Contract Details: # 985-L1

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Number 985-L1
Description Mailroom Equipment and Supplies
Category TxSmartBuy
Type Term
Start Date 9/1/2017
End Date 12/31/2022
Purchase Category Code(Agencies Only) PCC A

Legal Cite: State agency mail operations are governed by state statute and administrative rules. Tex. Gov't Code Ann., Ch. 2176, Vernon 2000 & Supp. (2006); 1 Tex Administrative Code Sec. 117.31 (2006); See also Tex. Gov't Code Ann. Sec. 2113.103; General Appropriations Act, S.B. 1, 79th Leg., Art. Ix, Sec. 6.15 (2005).
Optional Renewal Terms No renewals remaining
Purchase Orders Only purchase orders issued through TxSmartBuy are eligible for contract pricing. The Contractor will not ship any products or provide related services until receipt of a Purchase Order generated by the TxSmartBuy system.

State agency special instructions for mail equipment installed within Travis County: All state agencies located in Travis County are required to consult with CPA prior to purchasing, upgrading, or selling mail equipment per Tex. Gov't Code Ann. 2176.101 To expedite your purchase or upgrade mail equipment, please answer the questions on the General Mail Equipment Procurement Questionnaire(DOC). Return the completed questionnaire via email to at CPA Mail Operations.
NIGP Code(s) 208-64
CPA Contract Management Questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:

SPD Contract Management Office (SCMO)
Texas Comptroller of Public Accounts (CPA)
Phone: (512) 512) 463-3034 option 3
Contract Specifics/Notes Print Services jobs less than $2,500 may be sourced directly from any of the contracted state print shops or by soliciting bids through the web form. For more information, visit the State Print Services web page.

Pitney Bowes Agreement #: ADSPO16-169897

Base Contract Information

Quadient, Inc. Agreement #: ADSPO16-169901

Base Contract Information Inc. Agreement #: ADS016-169898

Base Contract Information
Warranty Details Pitney Bowes

Pitney Bowes warrants all Pitney Bowes Brand Ink & Toner products for a period of one year from date of purchase as set forth below, subject to normal storage conditions in a climate-controlled environment. 

Pitney Bowes warrants that subject to conditions stated below and under normal use, our branded toner products will not cause damage or abnormal wear to any compatible laser printer, inkjet printer, fax or copy machines. If damage occurs to any compatible laser printer or copy machine due to a properly installed but defective Pitney Bowes Branded product we will service, repair or replace the laser printer or copy machine, or at Pitney Bowes option, reimburse our customer for the full amount for all related service and repair to the machine in question. 

This warranty is dependent upon the customer providing Pitney Bowes with satisfactory evidence that the machine damage was due to a defect in a Pitney Bowes Branded toner product, including a statement on a reputable service company’s letterhead dated and signed by the company’s service representative. 

Pitney Bowes liability shall be limited to the replacement or Pitney Bowes reimbursement as provided above. This warranty is exclusive and in lieu of all other warranties, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

Quadient, Inc.:

Quadient, Inc. makes no representations or warranties of any kind, express or implied, regarding any matter whatsoever, including, but not limited to, the suitability of the product(s), its condition, its merchantability, its fitness for a particular purpose, its freedom from infringement, or otherwise. We provide the products to you “as is,” “where is” and “with all faults.” Inc.:

The Contractor warrants for a period of one year from the date of Acceptance that: (a) the Product performs according to all specific claims that the Contractor made in its response to the solicitation, (b) the Product is suitable for the ordinary purposes for which such Product is used, (c) the Product is suitable for any special purposes identified in the solicitation or for which the Purchasing Entity has relied on the Contractor’s skill or judgment, (d) the Product is designed and manufactured in a commercially reasonable manner, and (e) the Product is free of defects.
Delivery Delays by Contractor If delay is foreseen, Contractor shall give written notice to the Customer and must keep Customer advised at all times of status of order.

Default in promised Delivery Days After Receipt of Order (ARO) without accepted reasons or failure to meet specifications authorizes the Customer to purchase goods and services of this contract elsewhere and charge any increased costs for the goods and services, including the cost of re-soliciting, to the Contractor.

