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HomeMy WebLinkAboutContract - Xerox Corporation- Five Yr Sole-Source Copier Scanner Printer Lease & Maintenance Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Dmitry Shub, Acting Chief Information Officer CC: Michael Rivera, Interim Administrative Services Director Subject: Approval Five Year Sole-Source Copier/Scanner/Printer Lease and Maintenance Service with Xerox Corporation Date: March 31, 2025 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute a five (5) year contract for the copier lease and maintenance service with the Xerox Corporation (201 Merritt 7, Norwalk, CT 06851-1056) in the annual amount of $33,546.12. The total cost of the lease is $167,730.60. The lease agreement will replace 15 copiers/printers throughout the City with 19 new, upgraded copiers/printers. This sole-source lease is provided through the OMNIA Partners, Public Sector, Region 4, Education Service Center (ESC), Contract# R191104 - Xerox. A sole-source purchase requires a two-thirds vote of the City Council. Funding Source: Funding for service will be from the General Fund, Information Technology Division (IT) - IT Copy Machine Charges (Account 100.19.1932.62380) with a FY 2025 budget of $62,000.00 and a YTD balance of $42,381.26. Council Action: For Action Summary: In September 2015, the City Council approved the purchase of 32 Xerox copiers. The City is replacing 15 existing copiers that were originally part of the 2015 purchase. These copiers are prone to failure because of their age and are often out of service due to needed repairs or service calls. The new copiers will serve as centralized printers and scanners throughout the City. The City will trade in 15 existing copiers for 19 new copiers that will be installed at City Hall, Service Center, Dempster Street Beach Office, Levy Senior Center, Evanston Police HQ, Ecology Center, Water Plant, Fleetwood-Joudain, Robert Crown Center, and Chandler Doc ID: f52db158611355f2815404fce769f3b98c663577 Newberger. The lease agreement includes implementation services, setup, and the removal of the existing copiers. The lease is only for the 19 copier machines and does not include printing charges. All printing services are invoiced separately based on an agreed per-page cost outlined below. The new copiers will include RFID technology for more secure access and management of printing/copier charges. Page 2 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 1 0 1 2 0 WS BI6448 03/21/2025 13:11:26 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 1 of 12 Customer:CITY OF EVANSTON BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: CITY OF EVANSTON BEACH OFFICE 1245 LAKE SHORE BLVD EVANSTON, IL 60202 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Authorized Signature Customer acknowledges receipt of the terms of this agreement which consists of 12 pages including this face page. Signer: Luke Stowe Phone: (847)328-2100 Signature:Date: Thank You for your business! This Agreement is proudly presented by Xerox and Michael Bertschinger (630)771-2600 For information on your Xerox Account, go to www.xerox.com/AccountManagement Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. B415DN (XEROX B415DN) - Carrier Deliv/instal - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Dempster Beach offic - Xerox WC 5325 S/N AE7174843 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. B415DN $51.89 1: Black and White Impressions All Prints $0.0125 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $51.89 Minimum Payments (Excluding Applicable Taxes) Page 3 of 16 Approved as to form: Alexandra B. Ruggie Corporation Counsel 04 / 16 / 2025 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 2 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 2 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: CITY OF EVANSTON FLEET CENTER 2020 ASBURY AVE EVANSTON, IL 60201 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. B415DN (XEROX B415DN) - Carrier Deliv/instal - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 2nd floor parking of - Xerox WC 5325 S/N AE7174925 Trade-In 4/8/2025 2. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 2nd Floor hallway - Xerox 5955 S/N A2M652804 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. B415DN $51.89 1: Black and White Impressions All Prints $0.0125 - Consumable Supplies Included for all prints - Pricing Fixed for Term 2. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $206.69 Minimum Payments (Excluding Applicable Taxes) Page 4 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 3 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 3 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: LEVY SENIOR CENTER 300 DODGE AVE EVANSTON, IL 60202-3283 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Levy office 1st floo - Xerox WC 5330 S/N AE9568213 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $154.80 Minimum Payments (Excluding Applicable Taxes) Page 5 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 4 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 4 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: EVANSTON POLICE DEPARTMENT 1454 ELMWOOD AVE EVANSTON, IL 60201-4333 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - PD 1st floor north - Xerox WC 5330 S/N AE9568310 Trade-In 4/8/2025 2. B8245H2 (XEROX B8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - PD Front Desk - Xerox WC 5335P S/N AE7204365 Trade-In 4/8/2025 3. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - PD 2nd Floor North - Xerox 7830P S/N MX0152356 Trade-In 4/8/2025 4. B8245H2 (XEROX B8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - PD 2nd floor south - Xerox WC 5330 S/N AE9568334 Trade-In 4/8/2025 5. B8245H2 (XEROX B8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - PD 1st floor Records - Xerox WC 5330 S/N AE9568306 Trade-In 4/8/2025 Page 6 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 5 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 5 of 12 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term 2. B8245H2 $154.43 1: Black and White Impressions All Prints $0.0066 - Consumable Supplies Included for all prints - Pricing Fixed for Term 3. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term 4. B8245H2 $154.43 1: Black and White Impressions All Prints $0.0066 - Consumable Supplies Included for all prints - Pricing Fixed for Term 5. B8245H2 $154.43 1: Black and White Impressions All Prints $0.0066 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $772.89 Minimum Payments (Excluding Applicable Taxes) Page 7 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 6 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 6 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: EVANSTON ECOLOGY CENTER 2024 MCCORMICK BLVD EVANSTON, IL 60201-3055 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Ecology office - Xerox WC 5325 S/N AE7204403 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $154.80 Minimum Payments (Excluding Applicable Taxes) Page 8 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 7 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 7 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: EVANSTON UTILITIES 555 LINCOLN ST EVANSTON, IL 60201-2452 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. B8245H2 (XEROX B8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Water front office - Xerox WC 5325 S/N AE7204371 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. B8245H2 $154.43 1: Black and White Impressions All Prints $0.0066 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $154.43 Minimum Payments (Excluding Applicable Taxes) Page 9 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 8 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 8 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: EVANSTON CIVIC CENTER 2100 RIDGE AVE EVANSTON, IL 60201-2716 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. B8245H2 (XEROX B8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 909 Davis 1st floor - Xerox 5955 S/N A2M652807 Trade-In 4/8/2025 2. B8245H2 (XEROX B8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 909 Davis 3rd floor None 4/8/2025 3. B8270H2 (XEROX B8270H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 909 Davis 2nd floor - Xerox 5955 S/N A2M652860 Trade-In 4/8/2025 4. C8270H2 (XEROX C8270H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 909 Davis 2nd Floor None 4/8/2025 5. C8270H2 (XEROX C8270H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - 909 Davis 3rd floor None 4/8/2025 Page 10 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 9 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 9 of 12 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. B8245H2 $154.43 1: Black and White Impressions All Prints $0.0066 - Consumable Supplies Included for all prints - Pricing Fixed for Term 2. B8245H2 $154.43 1: Black and White Impressions All Prints $0.0066 - Consumable Supplies Included for all prints - Pricing Fixed for Term 3. B8270H2 $177.63 1: Black and White Impressions All Prints $0.0063 - Consumable Supplies Included for all prints - Pricing Fixed for Term 4. C8270H2 $174.56 1: Black and White Impressions All Prints $0.0062 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term 5. C8270H2 $174.56 1: Black and White Impressions All Prints $0.0062 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $835.61 Minimum Payments (Excluding Applicable Taxes) Page 11 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 1 0 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 10 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: CITY OF EVANSTON FLEETWOOD-JOURDAIN CENTER 1655 FOSTER ST EVANSTON, IL 60201-3409 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Fleetwood office 1st - Xerox WC 5330 S/N AE9568282 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $154.80 Minimum Payments (Excluding Applicable Taxes) Page 12 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 1 1 0 1 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 11 of 12 BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HALL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: CITY OF EVANSTON ROBERT CROWN CENTER 1801 MAIN ST EVANSTON, IL 60202 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Solution Product Description Item Agreement Information Requested Install Date 1. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Rec area 1st floor 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $154.80 Minimum Payments (Excluding Applicable Taxes) Page 13 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 1 2 0 1 2 1 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 12 of 12 Terms and Conditions INTRODUCTION: 1. NEGOTIATED CONTRACT. The Products are subject solely to the terms in the Negotiated Contract identified on the face of this Agreement, and, for any option you have selected that is not addressed in the Negotiated Contract, the then-current standard Xerox terms for such option. GOVERNMENT TERMS: 2. REPRESENTATIONS & WARRANTIES. This provision is applicable to governmental entities only. You represent and warrant, as of the date of this Agreement, that: (1) you are a State or a fully constituted political subdivision or agency of the State in which you are located and are authorized to enter into, and carry out, your obligations under this Agreement and any other documents required to be delivered in connection with this Agreement (collectively, the "Documents"); (2) the Documents have been duly authorized, executed and delivered by you in accordance with all applicable laws, rules, ordinances and regulations (including all applicable laws governing open meetings, public bidding and appropriations required in connection with this Agreement and the acquisition of the Products) and are valid, legal, binding agreements, enforceable in accordance with their terms; (3) the person(s) signing the Documents have the authority to do so, are acting with the full authorization of your governing body and hold the offices indicated below their signatures, each of which are genuine; (4) the Products are essential to the immediate performance of a governmental or proprietary function by you within the scope of your authority and will be used during the Term only by you and only to perform such function; and (5) your payment obligations under this Agreement constitute a current expense and not a debt under applicable state law and no provision of this Agreement constitutes a pledge of your tax or general revenues, and any provision that is so construed by a court of competent jurisdiction is void from the inception of this Agreement. 3. FUNDING. This provision is applicable to governmental entities only. You represent and warrant that all payments due and to become due during your current fiscal year are within the fiscal budget of such year and are included within an unrestricted and unencumbered appropriation currently available for the purchase/maintenance of the Products, and it is your intent to use the Products for the entire term and to make all payments required under this Agreement. If (1) through no action initiated by you, your legislative body does not appropriate funds for the continuation of this Agreement for any fiscal year after the first fiscal year and has no funds to do so from other sources, and (2) you have made a reasonable but unsuccessful effort to find a creditworthy assignee acceptable to Xerox in its sole discretion within your general organization who can continue this Agreement, this Agreement may be terminated. To effect this termination, you must, at least 30 days prior to the beginning of the fiscal year for which your legislative body does not appropriate funds, notify Xerox in writing that your legislative body failed to appropriate funds and that you have made the required effort to find an assignee. Your notice must be accompanied by payment of all sums then owed through the current year under this Agreement. You will return the Equipment, at your expense, to a location designated by Xerox and, when returned, the Equipment will be in good condition and free of all liens and encumbrances. You will then be released from any further payment obligations beyond those payments due for the current fiscal year (with Xerox retaining all sums paid to date). SOLUTION/SERVICES: 4. OVERSIZE PRINTS. Each print made on the following Equipment; B8245H2, B8270H2, C8245H2 and C8270H2, that is larger than 145 square inches (e.g., 11 x 17 = 187 square inches), but less than or equal to 491 mm in length, will register as two (2) prints on the applicable (B&W/color) meter, and, for that Equipment with extra-long print capability, for any impressions greater than 491 mm will register up to four (4) prints on the applicable (B&W/color) meter. PRICING PLAN/OFFERING SELECTED: 5. FIXED PRICING. If "Pricing Fixed for Term" is identified in Maintenance Plan Features, the maintenance component of the Minimum Payment and Print Charges will not increase during the initial Term of this Agreement. GENERAL