HomeMy WebLinkAboutIT New Print Shop CopierDepartment: ManagementScrvicem
Prepared by: Gus Bush, IT Manager
Agenda Item No: 3. c
Meeting Date: November 3, 2014
City Manager _,, ' -_'/&_____^
SUBJECT: RESOLUTION AUTHORIZING CITY MANAGER TO ENTER INTO A LEASE WITH RICOF-_
USA, INC., (RICOH) FOR A NEW PRINT SHOP COPIER.
RECOMMENDATION: Staff recommends that the City Council adopt a resolution waiving formal bidding
procedures and authorize the City Manager to enter into a lease with Ricoh for a new print shop copier.
BACKGROUND: The City's Information Technology Division (IT) currently operates a central print shop
function which provides general-purpose document printing and scanning services to all departments.
The City first began using a high speed digital copier in the print shop in 2007. The City Council
approved the most recent lease for a print shop copier in December 2010, through a contract with I KON
Business Solutions (now owned and operated byRiozh). This copier iscurrently rented from Ricoh ona
month-to-month basis, until new lease is in place.
ANALYSIS: In determining the technical requirements for new copier, IT considered the use of various
features included with its current print shop copier and what features would be most advantageous in the
future. Staff decided to simplify the pre -press part of the process (no longer needing as many options for
different types of printed documents as we had in the past) while expanding its ability to scan hard -copy
documents into electronic format. Staff also felt that adding the options toprint envelopes and homake
color copies would be very helpful for supporting departmental needs. In order to minimize staff training
needs as part of the upgrade, we opted to work with Ricoh on determining their availability for suitable
hardware and software to meet the City's needs.
After analyzing the City's needs, Ricoh submitted its proposal (Attachment 2) for a new print shop copier
using their U.S.Communities contract. This procurement vehicle iafrom anational cooperative of
competitively solicited contracts available to state and local governments. Staff believes that the most
effective way to procure the new print shop copier would be to use a cooperative purchase agreement
such asU.S.Communities. Pursuant toSRK8Csection 2.55.28O.the City may dispense with formal
bidding when using acooperative purchase agreement.
In making its recommendation, staff also considered the available budget for a new copier lease.The
general fund currently provides just over $1,400 per month for the current lease, as part of IT's print and
mail budget (program 45O01). Even though the new, proposed copier will have expanded functionality in
key areas, other adjustments have allowed for a reduction in expected costs to approximately $1,380 per
month. This will cover approximately 20.000 black and white copies plus 5.000 color copies, both
FOR CITY CLERK ONLY
File No.:
Disposition: Re,50. 13534
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
numbers which are higher than|T`s projected usage inFY2O14-15. Over the proposed term, 4Gmonths,
the total cost ofthe lease and copy charges isestimated at$GG.24O.
To commence the lease, the City will need to complete the U.S. Communities Product Schedule at
Attachment 3. Also see Attachment 4 for a copy of the document outlining Ricoh's standard service
commitments, which is not part of the formal agreement but represents Ricoh's standard terms of service.
FISCAL IMPACT: The proposed lease can be executed using existing funds available in the current and
planned |Tbudgets.
OPTIONS: Other options include the following:
Option 1: Discontinue copier services provided by the City's print shop. This option would negatively
impact the current operations of most departments, and the City Clerk's office in particular which depends
onthe print shop's services hoprepare public meeting agenda packages.
Option 2: Continue to rent the current print shop copier from IKON on a month-to-month basis. This
option is ineffective because of the age of the current copier, and projected increases in maintenance
coats.
Option 3: Conduct a formal bidding process to select a new copier vendor for the print shop. This option
would require significant additional time and staff effort without guaranteeing a better solution than
already available from the U.S. Communities contract with Ricoh.
ACTION REQUIRED: City Council adopt resolution waiving formal bidding procedures and authorizing
the City Manager hoenter into the proposed lease with Ricoh.
