Business and Finance Division

E

DESTINATION

PREPAID

ITEM          DESCRIPTION                 QTY       U/M        UNIT PRICE       EXTENSION
     RENTAL PERIOD:  SEPTEMBER 1, 2018 - AUGUST 31, 2019
     MONTHLY RENTAL INCLUDES MAINTENANCE
001  985-59                               12.0000    EA          39.950000         479.40
     SAMSUNG SCX5935FN
     SERIAL#Z2P3BJIC60000GX
     CONTACT:  TRICIA POWELL  936/293-4138
     TELEPONE ASSISTANCE:  TROUBLESHOOTING AND SERVICE CALLS ARE
     AVAILABLE MONDAY THROUGH FRIDAY DURING NORMAL BUSINESS HOURS
     OF 8:00 AM TO 5:00 PM.  SERVICE RESPONSE TIME FOR ON-SITE SERVICE
     CALL SHALL NOT EXCEED FOUR (4) HOURS IN URBAN AREAS AND EIGHT (8)
     HOURS IN RURAL OR REMOTE AREAS.  SERVICE FOR PREVENTATIVE AND
     REMEDIAL SERVICE IS INCLUDED IN THE MONTHLY RENTAL RATE AND INCLUDES
     ALL PARTS THAT CANNOT BE INSTALLED BY THE CUSTOMER.
     THE INSTRUCTIONS FOR THE PARTS THAT CAN BE INSTALLED BY THE CUSTOMER
     IS INCLUDED IN THE OPERATOR INSTRUCTION MANUAL WITH EACH UNIT.
     VENDOR'S TECHNICIANS ARE FULLY TRAINED AND QUALIFIED TO DIAGNOSE
     EQUIPMENT TO ISOLOATE PROBLEMS AND MINIMIZE DOWNTIME OF THE
     EQUIPMENT.  VENDOR (S) WILL PROVIDE PREVENTATIVE SERVICE BASED
     UPON THE MANUFACTURER'S RECOMMENDED SCHEDULE AND SERVICE
     REQUIREMENTS INCLUDING LUBRICATION, NECESSARY EQUIPMENT
     ADJUSTMENTS AND REPLACEMENT OF ALL UNSERVICEABLE PARTS.
     CANCELLATION AND REMOVAL:  THE CUSTOMER IS REQUIRED TO SEND
     A THRITY (30) DAY CANCELLATION NOTICE IN QRITING TO THE VENDOR.  THE
     VENDOR IS REQUIRED TO PREPARE AND REMOVE THE CANCELLED UNITS
     BY OR BEFORE THE PROJECTED THIRTY (30) DAY CANCELLATION DATE.  FAX
     RENTAL WILL AUTOMATICALLY EXPIRE AUGUST 31, 2019.
     PAYMENT:
      PAYMENT SHALL BE MADE THIRTY CALENDAR DAYS AFTER THE LATTER OF
      (1) THE DATE AN UNCONTESTED INVOICE IS RECEIVED, (2) THE DATE
      GOODS ARE RECEIVED, AND (3) THE DATE SERVICES ARE COMPLETED.
      REFER TO TEXAS GOVERNMENT CODE, CHAPTER 2251.
     VENDOR MAINTENANCE DIRECT DEPOSIT AND SUBSTITUTE W-9 FORM
     (ELECTRONIC FUNDS TRANSFER):
     GOVERNMENT CODE 403.016 (C) (3) ENCOURAGES STATE AGENCIES TO
     TRANSMIT PAYMENTS TO VENDORS THROUGH ELECTRONIC FUNDS TRANSFER
     (DIRECT DEPOSIT). TO SET UP YOUR ACCOUNT, CONTACT AGENCY ACCOUNTS
     PAYABLE AT (936)437-8761 OR (936)437-6357.
     REGARDLESS AS TO WHETHER DIRECT DEPOSIT IS CHOSEN, THE AWARDED
     VENDOR SHALL SUBMIT A COMPLETED VENDOR MAINTENANCE DIRECT
     DEPOSIT AND SUBSTITUTE W-9 FORM TO TDCJ ACCOUNTS PAYABLE. VENDORS
     WHO HAVE ALREADY SUBMITTED A FORM FOR ANOTHER SEPARATE PURCHASE
     ORDER ARE NOT REQUIRED TO SUBMIT ANOTHER FORM. THE VENDOR FORM AND
     INSTRUCTIONS ARE FOUND AT THE FOLLOWING LINK ON THE TDCJ WEBSITE:
     WWW.TDCJ.STATE.TX.US/DIVISIONS/BFD/ACCT_ACCTS_PAY.HTML
     TO ENROLL FOR ADVANCE NOTIFICATION OF ELECTRONIC FUNDS TRANSFER TO
     YOUR ACCOUNT, PLEASE CONTACT THE NUMBERS LISTED ABOVE. PAYMENT
     INFORMATION MAY BE OBTAINED BY CALLING THE COMPTROLLER OF PUBLIC
     ACCOUNTS TOLL FREE AT (800) 531-5441, EXT. 3-3660 OR IN AUSTIN, TEXAS
     CALL (512) 936-3461, SELECT OPTION 3 (PIN NOT REQUIRED) AND ENTER
     THEIR VENDOR IDENTIFICATION NUMBER AND 696 FOR THE AGENCY NUMBER.

