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HomeMy WebLinkAboutAgenda Report - November 20, 2013 C-10AGENDA ITEM C, A O tj& CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Agreement with Ray Morgan Company for Copier Maintenance ($117,986) MEETING DATE: November 20, 2013 PREPARED BY: Jordan Ayers, Deputy City Manager/Internal Services Director RECOMMENDED ACTION: Adopt Resolution authorizing City Manager to execute agreement with Ray Morgan Company for copier maintenance. BACKGROUND INFORMATION: The City owns 16 Canon copier machines that require ongoing maintenance. The City originally purchased the majority (nine) of these copiers from Ikon Office Solutions along with a contract for provision of their maintenance in the latter part of 2007. Subsequently, Ricoh USA, Inc. purchased Ikon, and responsibility for maintenance of our copiers shifted to Ricoh. Unfortunately, Ricoh is also a manufacturer of copiers - in effect, a major competitor of Canon. Canon recently issued notice that it would no longer supply replacement parts for any Canon machines maintained by Ricoh USA, Inc. This fact necessitated a new copier maintenance arrangement for the City before Ricoh no longer has access to replacement parts. Ricoh agreed to continue providing maintenance on a month-to-month basis until a more permanent agreement could be established. The City issued a Request for Information on August 1, 2013 inviting firms to describe the best plan whereby they could provide the City with copier services. Included in the request was the requirement that the firm use an already competitively bid public sector contract. Submitted proposals ranged from options where only basic maintenance services were provided, up to options where all Canon machines would be replaced with reconditioned copiers and leased or new leased machines would be provided. Upon evaluating information submitted, it became clear the additional cost of leasing did not warrant replacing our currently owned fleet, which if maintained well, has many more years of remaining life. The analysis of information submitted ultimately determined that Ray Morgan Company presented the lowest overall cost for the three-year term of the agreement and provides the best value for the maintenance of our Canon copiers. Toner is a significant expenditure relative to the operation of any City copier. Ray Morgan has included the cost of all toner (specifically recommended by the manufacturer for use in our Canon machines) in their flat rate per copy. Ray Morgan will be charging an average rate of $0.008 per black & white copy and $0.053 per color copy. The City will not be penalized for going under or over any set minimum or maximum copy limits on any of our Canon copiers. Staff recommends award of this maintenance agreement under University of California Contract No. 708/OP/009 which is a publicly bid contract already in existence, and that Council approve the attached resolution authorizing the City Manager to enter into an agreement with Ray Morgan Company for the maintenance of Canon Copiers located throughout City offices. APPROVED: k_�A Y Konradt Bartlam, City anager FISCAL IMPACT: Annual maintenance costs for the 16 Canon copiers is $36,875.57. The contract also includes $7,359.30 in up -front repair costs for existing machines. Total cost of the contract over the three-year period is $117,986. Maintenance costs under the proposed contract are estimated to be about half of what the City is currently expending. FUNDING AVAILABLE: All impacted departments have funds appropriated in the FY 2013-14 Budget for the provision of copier maintenance services. Jordan Ayers, Deputy City Manager Prepared by: Kirk J. Evans 2 Ane Ray Morgan Company canon 3131 Esplanade, Chico, CA 95973 PH: (530) 343-6065 FAX: (530) 343-9470 MAINTENANCE AGREEMENT Date: 11/7/2013 Contract #� Purchase Order# RMC Account Rep: Tamara Landa Becker (Include herd copy If PO is required) — ----- BILL TO: Company Name: City of Lodi De artment: Accounts Payable Address: PO Box 3006 City: Lodi County: San Joaquin State: CA Zip; 95241 Phone #: 209 333-6721 Fax: 333-6795 Contact: Michelle Munoz Email Address: mmunoz Jodi. r AGREEMENT START DATE: This maintenance plan is effective ror 38 months from the agreement start date (Install date if applicable). Contract has a one year opllon. Base charges are payable In advance with overages billed In arrears SHIP TO: Company Name: City of Lodi Department: Accounts Payable Address: PO Box 3006 City: Lodi County: San Joaquin State: CA Zip: 95241 Phone #: 209 333-6721 Fax: 333-6795 r1E ontact: Michelle Munoz manaddress: mmunoz lodi.or Meter Contact Information:(for those not pulling electronically) Contact Name: Kirk Evans Phone Number: (209) 333-6708 Email Address: k V9 s 1 dl. OV Primary Service Tech: COVERAGE TYPE: (Network support and related technical services are