Attachments
1. Proposed Resolution
2. Document Copying and Printing Solutions Proposal from Ricoh
3. Proposed U.S.Communities Product Schedule for New Print Shop Copier
4. Ricoh Image Management Commitments Document
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL TO WAIVE FORMAL BIDDING AND TO AUTHORIZE
THE CITY MANAGER TO ENTER INTO A LEASE WITH RICOH
USA, INC., FOR A NEW PRINT SHOP COPIER.
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.
1, 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:
Eea k -e-11
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 A-)
Name: Nannette aGMi �cken
Title: Supervisor
Im4ge
"B'de'1 ux"1°j :I'ofa�zl`id
U.S. Comi-213IIhles 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 with ny amendments attachments and addenda thereto, the Lease Agreement") identified above, between you and
�n a -U.1-1-111 111.11. 1 1 1 1 11 All terms and conditions of the Lease
. " .. __.�..._a
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 parties that this Schedule
be separately enforceable as a complete and independent agreement, independent of all other Schedules to the Lease Agreement.
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 from 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 Number Billing Contact E -Mail Address
(415)458-5302 1 1 gus.bush@cityofsanrafael org
PRODUCT/EQUIPMENT DESCRIPTION ("Product")
Qty Product Description: Make & Model
I RICDHC51105
Product
PAYMENT SCHEDULE
Minimum Term Minimum Payment Minimum Payment Billing Frequency Advnnce Payment
(months) (Without Tax ❑✓ Monthly ❑ I'Payment
48 ❑ Quarterly ❑ I" & Last Payment
$ 1,006.69 ❑ Other: ❑✓ Other: NONE
Guaranteed Minimum Images— Cost of Additional Images' Meter Reading/Billing Frequency
t Color t Calor ❑ Monthly
0 0 $0,0078 $0.0430
❑✓ Quarterly
❑ Other:
Based upon Minimum Payment Billing Frequency
° Based upon standard 8 '/i ' x 11" paper size Paper sizes greater than 8 '✓?" x 11" may count as more than one image.
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:
11010UT WK9191 1 [0
199-
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
LII -ADD l`-1 S'( -11M i ..1':: RicuhAt and the Kt Boli Lugo :uc 1i; diAt rcd pu-,id Hr afl,,s uH,' nL;o a C.`spauulmnr . 1 ki. td 2
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 rsIINIMTJAl 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 "AnageManagement Connnitments" page attached to this Schedule (collectively,
the "Commitments") 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 Con-unitments 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 Lis in accordance with the Lease Agreement.
3. Image Charges/N/leters: In return for the Minimum Payment, you are entitled to use the number of Guaranteed Mininium 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 the 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 Minimum Payment Billing
Frequency as specified in the Payment Schedule of this Schedule. You will provide us or Our designee with the actual meter
readings) by submitting meter reads electronically via an automated meter read program, or in any other reasonable manner
requested by its or Our designee from time to time. If such meter- 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
justnients for estimated
charges for Additional Images will be made upon receipt of actual rricter reading(s). Notwithstanding any adjustment, You will never
pay less than the Minimum Payment.
4. Additional Provisions (if any) are:
"rHE PERSON SIGNING THIS SCHEDULE ON BEHALF OF THE CUSTOMER REPRESENTS TR41' HE/SHE HAS THE A 11"ITIOUrYTO DO M
cus,romFR
[33
Authorized Signer SiZipture
Printed Name
............... . . . ....................................
I tile Date
...........................
Appm ^r3+1 , to Ir,fi
Acc9pled by,TUCOH USA,
N
10/20/2014 18:24 PM 14986708
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Jon Sonneborn
Production Systems Specialist
Phone: (415) 378-5000
Email: ionathan.sonneborn(d
)ricoh-usa.com
RICOH
innic-Mirie, dhanc�,,e,
Attachment 2
The Ricoh Pro C51 1 Os is a production -level printing system for light production level, graphics quality
printing. With the ability to produce a wide variety of fully finished print applications, you can now satisfy
specific requirements and eliminate the need for time-consuming, offline work.
11 Fast output speed of 80 pages per minute Color and Black & White
* Use of chemical PxP toners for near -offset image quality
* 4 -drum dry electrostatic transfer system with internal transfer belt
* 1200 x 4800 dpi (VCSEL technology)
Light -Weight Oil -Less Fusing Unit (handles thick textured papers)
Energy Star 1.2 Compliant
40 -beam laser delivers tighter registration
Single pass imaging technology
Paper Support: up to 300gsm (1101b. Cover Stock) 13" x 19.2" Paper Size
* Accurate image registration +/- 1 mm (sheet to sheet)
* 4 color envelope printing
* Tandem Letter -sized Large Capacity Tray within footprint.
* SR4090 Stapler/Stacker/Finisher/Punch
* 2,000 sheet letter -sized Large Capacity Tray (5 total trays including bypass)
208-240VAC, 30 amp, Plug Type: NEMA 6-20 (same as current Pro 907ex)
RICOH
IL
I 7�1
RICOH
Ricoh Pro 8100&--
The Ricoh Pro 8100S provides the heavy build quality and excellent print quality needed ir
production and high volume environments. This system offers preon technology from
our industry-leading Color Digital Press units that provides outstanding image quality,
impressive media flexibility and consistent reliability from real-time system monitoring.
W7
_121V =__
* Next Generation Production Engine
with enhanced duty cycle (3 Million)
* 95 pages per minute
im Active mechanical registration
* Advanced Process Control
* Refill toners, waste toner, paper
without stopping the system
* Advanced Media from light NCR
sheets up to 13x19 and 110# Cover
is Dual -Scan Feeder for Scan/Copy
* Installation & Operator Training
* Personalized support from Ricoh
Production Print Team
System Benefits
w Parallel Calibration and Process
Control: Internally monitors and auto -
corrects density levels for consistency
* New 8100 Toner: new granular toner
offers clarity and consistency with
smaller, more uniform particles
* VCSEL Laser System: Precision
controlled lasers provide 4800 dpi
addressability and image correction
7111111110VIMMS. Min$
* Energy Star and EPEAT certified
* TCRU: Trained customer replaceable
units program for additions
(optional)
uptime
RICOH
in-tagine,
0
193-Iffirsillunj m#e* "11
* 220 ipm Dual -Scan Feeder
* OCR M2 Unit (allows for making
PDF's text searchable)
*
SR -5050100 sheet Multi -position
Finisher with 2-3 hole punch
* LCT RT 5070 Paper Bank Unit (3
w Postscript 3
is Total Flow Makeready Prep
Print Manager Software I
Personalized support from Ricoh
Production Print Team
RICOH
Investment Details
* Installation
* Operator training
* US Communities Contract Monthly fixed for the term
* Service includes all parts, labor, and supplies, along with staples Gold Level fixed for the
term of the contract
Above Pricing good on orders installed by August 31st. 2014 RICOH
r" glee. change.
Proposed Model
Image Management US
CPC Images billed monthly or quarterly
Communities
B/W Color
42/mo
48/mo
Ricoh Pro 5110
80ppm
$1,113.27
$1,006.69
$.0078 $.043
Color/ BW
Ricoh Pro 8100S
95ppm
$885.00
$800.21
$.0046
TCRU Unit Program
$37.51
$33.92
Current Contract
Ricoh 907EX
$917.00
$.0039
Above Pricing good on orders installed by August 31st. 2014 RICOH
r" glee. change.
Each armed with a pro -active attitude toward machine servicing and repair. At Ricoh the goal is not to fix machines, it's to
prevent breakdowns with a total call service policy which adjusts and replaces critical parts before they fail.
The performance of each of our service technicians is measured monthly, using a variety of metrics such as response time,
equipment reliability, parts inventory management and customer satisfaction. Our field service managers apply a combination of
information gained from field travel visits with the technician, customer feedback, service -call evaluations and objective service
performance statistics, to assess the quality of each technician's work. Performance results are communicated to each
technician monthly, and a formal performance appraisal takes place annually.