     INFORMATION IS AVAILABLE VIA THE INTERNET AT:
     HTTPS://FMX.CPA.TEXAS.GOV/FMX/PAYMENT/INDEX.PHP
     (NOTE: THIS ADDRESS MUST BE IN LOWER CASE LETTERING WHEN ENTERED
     IN THE ADDRESS BAR OF YOUR BROWSER.)
     INVOICE INSTRUCTIONS:
     A. INVOICES MUST BE SENT TO: ACCOUNTS PAYABLE
                                  P.O. BOX 4018
                                  HUNTSVILLE, TX  77342-4018
     B. ONE PURCHASE ORDER NUMBER PER INVOICE.
     C. THE INVOICE MUST BE ITEMIZED WITH THE SERVICE DATE, DESCRIPTION,
        UNIT PRICE, AND EXTENSION LISTED.
     D. VENDOR MUST SUPPLY A VALID PAYEE IDENTIFICATION NUMBER (PIN)
        ON EACH INVOICE.
     IN ACCORDANCE WITH SECTION 2252.907, GOVERNMENT CODE, THE VENDOR
     ACKNOWLEDGES THAT THIS CONTRACT AND INFORMATION CREATED OR
     MAINTAINED IN CONNECTION WITH THIS CONTRACT IS PUBLIC INFORMATION
     AND SUBJECT TO DISCLOSURE AS PROVIDED BY CHAPTER 552, GOVERNMENT
     CODE (TEXAS PUBLIC INFORMATION ACT).  THE PUBLIC INFORMATION ACT
     MAY REQUIRE THE VENDOR TO MAKE INFORMATION RELATED TO THIS CONTRACT
     AVAILABLE TO THE PUBLIC PURSUANT TO A REQUEST FOR PUBLIC INFORMATION.
     THE VENDOR AGREES, UPON REQUEST, TO MAKE INFORMATION RELATED TO THIS
     CONTRACT THAT IS NOT OTHERWISE EXCEPTED FROM RELEASE BY THE PUBLIC
     INFORMATION ACT AVAILABLE TO THE PUBLIC IN HARD COPY, UNLESS THE
     REQUESTOR OF THE INFORMATION CONSENTS TO RECEIVE THE INFORMATION IN
     ANOTHER MUTUALLY AGREEABLE FORMAT. THE VENDOR ACKNOWLEDGES THAT THE
     AGENCY SHALL NOT PROVIDE LEGAL COUNSEL RELATED TO THE VENDOR'S
     COMPLIANCE WITH THE PUBLIC INFORMATION ACT.
     TO THE EXTENT THAT ANY TERM, COVENANT, AND CONDITION CONTAINED
     HEREIN CONFLICTS WITH ANY TERM, COVENANT, AND CONDITION OF A
     RELATED LEASE AGREEMENT OR RENTAL AGREEMENT WITH RESPECT TO
     THE RENTAL OR LEASE OF EQUIPMENT, AND BEING THE SUBJECT OF
     THIS PURCHASE ORDER, THE TERMS, COVENANTS, AND CONDITIONS
     OF THE PURCHASE ORDER SHALL PREVAIL.
     THE PARTIES HEREBY AGREE AS FOLLOWS:
     1. PRIOR TO ACCEPTING DELIVERY OF THE EQUIPMENT,THE TDCJ SHALL INSPECT
     SAID EQUIPMENT TO DETERMINE IF IT IS OPERATING PROPERLY AND TO
     DETERMINE IF ANY PRIOR DAMAGE EXISTS. THE RESULT OF SUCH INSPECTION
     SHALL BE COMMITTED TO WRITING AND EXECUTED BY THE TDCJ AND THE VENDOR
     OR ITS AGENT AT THE TIME OF DELIVERY OF THE EQUIPMENT TO THE TDCJ.
     2. UPON TERMINATION OF THE LEASE OR RENTAL AGREEMENT, A FINAL
     INSPECTION SHALL BE MADE BY THE TDCJ AND THE VENDOR OR ITS AGENT
     AND THE RESULTS OF SUCH INSPECTION SHALL BE COMMITTED TO WRITING
     AND EXECUTED BY THE TDCJ AND THE VENDOR OR ITS AGENT. SUCH WRITING
     SHALL DESCRIBE WHETHER THE EQUIPMENT IS OPERATING PROPERLY AND
     SET FORTH ANY DAMAGE, OTHER THAN CUSTOMARY WEAR AND TEAR,
     SUSTAINED BY THE EQUIPMENT.
     3. THE VENDOR SHALL HAVE 14 CALENDAR DAYS FROM THE DATE OF THE WRITTEN
     FINAL INSPECTION TO NOTIFY THE TDCJ IN WRITING OF ANY DAMAGE FOR WHICH
     THE TDCJ IS RESPONSIBLE. AT SUCH TIME, THE VENDOR SHALL ALSO SUBMIT
     THREE WRITTEN INDEPENDENT AND ITEMIZED ESTIMATES AS TO THE COST OF THE