NOT covered by this agreement Such services are offered with optional TSA agreement.) F-1 STANDARD (GF) (Includes all parts & labor, Excludes ALL consumables.) El Excludes Drum (GP) X BUNDLED (AI)- Including KIP Wide Format w/o paper (includes all parts, labor and consumable toner. Consumables such as, but not limited to staples, ink stamps, paper or specialty media are excluded) Wide Format "Plus" (AIP) (includes all parts, labor & supplies, including 20 /b standard bond paper) FNONSTANDARD (TO) (Includes consumable toner cartridges only. Excludes all parts, labor, and consumables such as, but not limited to staples, ink stamps, paper or specialty media) COVERED EQUIPMENT COVERED EQUIPMENT ESTIMATED ANNUAL VOLUME MANUFACTURER'S LD PUBLISHEDYIELDCHARGE PER CONTAINER MINIMUMVOLUMR PER MONTH MINIMUM CHARGEPER MONTH OVERAGEIPER COPY CHARGE IRC 3480i CZKO2026 Parks charge according to the Manufacturers Published Yield per Container. At RMC's discretion, RMC may perform a Toner Usage Reconciliation audit from time to lime. If IRC 3225 DFH04863 EUD Warehouse The above stated pricing is based upon the RENEWAL• YES NO IR 5055 MAS03658 Finance "Estimated annual volume". All images will be BILLING CYCLE - Bases BILLING CYCLE - Meters IRC 5185i MER00297 Fire Dept - Admin Morgan Company shall adhere to all statements Xl Monthly E] Annual ox Monthly DAnnual IRC 5185i MER00298 Finance materials as set forth in the response to the City of _ Quarterly 0 Semi -Annual 0 Quarterly Semi -Annual IRC 51851 MER00455 Recreation Maintenance dated 8/22/2013. Customer agrees to purchase and RAY MORGAN COMPANY agrees to provide maintenance service for the equipment listed above, Minimum Total Per QUANTITY OF TONER INCLUDED IN AGREEMENT: MONTH $0.00 In the case of supply inclusive agreements, RMC will supply to Ifie us Omer ffner free o (Plus Applicable Taxes) charge according to the Manufacturers Published Yield per Container. At RMC's discretion, RMC may perform a Toner Usage Reconciliation audit from time to lime. If SPECIAL INSTRUCTIONS Customers toner usage exceeds the manufacturers published yields, RMC will bill the Customer for excess toner usage Its lowest published price. The above stated pricing is based upon the RENEWAL• YES NO guaranteed number of images listed under "Estimated annual volume". All images will be BILLING CYCLE - Bases BILLING CYCLE - Meters billed monthly in arrears for actual usage. Ray Morgan Company shall adhere to all statements Xl Monthly E] Annual ox Monthly DAnnual made regarding the provision of services and materials as set forth in the response to the City of _ Quarterly 0 Semi -Annual 0 Quarterly Semi -Annual Lodi's Request for Information - Copier No base billing Maintenance dated 8/22/2013. Customer agrees to purchase and RAY MORGAN COMPANY agrees to provide maintenance service for the equipment listed above, In accordance with the terms and conditions of this agreement. No terms or conditions, expressed or implied, are authorized unless they appear on the original of this agreement and are signed by the customer and an officer of RAY MORGAN COMPANY, The additional terms and conditions of this agreement listed on the reverse side are incorporated In and made part of this agreement, No change, alteration or amendment of these terms and conditions are authorized or effective uniess agreed upon in wdting by an officer of RAY MORGAN COMPANY. No course or dealing or other conduct or custom shall constitute an amendment to the terms hereof nor after or vary the terns of title agreement. Q X CUSTOMER SIGNATURE Print Name RMC APPROVAL TITLE DATE Approved as to form Deputy City AttallW1 1 of 2 v 7,02 5/17/2013 RMC MAINTENANCE AGREEMENT - TERMS S CONDITIONS 1 During the term of this agreement, and for each unit of equipment listed on the front of this document or any subsequent amendment or Schedule, the Ray Morgan Company (RMC) will provide, without additional charge, emergency repair service, preventative service, replacement parts (except under the conditions noted in this agreement) and in case of supply inclusive agreements (see from page for this agreement's speck coverage) all supplies (except, as applicable, paper and staples) under the usage limitation conditions listed in the front page of this document The initial term of this agreement shall be for a period of 36 months and shall be automatically renewed for an additional 12 month period at the City Managers Option. This agreement shall NOT be assignable by customer without RMC's prior written consent. RMC shall have the right to cancel this agreement if any item is sold to a third party without such consent. 