Business and Finance Division

D

DESTINATION

PREPAID

ITEM          DESCRIPTION                 QTY       U/M        UNIT PRICE       EXTENSION
     NOTE TO VENDOR:
     THE REQUISITIONER IS JANENE SMITH 210-564-3708.
     THE CONTACT PERSON FOR THE FAX MACHINE IS: ADELITA ORTIZ 956-724-2146.
     THIS PURCHASE ORDER (PO) IS FOR THE RENTAL OF A FAX MACHINE FOR THE
     TEXAS DEPARTMENT OF CRIMINAL JUSTICE (TDCJ).
     SERVICE DATES ARE FROM SEPTEMBER 01, 2020 THROUGH AUGUST 31, 2021.
     THE PO MAY BE RENEWED FOR UP TO TWO (2) ADDITIONAL YEARS EXPIRING
     08/31/2023.
     IF RENEWED, EACH RENEWAL SHALL EXPIRE ON AUGUST 31ST OF THE RENEWAL
     PERIOD.  THE RENEWAL, IF EXERCISED, SHALL BE AT THE EXCLUSIVE OPTION
     OF THE TDCJ.  ANY RENEWALS WILL BE UNDER THE SAME TERMS AND CONDITIONS
     AS THE ORIGINAL ORDER, TO INCLUDE ANY AMENDMENTS.
     RENEWAL PERIODS, IF EXERCISED:
     ORIGINAL PO EY000327-SEPTEMBER 01, 2019 THROUGH AUGUST 31, 2020
     SEPTEMBER 01, 2020 THROUGH AUGUST 31, 2021-FY21/EZ000044
     SEPTEMBER 01, 2021 THROUGH AUGUST 31, 2022
     SEPTEMBER 01, 2022 THROUGH AUGUST 31, 2023
     THE TDCJ RESERVES THE RIGHT TO INCREASE OR DECREASE THIS ORDER,
     INCLUDING ANY RENEWAL OPTIONS, AS DETERMINED TO BE IN THE BEST
     INTEREST OF THE STATE.
     THE TDCJ RESERVES THE RIGHT TO INCREASE, DECREASE, AND CHANGE OR
     CANCEL THIS ORDER VIA PURCHASE ORDER CHANGE NOTICE (POCN).
     THE TDCJ RESERVES THE RIGHT TO CANCEL THIS CONTRACT WITHOUT CAUSE,
     AS DETERMINED TO BE IN THE BEST INTEREST OF THE STATE.
     THE TDCJ RESERVES THE RIGHT TO NEGOTIATE PRICES FOR EMERGING
     TECHNOLOGY DURING THE LIFE OF THIS ORDER.
     TONER AND SUPPLIES FOR OPERATION OF THE FAX MACHINE SHALL BE INCLUDED
     IN THE PRICE FOR THE DURATION OF THIS ORDER TO INCLUDE RENEWAL
     PERIODS.
001  985-59                               12.0000    MO          44.950000         539.40
     FAX MACHINE BRAND: SCX-5935
     SERIAL #: Z2P3BJFD40006JK
     TELEPHONE 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
     CALLS 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 ISOLATE 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.
     CANELLATION AND REMOVAL: THE CUSTOMER IS REQUIRED TO
     SEND A 30 DAY CANCELLATION NOTICE IN WRITING TO THE VENDOR.  THE
     VENDOR IS REQUIRED TO PREPARE AND REMOVE THE CANCELLED UNITS

     BY OR BEFORE THE PROJECTED 30 DAY CANCELLATION DATE.  FAX RENTAL
     WILL AUTOMATICALLY EXPIRE AUGUST 31, 2021.
     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.)
     SHIPPING AND INVOICE INSTRUCTIONS:
     FAILURE TO FOLLOW THESE SHIPPING AND INVOICE INSTRUCTIONS MAY RESULT
     IN MERCHANDISE BEING REJECTED AT THE RECEIVING DOCK AND RETURNED TO
     THE VENDOR WITHOUT NOTICE.
     SHIPPING INSTRUCTIONS:
     1. ENSURE ITEM(S) IS SENT TO THE CORRECT UNIT/DEPARTMENT WITHIN THE
        TDCJ AS LISTED ON THE PURCHASE ORDER.
     2. DO NOT OVERSHIP. OVERAGES SHALL BE RETURNED AT THE VENDOR'S EXPENSE
        UNLESS ITEMS ARE OF INDETERMINABLE QUANTITY SUCH AS SAND OR GRAVEL.
     3. SHIP INDIVIDUAL LINE ITEMS COMPLETE.
     4. EACH PART SHIPPED SHALL HAVE A PART NUMBER OR BE TAGGED WITH A PART
        NUMBER AS IT APPEARS ON THE PURCHASE ORDER. IF ITEMS ARE SHIPPED
        WITHOUT A PART NUMBER, THEY WILL BE RETURNED TO THE VENDOR AT
        VENDOR'S EXPENSE.
     5. INCLUDE OR MARK PURCHASE ORDER NUMBER ON ALL PACKING SLIPS,
        CARTONS, PACKAGES, BUNDLES, ETC.
     INVOICING INSTRUCTIONS:
     1. THE INVOICE MUST BE ITEMIZED WITH THE DESCRIPTION, UNIT PRICE, UNIT
        OF MEASURE AND EXTENSION EXACTLY AS LISTED ON THE PURCHASE ORDER.
     2. ONLY ITEMS LISTED ON THE PURCHASE ORDER MAY BE BILLED AND PAID FOR

