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Home My WebLink AboutCC Resolution 13834 (Printshop Copier; Ricoh)RESOLUTION OF ! OF OF RAFAEL TO WAIVE FORMALBIDDING THE CITY MANAGER TO ENTER INTO • LEASE WITH RICOF] ! • A NEW PRINT SHOPCOPIER. WHEREAS, the City has a need for a new high-volume digital copier in its central print shop in order to support departments' requests for general-purpose printing and scanning; and WHEREAS, the U.S. Communities cooperative has competitively bid and awarded a contract to Ricoh USA, Inc., for copier rental and maintenance services; and WHEREAS, the City has determined that Ricoh USA, Inc., can meet the hardware and software requirements for a new print shop copier; and WHEREAS, the City wishes to enter into a lease with Ricoh USA, Inc., pursuant to its U.S. Communities contract, as a cooperative purchasing program. NOW, THEREFORE, IT IS HEREBY RESOLVED that (1) the Council does hereby waive formal bidding procedures in accordance with San Rafael Municipal Code Section 2.55.070(D) and elects to follow Section 2.55.260 regarding cooperative purchasing programs; and (2) the Council authorizes the City Manager to enter into a lease with Ricoh USA, Inc., for a new print shop copier for a period of four years and for a total cost not to exceed $66,240. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 3rd day of November, 2014 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk Ricoh USA, Inc. 70 Valley Stream Parkway, Malvern, PA 19355 AUTHORIZED SIGNER AS TO CERTIFIED COPY OF LEASE/RENTAL AGREEMENT Attached hereto as Exhibit A is a true, correct and complete copy, as of the date hereof, of that certain agreement no. 44789-1023431 ("Agreement') between Ricoh, as lessor, and San Rafael City of, as customer (the "Customer"). WITNESS the signature of the undersigned authorized signer as of December 8, 2014. a k-) Name: Nannette kicken Title: Supervisor im a gil_.. U . Comi-I31inhies Product Schedule RICOH Ricoh USA, Inc. 70 Valley Stream Parkway Malvern, PA 19355 Product Schedule Number: Master Lease Agreement Number: This Product Schedule (this "Schedule") is between Ricoh USA, Inc. ("we" or "tis") and SAN RAFAEL, CITY OF , as customer or lessee ("Customer" or "you"). This Schedule constitutes a "Schedule," "Product Schedule," or "Order Agreement," as applicable, under the U.S. Communities Master Lease Agreement (together withby amendments attachments and addenda thereto, the "Lease Agreement") identified above, between you and Zi,p"tr, �L �— _ r ,,, . All terms and conditions of the Lease Agreement are incorporated into this Schedule and made a part hereof. If we are not the lessor under the Lease Agreement, then, solely for purposes of this Schedule, we shall be deemed to be the lessor under the Lease Agreement. It is the intent of the patties that this Schedule be separately enforceable as a complete and independent agreement, independent of all other Schedules to the Lease Agreement. CUSTOMER INFORMATION SAN RAFAEL, CITY OF Gus Bush Customer (Bill To) Billing Contact Name 1033 C ST PO BOX 151560 Product Location Address Billing Address (if different fi om location address) SAN RAFAEL CA 94901-2807 SAN RAFAEL CA 94915-1560 City County State Zip City County State Zip Billing Contact Telephone Number Billing Contact Facsimile NumberI Billing Contact E -Mail Address (415)458-5302 I gus.bush@cityofsanrafael org PRODUCT/EQUIPMENT DESCRIPTION ("Product") Qty Product Description: Make & Model I I Qtv Product Description: Make & Model 1 IUCOH C5110S I I I 1 I I I I I I I I I I I I I PAYMENT SCHEDULE Minimum Term I Minimum Payment Minimum Payment Billing Frequency (months) (Without Tax) ❑✓ Monthly 48 $ 1,006.69 ❑ Quarterly ❑ Other .W..