HomeMy WebLinkAboutPR 18050: AUTHORIZING TO ENTER INTO A 12 MTH RENTAL AGMT. W/ HERNANDEZ P.R. No. 18050
10/21/2013 lb
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A 12 MONTH RENTAL AGREEMENT WITH
HERNANDEZ OFFICE SUPPLY OF NEDERLAND, TEXAS,
THROUGH TEXAS DEPARTMENT OF INFORMATION
RESOURCES (TXDIR) FOR A COPIER FOR THE CODE
ENFORCEMENT DEPARTMENT, BUILDING INSPECTION
DIVISION, IN AN AMOUNT NOT TO EXCEED $4,800.00;
FUNDING AVAILABLE IN ACCOUNT NUMBER 001-1052-.
517.51-00
WHEREAS, Chapter 271 of the Texas Local Government
Code allows a city, by resolution of its governing body, to
participate in cooperative purchasing programs, such as
Texas Department of Information Resources (TXDIR), as an
alternative to a formal bid process; and
WHEREAS, the Code Enforcement Department, Building
Inspection Division is requesting to replace an existing
copier with the same type due to continued mechanical
problems and have obtained quotes via Texas Department of
Information Resources TTXDIR) for the rental of the copier;
and
WHEREAS, the Code Enforcement Department, Building
Inspection Division, along with the Purchasing Department
have reviewed the cost of various vendors and determined
that it is most cost effective to rent said copier through
the Texas Department of Information Resources (TXDIR) under
Contract No. DIR -SDD -1664; and
WHEREAS, the copier rental agreement from Hernandez
Office Supply through TXDIR, will supply a Kyocera 5500i
Mono Mfp copier for a cost of $400 a month; and
WHEREAS, this agreement includes routine maintenance
and replacement parts; and
WHEREAS, there is a 30 day written notice of
cancellation clause required to terminate the rental
agreement; and
P.R. No. 18050
10/21/20131b
WHEREAS, funds are available in account number 001-
1052- 517.51 -00.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the
preamble are true and correct.
Section 2. That the City Council authorizes City
Manager to enter into a rental agreement with Hernandez
Office Supply of Nederland, Texas, for the Code Enforcement
Department, Building Inspection Division, through Texas
Department of Information Resources (TXDIR), in the amount
of $400 a month for 12 months, not to exceed $4,800, in
substantially the same form as attached hereto as Exhibit
"A".
Section 3. That a copy of the caption of this
resolution shall be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED on this day of
December, A.D., 2013, at a Regular Meeting of the City
Council of the City of Port Arthur, Texas, by the following
vote: AYES:
MAYOR:
COUNCILMEMBERS:
•
NOES:
Deloris Prince, Mayor
ATTEST:
Sherri Bellard, City Secretary
P.R. No. 18050
10/21/20131b
APPROVED AS TO FORM:
V 1 T elo, City 1 torney
HI- 464.41y
APPROVED FOR ADMINISTRATION:
Floyd T. Johnson, City Manager
La rence Baker,
Director Code Enforcement
APPROVED AS TO AVAILABILITY OF FUNDS:
ddt&ZdZre
Deborah Echols, Director of Finance
Shawna Tubbs, Purchasing Manager
P.R. No. 18050
10/21/20131b
EXHIBIT "A"
w "°`r a
,P HEP NANDEZ
Once Suppiy
we Ham Rods
P 0 Box 1604; 119 17th Street; Nederland TX 77627
Phone: (409) 724 -0135; Toll Free: (866) 724 -0135; Fax: (409) 724 -0210
COPIER RENTAL AGREEMENT
DATE: 10/17/13
CUSTOMER NAME: City of Port Arthur PHONE NUMBER: 409 - 983 -8261
LOCATION: Insepction Dept.
NAME: Lawrence
Port Arthur Tx 77640
Hernandez Office Supply (known herein as HOS) agrees to install the equipment listed below under the
following terms:
Price
Model Number DIR Contract# DIR -SDD -1664 TA -5500i Blk A $ 400.00
Number of Copies Per Month Allowed 5000 bik .007 blk overages
Accessory Print/Scan /Copy Ready
Accessory 2 paper ports
Accessory Letter Legal Ledger Capable
Accessory Finisher
Beginning Meter Reading
TOTAL PER MONTH 400+ overage copies
EXCLUDES SALES TAX
Delivery 8 Installation:
Customer will be assessed delivery fees of $150 and pick -up fees of $150. Wavied if rental of 90 days.
Maintenance:
HOS will provide the required maintenance and necessary replacement parts at no additional charge to the
customer, except repairs made necessary by other than normal use. Also excluded are repairs made
necessary by lack of key operator function, i.e. scheduling of regular preventive maintenance and /or abuse,
Supplies:
Supplies are included in this rental agreement except paper and staples.
Billing:
Under normal rental agreement, the customer will be charged first and last month's base rent in advance,
plus delivery and pick -up fees. Billing will be once a month with invoices due within 30 days from invoice date.
Termination:
This agreement is for a minimum of 3 months from the date of this agreement.
Continued on Reverse
IT IS AGREED THAT HOS:
Will train customer personnel in the use of the equipment.
Will retain title to the equipment and shall have the right to enter on the premises of the user and take
immediate possession of said equipment upon any breach or termination of this agreement.
Will have the option to supply either new or reconditioned equipment.
IT IS FURTHER AGREED THAT THE CUSTOMER:
Will make no alterations to the equipment and will not remove, cover, or deface the name plate.
Will obtain the written authorization from HOS prior to any movement of the equipment.
Will pay, according to HOS established service policy, for service requested outside of regular service hours.
Will pay any and all taxes and assessments levied against the equipment, or the use thereof, during the
term of the rental period, with the sole exception of personal property taxes which will be the responsibility
of Seller.
Will assume complete responsibilty for any and all risks of physical loss or damage to the equipment
from any cause whatsoever during the rental period, with the exception of reasonable wear and tear.
For this unit, replacement value is
Will give a written 30 -day notice, in advance, of rental removal. If written notice is not given 30 days in
advance, customer agrees to be billed, and will pay, for the 30 days notice.
Liability with respect to property damage or personal injury arising out of, or connected with, services
performed under this agreement is limited strictly to that imposed by common law, and there is no contract
imposing any greater degree of liability on HOS.
COMPANY NAME HOS SALES REPRESENTATIVE
AUTHORIZED SIGNER APPROVED BY - TITLE
DATE DATE
BILLING INFORMATION (if different than location): CONTACT INFORMATION:
COMPANY NAME: NAME:
BILLING ADDRESS: PHONE:
FAX:
CITY, STATE, ZIP EMAIL: