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HomeMy WebLinkAboutRequest to Purchase - District CourtGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:District Court REQUEST SUBMITTED BY: Desiree Ochocinski CONTACT PERSON ATTENDING MEETING: Desiree OCiIOCInSkI CONFIDENTIAL INFORMATION: E]YES *NO DATE: 11 /09/2023 PHONE:ext 3128 Amended request to Purchase Sharp Printer from GCDC Current Expense. Replaces an 11 year old printer that is not serviceable. Estimated cost of purchase: $6,906. - I NVA < P PROVE D(��,.,' A' ODENIED 7TABLED/DEFERRED/NO ACTION TAKEN: OCONTINUED TO DATE: E]OTHER -14 ps23 DATE OF ACTION: ` I I�!) J-2-3 B MM ZETA' *Agreement / Contract EIAP Vouchers E]Appointment / Reappointment EIARPA Related [I Bids / RFPs / Quotes Award E]Bid Opening Scheduled ❑ Boards / Committees 11 Budget El Computer Related El County Code OEmergency Purchase 0 Employee Rel. F71 Facilities Related F1 Financial El Funds 7 Hearing El Invoices / Purchase Orders 7 Grants — Fed/State/County El Leases EIMOA / MOU El Minutes El Ordinances El Out of State Travel OPetty Cash El Policies El Proclamations ® Request for Purchase El Resolution 7 Recommendation El Professional Serv/Consultant 7 Support Letter ElSurplus Req. FITax Levies E]Thank You's ElTax Title Property E]WSLCB Amended request to Purchase Sharp Printer from GCDC Current Expense. Replaces an 11 year old printer that is not serviceable. Estimated cost of purchase: $6,906. - I NVA < P PROVE D(��,.,' A' ODENIED 7TABLED/DEFERRED/NO ACTION TAKEN: OCONTINUED TO DATE: E]OTHER -14 ps23 DATE OF ACTION: ` I I�!) J-2-3 FINANCIAL REQUEST Requestor Desiree Ochocinski Requestor's Department District Court Date 11/9/2023 Fund/Dept of Request 001-102 Capital Asset Approval Yes Budget Extension No Establish/Close Fund No Cash Transfer No Description/Notes: Purchase of Sharp printer from GCDC Current Expense of 2023 Budget. $6400 previously approved on 10/31/23 did not include sales tax. We are requesting an additoinal $506 to cover the difference in cost. We are also submitting the BOCC signature block and requesting approval to sign the sales agreement and service agreement. CAPITAL ASSET PURCHASE APPROVAL BUDGET REQUIREMENT Asset Description Sharp Printer Additional Expense - Total Purchase Expense 6,906 Additional Revenue Less: Existing Approval 6,400 Additional Cash Requirement Additional Funding Source - Additional Approval Required 506 Capital Facility Related No Grant Funded No Documentation Quote/s attached BUDGET EXTENSION REQUEST Fund Name Revenue code/s Account Description Amount Fund Name Expense code/s Account Description Amount CASH TRANSFER REQUEST Fund Name (From) Code Account Description Amount (From) Fund Name (To) Code Account Description Amount (To) COMPLETED BY ACCOUNTING FUND CASH SUMMARY Notes: Beginning Cash - Expense Bdgt (w/amendments) - Expense Ext. Requested - Budget Hearing: Revenue Bdgt (w/amendments) - Resolution Required: Revenue Ext. Requested (excl 308) - Estimated Ending Cash - Reviewed By: 22710 72nd Ave S P: 206.284.9100 KELLEY Kent WA 98032 F: 206.285.4023 uONNECT ymmkelleyconnect.com Jv13-263-ll(.0 Agree menta e5 Order Number 78410 • r • • COMPANY COMPANY GRANT CO. DISTRICT COURT GRANT CO. DISTRICT COURT ADDRESS ADDRESS 1ST & C STREET 1ST & C STREET CITY STATE ZIP CITY STATE ZIP EPHRATA WA 98823 EPHRATA WA. 98823 CONTACT PHONE CONTACT PHONE Desiree Ochocinski (509) 754-2011 Desiree Ochocinski 1(509) 754-2011 EMAIL EMAI L dochocinski@grantcountywa.gov idochocinski@grantcountywa.gov ❑ LEASE Q CASH TERM: MONTHLY PAYMENT: $o QTY ITEM # DESCRIPTIONPRICE TOTAL 1 BP-70M45r 45 PPM B&W Workgroup Document System 1 BP-FN11 50-sheet Staple Inner Finisher 1 BP-DE14 Stand13 x 55o-sheet Paper Drawers 1 BP-NV700 Developer 1 BP-NT700 Toner SUPPLIES AND MAINTENANCE CHARGES INCLUDED IN LEASE MAINTENANCE AGREEMENT SUBTOTAL $6,370.6o Please refer to your LEASE or MAINTENANCE AGREEMENT for volume and rates. DELIVERY I • •11-11 • Il01 • NETWORK INSTALL $0.00 Full service maintenance agreement billed montly at $.0075 per image. No service SALES TAX $535.13 escalation for 6o-months from date of delivery TOTAL $6905.73 LESS DEPOSIT BALANCE DUE $6,905.73 Michael Chase 7i/8/2023 Sales Representative Order Date The parties acknowledge and agree all terms and conditions stated on the reverse side of the Sales Agreement constitute an integral part of the Sales Agreement and are incorporated herein. By signing this Agreement, the Customer represents it fully understands all terms and conditions stated herein, and agreement constitutes the entire understanding between Kelley Connect and Customer. KELLEY CONNECTAPPROVAL ACCEPTED BY CUSTOMER (✓lake AUTH0RIZEDIPN4 e REQUIRED AUTHORIZED SIGNATURE REQUIRED MichacPRINTED NAME Rob Jones, Chair • TERMS AND CONDITIONS This is not a sale on approval or trial basis and, unless otherwise stipulated, payment for goods and equipment shall be made upon delivery. Title to all