2 Maintenance charges provided herein are based upon the U.C. Contract and shall be paid at the per copy rates per machine shown on Schedule A Rates shall not change during the life of this agreement. In addition, the minimum billing charge, on any single billing period shall be $35,00 (this is for the entire bill) a) RMC shall update each machine in accordance with the listed parts/services shown on Schedule B for the not to exceed price shown for each machine. RMC shall invoice City for actual costs, not to exceed the amount shown for each machine on Schedule B, upon completion of all work shown in Schedule B for all machines. City shall pay invoice within 30 days of receipt 3 It is understood that should customer wish to add additional, recently acquired but not "neW, printers (HP, Kyocera and the like) to this agreement that RMC reserves the right to inspect and approve the addition of each. Such approval is contingent on age and overall condition of the printers in question. RMC might, after inspection, require that certain reconditioning or repairs be made before the equipment in question is covered under this maintenance agreement, 4 All routine preventative maintenance and emergency service necessary to keep the equipment in efficient operating order will be performed by RMC staff during its regular business hours (8:00 AM to 5:00 PM Monday through Friday except holidays) at no cost to Customer provided that such services shall not include the following: a) repairs resulting from causes other than normal use; Customer's willful act, use of any paper stock that does not most machine specifications, negligence or misuse including, without limitation, damage to any part or mechanisms and/or use or supplies or spare parts not manufactured and/or use or supplies or spare parts not manufactured by the original equipment manufacturer and which cause abnormally high service calls or service problems; accident, transportation, failure of electrical power, air conditioning or humidity control related problems, ads of nature (fire , flood etc), theft or b) repairs made necessary by service performed by personnel other then an RMC representative, or c) work which the customer requests to be performed outside regular business hours, or d) reconditioning or modification to the equipment except those specified by RMC's Technical Service Department to assure greater performance of the equipment. All of the foregoing shall be invoiced in accordance with RMC's established per call rates and part charges then in effect. Additionally, RMC shall have the right, when reasonably in need for reasons of significant equipment failure, to substitute equivalent Equipment (age, model, accessories and meter) at any time during the term thereof, Any removed parts replaced by RMC shall become the property of RMC. RMC shall have full and free access to the Equipment in order to provide service thereon and customer shall from time to time advise RMC of the names of its employees who shall ad as "key operators," with responsibility for performing basic operator maintenance as described by RMC personnel 5 Certain 'housekeeping" duties as outlined in the Owners Instruction Manual provided with the equipment (such as cleaning the glass, clearing misleads, if possible, etc) are the customer's responsibility, if a representative of RMC is called to do servicing of this nature the customer will be charged at the established rates for this service. Customer responsible for providing manufacturer recommended, adequate power supply, 6 Meter reading(s) must be provided by customer in accordance to the frequency stated on the reverse side of this Agreement. Customer agrees to provide cored meter readings to insure accurate and timely billing to the customer by RMC. If correct meter readings are not provided timely, RMC will calculate an estimated meter reading(s) and bill the Customer in accordance to the frequency contracted for. RMC will request meter readings via email. Upon receipt of email, it is the customer's responsibility to submit the meter reading(s) online at www.roymorgan.com. RMC may assess an additional surcharge to offset administrative costs should calls need to be made to Customer in ordar to secure meter readings, If the customer is not able to receive emeils or submit meter readings online. RMC will fax a request for meter reading(s) in which case the customer must fax back the information requested on the date specified in order to avoid an additional administrative surcharge. 7 Additional service such as cosmetic, modification, or relocation, etc, requested and authorized by Customer and rendered by RMC will be charged at established rates for such seance. 8 If customer's service and/or supply account becomes past due, RMC may (a) refuse service or delivery of supplies until account is made current or (b) provide service on a C,O,D, per call basis at the then current rate for time and materials. Additionally, Customer agrees to pay to RMC its cost and expense of collection Including reasonable allomey's fees and all charges earned for service provided before the Customer went on a per call C.O.D, basis for non-payment per the terms of the agreement 9 Liquidated damages: In the event that the customer defaults or Gooses to cancel this Agreement before its original term or any extension thereof, Customer promises to pay to the Ray Morgan Company the following amounts as reasonable liquidated damages (and not as a penalty) for breach thereof: a) Contracts with 24 or more months remaining: twelve times the monthly base (or as the case may be quarterly base divided by 3) plus six months average overages, if any, Overage average shall be determined as the average sum of overage billing the customer has been invoiced for during the current term or 6 months whichever is longer, b) Contracts with 13 to 23 months remaining: nine times the monthly base plus six months average overages, if any. Overages average shall be determined as the average sum of overage billing the customer has been invoiced for the previous 6 months, c) Contracts with 12 or less months remaining or any subsequent 12 month renewal: six times the monthly base plus six months average overages, if any. Overeges average shall be determined as the average sum of overage billing the customer has been invoiced for during the previous 6 months. 10 Cancellation for Non -Performance: Customer may cancel the agreement for non-performance as follows: Customer must forward to RMC via registered mail, to the address listed on the front of this document, the specific problems with the system or other area(s) of non-performance and dissatisfaction. RMC shall have 30 days to cored the problem. If RMC has not corrected the problem within 30 days, Customer may notify RMC of their intent to cancel in 30 days, after which time the Customer is no longer bound by the Liquidated Damages portion of this agreement Cancellation of the maintenance agreement for non-performance does not provide relief to the Customer from being obligated to make all remaining lease payments (it any) to the leasing company providing financing services for the equipment in question. This agreement may be cancelled by RMC for any reason with a 30 day notice. 11 Retained Title: Title to all supplies furnished hereunder, including consumable parts such as drums, remains with the Ray Morgan Company until said supplies are consumed to the extent they may not be further utilized in the copy/printing process. In the event this agreement is cancelled by either party, Customer agrees to return to the Ray Morgan Company all unused supplies provided under this agreement including toner and photoconductor, 12 RMC's obligation and warranties under this Agreement are in lieu of (a) all other warranties, expressed or implied, including implied warranties of merchantability and fitness for a particular purpose and (b) all other obligation or liabilities for damages including but not limited to personal injury or property damage, loss of profit or other consequential damages arising out of or in connection with this agreement of the maintenance service performed hereunder. Nor shall RMC be responsible for delays or inabilities to service caused directly or indirectly by strikes, accidents, climatic conditions or any other reason of similar nature beyond its control, This agreement shall be governed and construed according to the laws of the State of California. 13 Payment terms are upon receipt of invoice (URI) unless otherwise specified, Late charges will be assessed on the outstanding balance if payments are not received within 30 days of invoice date. The minimum late charge is $9.60. Late charges will not exceed the maximum permitted by law, Customer agrees to pay to RMC a charge of $25 for any returned checks per occurrence if any of seller's checks are returned to RMC unpaid. Upon default of any payment or any other aspect of this Agreement, RMC may at its option, declare the entire outstanding balance due and payable, including the Liquidated Damages stated in Section 9 of this Agreement, 14 In the event of any litigation arising out of this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and costa from the other. 15 Insurance Requirements for Contractor -The contractor, Ray Morgan Company, shall take out and maintain during the life of this Agreement, insurance coverage as set forth in Exhibit A attached hereto and incorporated by this reference. 