Computerized Service Dispatch
Quarterly Customer Service Surveys Insure Satisfaction
Toll Free Technical Assistance Center
Quality Assurance Kits
24/7 Ricoh Hot Line
MyRicoh.corn Order supplies and view Service information
Local Service/Support with Tenured Staff
19 technicians in Sonoma/Marin County —Average tenure 16yrs
Service Manager, Slade Abbott, tenure of 27 years
Sr Account Executive, Barbara Birkett, tenure 30 years
Sales Manager, Mike Lilly , tenure 16 years
Professional Network Service/Support Staff - 8 analysts in local area
The��� Ricoh ��"��
��������0 ����0��rence
There are many reasons why companies choose to partner with Ricoh, including our access to best -in -class
technology and the strength of our people and support structure. Ultimately, however, customers stay with Ricoh
because of our commitment to helping theirbusinesses succeed.
Helping Our Customers Succeed
At Ricoh, we recognize that if we are to help our customers remain competitive, we must provide the vision and
solutions that enable them to:
= Develop Business methodologies that focus on process improvement and increased workflow efficiency
= Control or lower the total cost of ownership associated with document management processes
" Strengthen collaboration, while maintaining document security when sharing information
" Minimize environmental impact and partner on "green" document management initiatives
" Provide total compliance with regulatory and risk standards
Our People
" Experienced team supported bycomprehensive award-winning training
" Accountable for your results
Our team of sales and technical resources are personally committed to bringing the best solution to each
individual customer, and we hold them accountable for your results. Our local service professionals average
over 17 years' experience and undergo approximately 100 hours of training per year. They work in conjunction with
our dedicated systems analysts toconcentrate onyour digital document needs. Our highly trained and experienced
service technicians support specific customers in assigned territories. This process fosters solid relationships and a
true understanding of your operations, applications and peak production periods, to ensure maximum responsiveness
and uptime.
Our Solutions
= Award-winning technology choices with open architecture, backed by world-class service and support
° End-tu-endsolutions for all phases ofthe document lifecycle
" Flexible financing options
Ricoh offers open -arch itectu re products that can becustomized for your infrastructure. Leveraging our expertise anc
network uftechnology partners, wealso deploy software solutions that deliver measurable results. Ricoh provides
end-to-end solutions through one of the industry's broadest portfolios of document management services, including
nn*iteando#oUamonagodsemiueu.techniva|nurviooandeuppuh.anduuotomizadwnrkflowdeoignund
implementation. We also provide flexible financing options to meet your specific needs through a variety of payment
and invoicing options.
Our Company
• Support resources ofamajor international corporation committed toquality, innovation and the environment
= Flexible and responsive localized decision-making
Ricoh USA combines the manufacturing and engineering expertise of Ricoh Company,Ltd.–ag|obal technology
innovator—with the experience and reach of our locally based sales and services teams. Our experience has taught
us that the people best -suited tomake decisions about the services and support offered hoour customers are those
closest to our clients and their needs. Localized decision-making is a fundamental organizational paradigm. Simply
put, this process translates into fast, consistent, world-class service for our customers.
RICOH
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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 "us") 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 with any amendments, attachments and addenda thereto, the "Lease Agreement") identified above, between you and
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 parties 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 fr-on: location address)
SAN RAFAEL CA 9490 1-2 807 SAN RAFAFL CA 94915-1560
City County State Zip City County State Zip
Billing Contact Telephone Number Billing Contact Facsimile Number Billing Contact E -Mail Address
(415)458-5302 gus.bush cLcityofsanrafael.org
PRODUCT/EQUIPMENT DESCRIPTION ("Product")
Qt Product Description._ Make & Model
I RICOH C5I I OS
Make & M
PAYMENT SCHEDULE
Minimum Term Minimum Payment ?Minimum Payment Billing Frequency Advance Payment
(months) (lLithoutTaxJ 0 Monthly —� ❑ I" payment
48 $ 1,006.69 ❑ Quarterly ❑ 1`&, Last Payment
❑ Other: ❑✓ Other. NONE
Guaranteed Mmmum Im rges*°
t Color
0 0
Cost of Additional Images
50.0078 7—
-
Color
$0.0430
Based upon Minimum Payment Billing Frequency
° Based upon standard 8 Yi' x I P' paper size. Paper sizes greater than 8 `h" x I I" may count as more than one image
Meter Reading/Billing Frequency
❑ Monthly
❑✓ Quarterly
❑ Other:
Sales Tax Exempt: ❑ YES (Attach Exemption Certificate) Customer Billing Reference Number (P.O. 9, etc.)
