3.10 3.10
FINANCIAL/2017/Purchase—Printer—Mapper for Clerk—4-3-17
RESOLUTION AUTHORIZING PURCHASE OF HP DESIGN JET SD
PRO 44" POSTSCRIPT PRINTER FOR
TOWN CLERK/TAX RECEIVER'S OFFICE
RESOLUTION NO.: ,2017
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Town of Queensbury's Town Clerk/Tax Receiver has requested
Town Board approval to purchase an HP Design Jet SD Pro 44" Postscript Printer (Printer)
to replace the current large format printer/scanner in the Town Clerk/Tax Receiver's Office
as it is beyond repair and has been a tremendous asset to her office as it scans in
commercial and building plans, Town Board packets and numerous FOIL requests, and
WHEREAS, New York State Bidding is not required for such Printer as it is under
New York State Contract No.: R160203, and
WHEREAS, the Town Clerk/Tax Receiver received a quote for the Printer from
National Business Equipment in the amount of $20,499, plus an additional $456 for ink
cartridges, and therefore has recommended that the Town Board approve such purchase,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby approves of the Town
Clerk/Tax Receiver's purchase of an HP Design Jet SD Pro 44" Postscript Printer (Printer)
to replace the Town's current printer/scanner in the Town Clerk's Office for an amount not
to exceed $20,499 plus an additional $456 for ink cartridges, from National Business
Equipment as delineated in the quote presented at this meeting and in accordance with New
York State Contract No.: R160203, and
BE IT FURTHER,
RESOLVED, that the Town Board authorizes and directs the Town Budget Officer
to amend the Town Budget Officer to transfer $20,955 from Computer Software Account
No.: 205-1680-2032 to Computer Hardware Account No.: 205-1680-2031 and take all
other actions necessary to effectuate the purchase, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town
Supervisor, Town Clerk/Tax Receiver, Town Budget Officer and/or Purchasing Agent to
take such other and further action as may be necessary to effectuate the terms of this
Resolution.
Duly adopted this 3rd day of April, 2017, by the following vote:
AYES
NOES
ABSENT:
505 Bradford St. Albany, NY 12206
NATBuIsinessNALEauipment°
Phone 518-724-6455 Fax 518-438-0493 National1927.com
Name Customer ft Name Customer/
Town of Queensbury
Address Address
742 Bay Road
Address Address
City State Zip City State Zip
Queensbury NY 12804
Contact E-mail Contact E-mail
Barbara Tierney
Phone Check Box If Ship to is SAME as BIII to — Phone Fax
518-761-8240
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'�?jr 8( 4 11 2 S ,'a. 3/ R f't.. f •t'Fr• ti`;4;i:500,4 41 y�. r r e• s'ya rsr ?-M
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4W-.rto"'•..-iib. �: - .: ? ..�#_ '3;..15i+;7:�-'`. fi' y;
HP DesignJet SD Pro 44"Postscript Printer $15,499
Includes Batch Scan Option Inc
Connectivity & Set Up $1,000
5 Year Next Business Day Onsite with DMR $4,000
Removal of Current HP DesignJet 2300 Inc
New York State Contract Pricing
FIRVETIEV,4143fretiMMUMATI. D „, t i �{t � S . , ngR r+� T ,��i,_ ,^'� � .1 e � r?iiyr / 40 Q.Z ..,_��. v
Service agreement includes parts,labor&travel but does not includes consumables&paper DELIVERY
(See separate agreement for supply pricing) SUBTOTAL $20,499
TAX Tax Exempt
TOTAL $20,499
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GOLD ALLIANCE PROGRAM —Priority Service Guaranteed(Covers all parts,labor,travel and supplies except paper and staples)
Billed at$ per month,includes B&W copies per month.Excess at$ _per copy.
Billed at$ per month,includes COLOR copies per month.Excess at$ per copy.
STANDARD SERVICE AGREEMENT:Billed at$ per month Covers all parts,labor and travel.Excludes all consumables(toner,image units,fusers,
stamps,etc.)
MAILING SYSTEMS AGREEMENT:Billed at$ per month Covers all parts,labor and travel.Excludes all consumables(ink,stamps,sealant,etc.)
Dn'TArJ mak,3y?v h
NATIONAL Authorized Signature Date
Customer Authorized Signature Date
Print Name of Authorized Signor Purchase Order
Sales Gold
TERMS AND CONDITIONS
Purchaser hereby agrees to the follow terms and conditions.