TERMS & CONDITIONS: 6. REMOTE SERVICES. Certain models of Equipment are supported and serviced using product information that is automatically collected by Xerox or transmitted to or from Xerox by the Equipment connected to your network ("Remote Product Info") via electronic transmission to a secure off-site location ("Remote Transmission"). Remote Transmission also enables Xerox to transmit Releases of Software to you and to remotely diagnose and modify Equipment to repair and correct malfunctions. Examples of Remote Product Info include product registration, meter read, supply level, Equipment configuration and settings, software version, and problem/fault code information. Remote Product Info may be used by Xerox for billing, report generation, supplies replenishment, support services, recommending additional products and services, and product improvement/development purposes. Remote Product Info will be transmitted to and from you in a secure manner mutually agreeable to the parties. Remote Transmission will not allow Xerox to read, view or download the content of any of your documents or other information residing on or passing through the Equipment or your information management systems. You grant the right to Xerox, without charge, to conduct Remote Transmission for the purposes described above. Upon Xerox's request, you will (a) provide contact information for Equipment such as name and address of your contact and IP and physical addresses/locations of Equipment and (b) ensure that any Maintenance Release or Update released by Xerox to provide security patches, releases and/or certificates for the Remote Transmission and/or Software is promptly enabled by Customer upon notification by Xerox or by the Equipment or when otherwise made available on xerox.com. You will enable Remote Transmission via a method mutually agreeable to both parties, and you will provide reasonable assistance to allow Xerox to provide Remote Transmission. Unless Xerox deems Equipment incapable of Remote Transmission, you will ensure that Remote Transmission is maintained at all times Maintenance Services are being performed. If you are unable to maintain Remote Transmission, or if Xerox disables Remote Transmission from any Equipment at your request, or if you disable Remote Transmission from any Equipment, Xerox reserves the right to charge you a per device fee for such affected Equipment due to the increased service visits that will be required in order to (x) obtain such information, (y) provide such transmissions, and (z) provide such Maintenance Services and Consumable Supplies that otherwise would have been provided remotely and/or proactively. Page 14 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 1 0 0 2 0 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 1 of 2 Customer:CITY OF EVANSTON BillTo:CITY OF EVANSTON LORRAINE H MORTON CITY HAL 909 DAVIS ST EVANSTON, IL 60201-3683 Install: CHANDLER NEWBERGER COMMUNITY CENTER 1028 CENTRAL ST EVANSTON, IL 60201-1702 Tax ID#: . State or Local Government Negotiated Contract : 072816000 Authorized Signature Customer acknowledges receipt of the terms of this agreement which consists of 2 pages including this face page. Signer: Luke Stowe Phone: (847)328-2100 Signature:Date: Thank You for your business! This Agreement is proudly presented by Xerox and Michael Bertschinger (630)771-2600 For information on your Xerox Account, go to www.xerox.com/AccountManagement Solution Product Description Item Agreement Information Trade Information Requested Install Date 1. C8245H2 (XEROX C8245H2) - 1 Line Fax - Office Finisher - Rfid Card Reader - Customer Ed - Analyst Services Lease Term: 60 months Purchase Option: FMV Customer’s Reference Information - Chandler office - Xerox 5945 S/N A2M652735 Trade-In 4/8/2025 Monthly Pricing Item Lease Minimum Payment Print Charges Meter Volume Band Per Print Rate Maintenance Plan Features 1. C8245H2 $154.80 1: Black and White Impressions All Prints $0.0072 2: Color Impressions All Prints $0.0556 - Consumable Supplies Included for all prints - Pricing Fixed for Term Total $154.80 Minimum Payments (Excluding Applicable Taxes) Page 15 of 16 Approved as to form: Alexandra B. Ruggie Corporation Counsel 04 / 16 / 2025 Doc ID: f52db158611355f2815404fce769f3b98c663577 Lease Agreement 1 3 7 3 6 8 1 0 1 0 0 2 0 0 2 1 WS BI6448 03/21/2025 13:11:27 Confidential - Copyright© 2008 XEROX CORPORATION. All rights reserved. Page 2 of 2 Terms and Conditions INTRODUCTION: 1. NEGOTIATED CONTRACT. The Products are subject solely to the terms in the Negotiated Contract identified on the face of this Agreement, and, for any option you have selected that is not addressed in the Negotiated Contract, the then-current standard Xerox terms for such option. GOVERNMENT TERMS: 2. REPRESENTATIONS & WARRANTIES. This provision is applicable to governmental entities only. You represent and warrant, as of the date of this Agreement, that: (1) you are a State or a fully constituted political subdivision or agency