6/30/2014 Special Budget &

SPECIAL BUDGET & FINANCE COMMITTEE MEETING
CITY HALL CONFERENCE ROOM
MONDAY, JUNE 30, 2014
4:30P.M.
AGENDA
I.
CALL TO ORDER
II.
CONSENT AGENDA
A.
Minutes - (page 1)
Ill.
NEW BUSINESS
Mayor & Council Member Salaries & Other Compensation (page 2)
B.
IT Service Proposal (page 4)
C.
Purchase of Copier (page 11)
A.
IV.
OLD BUSINESS
Purchase of New/Replacement Equipment for the Police Department
(page 26)
B.
Stadium/Grandstand - Funding
C.
Contracts:
1.
Bennett Office Technologies- IT Support
2.
Stearns County Sheriff's Department
3.
Recreational Programs
A.
After Prom
B.
Historical Society
C.
Paynesville Area Center
D.
Community Education
A.
V.
INFORMATIONAL
A.
Next Meeting- Monday, July 14, 2014 at 4:30p.m.- Belinda will
not be in attendance. Change date?
VI.
ADJOURN
***Please contact Renee Eckerly if you can't attend the meeting.***
Voting Members: Jean Soine, Belinda Ludwig, Elliot LaBeau, Kay McDaniel, and Renee Eckerly.
This agenda has been prepared to provide information regarding an upcoming meeting of the
Paynesville Budget & Finance Committee. This document does not claim to be complete and is
subject to change.
BARRIER FREE: All Paynesville Budget & Finance Committee meetings are accessible to the
handicapped. Attempts will be made to accommodate any other individual need for special
services. Please contact City Hall (320) 243-3714 early, so necessary arrangements can be
made.
REQUEST FOR COMMITTEE/COUNCIL ACTION
COMMITTEE/COUNCIL NAME:
Budget & Finance Committee
Committee/Council Meeting Date: June 30, 2014
Agenda Section: Consent Agenda
Originating Department: Administration
Item Number:
Ill - A
ITEM DESCRIPTION: Minutes
Prepared by: Staff
COMMENTS:
Minutes from the previous meeting may be emailed out and/or distributed at the meeting.
ADMINISTRATOR COMMENTS:
COMMITTEE/COUNCIL ACTION:
Motion to approve the minutes from the _ _ _ _ _ Budget & Finance Committee meetings.
\
REQUEST FOR COMMITTEE/COUNCIL ACTION
COMMITTEE/COUNCIL NAME: Budget & Finance Committee
Committee/Council Meeting Date: June 30, 2014
Agenda Section: New Business
Originating Department: Administration
Item Number:
Ill- A
ITEM DESCRIPTION:
Council & Mayor Salaries
Prepared by: Staff
COMMENTS:
Renee Eckerly will give a verbal report. If the Mayor/Council desires an increase to their salary
and other compensation an ordinance amendment is required. Increases would become
effective January 1, 2015. The current annual salaries are:
Mayor
$4,703.35
Council Members
$3,527.51
If a change is desired an Ordinance Amendment will need to be drafted.
The current per diems are:
Half Day
Full Day
$45.00
$90.00
If a change is desired a Resolution will need to be drafted.
ADMINISTRATOR COMMENTS:
COMMITTEE/COUNCIL ACTION:
Motion to _ _ _ _ _ _ _ _ and recommend such to the City Council.
ORDINANCE NO. 142, 2N° SERIES
AN ORDINANCE OF THE CITY OF PAYNESVILLE, MINNESOTA, AMENDING
CITY CODE CHAPTER 2 ENTITLED "ADMINISTRATION AND GENERAL GOVERNMENT"
BY AMENDING SECTION 2.11 THEREOF ENTITLED "SALARIES AND OTHER
COMPENSATION OF MAYOR AND COUNCIL MEMBERS"; AND BY ADOPTING BY
REFERENCE CITY CODE CHAPTER 1 AND SECTION 2.99 OF CHAPTER 2, WHICH,
AMONG OTHER THINGS, CONTAIN PENALTY PROVISIONS.
THE CITY COUNCIL OF PAYNESVILLE, MINNESOTA ORDAINS AS FOLLOWS:
Section 1. City Code, Chapter 2, Section 2.11, is hereby amended to read as
follows:
SEC. 2.11.
SALARIES AND OTHER COMPENSATION OF MAYOR AND
COUNCIL MEMBERS.
Subd. 1. The salary of the Mayor shall be $4,479.38 per year payable
quarterly commencing January 1, 2013. The salary of the Mayor shall bett:,4rl7~~~5
per year payable quarterly commencing ~;9l~~~-1ir4-@i;l£;4:t:n
Subd. 2. The salary of each council member shall be $3,359.53 per
year payable quarterly commencing January 1, 2013. The salary of each council
member shall be u$i~1t~i~~,~~~i~.· per year payable quarterly commencing Jaffi1i~1ti!!h~ .,.
'~~t~I1f:YC'
.
~'·""--~'·--'-~'·
·~·."
Subd. 3.
In addition to the foregoing, a per diem and other
compensation of council members shall be set by resolution of the council.
Section 2. City Code, Chapter 1, entitled "General Provisions and Definiti,
Applicable to the Entire City Code Including Penalty for Violation", and Section · 9
entitled "Violation a Misdemeanor" are hereby adopted in their entirety by refert iCe
as though repeated verbatim herein.
Adopted by the City Council of the City of Paynesville this 11th day of June,
2012.
J Timmpson, Mayor
ATrEST:
inistrator
.
Published in the Paynesville Press on June
?1
2J, 2012.
}
REQUEST FOR COMMITTEE/COUNCIL ACTION
COMMITTEE/COUNCIL NAME: Budget & Finance Committee
Committee/Council Meeting Date: June 30, 2014
Agenda Section: New Business
Originating Department: Administration
Item Number:
Ill- B
ITEM DESCRIPTION:
IT Service Proposal
Prepared by: Staff
COMMENTS:
Renee Eckerly will give a verbal report. Please review the attached service proposal from Marco for
IT services in the amount of $1,504.00 for program set up plus a monthly fee of $1 ,504.00.