18 The response to the Request for information submitted by Ray Morgan Company to the City of Lodi dated August 22, 2013, is incorporated herein as through fully set forth, i agreement constitutes the entire agreement between the parties with respect to the furnishing of maintenance service superseding all previous proposals oral or written. No ssentation or statement not contained herein shall be binding upon RMC as a warranty or otherwise, nor shall this Agreement be modified or amended unless signed by RMC's General ager _j v7.211/7/2013 Customer Initials Page 2 of 2 ApprawA as to Corm Deputy City Attorney K Ra Morgan Company Canon MULTIPLE EQUIPMENT MAINTENANCE SUPPLEMENT Dab: 111712013 Sates Representative: Tamara Lands Becker of Loa 95241 COVERED EQUIPMENT Minimum Total Per 8181ng Cycle I (Plus AppkaW Taxes)_ is 1 CLQ Siert MINIMUM VOLUMRPER MINIMUM CHARGE PER POOL MODELN BERIALN Mee6lee RW 6tert M�Ytt MIXe� ESTIMATEDANNUAL VOLUME BILLING BILWNC (Trapp.) JOVERAGEI PER COPY IDN CYCLE CYCLE CHARGE 5185i _MER01WWeterTmatmalt MER03183 _. iii L _ Plant EUO Engineering _ .. EUD-Adn1n Cbdcel Public Works. MSC _IRC IRC 51851802984 _. IRC 518M IRC 51851 _ MElil 2 _ IRC 33801 . _ k9U�P04528 Wasbe Wler Trsatmart i IR 3025. -IR _ _ MTV06083 _ ._ 3025 MTV78588 HSS Swr ow Co he -Cod Room Minimum Total Per 8181ng Cycle I (Plus AppkaW Taxes)_ is 1 Schedule "X'- Pricing / Cost per Page Mono Color aged Cost Cost�ol B&W or per peror>1y Department Make / Model Color page page Fpexse City Clerk Canon IR5065 Black & White $ 0.0054 $I� EUD Annex - Admin Canon C3380i Color $ 0.0103 $ 0.0570 '►,, _ _,..#: EUD Admin - Clerical Canon C5185i Color $ 0.0070 $ 0.0526 �$ EUD Engineering Canon C5185i Color $ 0.0070 $ 0.0526.,E EUD Warehouse Canon IR3225 Black & White $ 0.0125 . Fire Dept.- Admin Canon IRC5185i Color $ 0.0070 Black & White $ 0.0054 $0.0526 mm-- 177 Finance Canon IR5055 Finance Canon C5185i Color $ 0.0070 $ 0.0526R OR Human Resources Canon IRC4580 Color $ 0.0070 $ 0.05265 �g HSS Senior Center - Admin Canon IRC4580 Color $ 0.0070 $ 0.0526 7:Ex HSS Senior Center - Conf. Room Canon IR3025 Black & White $ 0.0125& Parks Canon IRC3480i Color $ 0.0103 $ 0.0570 x Recreation Canon IRC5185i Color $ 0.0070 $ 0.0526 �,,�� a._ a Public Works - MSC Canon IRC5185i Color $ 0.0070 $ 0.0526 Waste Water Treament jCanonlR3025 Black & White $ 0.0125 . Water Treatment Plant ICanon IRC5185i Color $ 0.0068 $ 0.0510 $ 3,072.96 Schedule "B" - System Update Expense Parks IRC 34801 CZKO2026 $ 824.91 $ IFISLO14 EUD Warehouse IR 3225 DFHO4863 $ 417.27 $ Finance IR 5055 MAS036SS $ 374.48 $ Fire Dept - Admin IRC 51851 MER00297 $ 743.50 $ 409AS Finance IRC 53851 MER00298 S 1,034.91 $ 613.04 :Recreation IRC 51851 MER00455 $ 2,411.40 $ 1,576.98 Water Treatment Plant IRC 51851 MER01627 $ 1,803.60 $ 111si.52 EUD Engineering IRC 51851 MER02984 $ 389.10 $ 9137 EUD Admin - Clerical IRC 51851 MER03183 $ 841.71 $ 478.20 Public Works - MSC IRC 51851 MER0623S $ 920.37 $ 533.26 EUD Annex - Admin IRC 33801 MMP04526 $ 346.66 $ 13L66 Waste Water Treatment IR 3025 MTV05083 $ - $ - HSS Senior Center - Conf. Room IR 3025 MTVlSS66 $ 520.96 $ 253.67 HSS Senior Center - Admin IRC 4580 THM136 $ 1,034.91 $ 613A4 Human Resources IRC 4580 TNR0027S $ 1,102.21 $ 660SS City Clerk IR 5065 TVW02593 $ 225.84 $ 47.09 $ 12,991.83 $ 7,35930 Update Expense includes all parts, labor and supplies required to bring systems to manufacturers specifications Discounted price includes pricing discounts and labor will be provided at no cost When updating all systems RMC will update systems with most current software upgrades. Key operator and End User training will also be offered and scheduled. All parts and supplies used are OEM certified. Department Division Make ! Model Dept. Phone Number Administration City Clerk Canon IR5065 333-6800 ext. 2087 Electric Utility Administration Canon C3380i 333-6762 Electric Utility Administration - Clerical Canon C5185i 333-6762 Electric Utility Engineering Canon C5185i 333-6762 Electric Utility Warehouse Canon IR3225 333-6762 Fire Administration Canon IRC51851 333-6735 Intemal Services Financial Services - Revenue Canon IR5055 333-6800 ext. 2651 Intemal Services Financial Services - Acctg. Canon C5185i 333-6800 ext. 2651 Internal Services Human Resources Canon IRC4580 333-6704 PRCS HSS Admin Office Canon IRC4580 333-6782 PRCS HSS Conference Room Canon IR3025 333-6782 PRCS Parks Canon IRC3480i 333-6742 PRCS Recreation Canon IRC5185i 333-6742 Public Works Municipal Service Center Canon IRC5185i 333-6740 Public Works Water Svcs - White Slough Canon IR3025 333-6749 Public Works Water Treatment Plant Canon IRC5185i 333-6878 Insurance Reauirements for Contractor The Contractor shall takeout and maintain during the life of this contract, insurance coverage as listed below. These insurance policies shall protect the Contractor and any subcontractor performing work covered by this contract from claims for damages for personal injury, including accidental death, as well as from claims for property damages, which may arise from Contractor's operations under this contract, whether such operations be by Contractor or by any subcontractor or by anyone directly or indirectly employed by either of them, and the amount of such insurance shall be as follows: 1. COMPREHENSIVE GENERAL LIABILITY 2. COMPREHENSIVE AUTOMOBILE LIABILITY $2,000,000 Ea. Occurrence $1,000,000 - Ea. Occurrence $4,000,000 Aggregate