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Home My WebLink About6.7 Motion to approve a 16-Month Copier Lease with Gordon Flesch Company, Inc., dba GFC LeasingMr�GauC �'d'+rt;�iect Item Cover Page Subject Motion to approve a 16 -Month Copier Lease wil Gordon Flesch Company, Inc., dba GFC Leasing N Meeting November 16, 2021 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - Fiscal Impact Dollar Amount Budget Source Category CONSENT AGENDA Type Consent Information The Village currently uses 18 Canon copiers. These machines are leased from Gordon Flesch Company, Inc. These machines are around four years old, and the current copier lease is coming to an end in early 2022. Due to changes in technology, copier usage is trending lower, and these machines are not used as much as previously planned. There is still a good amount of useful life left in these machines. The Village currently pays $38,731.56 in annual copier lease payments. The Village has an option to extend the lease on the current machines. The current lease (remaining four months) will be canceled and replaced with a new 16 -month lease for the existing machines, which will expire in April 2023. The new lease payments will be $24,925 annually. The reduction in lease payment will provide savings of $18,408 over the next 16 months. Currently, the image charges (cartridge) are $0.0047 per page for black and white printing and $0.038 per page for color printing. The lessor will honor this price until May 2022. The price for the black and white page will increase to $0.0052 per page, and color pages will cost $0.0418 per page. The impact of these increases will be minimum, and the savings in the annual lease payment outweighs the increase in the image costs. At the end of the extended lease period, the Village will issue a request for proposals for a new copier lease. 1 Alternatives 1. Approve a 16 -month Copier Lease Agreement with Gordon Flesch Company, Inc. 2. Action at the discretion of the Village Board. Staff Recommendation Approve a 16 -month Copier Lease Agreement with Gordon Flesch Company, Inc. ATTACHMENTS: Copier_Lease_Agreement.pdf 2 GOIZDON FLESCHIN C 0 6M W A N h, D N C. Master Agreementill: MA -v2-6866. Supplement #: imageCAREO M aster Agreement Acceptance Supplement Supplement Term: 16 months Commencement Date: 11/22/2021 This Acceptance Supplement is executed and delivered by the Gordon Flesch Company, Inc., d/b/a GFC Leasing ( "GFC') and Village of Mount Prospect _. _ ............w — ("Customer' or "you"), pursuant to and in accordance with the imageCARE Master Agreement (the "Agreement") between you and GFC, which is made a part of this Agreement, the defined terms therein being used herein with their defined meanings. �� ar new 4#.366006011 First Payment Due Date: I Payment and Meter Read Frequency: 0 Monthly ❑ Quarterly ❑ Other I Security Deposit: $ imageCARE Program (please check all applicable) GFC Equipment 0 ImageCARE Service" GFC Equipment, If End of Supplement Option: Tax Exempt ❑ Customer Equipment ❑ Software Applicable: 0 Fair Market Value ❑ R8pid Tdr t�or ure Kiosk Support Plan les ❑New ❑ $1.00 Buyout ❑ No Yes (If yes, (Sia aro n ud ) ❑ No Purchase Option please attach your tax 'Toner Included. Excludes fax cartridges, paper, wide ❑ Certified Pre -owned exemption certificate) format print heads, ink tanks, maintenance cartridges, colortrac Other Current (Haas and SaaS) a er hold down uide &scan lass. Install DCA ❑ Yes ■ No IT Contact Name: Claire Wheatley Phone: (847) 818-5284 Email: cwheaVey@,nountprospect.org Meter Contact Name: Claire Wheatley PhOlW-L 7 818-5284 Email: cwheatfa mount cos aot.or 8/PContact Name: Claire Wheatley Phone: 847 818-5284 Email: cwheatlemount ros ect.or Payment—: $ 2,077.10 � •«Plus Imo a char es. _..._w . _a ..... ._.... .,.....__.......w__. _. Attached imageCARE asAgreement Schedule of Equipment/ Accessories A Image Charges is made apart of this supplement, as page 2. Comments: Payment is for the new lease on the current equipment. No further payment is do for previous leases as of 11-22-20210 wwwwww_.................... ......� _w .__.w..._...... Automated Clearing blouse ("ACM") Authorization: By providing the below information, Customer hereby authorizes GFC to automatically withdraw from Custonrter"s bank account described below, the full amount due for charges accruing in each billing period when due. Such charges may vary' for each billing period based on Customer's actual images used and by any applicable sales/use taxes, property taxes and fees. This authorization shall continue until this Agreement expires unless revoked in writing. Voided check must accom an lease form. ACH ❑ Yes a No I. h If yes, enter bank information Bank Routing Code Bank account number in boxes above right 1. You hereby confine that the GFC Equipment and/or Software subject to this Supplement is of the type, size, design, capacity, quantity, manufacturer, model and supplier selected by you and meets provisions of any Purchase Order pursuant to which GFC has acquired title thereto. 