ADMINISTRATOR COMMENTS:
COMMITTEE/COUNCIL ACTION:
Motion to approve the service proposal from Marco for IT services in the amount of $1,504.00 for
program set up plus a monthly fee of $1,504.00 and recommend such to the City Council.
Proposal#
MARQ103177
Client:
Voice:
800.892.8548
City of Paynesville
Renee Eckerly
221 Washburne Avenue
Paynesville, MN 56362
I
Fax:
800.847.3087
Phone:
Email:
320-243-3714
reneee@paynesvillemn.com
Sales Rep:
Jared Crimando
I Greg Fogarty
Program Setup {required for all clients)
Program Setup labor for Marco Managed Services
$1,504.00
3 Year Managed Services Agreement
Managed IT Service:
Total Cost per User
$59.00
13
$767.00
-$10.00
13
-$130.00
Email - Spam Filtering Only (minimum of 10)
$2.00
13
$26.00
Managed Services Anti-Virus (Must have a current Managed Services Agreement)
- Priced per Machine
$2.00
13
$26.00
Per User Discount for 3 Year Agreement
Axcient BDR - Cloud Continuity - 500GB
$315.00
Marco Managed IT Base Charge
$500.00
Total Monthly Program Fees
$315.00
$500.00
$1,504.00
These services renew automatically unless cancelled in writing. The Client has read, signed, and understands both this Agreement and the Marco
Managed IT Agreement, and acknowledges such by the signature below. All Managed Services are prepaid. The total due at signing is for the
technology assessment and down payment, if required. Following the successful completion of the Managed IT Implementation, first monthly fee, and
setup fees will be due.
Agreed by Client
Date
Agreed by Marco Managed Services - - - - - - - - - - - - - - - - - - - -
Date
Serving customers throughout the Upper Midwest and nationally with offices in
Minnesota, Wisconsin, North Dakota, South Dakota, and Iowa.
This MANAGED IT AGREEMENT (the "Agreement", or "Contract"), is made and entered into on 5/14/2014,
by and between MARCO, INC. ("Marco") and City of Paynesville ("Client").
Furthermore, the
agreement shall be in effect for~ year(s) from the start of service.
RECITALS
Client desires to procure certain products and services from Marco; and Marco desires to provide such product and services to Client
on the terms set forth below;
NOW, THEREFORE, in consideration of the mutual promises contained in this Agreement and other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, Client and Marco agree as follows:
Services
This Agreement applies to the purchase of all Product and Services (collectively, the "Services") ordered by Client from Marco.
Marco and Client agree that the Services to be provided by Marco to Client shall be set forth in this agreement.
Description of Services
The Marco Managed IT offering includes device monitoring and remote services intended for maintaining and managing the
client's PCs and Servers in regards to network connectivity, functionality of Microsoft Operating System and functionality of Microsoft
Office from our Help Desk. Client also will be allowed access to Marco Inc.'s HelpDesk during the hours outlined below, for remote
administration and problem resolution on the components covered by the Managed IT offering. Tasks associated and covered by a
Managed IT offering are outlined in the Managed IT Statement of Work.
HelpDesk:
Marco will make available to the Client as part of the Managed IT offering, access to the Marco HelpDesk Monday-Friday from
7:00am until 5:00pm Central Time (CT), not including published Marco Inc. holidays. Marco will attempt to minimize downtime but
scheduled and unscheduled maintenance and repairs will require periods of down-time. Marco will use its best efforts to resolve the
service interruptions, regardless of cause. Marco will make every attempt to provide a live-call response to all requests.
Monitoring Agents will be installed on each PC intended for coverage to provide feedback to Marco's management software and allow
help desk staff to remotely access the PCs. Client agrees to allow Marco access to its network via this connection method. The
minimum requirements for a PC that can be remotely supported are outlined in the Statement of Work.
For Managed IT users, unless otherwise stated, all additional or emergency service work will be billed at Marco's published contract
rates or deducted from a preferred service agreement. An initial network assessment is required for all managed IT service
contracts. Billing for the initial network assessment will be as set forth in the Marco Managed IT proposal to Client and or pricing
addendum to this agreement.
Marco can also provide work on Client's non-covered equipment or project work on an as needed basis at the request of the Client,
and all material/parts costs will be charged accordingly. Additional pricing information can be found in the "Pricing of Non-Covered
Equipment Services" section of this agreement. Marco Preferred Service Agreements (prepaid blocks of labor time) can be used for
related labor costs.
Marco will apply critical operating systems and office patches according to Marco's standard practices, and in accordance with
Microsoft's guidelines. Operating System and Office support packs are not included for PCs. Marco will periodically and at its sole
discretion upgrade operating system utilities such as Internet Explorer to the latest version. On occasion, patching services may
cause problems with the machine receiving the patch. Any remediation necessary to correct the problems caused by the patch
deployment is included with the purchase of this service.
Terms of Purchase for Managed IT
The service start date shall be effective upon signing of this contract, unless otherwise specified, and shall be the date associated
with the issuance of the first reoccurring invoice by Marco for Client's Managed IT Service Agreement. Except for return of the
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© 2011 Marco. All Rights Reserved.
amount paid, Marco shall not be liable to Client for any damages, including without limitation consequential and incidental damages
and loss of business, due to a delay in the start date, regardless of the cause of such delay.
Pricing Of Non-Covered Equipment Services
Labor rates and miscellaneous charges shall be at Marco's published prevailing rates for services rendered on non-covered
equipment. These rates apply to services performed during normal business hours Sam - 5pm Monday through Friday. Services
performed after hours and on weekends will be billed at the specified rate times 1.5. Services performed on holiday will be billed at
the specified rate times 2.