NOTE: Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.). NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West Pine Street, Lodi, California, 95241-1910; (2) The insurance certificate must state, on its face or as an endorsement, a description of the project that it is insuring. A copy of the certificate of insurance with the following endorsements shall be furnished to the City: (a) Additional Named Insured Endorsement Such insurance as is afforded by this policy shall also apply to the City of Lodi, its elected and appointed Boards, Commissions, Officers, Agents, Employees, and Volunteers as additional named insureds. (This endorsement shall be on a form furnished to the City and shall be included with Contractor's policies.) (b) Primary Insurance Endorsement Such insurance as is afforded by the endorsement for the Additional Insureds shall apply as primary insurance. Any other insurance maintained by the City of Lodi or its officers and employees shall be excess only and not contributing with the insurance afforded by this endorsement. (c) Completed Operations Endorsement A certificate of insurance with a Completed Operations Endorsement, CG 20 37 07 04, will be provided to the City of Lodi during construction and for three years after acceptance. (d) Severability of Interest Clause The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to increase the limit of the company's liability. (e) Notice of Cancellation or Change in Coverage Endorsement This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 W. Pine St., Lodi, CA 95240. Comnensation Insurance The Contractor shall take out and maintain during the life of this contract, Worker's Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any work is sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to provide insurance for the protection of said employees. A waiver of subrogation is required for workers compensation insurance. This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 W. Pine St., Lodi, CA 95240. NOTE: No contract agreement will be signed nor will any work begin on a project until the proper insurance certificate is received by the City. City of Lodil CA Request for Information Copier Maintenance Closing Date: 8/22/2013 City of Lodi - Financial Services Division 310 West Elm Street, Lodi, CA 95240 AleRay Morgan Company DocumENT TrcHNOL oGr sot uTlONS I. TABLE OF CONTENTS 11. Statement of Company Background: ................................................................................................................. ........... S, 111. Vendor Qualification and Experience...........................................................................................................................6 IV. Your RMC Team..................................................................................................................... .........86 ........................... V. Responses to Program Requirements........................................................................................................................10 Section A: Qualifications and Expertise of Contractor......................................................................................................10 Section B: Cooperative Purchase Contract........................................................................................................................12 SectionC: Pricing................................................................................................................................... ........12 SectionD: Scope of Work................................................................................................................................................................13 ClosingStatement..............................................................................................................................................................13 VI. Additional Benefits and Highlights........................................................................................................................14 Section I: Performance Guarantee...............................................................................................................................................14 Section11: Net Promoter Score..tee..............................................................................................................................................15 SectionIII Invoicing..........................................................................................................................................................................16 ScheduleA............................................................................................................................................................................................18 