Failure to pay a damage assessment is cause for contract cancellation and/or debarment or removal of the contractor, as applicable, from the State’s Centralized Master Bidders List (CMBL).
Compliant Products by Contractor Delivery does not occur until the Contractor delivers products, materials or services in full compliance with the specifications to Customer’s F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. Providing products, materials or services which do not meet all specification requirements does not constitute delivery.

Customer reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.
Purchase Order Cancellation The Customer may request that a Contractor cancel a specific line item or an entire purchase order. There shall be no fees charged for cancellation of an item and/or order prior to shipment by the Contractor. The cancellation must be processed through the TxSmartBuy system.
Restocking Fee for Returned Products Pitney Bowes:

Returns of Ink & Toner supplies for Desktop Printers, Copiers & Fax Machines We will reimburse the price paid for Original Equipment Manufacturer’s (OEM) &/or associated Pitney Bowes Brand Compatible versions of these products received back in resalable condition (unused/unopened) within 30 days of the purchase date. All reimbursements will be applied to the original method of payment for the product. Shipping and handling charges associated with the product (original order and return package) are the responsibility of the customer and will not be reimbursed unless the return is due to damaged/defective product or as a result of an incorrect shipment on our part. 

Returns of all other supplies including Mailing/Shipping Consumables (meter ink, postage tape, E-Z Seal Solution, shipping labels, etc.) We will reimburse the price paid for products received back in resalable condition (unused/unopened) within 90 days of the purchase date unless the return is due to a defect in the product, in which event we will reimburse the price paid for products received back within 6 months of the purchase date. In the event of an equipment upgrade, we will reimburse the price paid for unused/unopened supplies received back in resalable condition within 6 months of the purchase date. All reimbursements will be applied to the original method of payment for the product. Shipping and handling charges associated with the product (original order and return package) are the responsibility of the customer and will not be reimbursed unless the return is due to damaged/defective product or as a result of an incorrect shipment on our part.

Quadient, Inc.:

Unless You take title to the tangible Products pursuant to Section 22 or Section 23, then the purchasing entity is required to return such Products under this Lease. In such a case, at the end of the Lease, You shall, after receiving an Equipment Return Authorization (“ERA”) number from Us, promptly send the Products, at Your expense plus shipping and handling costs, to any location(s) that We designate in the contiguous United States. The Products must be properly packed for shipment with the ERA number clearly visible, freight prepaid and fully insured, and must be received in good condition, less normal wear and tear. Inc.:

All goods are subject to final inspection and acceptance by Buyer. Material failing to meet the requirements of this Purchase Order will be held at Seller's risk and may be returned to Seller. If so returned, the cost of transportation, unpacking, inspection, repacking, reshipping or other like expenses are the responsibility of the Seller.
Substitutions During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.
Contractor Performance The Statewide Procurement Division Contract Management Office (SCMO), a division of the Comptroller of Public Accounts (CPA), administers a vendor performance program for use by all customers per Texas Government Code (TGC), §2262.055, and 34 Texas Administrative Code (TAC), §20.108. The Vendor Performance relies on the customer's participation in gathering information on vendor performance. State agency customers shall report vendor performance on purchases of $25,000 or more from contracts administered by CPA, or any other purchase of $25,000 or more made through delegated authority granted by CPA (TAC 20.108), or purchases exempt from CPA procurement rules and procedures. State agencies are additionally encouraged to report vendor performance on purchases under $25,000.

Vendor Performance shall be reported through the  CPA VENDOR PERFORMANCE TRACKING SYSTEM.
The purpose of the Vendor Performance Tracking System is to:
• Identify vendors that have exceptional performance
• Aid purchasers in making a best value determination based on vendor past performance
• Protect the state from vendors with unethical business practices
• Provide performance scores in four measurable categories for the CMBL vendors
• Track vendor performance for delegated and exempt purchases

Contractors Information

VID: 10604950500

Contractor: Pitney Bowes Inc.

Contact Name: Francie Coffey


Phone: (877) 213-7292 x 6108

Alternate Contact Name: Bill Walter

Alternate Email:

Alternate Phone: (480) 206-2984

Address: 27 Waterview Dr Shelton, CT 06484

VID: 19423888825

Contractor: Quadient, Inc.

Contact Name: Jacqueline Palmer


Phone: (972) 820-1723

Address: 478 Wheelers Farms Road Milford, CT 06461