A minimum one-hour of labor will be charged for each on-site service call. No work will be performed for Client after the first hour
without Client's prior approval. In addition, for each service call, no parts will be used without Clients prior approval if the price of
such parts is greater than $100.
A minimum of 1/4 hour of labor will be charged for each call to the HelpDesk or when remote service technologies are used. All time
billed on the HelpDesk will be assumed to be approved as Client is involved with or has authorized the process. If HelpDesk
personnel are unable to resolve the issue, an Engineer will be dispatched to the Client location. Standard Marco rates will apply to
the on-site service call. Clients under any Managed IT service program will be billed at the prevailing Marco rates.
There will be a travel charge for travel time between Marco and Client's site. Travel charges are determined by distance to the Client
site. Travel will be billed according to the distance where the service site is located.
All services shall be performed during Marcos' normal working hours. However, if Client requests work to be performed during nonworking hours, Marco will use its best efforts to provide such services.
General Terms of Contract
In furtherance of the above, Marco shall:
Provide proactive on-site maintenance and health check according to the frequency dictated to Marco at the location stated on this
contract. Marco shall also provide on-site support for business addresses located within Marco's field service footprint, which have
been documented during the implementation process.
Provide designated channels to receive service requests from Client. Service requests can be placed by calling Marco at (320) 2593097 St Cloud, (651) 634-6197 St Paul, Minneapolis area, or toll free at 1-800-847-3097 from all other areas or via email at
marcohelpdesk@marconet.com. If a Marco Support Representative is not immediately available when Client places a call for services,
Marco will use its best efforts to respond to such service requests within two hours.
Provide the items of equipment (test equipment, tools, etc.) necessary to perform the maintenance services requested. All parts
furnished in the performance of this Agreement will meet Marco's quality standards. Replaced parts removed from the Clients
equipment shall become the property of Marco. Marco shall always have the option, with the client's approval, to remove Client's
equipment to the Marco service depot for repairs. The goal is always to expedite repairs. When Marco removes equipment to its
service depot for repairs, Marco shall be responsible for any damage to or loss of said equipment from the time the equipment is
removed from Client's site until it is returned. Provide summary report to Client which shows the services performed under this
Agreement.
Marco is acting only as a reseller or licensor of any hardware, software and equipment (collectively, the "Equipment") offered under
this Agreement that was manufactured by a third party. Marco shall have no responsibility or liability for any malfunction or defects
of Equipment either sold, licensed or provided by Marco to or purchased directly by Client used in connection with the Services.
Marco shall make reasonable attempts to replace, repair or correct any such defects of equipment and to inform Client of such
defects, the correction procedure being implemented, and the costs to Client of such corrective procedure. Any rights or remedies
Client may have regarding the ownership, licensing, performance or compliance of the Equipment is limited to those rights extended
to the Client by the manufacturer, or extended to Marco by the manufacturer and assigned by Marco to Client, in connection with this
Agreement.
Billing and Payment
Client shall pay the fees and other charges for each Service as set forth in this agreement and the Managed IT Services proposal.
Additional charges shall be imposed by Marco and paid by Client for: (i) hours of service provided by Marco for matters other than
those for which Marco is responsible for in connection with the Service, as described in the Statement of Work or this Agreement;
and (ii) any changes to the scope of any project, or other specialized services requested by the Client.
Client shall pay a late payment charge equal to one and one-half percent (1.5%) (or the highest amount permitted by law,
whichever is lower) per month or portion thereof on the outstanding balance of any invoice remaining unpaid thirty (30) days after
the date upon which payment is due ("Due Date"). Accounts unpaid after the Due Date may have service suspended or terminated.
Such suspension or termination shall not relieve Client of Client's obligation to pay the fee due for Services rendered. Marco shall
have no obligation to perform services for Client if the Client fails to keep their service account current.
Client shall pay all federal, state, and local sales, use, value added, excise, duty and any other taxes assessed with respect to the
Services and the sale of hardware, software or equipment to Client.
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Term and Termination
This Agreement shall become effective on the date set forth at the beginning of the Agreement and shall continue in full force and
effect until terminated by either party pursuant to this Section.
This Agreement may be terminated immediately under presence of one or more of the following conditions: (i) by the non-breaching
party in the event the other party breaches a material term of this Agreement and fails to cure such breach within thirty (30) days
after written notification of such breach; (ii) by the non-breaching party if the other party violates the confidentiality restrictions
contained in this Agreement; or (iii) by the non-filing party if the other party files a petition for reorganization, protection from
creditors, or otherwise under the bankruptcy laws or laws of any jurisdiction or is adjudicated bankrupt and which is not dismissed or
cured within ninety (90) days. Upon termination or expiration of this Agreement pursuant to this Section, any license and associated
rights granted to Client by Marco will expire automatically and Client shall promptly return to Marco or destroy any of Marco's
Confidential Information, and copies thereof in Client's possession; and, Marco shall promptly return to Client or destroy any of
Client's Confidential Information and copies thereof in Marco's possession.
This Agreement may be terminated without cause by Client with a 90 day written notice in which the Client is responsible to pay an
early termination fee. In the first full twelve (12) calendar months of the Term, Client is subject to an early termination fee equal to
four (4) months of the agreement. Termination by the Client beginning in calendar month thirteen (13) through twenty-four (24) of
the Term, Client is subject to an early termination fee equal to three (3) months of the agreement. Termination by the Client
beginning in calendar month twenty-five (25) through thirty-six (36) of the Term, Client is subject to an early termination fee equal
to two (2) month of the agreement.
Warranty
Except as specifically set forth in this agreement, Marco makes no warranties, express or implied, as to any services, equipment,
product or documentation. Marco specifically disclaims any and all implied warranties; including without limitation any implied
warranties of merchantability, fitness for a particular purpose, or title or non-infringement of third party rights.