ScheduleB............................................................................................................................................................................................19 References............................................................................................................................................................................................20 Technology Solutions You Can Trust I Sample Company Initials: M Ray Morgan Company DOCUMENr rfCHNOL 06Y SOL UNONS Thursday, August 22, 2013 City of Lodi 310 West Elm Street Stockton, CA 95240 Re: Request for Information — Copier Maintenance Dear Kirk: Ray Morgan Company (RMC) is a financially stable, fast growing ($47 million in revenues in 2011 to over $55 million in 2012), well established (in business since 1956) California based (locally owned) company, whose success has come by partnering with clients to provide state of the art technology based solutions that improve efficiencies and reduce costs. Along with being an industry leading technology provider, we have been recognized by PROs Elite 100 as one of the 100 Best document technology dealers in the United States. This distinction is achieved by demonstrating superior service and sales excellence. To learn more about how the PROs Elite Certification benefits our clients please follow the link: (http:/Iwww.proselitedealers.com/customer benefits.php). We are Canon's second largest dealer in North America and trust that as a current Canon customer, we feel confident that your end-users have found Canon to be the outstanding product it is known for. in preparing our response, we have worked with all of our vendors to obtain most aggressive pricing. Additionally, our company represents the Samsung MFD &Laser Printer lines, along with various other technology offerings. Samsung, a leader in technological innovation, offers an alternative solution with reliable, state -of -the art products. The strong backing of these two industry-leading manufacturers should become evident to you as you review our pricing structure and response. The following highlights are areas Ray Morgan Company can assist the City with developing strategies. Some are capabilities your current systems have and others are solutions we provide. In the coming months we will request to meet with you and any department involved in implementing solutions focused on increasing productivity and reducing operating expenses. Scanning Customization: There are a variety of scanning solutions available on the market, but we have found that customers value ease of use and personal customization. RMC's solution is to provide either card or PIN code access. When end users identify themselves, using their card or PIN code, the machine is dynamically configured for that specific individual. A user will be able to scan to their email by simply pressing "Scan to Myself". The user will receive their email in their Outlook via an email that was sent from their personal email address. In addition, we can allow scanning to home folders. Without interaction from IT, users can select "Home Folder" and the document will be sent to their "User Drive" or "My Documents". Fax Server Integration with MFD's: We strongly recommend using a fax server to handle faxing as this will allow all of the districts MFDs to have fax functionality, if needed. Thanks to our experience and expertise in implementing a wide range of document technology solutions, we have been able to solve the common obstacles preventing entities from implementing fax servers. The challenge has been that users commonly have to go through tedious additional steps to send a fax. Ray Morgan Company has overcome these hurdles. Should you choose our company to be your provider, the end user will now Technology Solutions You Can Trust I Sample Company Initials: RleRay Morgan Company DOCUMENT TECHNOL oG r SOLUTIONS only need to identify themselves, enter a fax #, and press send (exactly as if the system had a fax board installed). The user experience is also enhanced by receiving transmission confirmation via email, along with incoming fax receptions. Secure Printing: Flexibility in printing has become extremely important in today's environment. In our solution you will find that users can print to a single print driver and have the ability to claim their print job from any MFD device. RMC focuses on IT standards and engineers all of our solutions to be able to remove traditional IT overhead (like dealing with a multiple printer drivers and printer configurations). Mobile Device Printing: Mobile printing has quickly become a requirement in the world we live in today. RMC understands the balance between user feature requests and the internal IT feasibility of such requests. As such, you will find in our solution that users will be able to print securely from any mobile device, without the requirement of a native app needing to be installed, or requiring the