Addendum(s) attached: ❑ YES (check if yes and indicate total number of pages: )
31 M1 1 1 ,'M
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
r_'. _ 1
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 service commitments included on the "Image Management Commitments" page attached to this Schedule (collectively,
the "Commitments") are separate and independent obligations of Ricoh LISA, Inc. ("Ricoh") governed solely by the terms set forth on
such page. If we assign this Schedule in accordance with the Lease Agreement, the Commitments 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.
Image Charges/Meters: In return for the Minimum Payment, you are entitled to use the number of Guaranteed Minimum 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 the 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 Minimum 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 manner
requested by us or our designee from time to time. If such meter 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 Minimum Payment.
4. Additional Provisions (if any) are:
TILE PERSON SIGNING THIS SCHEDULE ON BEHALF OF THE CUSTOMER REPRESENTS THAT HE/SIZE HAS THE AU HORITY TO DO SO.
CUSTOMER Accepted by: RICOH USA, INC.
By i By:
Authorized Signer Signature Authorized Signer Signature
Printed Name: Printed Name:
Title. Date: Title: Date.
10;20/2014 18:24 PM 14986708
".,',1 } s EFM;`3 j'Y ii 1 �... ,.. s.. ..,,.,.,1 ;1....>t t:1. .7 :., o, Ricoh
lmagf� Ricoh USA, Inc.
RICOH 70 Valley Stream Parkway
Malvern, PA 19355
RICOH USA, INC.
IMAGE MANAGrhIFNT CONIMITMENTS
The below service commitments (collectively, the "Service Commitments") are brought to you by Ricoh USA, Inc., an Ohio corporation having its principal place of business at 70 Valley Stream Parkway,
Malvern, PA 19355 ('Ricoh"). The words "you" and "your' refer to you, our customer. You agree that Ricoh alone is the party to provide all of the services set forth below and is fully responsible to you, the
customer, for all of the Service Commitments. Ricoh or, if Ricoh assigns the Product Schedule to which this page is attached in accordance with the Lease Agreement (as defined in such Product Schedule),
Ricoh's assignee, is the party responsible for financing and billing the Image Management Product Schedule. The Service Commitments are only applicable to the equipment ("Product") described in the
Image Management Product Schedule to which these Service Commitments are attached, excluding facsimile machines, single -function and wide -format printers and production units. The Service
Commitments are effective an the date the Product is accepted by you and apply during Ricoh's Normal Business Hours (as defined below). They remain in effect for the Minimum Term so long as no
ongoing default exists on your part
TERM, PRICE PROTECTION
The Image Management Minimum Payment and the Cost of Additional Images, as described on the Image Management Product Schedule, will not increase in price during the Minimum Term of the Image
Management Product Schedule, unless agreed to in writing and signed by both parties.
PRODUCT SERVICE AND SUPPLIES
Ricoh will provide full coverage maintenance services, including replacement parts, drums, labor and all service calls, during Normal Business Hours. "Normal Business Hours" are between 8:00 a.m. and
5:00 p m , Monday to Friday excluding holidays ((i) New Year's Day; (ii) Memorial Day; (Ji) 4th of July; (iv) Labor Day; (v) Thanksgiving; (vi) Day after Thanksgiving; and (vii) Christmas Day), Ricoh will also
provide the supplies required to produce images on the Product covered under the Image Management Product Schedule (other than non -metered Product and soft -metered Product). The supplies will be
provided according to manufacturer's specifications. Ricoh reserves the right to assess a reasonable charge for supply shipments if you request overnight delivery. If Ricoh determines that you have used
more supplies than the manufacturer's recommended specifications, you will pay reasonable charges for those excess supplies and/or Ricoh may refuse you additional supply shipments, or as otherwise
agreed to by the parties. Optional supply items such as paper and transparencies are not included, unless otherwise agreed to by the parties in writing. Charges are based on standard 8.5x11 images, Ricoh
reserves the right to assess additional images charges for non-standard images, including I 1x1 7 images.