     REPAIR.
     4. THE TDCJ SHALL RESPOND IN WRITING TO THE VENDOR WITHIN 14 CALENDAR
     DAYS OF RECEIPT OF SAID ESTIMATES, ACCEPTING OR REJECTING IN
     WHOLE OR IN PART SUCH ESTIMATES.
     5. THE TDCJ SHALL PAY THE VENDOR FOR ANY DAMAGE TO THE EQUIPMENT FOR
     WHICH IT AGREES IT IS RESPONSIBLE AND IN THE SUM OF MONEY WHICH THE
     TDCJ AGREES TO PAY WITHIN 30 DAYS OF THE TDCJ ISSUING ITS WRITTEN
     DECISION TO PAY AND UPON THE TDCJ RECEIVING A FINAL INVOICE FROM
     THE VENDOR REFLECTING SUCH DAMAGE WHICH INVOICE THE TDCJ HAS
     PREVIOUSLY APPROVED.
     6. IF THE VENDOR IS DISSATISFIED WITH THE TDCJ'S DECISION TO PAY FOR
     SUCH DAMAGE TO THE EQUIPMENT, THE VENDOR MAY COMPLY WITH THE DISPUTE
     RESOLUTION PROCESS SET FORTH IN THE PURCHASE ORDER.
     7. THE LEASE OR RENTAL AGREEMENT SHALL NOT BE EFFECTIVE UNLESS THE
     TDCJ REQUESTS THE VENDOR TO DELIVER POSSESSION OF SUCH EQUIPMENT
     TO THE TDCJ AND THE EQUIPMENT IS IN FACT SO DELIVERED.
     SECURITY:
      WHEN MAKING DELIVERIES TO CORRECTIONAL FACILITIES, CONTRACTOR'S
      COMPLIANCE WITH TDCJ SECURITY PROCEDURES IS REQUIRED.  THIS
      INCLUDES DELIVERIES TO ALL TDCJ UNITS AND WAREHOUSES, OR ANY
      OTHER TDCJ OWNED, LEASED, OR CONTRACTED PREMISES.  SPECIFIC
      REQUIREMENTS INCLUDE, BUT ARE NOT LIMITED TO:
     1. ALL CONTRACTOR STAFF OR CONTRACTED DELIVERY SERVICE MAKING
        DELIVERIES WITHIN A CORRECTIONAL FACILITY, AND THOSE AREAS
        WHERE INMATES ARE ASSIGNED, WILL BE REQUIRED TO HAVE A
        SECURITY ESCORT THROUGHOUT THEIR DELIVERY.  ALL DELIVERY
        STAFF SHALL BE REQUIRED TO FOLLOW THE DIRECTION OF SECURITY
        STAFF.  DELIVERY STAFF SHALL NOT INTERACT WITH INMATES.
        FURTHERMORE, CONTRACTOR STAFF SHALL ADHERE TO THE PROVISIONS
        FOUND IN PERSONNEL DIRECTIVE PD-29, "SEXUAL MISCONDUCT WITH
        INMATES," WHICH IS LOCATED ON THE TDCJ WEBSITE AT
        HTTP://WWW.TDCJ.TEXAS.GOV/DIVISIONS/HR/HR-POLICY/PD-29.PDF.
        (NOTE: THIS ADDRESS MUST BE IN LOWER CASE LETTERING WHEN ENTERED
        IN THE ADDRESS BAR OF YOUR BROWSER.)
        THE CONTRACTOR SHALL NOTIFY EACH OF THE CONTRACTOR'S STAFF
        ACCESSING TDCJ'S PREMISES OF THE PROVISIONS WITHIN THIS DIRECTIVE,
        PRIOR TO ANY DELIVERY.
     2. ALL DELIVERY STAFF AND VEHICLES ARE SUBJECT TO SEARCH AND
        INSPECTION WHILE ON TDCJ PROPERTY.
     3. ALL VEHICLES WILL BE LOCKED AND SECURED WHEN NOT IN USE.
        DRIVERS ARE REQUIRED TO KEEP KEYS IN THEIR DIRECT POSSESSION
        AT ALL TIMES.
     4. DELIVERY STAFF SHALL NOT INTRODUCE ANY TYPE OF CONTRABAND ONTO
        ANY TDCJ FACILITY. EXAMPLES OF CONTRABAND INCLUDE, BUT ARE NOT
        LIMITED TO FIREARMS, KNIVES, WEAPONS OF ANY TYPE, TOBACCO OF ANY
        TYPE, ALCOHOL, CONTROLLED SUBSTANCES (ILLEGAL DRUGS), PAGERS, AND
        CELL PHONES. DELIVERY STAFF MAY NOT CARRY MORE THAN TWENTY-FIVE
        DOLLARS ($25.00) IN CASH INTO ANY TDCJ FACILITY.
     5. DELIVERY EMPLOYEE'S ATTIRE MUST BE APPROPRIATE OR COMPATIBLE
        WITH THE CURRENT BUSINESS ENVIRONMENT.

