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Home My WebLink About413847 DOCUTEK INC - CONTRACT - AGREEMENT MISC - 9951585PAA February 12, 2009 David Carey City of Ft. Collins PO Box 580 Ft. Collins, CO 80522 Dear David Carey, Our records indicate that the annual Maintenance Agreement on your microfilm and/or imaging equipment with us will expire on April 3, 2009. To avoid costly equipment and productivity downtime, as well as to insure you receive the highest quality service, we suggest that you take a moment to renew your maintenance contract. DocuTek, Inc. is the sole authorized Canon dealer for image filing and micrographic equipment for the state of Colorado and Southern Wyoming. Also, DocuTek, Inc. is a Kodak and Hewlett Packard authorized reseller. Our service technicians are factory trained and we use only genuine, manufacturer's approved parts. We have enclosed a Maintenance Agreement renewal form for your review and approval. If you have any questions, or if there is any equipment you would like to delete or add to the contract, please contact us and we will immediately send you a revised copy. Otherwise, please sign and return the white copy, or send a purchase order, and we will then invoice you for the amount shown. Or, if it is more convenient, you may send payment with the signed contract and we will send you a confirming, paid, invoice. We will also gladly furnish you with service on a time and materials basis should you decide not to renew your Maintenance Agreement. You would be billed an hourly rate and a trip charge. Parts and supplies would be billed at suggested list prices. Our goal at DocuTek is to be the one -stop source for all of your document management needs. We offer a full line of services and supplies for a variety of micrographic and imaging equipment, as well as most laser printers, at very competitive prices. Thank you for your business. We will do everything we can to continually improve our service and keep you as a satisfied and valued customer. If you have any questions, comments or concerns, please do not hesitate to contact us. Sincerely, AvAotv n DY6[U via Amanda Dreiling Administrative Assistant 5805 West 6th Avenue, Suite 18 • Lakewood, CO 80214 • 303.722.5200 • www.edocutek.com imageWARE LEXM4WK 0-0 DocuTek, Inc. 5805 West 6th Ave., Unit 1B Lakewood, CO 80214-2402 303.722.5200(phone) 1 303.722.8567(fax) service®edocutek.com I www.edocutek.com document management solutions OnSite Support Contract Start Date End Date Contract # 4/4/2009 4/3/2010 2299 Terms ft Conditions Applicable to DocuTek, Inc. Maintenance Agreement 1. COMMENCEMENT DATE. For this agreement, the commencement date is 8:O0am on: 4/4/2009 2. EXPIRATION DATE. This contract shall expire at 5:O0pm on: 4/3/2010 Thereafter, this agreement will remain in force until terminated by either party within (90) ninety days of its normal expiration. Please see reverse side for important additional terms and conditions. Customer Name/Address City of Ft. Collins Accounting Division Attn: David Carey, CPPB - Buyer PO Box 580 Ft. Collins, CO 80522 Inclusions/Exclusions: ITEMS COVERED: Service Location Fort Collins Museum City of Ft. Collins 200 Mathews St. Ft. Collins, CO 80524 Notes: Item Code Description Serial Number Billing Cycle Total MA RENEWAL MS300 CS304202 Annual 475.00 Vandor # �OV# @ Batch # PV # ^-- atch # CUSTOMER ACCEPTANCE Tnis is not an invoice. concup fromlhis Total $475.00 P.O.: �,��'r" Date � - �,�2 tlocument. DOCUTEK ACCEPTANCE Rep / DTEK l 1 41q iy� �carinted N me n (!��d ckk V Ji—'Y' , q ,""`�� Signature Signature Terms & Conditions Applicable to DocuTek Standard Onsite Support Agreement (cont.) 3. MAINTENANCE SERVICE: DocuTek agrees to provide maintenance service available Monday through Friday, from 8:00 a.m. to 5:00 p.m., keeping the equipment in good working order while operated in accordance with the manufacturer's published specifications while the equipment is located within DocuTek's area of responsibility. A DocuTek Onsite support agreement includes unlimited telephone support, all pans and labor and scheduled preventative maintenance as detailed below. The maintenance provided is based on the specific performance standard needs of individual products as determined by DocuTek. These needs include preventative maintenance — two (2) scheduled visits per year — during a reported service call or at the discretion of DocuTek's Service Manager. On -call preventative maintenance will be provided and will include adjustments, lubrications and replacement of parts deemed necessary by DocuTek. Parts replaced by DocuTek become the property of DocuTek. 4. SOFTWARE SUPPORT: Software support includes phone and email support, delivery and installation of any manufacturer upgrades, updates or service patches and onsite technical assistance as required. Software support does NOT include user or administrator training on software operation or functionality, re- installation of server or client software and development of customized templates, configurations or user interfaces. 5. THIRD PARTY SOFTWARE: This support contract does not include support for issues related to, or arising from, third -party software being used with the hardware covered under this contract. DocuTek reserves the right, at it's discretion, to invoice the Customer at prevailing rates for support related solely or predominately to the use of third -party software. 6. CHARGES: All service calls made on equipment not under maintenance contract shall be invoiced immediately at prevailing rates. 7. EXCLUSIONS: Maintenance service is contingent upon the proper use of all equipment and does not include repairs or increases in service time for the following: a) Any technical service work external to the equipment, or the maintenance of accessories, attachments or other devices not furnished by DocuTek. b) Service caused by supply items that are not manufacturer approved. c) Repair of damage, or increase in service time resulting from accident, transportation, neglect, theft, fire or water damage, misuse (other than ordinary use), failure of electrical power, air conditioning or humidity control, and performing services connected with relocation of equipment, and adding or removing accessories, attachments or other devices. d) Such service which is impractical for DocuTek representatives to render because of alterations in the equipment or their connection by mechanical or electrical means to another machine or device. e) Equipment located in an unsuitable place of installation or an unsafe or hazardous environment, as determined by DocuTek. f) Normal operator functions as described in the operator's manuals. g) Problems relating to or caused by software which was not supplied by DocuTek. h) Problems relating to or caused by operating environment, including electrical power, heating, air conditioning, and humidity controls which are not within DocuTeks specifications. i) Any consumable supply items, including, but not limited to: glass parts, bulbs, toner, and photosensitive drums where applicable. 8. ACCESS TO EQUIPMENT: DocuTek shall have full and free access to the equipment to provide service thereon. 9. MODIFICATIONS: Maintenance performed by the Customer or by third parties could be the basis of voiding any existing warranties. 10. LIMITATION OF LIABILITY: DocuTek's liability to the Customer for damages, from any cause whatsoever, and regardless of the form of action, whether in contract or in tort, including negligence or any other form of action, shall be limited to no more than twelve (12) months maintenance charges for the specific machines under this maintenance agreement that caused the damages or that are subject matter or related to the cause of action. This Agreement shall constitute the entire Agreement between the parties and cannot be modified except in writing, signed and accepted by both parties.