RESPONSE TIME COMMITMENT
Ricoh will provide a one hour (1) phone response to service calls measured from receipt of your call. Ricoh will provide a four (4) business hour average response time for all service calls located within a
major metropolitan area, and an eight (8) business hour average response time for service calls located fifty (50) miles or greater from a Ricoh service center for the term of the image Management Product
Schedule. Response time is measured in aggregate for all Product covered by the Image Management Product Schedule.
UPTIME PERFORMANCE CON11MITIMENT
Ricoh will service the Product to be Operational with a quarterly uptime average of 954'o during Normal Business Hours, excluding preventative and interim maintenance time. Downtime will begin at the time
you place a service call to Ricoh and will end when the Product is again Operational. You agree to make the Product available to Ricoh for scheduled preventative and interim maintenance. You further agree
to give Ricoh advance notice of any critical and specific uptime needs you may have so that Ricoh can schedule with you interim and preventative maintenance in advance of such needs. As used in these
Service Commitments, ;'Operational" means substantial compliance with the manufacturer's specifications and/or performance standards and excludes customary end-user corrective actions.
IMAGE VOLUME FLEXIBILITY AND PRODUCT ADDITIONS
At any time after the expiration of the initial ninety day period of the original term of the Image Management Product Schedule to which these Service Commitments relate, Ricoh will, upon your request,
review your image volume. If the image volume has moved upward or downward in an amount sufficient for you to consider an alternative plan, Ricoh will present pricing options to conform to a new image
volume. If you agree that additional product is required to satisfy your increased image volume requirements, Ricoh will include the product in the pricing options. The addition of product and/or
increases/decreases to the Guaranteed Minimum Images requires an amendment ("Amendment") to the Image Management Product Schedule that must be agreed to and signed by both parties to the
Schedule. The ten of the Amendment may not be less than the remaining term of the existing Image Management Product Schedule but may extend the remaining term of the existing Image Management
Product Schedule for up to an additional 60 months, Adjustments to the Guaranteed Minimum Images commitment and/or the addition of product may result in a higher or lower minimum payment. Images
decreases are limited to 25%. of the Guaranteed Minimum Images in effect at the time of Amendment.
PRODUCT AND PROFESSIONAL SERVICES UPGRADE OPTION
At any time after the expiration of one-half of the original term of the Image Management Product Schedule to which these Service Commitments relate, you may reconfigure the Product by adding,
exchanging, or upgrading to an item of Product with additional features or enhanced technology. A new Image Management Product Schedule or Amendment must be agreed to and signed by the parties to
the Schedule, for a term not less than the remaining term of the existing Image Management Product Schedule but may, in the case of an Amendment, extend the remaining term of the existing Image
Management Product Schedule for up to an additional 60 months. The Cost of Additional Images and the Minimum Payment of the new Image Management Product Schedule will be based on any
obligations remaining on the Product, the added product and new image volume commitment, Your Ricoh Account Executive will be pleased to work with you on a Technology Refresh prior to the end of
your Image Management Product Schedule or Amendment.
PERFORMANCE COMMITMENT
Ricoh is committed to performing these Service Commitments and agrees to perform its services in a manner consistent with the applicable manufacturer's specifications. Should a Product or an accessory
not be able to be maintained in conformance with manufacturer's specifications, Ricoh shall, at its own expense, replace such Product with another unit of the same product designation as that Product and
Ricoh shall bear all installation, transportation, removal and rigging charges in connection with the installation of such replacement unit; provided, however that (a) the replacement unit may be a
reconditioned or otherwise used unit rather than a new unit; and (b) if a replacement unit of the same product designation as the unit of Product it replaces is not available, the replacement unit may be a
product of substantially similar or greater capabilities. Ricoh shall re -perform any Services not in compliance with this warranty and brought to Ricoh's attention in writing within a reasonable time, but in no
event more than 30 days after such Services are performed. If you are dissatisfied with Ricoh's performance, you must send a registered letter outlining your concerns to the address specified below in the
"Quality Assurance" section. Please allow 30 days for resolution.