goods and equipment shall remain with Seller until such time as the purchase price thereof shall have been paid in full. If Buyer neglects or refuses to pay the full purchase price when due, Seller may retake possession of said equipment and supplies. Buyer agrees to pay Seller's reasonable attorneys' fees in any collection, action, suit or appeal arising from Buyer's default thereunder. This agreement shall not be amended or modified unless set forth in writing and executed by both parties. Buyer signature indicates Buyer has read and agreed to these terms. THIS IS A BINDING ORDER, not subject to cancellation. In the event that this sale is contingent upon approval of financing for Buyer, it is understood and agreed the Buyer will obtain their own financing not through Seller. Until such time as financing is approved, title shall remain with Seller. If financing has not been approved within thirty (3o) days from the date of this agreement, all rights of the Buyer to the equipment shall cease, and the equipment shall be immediately returned to the Seller in good order and condition. If the Buyer fails to return the equipment, Seller may take the equipment into his possession, and for the purpose may enter the premises of the Buyer and remove the equipment, in which event Buyer waives any trespass or claim arising from such removal. Seller shall not be liable to Buyer or any other person for any loss, damage, or expense of any kind or for direct or consequential damage relative to, arising from, or caused directly or indirectly, by equipment or any supplies or accessories or the use thereof, or deficiency, defect, or inadequacy thereof, or any delay in delivery or installation thereof. This agreement may not be assigned or transferred by customer without the prior written consent of Seller. This agreement shall be governed or construed in accordance with the laws of the State of Washington and exclusive venue of any action arising out of this agreement shall be in King County, Washington. KELLEY CONNECT warrants all new equipment in this order for go days from installation. Warranty covers labor and parts to correct defects in materials and workmanship at no charge to the customer. This warranty does not extend to the replacement of supply items or consumable parts in the equipment within the manufacturer's recommendations. Any statements made by Kelley Connect salesperson(s) about these products do not constitute warranties and shall not be relied on by customer in deciding whether to purchase these goods or equipment. Performance Guarantee - If your equipment is covered by a continuous Kelley Connect maintenance agreement and is out of service for more than two (2) consecutive business days after notifying Kelley Connect or requires off-site service, a loaner copier or facsimile will be provided by Kelley Connect at no additional charge. Equipment Training Guarantee - Kelley Connect will provide initial training plus any follow-up training needed by appointment at no additional charge. Solution Sales & Software/Connectivity Guarantee - Kelley Connect will provide initial installation and training. After 3o days, all additional training will be provided and charged on an hourly basis. Service Cost - Kelley Connect guarantees that the cost of your maintenance agreement will not increase more than 18% per year, as long as you continue to be the original owner of this equipment. Service Response Guarantee - Our Service Representative will arrive at your door within the guaranteed four (4) hour average response time over a one (1) year period. KELLEY 22710 72nd Ave S P: 206.284.9100 Kent, WA 98032 F: 206.285.4023 CEkelleyconnet.com B&W BILLING FREQUENCY BASE OVERAGE/CPC Monthly Monthly L� Quarterly Quarterly Semi -Annual Semi -Annual Yearly Yearly Maintenance Agreement I Order Number 78410 COM, PANY GRANT CO. DISTRICT COURT ADDRESS P.O. BOX 37 CITY STATE ZIP EPHRA TA WA 88823 PHONE# FAX# (509) 754-2011 CUSTOMER CONTACT Desiree Ochocinski CONTACT'S EMAIL idochocinski@grantcountywa.gov COLOR BILLING FREQUENCY ------------ -------- ---- -------•....... BASE OVERAGE/CPC i Monthly Monthly Quarterly Quarterly Semi -Annual Semi -Annual Yearly Yearly EQUIPMENT COVERED[ B&W COLOR SERIAL NUMBER MIN. PRINT START METER MIN. PRINT• START METER = ALLOWANCE ALLOWANCE M. un *Base and Allowance are per billing frequency. Total for ALL Machines if not billed separately: Effective Date: upon install Additional Terms: No service escalation for 60 -months from date of delivery CUSTOMER ACKNOWLEDGEMENT You acknowledge receipt of, and agree to be bound by Kelley Connect additional sales terms and conditions, which are incorporated herein. This is non -cancelable three year agreement. Customer Signature Date Rob Jones, Chair Customer Title ft:a" 6"" Accepted by Kelley Connect November 8, 2023 Date Return to: Kelley Connect 22710 72nd Ave S., Kent, WA 98032 Tel: 800.495.3175 Fax: 206.286.4023 