Le
1. This order shall become binding once approved and accepted by National.
2. This order may not be cancelled or altered after acceptance without National's consent. Business Equipment
3. Seller shall not be liable for failure to deliver or for delays occasioned by causes beyond National's control,including without limitations,strikes,non-delivery or
delays by shipper,carriers,or others,accidents or government acts.
4. National shall not be liable for any special,indirect or consequential damages,nor shall National be liable In any event for more than National's invoice price of any
equipment or supplies.
5. This is a binding agreement and nota sale on approval or trial basis.Provisions of this agreement,once accepted by National,constitute the entire agreements between
purchaser and National and supersede all other written or oral communication between the parties.National is specifically not bound by any oral or written
representation made by its employees or salespeople to buyer which does not appear herein in writing.
6. All rights,title or interest to the equipment or supplies described herein shall remain the property of National(or its leasing agent)until paid in full.
7. Customer shall pay all Federal,State and Local sales,use,property,excise or other taxes imposed on or with respect to the equipment.
8. All invoices are due and payable with fifteen(15)days from the date of the invoice and buyer agrees to pay interest at a rate of 1.5%per month on any amounts not
paid within those fifteen(15)days.All invoices are to be paid by cash or check.
9. Buyer shall pay all of National's cost in collection of any amount due hereunder,in the recovery of any property pursuant hereto or In the enforcement of its rights
against buyer,including attorney's fees whether or not suit is brought.
10. Customer shall not assign this agreement or any interest herein without the proper written permission of National.
11. Equipment Environment:Customer shall provide proper electrical service to the Equipment and shall provide an environment that is reasonably free of dust,
humidity,hazardous chemicals or erratic temperature changes.Failure to provide a proper Equipment Environment may negate the terms of this Agreement.
12. Purchaser hereby jointly and severally releases,acquits,forgives,and discharges National from any actions,claims,demands,suits,agreements,Judgments,liabilities,
and proceedings whether arising in equity or in law and in particular arising from the pick-up and disposal of Trade-in equipment.This release shall remain binding
upon all successors in interest and personal representatives of the contracting parties,to the extent permitted by law.
13. National makes no warranty expressed or implied,of the fitness a particular use or merchantability.
SERVICE AGREEMENT
1. This service agreement is for a period of 1 year and is non-refundable and automatically renewed at the end of the contract period for successive
twelve month periods,unless notification in writing is received within thirty(30)days prior to renewal date.Contract rates shall be those in effect at
the time of renewal.
a. Payment of such invoice shall be deemed an acceptance by the customer of the terms and conditions of the agreement.If payment is not
received by National in accordance with payment terms,National at its option,may require a physical inspection of the equipment prior to
acceptance,with all costs incurred billed to the customer.
2. Customer will be responsible for supplying meter reads for all equipment not under meter collection software.In the event a timely meter read is not
supplied by customer National Business Equipment will utilize an estimated read based on volume history for billing purposes.
3. National agrees to provide maintenance service availability Monday through Friday,excluding holidays,from 8:00AM to 5:00PM and to keep the equipment in good
working order while operated in accordance with National's published specifications while the equipment is located in National's area of responsibility.
a. Service rendered under this agreement excludes any(a)service or parts required by damage caused by accident,neglect,misuse,altering the equipment,
unfavorable environmental conditions,electric current fluctuations,work performed by other than a representative of National,or any force of nature.(b)
service required due to the use of supplies not approved by National.(c)service connected with the unauthorized relocation of the equipment.In the event
that the equipment is moved from the location set forth in this agreement then,at National's option,this agreement may be terminated and/or additional
service charge may be made.
b. National agrees to provide toner in sufficient quantity as it relates to the customer's usage and the manufacturer's published yields which are based on the
industry standards of 6%coverage on black&white and 25%coverage full color.In the event that the customer's actual yield varies from the manufacturer's
published yields by more than 25%,National reserves the right to remedy this variance by either adjusting the amount of toner provided or adjusting the
rate(s)of this agreement or invoicing the customers for excess toner used.This does not apply to mailing systems.
c. In the event National cannot offer a regular maintenance contract because normal maintenance and parts replacement can no longer keep the equipment in
satisfactory operational condition,a Conditional maintenance contract may be offered.If National cannot repair your equipment,your account will be
credited with the unused portion of your Conditional maintenance contract.Any credit balance must be used towards future purchase with National.
d. For connected digital equipment,network support is not included under this agreement.All support calls made on network support issues shall be billable at National's
current software labor rate.
