars a U.S. person (including $ resident
alieN, to provide your correct TIN.
NdO net return
Object backup withho hp Sae Y N backup withholding,be o g,
aster.
Cat. 0*.10231x
ramal.9(tw.114017)
MUNIS Contract Request Form (FY18)
CITY OF CLEARWATER, FLORIDA
By:
Approved as to form: Attest:
u4
wen Kohler
de„
Assistant City Attorney
ikkokeltillwvb
William B. Horne 11
City Manager
,_ , Oxi ivtiati; 0
Rosemarie CaII
City Clerk