Kelley Connect Maintenance Agreement Terms & Conditions Kelley Connect (KELLEY) ("we", "us" or "our") shall provide to the entity designated under the "Bill to Customer Name" on the first page, entitled "Maintenance Agreement" ("Customer", "you" or "your") maintenance services for the equipment ("Equipment") and software ("Software") designated on the first page and in any Additional Equipment Page relating hereto, and shall make all adjustments, repairs and part replacements necessary to keep the Equipment and any modifications to keep the software in good working order in accordance with its published specifications ("Maintenance") pursuant to the terms and conditions of this Agreement, said first page, the Additional Terms and Conditions and any applicable Additional Equipment Page shall constitute the "Agreement" and capitalized terms shall have the same meaning throughout. MAINTENANCE: Providing you are not in default of this Agreement, we shall provide on-site Maintenance during our normal business hours (8:00 AM to 5:00 PM, Monday - Friday, excluding Federal Holidays) for any unit of Equipment or Software that has continually been covered under a Kelley Connect Maintenance Agreement. For requested Maintenance outside of our normal business hours, rates in effect at the time such service is requested will be charged. We will first attempt to provide remote diagnostic and maintenance services to utilize the key operator to resolve the service problem over the telephone before dispatching a service representative, and we shall train your key operator at no additional charge pursuant to our standard training policies. We shall provide Maintenance at no additional cost, unless the required adjustments, repairs, or parts replaced are required due to: (i) failure to operate the Equipment or Software under suitable temperature, humidity, line voltage, or any other specified environmental conditions; (ii) lack of reasonable care handling, operating, and maintaining the Equipment and Software, including damage by misuse or mal - intent; (iii) use of the Equipment or Software not in accordance with the agreed applications and for the ordinary purpose for which it is designed; (iv)use of accessories, supplies or other materials, or services not provided by us (excluding paper); (v) any alterations to the Equipment and Software; (vi) the use or damaged materials or those not in compliance with the units specifications, such as paper or envelopes; (vii) the use of the Equipment in excess of its volume rating; (viii) malfunction of equipment, parts, components, or software provided by you or third parties and not approved by us which interface with the Equipment or Software; (ix) forgo major events; (x) use of the Equipment or Software for unlawful purposes; or (xi) any loss or damage resulting from perils or casualty, including fire, water damage or other external cause (all of the foregoing causes collectively the "Excluded Causes"). We shall perform Maintenance necessitated by Excluded Causes at our then current time and materials rate and quote an estimate of the cost for such Maintenance in advance if requested by you. For copier and multifunctional Equipment Maintenance, unless the malfunctions is cause by an Excluded Cause, photoconductor drums, lubricants and other materials needed to service such Equipment are provided without additional charge, and print powder, developer, or/and master cartridges may or may not be included with Maintenance as indicated on said first page and on any Additional Equipment Page relating hereto. MAINTENANCE TERM: This Maintenance Agreement is effective for 36 months or as specified under Additional Terms as to each unit of newly purchased Equipment or Software from the earlier of the date of installation, or 10 days after shipment, or, if the unit is existing Equipment, as of the date herein, and will renew for successive similar periods unless written notice of cancellation at least 30 days prior to renewal is provided and accepted by KELLEY. If you cancel at any time other than on your anniversary date, we are not obligated to issue any credit invoice or refund; KELLEY reserves the right to bill customer pro -rated usage for any maintenance kits, imaging units, or fuser units installed in customers equipment in the previous 60 days. If you acquire additional accessories for the Equipment, or add new equipment, we will provide coverage and adjust your rate accordingly. Maintenance will be billed in advance unless noted in Additional Terms. BREACH OR. DEFAULT: If the Customer does not pay all charges, billed under the terms of this Agreement, promptly when due, or in the event of a breach of any of the other terms of the Agreement, KELLEY may (a) refuse to service the equipment until remittance is made, (b) provide service on "Per Call" basis rates, (c) require C.O.D. payment in full at the time of service (and any