ACCOUNT MANAGEMENT
Your Ricoh sales professional will, upon your request, be pleased to review your product performance metrics on a quarterly basis and at a mutually convenient date and time. Ricoh will, upon your request,
be pleased to annually review your business environment and discuss ways in which Ricoh may improve efficiencies and reduce costs relating to your document management processes.
QUALITY ASSURANCE
Please send all correspondence relating to the Service Commitments via registered letter to the Quality Assurance Department located at: 3920 Arkwright Road, Macon, GA 31210, Attn: Quality Assurance.
The Quality Assurance Department will coordinate resolution of any performance issues concerning the above Service Commitments Win your local Ricoh office. To ensure the most timely response please
call 1-888-275-4566.
MISCELLANEOUS
These Service Commitments do not cover repairs resulting from misuse (including without limitation improper voltage or environment or the use of supplies that do not conform to the manufacturers
specifications), subjective matters (such as color reproduction accuracy) or any other factor beyond the reasonable control of Ricoh. Ricoh and you each acknowledge that these Service Commitments
represent the entire understanding of the parties with respect to the subject matter hereof and that your sole remedy for any Service Commitments not performed in accordance with the foregoing is as set
forth under the section hereof entitled "Performance Commitment'. The Service Commitments made herein are service and/or maintenance warranties and are not product warranties. Except as expressly
set forth herein, Ricoh makes no warranties, express or implied, including any implied warranties of merchantability, fitness for use, or fitness for a particular purpose. Neither party hereto shall be liable to
the other for any consequential, indirect, punitive or special damages. Customer expressly acknowledges and agrees that, in connection with the security or accessibility of information stored in or
recoverable from any Product provided or serviced by Ricoh, Customer is solely responsible for ensuring its own compliance with legal requirements or obligations to third parties pertaining to data security,
retention and protection. These Service Commitments shall be governed according to the laws of the State where your principal place of business or residence is located without regard to its conflicts of law
principles. These Service Commitments are not assignable by the Customer. Unless otherwise stated in your Implementation Schedule, your Product will ONLY be serviced by a 'Ricoh Certified
Technician". If any software, system support or related connectivity services are included as part of these Service Commitments as determined by Ricoh, Ricoh shall provide any such services at your
location set forth in the Product Schedule as applicable, or on a remote basis. You shall provide Ricoh with such access to your facilities, networks and systems as may be reasonably necessary for Ricoh to
perform such services. You acknowledge and agree that, in connection with its performance of its obligations under these Service Commitments, Ricoh may place automated meter reading units on imaging
devices, including but not limited to the Product, at your location in order to facilitate the timely and efficient collection of accurate meter read data on a monthly, quarterly or annual basis. Ricoh agrees that
such units will be used by Ricoh solely for such purpose. Once transmitted, all meter read data shall become the sole property of Ricoh and will be utilized for billing purposes,
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INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRSA / SRCC AGENDA ITEM NO. 3_ C
DATE OF MEETING: November 3, 2014
FROM: GUS BUSH, IT MANAGER
DEPARTMENT: MANAGEMENT SERVICES, IT
DATE: OCTOBER 20, 2014
TITLE OF DOCUMENT: RESOLUTION AUTHORIZING CITY MANAGER TO ENTER INTO A LEASE
WITH RICOH USA, INC., (RICOH) FOR A NEW PRINT SHOP COPIER.
'be—partment Head (signature)
APPROVED AS COUNCIL/ AGENCY
AGENDA ITEM:
City Manager (STgnature)
X07139 -37-107M
1111 IS 1111
F -Al N 21:110A 2 DRUM LOA 10A :4 &
City Attorney (signature) 0 1 1