Limitation of Liability
In no event shall Marco or its employees, affiliates, agents, third-party information providers, merchants, licensors or the like be
liable for any indirect, incidental, special or consequential damages, or loss of profits, revenue, data or use, by Client or any third
party, whether in an action in contract, tort, strict liability or other legal theory, even in the event that Marco has been advised of the
possibility of such damages. Marco's liability for any damages, losses and causes of actions, whether in contract or tort (including
negligence or otherwise), shall not exceed the actual dollar amount paid by Client for the service which gave rise to such damages,
losses and causes of actions during the twelve (12) months prior to the date the damage or loss occurred or the cause of action
arose.
Confidentiality
"Confidential Information" means all other information that is (a) disclosed by either party in any tangible form and clearly labeled or
marked as confidential, proprietary or its equivalent, or (b) disclosed by either party orally or visually, and designated confidential,
proprietary or its equivalent at the time of its disclosure and reduced to writing and clearly marked or labeled as confidential,
proprietary or its equivalent within thirty (30) days of disclosure.
Non-Disclosure: A party receiving Confidential Information will restrict the use of the Confidential Information to those purposes
necessary for the performance of the receiving party's obligations and the exercise of the receiving party's rights under this
Agreement, at all times, will safeguard against disclosure of the Confidential Information to third parties using the same degree of
care to prevent disclosure as it uses to protect its own information of like importance, but at least reasonable care. A party may
make only the minimum number of copies of any Confidential Information required to carry out the purpose of this Agreement. All
proprietary and copyright notices in the original must be affixed to copies or partial copies.
Exclusions: Neither party will be obligated to maintain any information in confidence or refrain from use if: (a) the information is or
becomes public knowledge without fault of the receiving party, (b) the information was in the receiving party's possession or was
known to it prior to its receipt from the disclosing party, (c) the information is independently developed by the receiving party
without the utilization of Confidential Information of the disclosing party, (d) the information is or becomes available on an
unrestricted basis to the receiving party from a source other than the disclosing party, (e) the information becomes available on an
unrestricted basis to a third party from the disclosing party or from someone acting under its control, or (f) the information is
publicly disclosed (that is, not under adequate protective order) by the receiving party under an order of a court or government
agency, provided that the receiving party provides prior written notification to the disclosing party of such obligation and the
opportunity to oppose such order.
Indemnification
Indemnification: Both parties shall indemnify, defend, and hold harmless the other, its directors, officers, employees and agents,
against any claim, demand, cause of action, debt or liability, including reasonable attorneys' fees, to the extent that the claim is
based upon a claim that if true, would constitute a breach of any of its representations, warranties, or obligations hereunder, arises
out of the negligence or willful misconduct of their actions, or arises out of any allegation that actions, materials or use of equipment
infringe or violate any patents, copyrights, tradenames, trade secrets, licenses, or other rights of any third party.
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© 2011 Marco. All Rights Reserved.
Non-Solicitation: Client agrees not to solicit, hire, or otherwise engage in any like activity in any manner whatsoever, directly or
indirectly, with any of Marco's employees during the term of this Agreement and for a period of one (1) year thereafter. For each
breach by Client of the forgoing restrictions, Client will pay Marco an amount equal to any recruitment or referral fees paid by Marco
for such employee and the base salary and bonus earned by such employee during the twelve (12) months proceeding Clients breach
of the forgoing restrictions.
Force Majeure: Marco shall not be liable for failure or delay in performing its obligations hereunder if such failure or delay is due to
circumstances beyond its reasonable control, including, without limitation, acts of any governmental body, war, insurrection,
sabotage, embargo, fire, flood, strike or other labor disturbance, interruption of or delay in transportation, unavailability of,
interruption or delay in telecommunications or third party Services (including DNS propagation), inability to obtain raw materials,
supplies, or power used in, or equipment needed for provision of the Services.
Disputes
Arbitration: Any dispute, controversy, cause of action, or claim, of any kind or nature whatsoever, whether legal or equitable,
including, but not limited to, claims in contract, torts or product liability and claims based upon alleged violations of consumer
protection laws, which arise out of (1) this Agreement, or the breach, termination of invalidity of this Agreement, (2) any services
rendered pursuant to the Agreement, or (3) the sale, installation, modification or use of any related Product, but not including the
collection of money due on unpaid invoices, shall be finally and exclusively settled by arbitration in accordance with the Arbitration
Rules of the American Arbitration Association in effect on the date of this Agreement by one (1) arbitrator appointed in accordance
with such Rules. The place of arbitration shall be St. Cloud, Minnesota. Judgment upon the award of the arbitrator may be entered
in any court having jurisdiction thereof.
Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota without
regard to the choice of law or conflict of law principles.
Attorneys Fees: Should any legal action permissible under this Agreement be instituted to enforce the terms and conditions of this
Agreement, in particular the right to collect money due on unpaid invoices, the prevailing party shall be entitled to recover
reasonable attorney's fees and expenses incurred at both the trial and appellate levels.
Miscellaneous
Assignment and Change of Control: Neither this Agreement, nor any right or obligation arising under this Agreement may be
assigned, sold and transferred, in whole or in part, without the prior written consent of Marco, including, without limitation, by
operation of law, or in the event that Client is acquired or sells all, or substantially all, of its business or assets to another entity.
This Agreement may be assigned, in whole or in part, by Marco without Client's consent. Subject to the foregoing restrictions, this
Agreement will be binding and inure to the benefit of the parties and their successors and assigns.
Notices: All notices, approvals and other communications required under this Agreement will be in writing and will be deemed
delivered upon their delivery, in the case of personal delivery, upon electronic confirmation of delivery via facsimile, in the case of
delivery via facsimile, upon its sending if delivered by overnight mail or express courier, or upon three (3) days after posting by
certified U.S. Mail, postage prepaid, return receipt requested, addressed to the party to whom directed at the address herein set
forth or at such other address as may be from time to time designated in writing by the party changing such address.