supplies) at KELLEY's "Per Call" basis rates, and (d) take any and all other actions as provided by law. Such remedies shall be cumulative, and the waiver of any one breach by customer shall not be deemed a waiver or any other or subsequent breach. PRORATIONS AND TRANSFERS: If the covered equipment is upgraded with equipment purchased from KELLEY, any unused portion of a paid agreement may be prorated and applied toward a service program for the new equipment. This agreement may not be assigned by the Customer without KELLEY prior written consent. Customer specifically agrees that this agreement shall not terminate upon Customer's election to sell, transfer or remove from service any equipment covered by this Agreement, unless KELLEY agrees in writing to terminate this agreement prior to such sale, transfer or removal from service. HARDWARE CONNECTIVITY/SOFTWARE SUPPORT: Any Software shall be licensed to you pursuant to the terms of the license agreement provided with the Software. You must complete our Site Survey prior to installation of any Equipment or Software that shall be connected to your computer network. In reliance on this information we will either proceed with the installation or advise you of problems or potential problems that may limit the functionality or your use of such Equipment or Software. Once accepted by you, or if the Site Survey is incorrect or there are any changes to your computer network or software, any attempts by us to remedy such problems will be at our standard charges then in effect, and we formulate representation or warranty that we can remedy such problems. Third party software not designated in this Agreement as serviced by us shall be subject to the license(s) and other agreement(s) between you and the third -party provider(s), and we shall not have any obligation or liability for same. Hardware Connectivity & Software Support, after initial 30 days, will be charged on an hourly basis. METER READINGS: The Customer agrees to allow KELLEY to install data collection software (DCA) for the purpose of automating the capture of device counts and other pertinent information used in managing the account. The information collected is limited to device serial number, IP address, meter, supply usage, notes, device location and device alerts. Customer agrees to provide KELLEY true and accurate meter readings for each billing period. If accurate meter readings are not provided, KELLEY reserves the right to estimate Customer's meter readings based upon previous meter reading and bill Customer based upon such estimates or to send a KELLEY representative to visually inspect such meter readings, in which event Customer shall also pay KELLEY an additional charge for such site visit. BASE AND OVERAGE COST ADJUSTMENT: At the end of the first year of this Agreement and once each successive twelve-month period, we may increase the base charge and charge per copy. Any modification or addition to the equipment listed may increase the base rate and/or cost per copy rates. Customer Obligations: You hereby agree to: (a) Immediately notify us when maintenance is required and provide us with access for inspecting or servicing the Equipment or Software during our normal business hours; (b) Replace supplies when necessary, and discontinue use of any supplies not provided by us that may increase the cost of Maintenance or cause damage to the Equipment (c) Timely accept delivery of the Equipment and Software; (d) Comply with your obligations under this Agreement, including making payments when due; (e) Make available a key operator or machine operator, as the case may be, for our standard training in the use of the Equipment and Software. Should this person change, you shall inform us immediately so the new key operator can be trained; (f) Provide complete and accurate information pertaining to your computer network and software programs pertaining to the Equipment being connected to your network, or Software to be provided hereunder; (g) Have the area where the Equipment is to be installed prepared and ready to receive the Equipment prior to its delivery, including providing adequate power, analog phone line and/or computer network connections (if required), lighting, humidity, HVAC, and security, and to be ready to have the Equipment installed upon delivery; (h) Accurately complete our Site Survey for connected Equipment and Software; (i) Have your computer(s) and/or network available and ready to receive any software; 0) Abide by the terms of any Software license agreements; and (k) Execute any required documents to evidence our interests in the Equipment, Software, and Supplies. Sales and maintenance agreement between District Court and Kelley Connect previously BIE. Date: I - II 3 •-,� 3 ATTEST: /0%Z the Bo �r Bar o a r'a" J. VasK (,Cle,fk of 1-1 BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON Rob Jonair Cindy Carta, Vice -Chair WR tone, Member