     6. GENERALLY, EX-INMATES SHALL NOT BE ALLOWED INSIDE THE FENCED
        PERIMETER OF A FACILITY TO MAKE DELIVERIES UNLESS APPROVED BY
        THE UNIT WARDEN. THE WARDEN MAY NOT ALLOW AN EX-INMATE ON
        A UNIT OR FACILITY, WHETHER INSIDE OR OUTSIDE THE FENCED
        PERIMETER, IF THE WARDEN BELIEVES THE PERSON MAY JEOPARDIZE
        THE SAFE AND ORDERLY OPERATION OF THE UNIT OR FACILITY, POSE
        A DANGER TO INMATES OR EMPLOYEES, OR PLACE AN UNDUE LOGISTICAL
        BURDEN ON STAFF.
     7. MINORS AND PETS ARE PROHIBITED FROM TDCJ PROPERTY AND SHALL
        NOT BE IN DELIVERY VEHICLE.
     TDCJ RESERVES THE RIGHT TO IMMEDIATELY REMOVE AND/OR REFUSE
     ENTRY TO ANY INDIVIDUAL WHO HAS VIOLATED THE ABOVE RESTRICTIONS.
     THE UNIT WARDEN OR FACILITY ADMINISTRATOR WILL ULTIMATELY BE
     RESPONSIBLE FOR INTERPRETING THESE RULES.
     FOR QUESTIONS OR INQUIRIES CONTACT:
     RHONDA ALLPHIN, CTCD CTCM
     TDCJ CONTRACTS AND PROCUREMENT
     TWO FINANCIAL PLAZA STE. 525
     HUNTSVILLE, TX 77340
     PH:  936-437-7016 FAX:  325-223-0310
     EMAIL: RHONDA.ALLPHIN@TDCJ.TEXAS.GOV
ORDER TOTAL:$        479.40