Marco:
Marco, Inc.
4510 Heatherwood Road
St. Cloud, MN 56302
City of Paynesville
221 Washburne Avenue
Paynesville, MN 56362
Entire Agreement: This Agreement (including its Attachments) sets forth the entire agreement and understanding of the parties
relating to the subject matter and supersedes and replaces any and all prior discussions, agreements, understanding, promises and
representations, oral or written, between them concerning the subject matter hereof. No modification of or amendment to this
Agreement, nor any waiver of any rights under this Agreement, will be effective unless in writing and signed by a duly authorized
officer of Marco and of Client.
No Waiver: The failure of either party at any time to require performance by the other party of any provisions of this Agreement
will in no way affect the right of such party to require performance of that provision. Any waiver by either party of any breach of any
provision of this Agreement will not be construed as a waiver of any continuing or succeeding breach of such provision, a waiver of
the provision itself or a waiver of any right under this Agreement.
Severability: If any provision of this Agreement is held invalid by any law, order or regulation of any government or by the final
determination of any state or federal court, such invalidity will not affect the enforceability of any other provisions not held to be
invalid.
Remedies: All remedies set forth in this Agreement will be cumulative and in addition to and not in lieu of any other remedies
available to either party at law, in equity or otherwise, and may be enforced concurrently or from time to time.
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© 2011 Marco. All Rights Reserved.
Reservation of Rights: Nothing in this Agreement will be deemed to imply that any intellectual property rights will be transferred
or ceded to either party or third parties.
Headings/Definitions: The Section headings used in this Agreement are for reference and convenience only and will not enter into
the interpretation of this Agreement. Where appropriate in context, the conjunctive will include the disjunctive, any will include all,
unless will include until, and vice versa.
Authority: The parties executing this Agreement warrant that this Agreement is being executed with full corporate authority and
that the officers whose signatures appear hereon are duly authorized and empowered to make and execute this Agreement in the
name of the corporation by appropriate and legal resolution of its Board of Directors.
Counterparts: This Agreement may be executed in two or more counterparts, each of which will be deemed to be an original, but
all of which together will constitute one and the same instrument. The execution and delivery of counterparts may be accomplished
by telefacsimile.
Independent Contractor: Both parties are independent contractors. Nothing in this Agreement will be deemed to create an
agency, partnership, joint venture, or employer/employee relationship. Nothing contained in this Agreement will be construed to:
(a) give either party the power to direct and control the day-to-day activities of the other; (b) constitute the parties as partners,
joint venturers, co-owners or otherwise as participants in a joint or common undertaking; or (c) allow Client to create or assume any
obligation on behalf of Marco for any purpose whatsoever. All financial obligations associated with Client's business are the sole
responsibility of Client.
IN WITNESS WHEREOF, the parties have each caused this Agreement to be signed and delivered by its duly authorized
officer or representative on the date set forth at the beginning of this Agreement.
City of Paynesville
MARCO, INC.
By:
By:
Name:
Name:
Title:
Title:
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© 2011 Marco. All Rights
REQUEST FOR COMMITTEE/COUNCIL ACTION
COMMITTEE/COUNCIL NAME: Budget & Finance Committee
Committee/Council Meeting Date: June 30, 2014
Agenda Section: New Business
Originating Department: Administration
Item Number:
Ill- C
ITEM DESCRIPTION:
Purchase of Copier
Prepared by: Staff
COMMENTS:
Renee Eckerly will give a verbal report. Please review the attached copier quotes from Marco, Loftier,
and Minnesota Computer Systems, Inc. This would be a lease not a purchase.
ADMINISTRATOR COMMENTS:
COMMITTEE/COUNCIL ACTION:
Motion to _ _ _ _ _ _ _ _ and recommend such to the City Council.
Document Solutions Analysis
For
City of Paynesville
Current Equipment
•
(1) Toshiba Estudio 6520c
• 65 page per minute bw and color
• (2) 500 sheet trays w. large capacity tray
• Staple Finisher w. Folding, and 3 hole punch
Total Costs
• Summary
- MFP Volume BW
15,000/month
• Cost Per Copy $.0072
- MFP Volume Color
4,000/month
• Cost Per Copy$.08
• Total Lease
• Total Operational
$247.20
$428.00
• Monthly Total
per month
per month
$675.20
New Option
• Konica C454e
-
45 page per minute bw and color
Network Color Printing
Network Color Scanning
(2) 500 sheet paper trays w. 2,500 sheet LCT
Staple Finisher w. saddle stitch, and 3 hole punch
• 60 month agreement
-
Includes 15,000bw and 4,000color prints per month
Cost per copy charge lowered to $.006bw and $.049color
Includes buyout of current lease agreement on Toshiba
Includes shipping of the device back to lease company
Includes all delivery, setup, training, networking etc.
Includes all toner, service, parts, labor, travel etc.
$524.21/ month
New Option
• Konica C554e
-
55 page per minute bw and color
Network Color Printing
Network Color Scanning
(2) 500 sheet paper trays w. 2,500 sheet LCT
Staple Finisher w. saddle stitch, and 3 hole punch
• 60 month agreement
-
Includes 15,000bw and 4,000color prints per month
Cost per copy charge lowered to $.006bw and $.049color
Includes buyout of current lease agreement on Toshiba
Includes shipping of the device back to lease company
Includes all delivery, setup, training, networking etc.
Includes all toner, service, parts, labor, travel etc.
$579.27/ month
New Option
• Konica C654e
-
65 page per minute bw and color
Network Color Printing
Network Color Scanning
(2) 500 sheet paper trays w. 2,500 sheet LCT
Staple Finisher w. saddle stitch, and 3 hole punch
• 60 month agreement
-
Includes 15,000bw and 4,000color prints per month
Cost per copy charge lowered to $.006bw and $.049color
Includes buyout of current lease agreement on Toshiba
Includes shipping of the device back to lease company
Includes all delivery, setup, training, networking etc.