2. Your Rapid Temperature Kosk Support Plan provides unlimited phone support (833-223-3868) from 7:30 Apt to 4':30 PM central time,. This phone support is available for setup assistance and training, t the Rapid Temperature (Kiosk falls as a result of normal usage„ help desk support is available. tither stop hate to resolve the Issue, GFC will provide hot swap ropiacanmsrlt of the 1Kiosk, The Kiosk replacement excludes devices which have been physically or Intentionally damaged as well as ati peripheral dovicos such as prdnters. Advanced features may require additional professional services for configuration. 1 All provisions of the Agreement are hereby incorporated by reference in this Supplement to the same extent as if fully set forth herein, except: a. If the imageCARE Program for this Supplement does not include GFC Equipment, Section 1 of the Agreement shall not apply hereto. b. If the ImageCARE Program for this Supplement does not include imageCARE Service, Section 2 of the Agreement shall not apply hereto. 4, Any Purchase Order issued by you to GFCregarding the GFC Equomnent alndlor Software subject hereto„ is issued solely for purposes or your authorizatiom You expressly agree that the terms and conditions of any such Purchase Order shalt not at any fime, modify or be included in the Agreemnt and this Supplernent. 5. You shall make gee Net Payrivint on or before the date indicated herein, or in any avant not tater than furl (1e) days after delivery, of ttha Equipment, Subsequent Paymamrts shall be payaWo on the same day of each month thereafter, unless otherwise provided herein or in an Invoice from GFC„ until the total number of Payments under this Supplement have been made. The loan for this Supplement shalt oonhrnence as of the Commencement Date set forth aboytt, Unless otherwise provided, the Term for this Supplement will be extended automatically, without notice„ for successive morph-tormonth teams beyond the initial Term unless you provide GFC written notice that you do not want to extend, at toast one calendar month before the and of Inc scheduled Term or any extension of the Term„ 6. A scanned and emailed or otherwise reproduced signature on this Supplement shall be a binding signature and carry the same legal force as an original signature. This Supplement contains this page and page 2 "Sdrodute of EquipmentlAocessories, Image Charges and Software" which you acknowledge that you have had the opportunity to read and is made a part of this Agreement., This Supplement may be exacarted In counterparts„ Which collectively shalt be deemed one Suprxernent, 7.. Restricted Rights Legand, Any Software provided to the U. S. Government., agency or instrumentality thereof or any prune contractor or subcontractor under any arrangement with the VS. Government (GovernmennJ is provided with Restricted Rights, Use, dupllcatioah, or disclosure by the Covernment is subject to restrictons as set forth in subparagraph (c)(1)(h) of the Rights in Technical Data and Computer Software clause at OFARS 252.227-7013 or subparagraphs (c)(1) and (2) of the Commercial Computar Software — Restricted Rights at 48 CFR 52.227-19, as apphroble, and/or applicable Federat Acquisition Regulation protecting the commercial ownership rights of independently developed commercial software. AGREED to by the parties hereto as of the Commencement Date set forth above. OWNER: GORDON FLESCH COMPANY, INC., CUSTOMER: d/b/a GFC LEASING Village of Mount Prospect The undersigned affirms that he/she is duly authorized to execute and deliver this Acceptance Supplement on behalf of Customer. BY� �w._.. .,..�. By: Authorized Signature Signature MGM Date: Title: Email; Print Name Date: Rev. v2-05052021 3 Oo LL 0u ( C d E d a CL N U a 0 a c 0 2 O N rn W Q Z w W 2 0 I— v 4 E M t0 � > p p O `p 06 N o O,.............. L) 9 in d 7Pm O 0 E C C t N rn m +�+ C1 E v N p N u') ' y d O O N C s O O N N N !C 5.2 p O p m E c t Flat Rate IJLJLJLJLjn J Li -i Ji iii Supply Only C O �a v 0 J m � m N Z ._.wwwww � r r+ d � 0C m O w rr d Ea 0 C ma O ...........LL � o CY V � d 4 0 (E) G F C L E A S I N G eM1 DIILf0Yv0¢ N OF TIFF 0V)RD 4,1N FHISV".H COMPANY Aftdll .1..:. bion VILLAGE OF MOUNT PROSPECT 490000126 WXCO2009/CA6418 iR ADVANCE C5560i Copier Printer WXC01939/CA6777 iR ADVANCE C5560i Copier Printer WXC03357/CA6548 iR ADVANCE C5560i Copier Printer WXC03446/CA6419 iR ADVANCE C5560i Copier Printer WXC03233/CA6778 iR ADVANCE C5560i Copier Printer WXC03438/CA6420 iR ADVANCE C5560i Copier Printer WXC03978/CA6779 iR ADVANCE C55601 Copier Printer WXC03664/CA6430 iR ADVANCE C5560i Copier Printer WXF05445/CA6554 iR ADVANCE C5535i Copier Printer XTZ04504/CA8321 iR ADVANCE C5560i II Copier Printer XTZ04510/CA8450 iR ADVANCE C5560i II Copier Printer XTZ04475/CB1107 iR ADVANCE C5560i II Copier Printer XUW08755/CB1108 iR ADVANCE C5535i II Copier Printer XTZ04485/CA8323 iR ADVANCE C5560i II Copier Printer XTZ04140/CA8454 iR ADVANCE C5560i II Copier Printer XTZ04151/CA8327 iR ADVANCE C5560i II Copier Printer XTZ04481/CA8322 iR ADVANCE C5560i II Copier Printer XUW08760/CA8451 iR ADVANCE C5535i II Copier Printer 1 Location Police Admin Fire Station 13 Police Investigations Police Patrol/Public Safety/Crime Prev. 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