R2023-181 Resolution Authorizing Approval to Renew Existing Equipment Rental Agreement and Managed Print Services Contract for Five Years with Watts Copy Systems, Inc.

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NVdttS" 8/2/2023 Contract Addendum #3 to City of Decatur Contract #7410-03 Upon acceptance of this 60-month contract extension by the City of Decatur, with an effective start date of 9/25/2023, Watts agrees to the following: No Escalation of Per-Click Image Rates: Watts will agree to maintain the same per-click image rates as in the current master contract for the duration of the contract extension. This would lock these rates in for the city for a total of 8 years. Provision for reliability and performance for term of contract extension: Watts Copy Systems, Inc. agrees to keep all equipment in proper working order, without excessive service issues for the term of the extension. In the event any machine has ongoing service issues that cannot be resolved timely, Watts agrees to replace the machine with a like or better unit. Such replacements will be under the same costs as the model replaced and be coterminous with the extension. Provision for upgrades/downgrades as department's needs may change: Watts Copy Systems, Inc. agrees to allow city departments/agencies to change equipment type if their needs change during the contract extension. This will include the ability for departments to add accessories to their existing machine, upgrade their machine, or downgrade their machine in the event of reduction of use, reduction of staffing or other circumstances. These changes (add-on's, upgrades, and downgrades) will result in the monthly payment for that specific machine being changed proportionately for the remainder of the contract extension. For example, if a department requested to upgrade from a compact machine to a full system, their payment would be increased by the difference in the monthly payment of the two models, for the remainder of the contract extension. All changes would be coterminous with the contract extension. Provision to remove equipment due to closures/consolidations: Watts Copy Systems, Inc. agrees that at any time during this contract extension,the city may cancel any machine located in an area that ceases operation, is consolidated into another area, or has a significant reduction in workflow, resulting in the need to eliminate a machine. Such cancellations would require 30-days' notice and would be removed from the monthly invoice for the duration of the contract extension. Provision for equipment additions: Watts Copy Systems, Inc. agrees that the city may add equipment during this contract extension, due to growth, relocations, or expansion. Machines added by the city would fall under the same terms, conditions, and costs as outlined in the contract. All machine additions would remain coterminous with the contract extension. Page 1 of 2