Includes all toner, service, parts, labor, travel etc.
$635.81/ month
\v\
Renee Eckerly
From:
Sent:
To:
Cc:
Subject:
Attachments:
Greg Fogarty [greg.fogarty@marconet.com]
Monday, June 02, 2014 9:52AM
Renee Eckerly
Jared Crimando
Marco Managed IT References - Cities
City of Paynesville -We Know City Government.pptx
Hi Renee,
Here are a couple city references for our Managed IT services. Also, see the attached power point with two slides that
may help you gain buy-in.
Have a great day!!
Dan Coughlin- City of Olivia
City Administrator
320-523-2361
danc@olivia.mn.us
Brian Skok- City of Le Sueur
Director
(507) 665-9941, Ext. 501
bskok@cityoflesueur.com
Greg Fogarty
Managed Service Specialist
651.634.6122 I Cell: 952.832.0505 I greg.fogarty@marconet.com
7003 lake street west, suite 100, st. louis park, mn 55426 I marconet.com
1
We Know City Government
City of Aberdeen
City of Akely
City of Albany
City of Albert Lea
City of Anoka
City of Appleton
City of Argyle
City of Arlington
City of Audubon
City of Austin
City of Badger
City of Bagley
City of Balaton
City of Baltic
City of Barnesville
City of Battle Lake
City of Baudette
City of Beaver Creek
City of Bemidji
City of Big Lake
City of Bigelow
City of Bird Island
City of Bismarck
City of Blackduck
City of Bloomington
City of Blunt
City of Braham
City of Brainerd
City of Breckenridge
City of Breezy Point
City of Bricelyn
City of Brooklyn Park
City of Cambridge
City of Canistota
City of Cannon falls
City of Canto~
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City of Clearb,...,.
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City of Cosmos
City of Cottage Grove
City of Crookston
City of Crosslake
City of Danube
City of Deephaven
City of Delano
City of Dell Rapids
City of Detroit Lakes
City of Dodge Center
City of Drayton
City of Dundas
City of Dunnell
City of Eagan
City of East Grand forks
City of Eden Prairie
City of Fargo
City of Ellsworth
City of Emerado
City of Emergy
City of Fairmont
City of Foley
City of Fennimore
City of Fergus Falls
City of Fertile
City of Fisher
City of Hanley Falls
City of Franklin
City of Frazee
City of fridley
City of Grand Forks
City of Lamberton
City of Hastings
City of Hopkins
City of International falls
City of Kandiyohi
City of Marshall
City of Lindstrom
City of Little Canada
City of Mankato
City of Manvel
City of Moose Lake
City of Minneapolis
City of Monticello
City of Newcastle
City of Onalaska
City of Pelican rapids
City of Pine River
City of Rapid City
City of Redwood Falls
City of Sioux Falls
City of South St. Paul
City of St. Cloud
1 City of Sartell
rand Total Customer Satisfaction Results
As a corporation, Marco strives to hit a goal of 90% in the "Yes" response rate to
what has been coined
'The Ultimate Question'; Would vou recommend Marco?
A Proposal for
City of Paynesville
Prepared By:
Jerome J. Jacobson
Western Minnesota Sales Executive
Cell Phone #: 320-905-0289 - jjacobson@loffler.com
John Detra
St. Cloud Branch Manager
Phone#: 320-293-6255 - jdetra@loffler.com
The contents of this proposal are considered private and confidential for the exclusive use of
City of Paynesville and their relationship with Leffler.
m<!\10~•••,•
i!
City of Paynesville
~
\)
••
~
•
:·t.· •
Your Most Valuable Partner for
Innovative Business Technology & Services
~
Recommended Solution
•
•
•
•
•
•
•
•
•
8
0
Toshiba e-STUDIO 6570ct
Components Included:
• 75 Pages per Minute (B&W) Multifunction Product
• 65 Pages per Minute (Color) Multifunction Product
• Net-Ready Third Generation e-Bridge Architecture
• Med/Large Workgroup
• Copy, Print, Scan, Fax
• Secure MFP
• Eco Features
• 3,500-sheet Paper Supply (Standard)
• (2) 540-sheet Paper Cassettes
• 2,320-sheet Large Capacity Feeder
• 100-sheet Bypass
• Standard Automatic Duplex Unit
• 2 GB Memory & 80 GB
• Booklet Finisher
• Finisher Rail
•(1) Fax Board
• Power Requirements/Plug: 120V,20A, 60Hz/NEMA 5-15R and N
• Delivery, Professional Service Installation, Implementation and T
Service and Supply Agreement:
All B&W copies billed at $0.0057 per copy.
All color copies billed at $0.045 per copy.
Rates locked for 5 years.
Machine Pricing is good through May, 2014
City of Paynesville
Jerome Jacobson
Account Executive
Loftier Companies, Inc.
Email: jjacobson@loffier.com
Direct Dial: 320-905-0289
www .loffier .com
;,)®0$····
Your Most Valuable Partner for
Innovative Business Technology & Service~
MCSI~,~
Syst~~\~l!lc.