of the State in which you are located and are authorized to enter into, and carry out, your obligations under this Agreement and any other documents required to be delivered in connection with this Agreement (collectively, the "Documents"); (2) the Documents have been duly authorized, executed and delivered by you in accordance with all applicable laws, rules, ordinances and regulations (including all applicable laws governing open meetings, public bidding and appropriations required in connection with this Agreement and the acquisition of the Products) and are valid, legal, binding agreements, enforceable in accordance with their terms; (3) the person(s) signing the Documents have the authority to do so, are acting with the full authorization of your governing body and hold the offices indicated below their signatures, each of which are genuine; (4) the Products are essential to the immediate performance of a governmental or proprietary function by you within the scope of your authority and will be used during the Term only by you and only to perform such function; and (5) your payment obligations under this Agreement constitute a current expense and not a debt under applicable state law and no provision of this Agreement constitutes a pledge of your tax or general revenues, and any provision that is so construed by a court of competent jurisdiction is void from the inception of this Agreement. 3. FUNDING. This provision is applicable to governmental entities only. You represent and warrant that all payments due and to become due during your current fiscal year are within the fiscal budget of such year and are included within an unrestricted and unencumbered appropriation currently available for the purchase/maintenance of the Products, and it is your intent to use the Products for the entire term and to make all payments required under this Agreement. If (1) through no action initiated by you, your legislative body does not appropriate funds for the continuation of this Agreement for any fiscal year after the first fiscal year and has no funds to do so from other sources, and (2) you have made a reasonable but unsuccessful effort to find a creditworthy assignee acceptable to Xerox in its sole discretion within your general organization who can continue this Agreement, this Agreement may be terminated. To effect this termination, you must, at least 30 days prior to the beginning of the fiscal year for which your legislative body does not appropriate funds, notify Xerox in writing that your legislative body failed to appropriate funds and that you have made the required effort to find an assignee. Your notice must be accompanied by payment of all sums then owed through the current year under this Agreement. You will return the Equipment, at your expense, to a location designated by Xerox and, when returned, the Equipment will be in good condition and free of all liens and encumbrances. You will then be released from any further payment obligations beyond those payments due for the current fiscal year (with Xerox retaining all sums paid to date). SOLUTION/SERVICES: 4. OVERSIZE PRINTS. Each print made on the following Equipment; C8245H2, that is larger than 145 square inches (e.g., 11 x 17 = 187 square inches), but less than or equal to 491 mm in length, will register as two (2) prints on the applicable (B&W/color) meter, and, for that Equipment with extra-long print capability, for any impressions greater than 491 mm will register up to four (4) prints on the applicable (B&W/color) meter. PRICING PLAN/OFFERING SELECTED: 5. FIXED PRICING. If "Pricing Fixed for Term" is identified in Maintenance Plan Features, the maintenance component of the Minimum Payment and Print Charges will not increase during the initial Term of this Agreement. GENERAL TERMS & CONDITIONS: 6. REMOTE SERVICES. Certain models of Equipment are supported and serviced using product information that is automatically collected by Xerox or transmitted to or from Xerox by the Equipment connected to your network ("Remote Product Info") via electronic transmission to a secure off-site location ("Remote Transmission"). Remote Transmission also enables Xerox to transmit Releases of Software to you and to remotely diagnose and modify Equipment to repair and correct malfunctions. Examples of Remote Product Info include product registration, meter read, supply level, Equipment configuration and settings, software version, and problem/fault code information. Remote Product Info may be used by Xerox for billing, report generation, supplies replenishment, support services, recommending additional products and services, and product improvement/development purposes. Remote Product Info will be transmitted to and from you in a secure manner mutually agreeable to the parties. Remote Transmission will not allow Xerox to read, view or download the content of any of your documents or other information residing on or passing through the Equipment or your information management systems. You grant the right