4. All service calls made on equipment not under maintenance contract shall include all parts,labor and travel costs.These costs are invoiced at National's current
prevailing rates.
5. National shall have full and free access to the equipment to provide service thereon.
6. National reserves the right to hold service in the event the customer account balance is delinquent based on the National payment terms in effect at that time.
7. Customer agrees that National shall not incur any liability to customer for any loss of business.Lass of production,loss of data,expenses,or any other damage,
direct,indirect or consequential,arising out of or in connection with the use or performance of this equipment.
8. This service agreement is not assignable or transferable by customer to a third party,nor is any portion refundable.However,the service agreement is transferable to a
new machine purchased from National.
9. Buyer shall pay all of National's cost in the collection of any amount due hereunder,in the recovery of any property pursuant hereto or in the enforcement of its
rights against buyer,including any attorney's fees whether or not suit be brought.
Customer Authorized Initials Date. / / Sales Gold
4/5/2016
its
o
ijiiiiui1iii_® 505 Bradford St. Albany, NY 12206
Business Equipment Phone 518-724-6455 Fax 518-438-0493 National1927.com
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—. t ;�ter.` �;•-_` `' - ,rr.-ter=..
Name Customer p Name Customerp
Town of Queensbury
Address Address
742 Bay Road
Address Address
City State Zip City State Zip
Queensbury NY 12804
Contact Email Contact E-mail
Barbara Tierney
Phone Check Box If Ship to Is SAME as BIB to Phone Fax
518-761-8240 _
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C9375A 130m1 Matte Black Ink Cartridge $75.99
C9370A 130m1 Photo Black Ink Cartridge $75.99
C9371A 130m1 Cyan Ink Cartridge $75.99
C9372A 130m1 Magenta Ink Cartridge $75.99
C9373A 130m1 Yellow Ink Cartridge $75.99
C9374A 130m1 Gray Ink Cartridge $75.99
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DELIVERY
SUBTOTAL
TAX
TOTAL
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` rx n� 1.7'.s+� '',p,`' 2 �L r a!"`5'f ,s h�_ � ,a i Y t ° tr•iii' ty , 'Asti-, s?> . . .
� -,r'� �� N Jaja.eES'r.,T gugjlTi�F a ,rc'' r,s.u.c'Y i'v gX f"f' trf ?-rt' '-±y� c..
.cra� :a:.,,v.Y.:i:—e...E::...c..� ±t. -,i. tt'! ?b.. .7..�s�. ...�t7.fiia ""''',:?. aSt�a;:l- ....`•+`�..-L, y_.>i...� ....
GOLD ALLIANCE PROGRAM —Priority Service Guaranteed(Covers all parts,labor,travel and supplies except paper and staples)
Billed at$ per month,includes B&W copies per month.Excess at$ per copy.
Billed at$ per month,includes COLOR copies per month.Excess at$ per copy.
STANDARD SERVICE AGREEMENT:Billed at$ per month Covers all parts,labor and travel.Excludes all consumebles(toner,image units,fusers,
I 1 stamps,etc.)
MAILING SYSTEMS AGREEMENT:Billed at$ per month Covers all parts,labor and travel.Excludes all consumables(ink.stamps,sealant,etc.)
•D
NATIONAL Authorized Signature Date
Customer Authorized Signature Date
Print Name of Authorized Signor Purchase Order
Sales Gold
NAT uNAL
Business Equipment CONNECTIVITY INSTALLATION AGREEMENT
This Connectivity Installation Agreement (this "Agreement") dated as of 20 between NATIONAL or
one of its subsidiaries as designated in the signature block below ("NATIONAL") and the undersigned customer
("Customer") sets forth the terms and conditions under which NATIONAL shall provide the Products and Services
described in Sales Orders issued under this Agreement. This agreement excludes Scanners, Production, Wide format
equipment, 3'd party, external print controllers, or installs outside the NATIONAL service area. Due to the complex
nature of these solutions,custom installation is required.
NATIONAL agrees to provide up to two (2) man hours on each MFP to install and configure connected equipment
purchased from NATIONAL. NATIONAL will provide the drivers necessary to install the MFP's on up to five (5)
workstations directly connected or in the case of a device with an integrated network adapter, connected to the
network. This installation is subject to the following terms and conditions.