Minnesota Computer
"'-(!: ·:>>~~
1
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/
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Technology is POWER
rosffiBA
~-sruvro
656ocr
DIGITAL COLOR COPIER
FEATURES
65 PRINTS PER MINUTE
2 CASSETTES, 550 SHEETS
STACK FEED BYPASS, 100 SHEETS
AUTOMATIC FEEDER
AUTO DUPLEXING
TOUCHSCREEN
NETWORK PRINT & SCAN
2,500 SHEET PAPER TRAY
HOLE PUNCH UNIT
FOLDING/MULTI-POSITION STAPLING
FINISHER
PC/WALK UP FAX
Fair Market Buyout
63 Month Lease
**$239.20**
With Lease Buyout
**$275.59**
SERVICE
For the cost of .70 cents per print (3.75 color) Minnesota Computer Systems Inc. will provide
100% of the following:
Service calls
Parts
Supplies (toner, developer, drm;ns, etc)
Preventative maintenance
Travel costs & mileage
3900 Roosevelt Road, Suite 108
Saint Cloud, MN 56301
320-251-4484,
320-251-3458 fax
www.mcsionline.net
Copy machine you have now
Technology is POWER
*E-studio 6520CT
826 color
prints per month
$ . Q,..12 per
print
$
New Copier
*E-studio 6560CT
826 color
prints per month
J~l.o 1nc.lvolecf
$ .0375 per print
$3([98:
"-..:"'-'~-"_._:I
$410.18
3900 Roosevelt Road, Suite 108
Saint Cloud, MN 56301
320-251-4484,
320-251-3458 fax
www.mcsionline.net
Client Quote Only
Requested Date
05/07/2014
Good Through Date 05/3112014
Page 1 of2
U.S. BANK- OEVS
1310 Madrid St.
Marshall, MN 56258
TFS-MINNESOTA COPY SYSTEMS
320-251-4484
Customer:
PAYNESVILLE CITY OF
221 WASHBURNE AVENUE
PAYNESVILLE, MN 56362
320-243-3714
Client Buyout
Buyout Detail
Outstanding Bal
U.S. Bank
Client
$
0.00 $.
Purchase Option
$
0.00 $
Total Charges
$
0.00 $
0.00
Sub Total
$
1,977.60 ...
_(ll)J
7~
0.00 $
2,878.85
Gross Payoff
$
2,878.85
Net Total Payoff
$
2,878.85
--
"
Trade-Up
Buyout Detail
U.S. Bank
Client
Net Outstanding Bal $
0.00 $
1,937.06
Purchase Option
$
0.00 $
901.25
Total Charges
$
0.00 $
0.00
Sub Total
$
0.00 $
2,838.31
Gross Payoff
$
2,838.31
Net Total Payoff
$
2,838.31
This quote includes only the Agreement(s) and Assets(s) specifically listed. Other agreements that may be active for this customer are not
included in this quote.
(For internal use only: 500-0212068-000*1)
• e-STUDI06560c/6570c only.
~·STUDION556Qc/656Qc/6570C
TOSHIBA
Leading Innovation >»
) ColorMFP
) Up to 65 PPM Color
) Up to 75 PPM B&W
) Med/Large Workgroup
) Copy, Print, Scan, Fax
)SecureMFP
) EPEAT Registered*
Specifications
E-Filing Specifications
4-Drum Electrostatic Photographic
Transfer System with Internal Transfer Belt
4-Bearn Color Laser (8 bit)
Copying Type
600 X 600 dpi/1200 X 1200 dpi
Copy/Print Resolution
e-STUDI05560c- 55 PPM Color I 55 PPM B&W
Copy/Print Speed
e-STUDI06560c - 65 PPM Color I 65 PPM B&W
e-STUDI06570c- 65 PPM Color I 75 PPM B&W
Approx. 180 Seconds
Warm-Up Time
e-STUDI05560c-6.5 Seconds Color I 5.3 Seconds B&W
First Copy Out Time
e-STUDI06560c- 6.5 Seconds Color I 5.3 Seconds B&W
e-STUDI06570c- 6.5 Seconds Color I 4.6 Seconds B&W
225K I 250K I 275K Copies
Duty Cycle
Up to 9999 Copies
Multiple Copying
Acceptable Paper Size Cassette: ST-R to 12" x 18" (171b Bond -140 lb Index)
Bypass: ST-R to 13" x 19" (171b Bond- 110 lb Cover)
and Weight
ST-R to 12" x 47" Banner (171b Bond- 110 lb Cover)
LCF: LT (171b Bond- 140 lb Index)
Page + Main Memory: 2GB
Memory
HD: 320GB FIPS 140-2 SED
Reduction/Enlargement 25% to400%
100-Sheet Bypass (171b Bond- 110 lb Cover)
Bypass
10.4" Color Super SVGA Tillable LCD Touch Panel
Control Panel
Up to 6,000-Sheet Input Capacity (Tandem Version+ LCF)
Paper Supply
4 Drawer Version: 4 x 540-Sheet Cassettes (2,160 Sheets)
Tandem Version: 2 x 540-Sheet Cassettes + 2,320-Sheet LCF
100-Sheet Bypass ·
Optional 1 x 2,500-Sheet LCF
Standard Automatic Duplex Unit
Duplex
(17 lb Bond- 140 lb Index)
Approx. 38.6" X 27.5" x 60" {W x D X H)
Dimensions
Weight Approx. 573 lb
CMY: 29.5K, K: 77.4K
CMYK Toner Yield
120 V, 20 Arnps
Power Supply
Maximum 2.2 kW
Power Consumption
Operation Method
Number of Boxes
Capacity of Boxes
Copying Process
Print Specifications
PDLSupport
Operating Systems
Protocol Support
Drivers
Connectivity
Device Management
Certification
PCL6 & PostScript 3
Netware 6.x, Windows XP, Windows Server 2003, 2008,
Vista, Citrix MetaFrame, Macintosh, Linux, UNIX
IPX/SPX, TCP/IP, V4/V6 Dual Stack, Ethertalk, AppleTalk PAP,
NetBIOS OverTCP/IP, LPR/LPD, IPP, SMB, SNMP,
Netware, Port 9100
Windows 2000, Server 2003/2008/2012, Windows 7, 8,
Vista, XP, Macintosh OS 10.4/10.5/10.6/10.7/10.8/10.9)
UNIX, AS400 via iData & Port 9100, SAP R/3
10/100/1000BaseTX Ethernet, 802.11b/g/n
Wireless LAN, USB
TopAccess
Windows (XP, Vista, 7, 2003, 2008} (WHQL} Novell
Scan Resolution
Scan Speed
File Format
Up to 600 dpi
Up to 77 SPM Color I 77 SPM B&W
TIFF, PDF, JPEG, XPS
Facsimile Specifications
Compatibility
Data Compression
Transmission Speed
Fax Modem Speed
Fax Memory
Memory Transmission
Scan Speed
Security (Standard)
Data Encryption
HDD Overwrite
Authentication
SuperG3
MH I MR I MMR /JBIG
Approx. 3 Seconds Per Page
33.6 Kbps
500 MB Transmission, 200MB Reception (HDD)
100 Jobs, 1,000 Destinations Max.
400 Destinations /Job
.7 Seconds Per Page, Maximum 50 SPM
• e-STUDI06560c/6570c only.