to Xerox, without charge, to conduct Remote Transmission for the purposes described above. Upon Xerox's request, you will (a) provide contact information for Equipment such as name and address of your contact and IP and physical addresses/locations of Equipment and (b) ensure that any Maintenance Release or Update released by Xerox to provide security patches, releases and/or certificates for the Remote Transmission and/or Software is promptly enabled by Customer upon notification by Xerox or by the Equipment or when otherwise made available on xerox.com. You will enable Remote Transmission via a method mutually agreeable to both parties, and you will provide reasonable assistance to allow Xerox to provide Remote Transmission. Unless Xerox deems Equipment incapable of Remote Transmission, you will ensure that Remote Transmission is maintained at all times Maintenance Services are being performed. If you are unable to maintain Remote Transmission, or if Xerox disables Remote Transmission from any Equipment at your request, or if you disable Remote Transmission from any Equipment, Xerox reserves the right to charge you a per device fee for such affected Equipment due to the increased service visits that will be required in order to (x) obtain such information, (y) provide such transmissions, and (z) provide such Maintenance Services and Consumable Supplies that otherwise would have been provided remotely and/or proactively. Page 16 of 16 Doc ID: f52db158611355f2815404fce769f3b98c663577 SOLE/ SINGLE SOURCE JUSTIFICATION (Requester completes Section A and B) SECTION A – SOLE/SINGLE SOURCE PURCHASE: Complete if sole/single source purchase is $2,500 or over, AND competition is not available. Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere. PO No. (if applicable): Amount: | Date: Supplies/Services Required (be specific): Proposed Vendor Name and No: _______________________________________ Requested by: (Name and Signature) _________________________________________ Prepared by: (Name and Signature) I certify that justification/ information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request . Dept. Name/ Ext: Check One: The requested supply/service is a sole/single source procurement due to: AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor. COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor. REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and is available from only original equipment manufacturer or designated servic e dealer. OTHER Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to support the justification: SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above justification/information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request. ___________________________________________________ ______________________________ (Name and Signature of Requester) (Date) _________________________________________________ ______________________________ (Name and Signature of Department Director) (Date) SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER: Based on the information provided in Section A and attached supporting documents, I concur / do not concur (see below) with purchase to be a Sole Source. Do not concur for the following reason(s): (Name and Signature of Purchasing Manager or Authorized Designee) (Date) X Digitally signed by Perez, Leslie DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org Reason: I am the author of this document Location: Date: 2025.04.09 14:03:08-05'00' Foxit PDF Editor Version: 2024.4.1 Perez, Leslie Digitally signed by Perez, Leslie DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org Reason: I am the author of this document Location: Date: 2025.04.09 14:03:27-05'00' Foxit PDF Editor Version: 2024.4.1 Perez, Leslie 4/9/2025 Digitally signed by Perez, Leslie DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org Reason: I am the author of this document Location: Date: 2025.04.09 14:03:17-05'00' Foxit PDF Editor Version: 2024.4.1 Perez, Leslie 4/9/25 5 Year Printer/Scanner/Copier Lease Admin Services - IT Division The lease of Xerox Copiers is compatible with the existing software/hardware and provided by the original vendor. The lease is through the OMINA Partners Cooperative purchase, Contract # R191104 Xerox Corporation 33,546.12 04 / 16 / 2025 Doc ID: f52db158611355f2815404fce769f3b98c663577 Five Year Sole-Source Copier/Scanner/Printer Lease and... Approval_of...with_Xe.pdf and 1 other f52db158611355f2815404fce769f3b98c663577 MM / DD / YYYY Signed 04 / 14 / 2025 10:48:41 UTC-5 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.77 04 / 16 / 2025 10:04:34 UTC-5 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 04 / 16 / 2025 10:04:54 UTC-5 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 04 / 16 / 2025 10:19:04 UTC-5 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 104.179.225.56 04 / 16 / 2025 10:19:31 UTC-5 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 104.179.225.56 The document has been completed.04 / 16 / 2025 10:19:31 UTC-5