        BY THE TDCJ.
     3. ANY CHANGES TO THE PURCHASE ORDER ARE ONLY VALID UPON RECEIPT OF A
        PURCHASE ORDER CHANGE NOTICE (POCN) FROM THE AUTHORIZED PURCHASER.
     4. INVOICES MUST REFERENCE THE PURCHASE ORDER NUMBER.  ONLY ONE
        PURCHASE ORDER NUMBER ON AN INVOICE. (PURCHASE ORDER NUMBER ALWAYS
        BEGINS WITH AN 'E', EXAMPLE - EX000123)
     5. VENDOR MUST SUPPLY A VALID PAYEE IDENTIFICATION NUMBER (PIN) ON
        EACH INVOICE.
     6. INVOICES MUST BE SENT TO ACCOUNTS PAYABLE, P.O. BOX 4018
        HUNTSVILLE, TX 77342-4018.
        *ONLY DISCOUNTED INVOICES MAY BE EMAILED.
     7. DISCOUNTED INVOICES MUST BE EMAILED TO
        TDCJ.AP-INVSVS@TDCJ.TEXAS.GOV.
     8. SUBMIT SEPARATE INVOICES FOR EACH SHIPMENT/PER LOCATION.
     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.
     E-VERIFY SYSTEMS:
     THE TDCJ SHALL REQUIRE THE FOLLOWING AS A CONDITION OF ALL SERVICE
     CONTRACTS:
     BY ENTERING INTO THIS CONTRACT, THE CONTRACTOR CERTIFIES AND ENSURES
     THAT IT UTILIZES AND WILL CONTINUE TO UTILIZE, FOR THE TERM OF THIS
     CONTRACT, THE U.S. DEPARTMENT OF HOMELAND SECURITY'S E-VERIFY
     SYSTEM TO DETERMINE THE ELIGIBILITY OF:
      1.  ALL PERSONS EMPLOYED TO PERFORM DUTIES WITHIN TEXAS, DURING
          THE TERM OF THE CONTRACT; AND
      2.  ALL PERSONS (INCLUDING SUBCONTRACTORS) ASSIGNED BY THE
          RESPONDENT TO PERFORM WORK PURSUANT TO THE CONTRACT, WITHIN
          THE UNITED STATES OF AMERICA.
     THE CONTRACTOR SHALL PROVIDE, UPON REQUEST OF THE TDCJ, AN
     ELECTRONIC OR HARDCOPY SCREENSHOT OF THE CONFIRMATION OR TENTATIVE
     NON-CONFIRMATION SCREEN CONTAINING THE E-VERIFY CASE VERIFICATION
     NUMBER FOR ATTACHMENT TO THE FORM I-9 FOR THE THREE MOST RECENT HIRES
     THAT MATCH THE CRITERIA ABOVE, BY THE CONTRACTOR, AND CONTRACTOR'S
     SUBCONTRACTORS, AS PROOF THAT THIS PROVISION IS BEING FOLLOWED.
     IF THIS CERTIFICATION IS FALSELY MADE, THE CONTRACT MAY BE IMMEDIATELY
     TERMINATED, AT THE DISCRETION OF THE STATE AND AT NO FAULT TO THE
     STATE, WITH NO PRIOR NOTIFICATION. THE CONTRACTOR SHALL ALSO BE
     RESPONSIBLE FOR THE COSTS OF ANY RE-SOLICITATION THAT THE STATE MUST

     UNDERTAKE TO REPLACE THE TERMINATED CONTRACT.
     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.
     FOR QUESTIONS OR INQUIRIES CONTACT:
     KRISTIE ROBERTSON, CTCD, CTCM
     TDCJ CONTRACTS AND PROCUREMENT
     TWO FINANCIAL PLAZA, SUITE 703
     HUNTSVILLE, TX 77340
     PH:  936-437-3805
     EMAIL: KRISTIE.ROBERTSON@TDCJ.TEXAS.GOV
ORDER TOTAL:$        539.40