256BitAES
Meets Department of Defense (DoD) standard 5220.22M
LDAP, SMTP, Windows Server Domain
Accessories (Options)
Additional Paper Options
Large Capacity Feeder (LCF}: 2,500-Sheet Drawer, Letter
MP2501
Finishing Options
Multi-Position Finisher Stationary Tray: 250-Sheets
Finishing Tray: 3,000-Sheets
Staple Capacity: 50 Sheets
Saddle-Stitch Finisher Stationary Tray: 250-Sheets
Finishing Tray: 3,000-Sheets
Staple Capacity: 50 Sheets
Saddle Tray Stitcher: Up to 50 Sets
Side ExitTray
H.ole Punch Unit (for MJ1103/MJ1104) 2- or 3-Hole Punch Capability
MJ1103
MJ1104
KA6570
MJ6102
Connectivity/Security Options
EFI Controller
Fax B<Dard
2nd Line Fax
Wireless LAN Adapter
Wireless Antenna
IP SEC Enabler
Meta Scan Enabler fore-CONNECT
Advanced Scanning
Harness Kit for Coin Controller
GA1310EX
GD1270NXF
GD1260F
GN1060
GN3010
GP1080
GS1010
GB1280T
GQ1200
-~~J~
~
~
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Corporate Office
East Coast
Midwest
Scan Specifications
Color Touch Screen Control Panel or Client PC
1 Public Box, 200 Private User Boxes
100 Folders Per Box, 400 Documents Per Folder
200 Pages Per Document
South
West Coast
WebSite
CERWFIED
Hovall 1
9740 Irvine Blvd., Irvine, CA 92618-1631
Tel: 949-462-6000
959 Route 46 East, 5th Floor, Parsippany, NJ 07054
Tel: 973-316-2700
8770 W. Bryn Mawr Ave., Suite 700, Chicago, IL 60631
Tel: 773-380-6000
2037 Bakers Mill Rd., Dacula, GA 30019
Tel: 678-546-9385
9740 Irvine Blvd., Irvine, CA 92618
Tel: 949-462-6000
www.business.toshiba.corn
Designs and Specifications subject to change without notice. For best results and reliable
performance, always use supplies manufacturer or designated by Toshiba. Not all options and
accessories may be available at the time of product launch. Please contact a local Authorized
Toshiba Dealership for availability. Toner yields are estimates based on 6% coverage, letter-size/
page. Driver and connectivity feature support varies by client/network operating system.
t:J
© 2014 Toshiba America Business Solutions, Inc. Electronic Imaging Division
lnv. Code: 22246 5560c/6560c/6570c Brochure 6K PG 3/14
1
REQUEST FOR COMMITTEE/COUNCIL ACTION
COMMITTEE/COUNCIL NAME: Budget and Finance Committee
Committee/Council Meeting Date: June 30, 2014
Agenda Section: Old Business
Originating Department: Police Department
Item Number: IV- A
ITEM DESCRIPTION: Purchase of New/Replacement Equipment for the Police Department
Prepared by: Chief Paul Wegner
COMMENTS:
The Police Department is in need of replacing some of the old/nonfunctioning equipment. In April, the City
Council transferred the remaining balance of the 2013 budget into the departments capital improvement
account. With the additional funds, the department would like to purchase the following items:
•
Tasers- New Tasers. Current X26 tasers purchased in 2005 and 2006. One of the Tasers currently
is inoperable. Recommended replacement is 5 years. Taser has come out with a new program
called TAP. Upfront costs are slightly less however there is a yearly fee of $615. This amount is
included in the quoted price for year one. At the end of 5 yrs, Taser will replace the Tasers at no
cost with the newest Taser in that class. The department would be given 4 Tasers for the price of
3, thus eliminating the need to purchase a taser in 2015 (Cost $4,300- This covers X2 Taser,
Extended Warranty, cartridges, holster, and power magazine)
•
Squad Camera- Replace current Digital Ally with Watch Guard. Digital Ally Video Manager may
have issues running in Windows 7. Camera will be able to transfer to future squads. This will
provide the department with two like in squad camera systems. The current WatchGuard camera
system is functioning great and has provided exceptional evidence when needed. The department
applied for and was awarded a matching grant from CenterPoint Energy to cover half the cost of
the camera system. (Cost $2,450)
Total Expense: Estimated $6,750 (This is down from the initial $11,500 originally requested)
Chief Wegner has prepared a depreciation scale for the continued replacement of aging equipment. With
the purchase of these items, the department will use the depreciation scale for future purchases of these
items.
The Police Department currently has over $70,000 in capital improvement. This does not include a
possible transfer of $10,000 into the Capital Improvement Fund at the end of the year. (Based on need
from the hiring of Officer Klingfus)
ADMINISTRATOR COMMENTS:
COMMITTEE/COUNCIL ACTION:
Motion to Approve the purchase of New X2 Tasers on the TAP program through Taser and a new
WatchGuard Camera System with a matching grant from CenterPoint Energy from the Police
Departments Capital Improvement Fund and recommend such to the City Council.
Download PDF
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