NATIONAL Responsibilities
• Schedule installation - confirm network connection, cable, and power exists at desired install
location prior to scheduling
• Work with customers assigned technical contact(required)to install and configure equipment
• Configure the following options as required:
o Accessible on the network-Load Drivers to Created Network Share,Test connection for one
identified workstation
o Network Printing-install Driver Locally on device to print to network printer
o Scan to email - Enter email SMTP information and instruct designated individual how to
enter destination into address book.
o Scan to FTP/SMB
o Fax Forward
o Test and confirm functionality with contact,on items stated above
• Train key operator on functionality and basic administration
Customer Responsibilities
• Provide all network and machine programing information prior to machine installation. (The
following are some examples; IP addresses, Email SMTP,Scan to FTP, Fax Forward)
• Provide tested network connection near equipment
• Provide proper power connection near equipment
• Access to network administrator or technical contact during installation
• Provide workstation connected to network with access to network resources (Server, Internet)
• Workstation must meet or exceed minimum operating requirements and have current service packs
and updates applied
• Supported Operating Systems
• Provide static IP addresses for equipment to be connected prior to delivery
• Create required shares/folders/FTP Services as needed for desired functionality prior to delivery
• Provide Desktop and/or server administrative access sufficient to complete the NATIONAL
responsibilities identified above
11/8/2016 Page 1 of 2
Connectivity Installation Agreement
Clarifications
1. Server Setup: Connectivity Installation includes only workstation software and configuration. Any required server installation and
configuration is the responsibility of the customer. NATIONAL will not make any changes to the customer's network, servers, security,
firewalls,etc;that may be required for complete functionality of solution.
2. Software Licensing: All software installed at the customer's location is governed by its original licensing agreement and shall be the
customer's responsibility to maintain and keep current with any manufacturer released updates.
3. Third Party Software:Third Party Software functionality is the responsibility of the customer and the vender of the software.
4. Hardware /Software Modifications: If the customer changes the operation environment, including but not limited to changing operating
systems, network software, hardware and software upgrades, software application changes, etc., to such a degree that further software
installations or modifications are required,such installations or modifications shall be billable at the current NATIONAL hourly rates.
5. Loss of Data:The customer acknowledges that it is the customer's responsibility to maintain a current backup of their program and data files
to restore any lost data.NATIONAL cannot be held responsible for any loss of data.
6. Phone Support:Telephone support is included for 30 days from the date of installation. Any phone support required beyond this period will
be billable at the current NATIONAL rates and charged at a per incident basis. If determined by the NATIONAL Support Specialists that the
issue requires onsite support to resolved, then a Specialist will be scheduled for onsite support and the visit will be billable at the onsite
support rates.
7. Onsite Support:All onsite support required on issues beyond the included two(2)hours will be billable at the current NATIONAL hourly rates,
with a one(1)hour minimum for onsite.
8. Additional Software/Driver Installations and Setup:Additional installations are the responsibility of the customer.Additional installations by
NATIONAL shall be billed at the current NATIONAL rates.
9. Third Party Network Administrator:In the event a Third Party Network Administrator is utilized,all charges for the Third Party Administrator's
time is the sole responsibility of the customer.
10. Software Upgrades: Any software upgrades,service packs,feature releases, made available by the manufacturer would be deployed by the
customer at their discretion. NATIONAL can be contracted for these services for additional fees.
11. Functionality Responsibility:NATIONAL is only responsible for machine functionality not the network,server or individual computers.We will
verify machine functionality to one of our computers if necessary and possible to determine that NATIONAL's equipment is operating
normally.
12. Multi-Machine Installation:On multi-machine installation the installation time is not accumulative. •
This document must be signed by customer and a representative of NATIONAL prior to beginning installation. By signing you are agreeing to the
terms outlined in this document.
n DCA Requested n No DCA Requested
• We use our Data Collection Agent(DCA)for Just in Time Fulfillment and meter reads.
• Our DCA is very reliable,however if your machine indicates that it needs toner and you do not have any toner on hand,please call
(518)724-6455.
• From time to time,your DCA connection may become stale.Our Customer Service Team will look at our stale list every morning. If
your DCA connection is stale,our CSR will call your DCA Contact so you can have it reinstalled by your IT Staff.
• We will train your IT Staff how to connect our DCA.
Title: Title:
IT Contact: DCA Contact:
IT Phone: DCA Phone:
lT e-mail: DCA e-mail:
NATIONAL BUSINESS EQUIPMENT CUSTOMER NAME C-C7r g=t"-�
By: By:
Signature Signature
Name: Name:
Print or Type Print or Type
Pana 9 of 9