-„,,,,,,,,,,, Guaranteed Minimum Images°O "..i i.,ul„, t,;,,,,, „i,, -- Color 0 0 Cost of Additional Images° EMIMMM Calor $00078 I $0.0430 ° Based upon Minimum Payment Billing Frequency ° Based upon standard 8 ''A ' x I I” paper size Paper sizes greater than 8 /?” x I I" may count as more than one image. Advnnce Payment ❑ I" Payment ❑ I° & Last Payment ❑✓ Other: NONE Meter RendingBilling Frequency ❑ Monthly ❑✓ Quarterly ❑ Other: Sales Tax Exempt: ❑ YES (Attach Exemption Certificate) Customer Billing Reference Number (P.O. #, etc.) Addendum(s) attached: ❑ YES (check if yes and indicate total number of pages: TERMS AND CONDITIONS 1. The first Payment will be due on the Effective Date. If the Lease Agreement uses the terms "Lease Payment" and "Commencement Date" rather than "Payment" and "Effective Date," then, for purposes of this Schedule, the term "Payment" shall have the same meaning as "Lease Payment," and the term "Effective Date" shall have the same meaning as "Commencement Date." 10/20/2014 18:24 PM 14986708 L)I•ADD 1",4 ti( -IM i !.l l:iculrK and the h.Cnit Lugo :ue 1`LV,i1,U rrd to".iui N1tsnN,.;> w.ai' lbu"-i h C+' m�).a * l ld R",.r.;w° II .A Attachment 3 2. You, the undersigned Customer, have applied to us to use the above-described Product for lawful commercial (non -consumer) purposes. THIS IS AN UNCONDITIONAL, NON -CANCELABLE AGREEMENT FOR THE MINIMUM TERM INDICATED ABOVE, except as otherwise provided in the Lease Agreement, if applicable. If we accept this Schedule, you agree to use the above Product on all the terms hereof, including the terms and conditions on the Lease Agreement, THIS WILL ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THIS SCHEDULE AND THE LEASE AGREEMENT AND HAVE RECEIVED A COPY OF THIS SCHEDULE AND THE LEASE AGREEMENT. You acknowledge and agree that the Ricoh set -vice commitments included on the "!mage ;Wanagement COminitments" page attached to this Schedule (collectively, the "Conunitments") are separate and independent obligations of Ricoh USA, Inc. ("Ricoh") governed solely by the terms set forth on such page. If we assign this Schedule in accordance with the Lease Agreement, the Connnitments do not represent obligations of any assignee and are not incorporated herein by reference. You agree that Ricoh alone is the party to provide all such services and is directly responsible to you for all of the Commitments. We are or, if we assign this Schedule in accordance with the Lease Agreement, our assignee will be, the party responsible for financing and billing this Schedule, including, but not limited to, the portion of your payments under this Schedule that reflects consideration owing to Ricoh in respect of its performance of the Commitments. Accordingly, you expressly agree that Ricoh is an intended party beneficiary of your payment obligations hereunder, even if this Schedule is assigned by us in accordance with the Lease Agreement. 3. Image Charees/lvleters: In return for the Minimum Payment, you are entitled to use the number of Guaranteed Mininutm Images as specified in the Payment Schedule of this Schedule. The Meter Reading'Billing Frequency is the period of time (monthly, quarterly, etc.) for which the number of images used will be reconciled. If you use more than the Guaranteed Minimum images during the selected Meter Reading/Billing Frequency period, you will pay additional charges at the applicable Cost of Additional Images as specified in the Payment Schedule of this Schedule for images, black and white and/or color, which exceed tite Guaranteed Minimum Images ("Additional Images"). The charge for Additional Images is calculated by multiplying the number of Additional Images by the applicable Cost of Additional Images. The Meter Reading/Billing Frequency may be different than the Ndinimum Payment Billing Frequency as specified in the Payment Schedule of this Schedule. You will provide us or our designee with the actual meter reading(s) by submitting meter reads electronically via an automated meter read program, or in any other reasonable marnter requested by its or our designee from time to time. If such teeter reading is not received within seven (7) days of either the end of the Meter Reading/Billing Frequency period or at our request, we may estimate the number of images used. Adjustments for estimated charges for Additional Images will be made upon receipt of actual meter reading(s). Notwithstanding any adjustment, you will never pay less than the Minintum Payment. 4. Additional Provisions (if any) are: "E'EEE? PERSON SIGNING'E"E-t95SCHEDULE ON t EIIAL➢'r C30' °t<"HE CtJs'PCD IER RIDE KLSr('aE'd'V°a TI-L,%"P HE/SHE SEAS THE:" AQ rl-ioury "M DO M _ 1 y P y" 9 EDGE U��1??SA INC:. j� �� tIS Authorized Signer Si n ] �� scd � r: Ft EC ,; f.t r� J ! # antra Y uth nz.c Igncr manure i�tle: r / 1 � t}Clnted Name:1 � � t 4 � _ � Printed Name ._ a tc TittEle C1 rw. p En .b "app l r zoIA,1)7 l;l W 10, 20,'2014 18:24 PM 14986708