user to be on the internal wireless network. Even though there are native apps available, we find that user adoption is closely tied to simplicity and a universal approach. Accounting: RMC has extensive experience with various accounting solutions and we understand the goals of the City of Lodi in this area. Through the years of working with government entities and municipalities, we have found that at the end of the day, clients are looking for accounting software that is simple, yet effective, in managing and reporting costs. We expand on our accounting capabilities and how we have helped educational institutions control and reduce costs. Community: As we continue into new markets we continue with our past proven road map of success. We open local offices, we hire local employees, engrain ourselves and give back to the communities we do business in. In closing I would like to summarize that we are a large, financially stable independent dealership that has a tremendous amount of experience implementing and supporting the solutions that are being requested. Sincerely, Andreas Witt Regional Vice President Technology Solutions You Can Trust I Sample Company Initials: Ray Morgan Company DOCUMENT TECHNOLOGY SOL UT/ONS II. STATEMENT OF COMPANY BACKGROUND: Company History Established in 1956, the Ray Morgan Company has grown to be Canon's largest independent dealer in the western United States, and the second largest in the nation. Last year we were #1 in growth among all Canon independent dealers nationwide. This, combined with annual revenues exceeding $55 million dollars gives our organization stability, extensive experience and the financial resources to meet the needs of City of Lodi. However, bigger is not always better as some large "national" organizations tend to lose customer focus. On the contrary, we remain a highly responsive, customer centric organization with dealer principles very actively involved in day-to-day operations and always "one phone call away" from any customer issue. Our mission is to ensure the ongoing trust and loyalty of our clients by providing them with uncommonly great customer service and value in the sales and support of document technology products and services. Besides offering exceptional services, our company is also much more than a traditional "copier" company. In 1998 we established RMC ProIT—our professional IT services division. RMC ProlT specializes in providing solutions and support for small to mid-size organizations. These organizations recognize the cost benefit of having the broad based IT support available through outsourcing with a trusted and stable business partner, without the associated labor burden and ongoing training costs for a full time IT staff The fact that Ray Morgan Company is not just a copier company provides us with a unique perspective and makes us better at analyzing needs. Having the IT infrastructure to support the data that flows between the copier, printer, PC, server and business applications is critical. This understanding gives RMC the ability to touch more of the organization with our solution. Please understand that we just don't say we have the ability to integrate. We have the in-house staff and the customer testimonials as well. RMC has developed a complete suite of offerings that blend perfectly together. We provide best -in -class solutions in the following areas: • Multi -Function Devices • Printers • Wide Format & Specialty Printing Solutions • Production Print Solutions • Enterprise Document Management Solutions • Paperless Fax Server Solutions • Accounting/Usage Tracking Solutions (advanced scanning) • Monitors • Tablets (Smart School) • Digital Displays • Tailored IT Services and Solutions (Wireless) Technology Solutions You Can Trust I Sample Company Initials: Ray Morgan Company DOCUMENT rECHNOLOGYSOLURONS III. VENDOR QUALIFICATION AND EXPERIENCE Over the last 56 years, the Ray Morgan Company has built hundreds of business relationships with customers that span decades. We have been able to do this by adhering to the principles listed in our Mission, Values and Vision statements. Currently, we have over 24,000 document production devices under service contracts —a number that continues to grow monthly due to our excellent customer retention and our expanding customer base. After every service call a survey is sent to the customer asking them if they would refer RMC to a friend. Ninety percent (90%) of our customers give us an overwhelming 10 out 10 score. We believe that a key to our success is the fact that our leadership continually makes our Mission, Values and Vision statements part of our management culture and every interaction with our clients: MISSION • To ensure the ongoing trust and loyalty of our clients by providing them with uncommonly great customer service and value in the sales and support of document technology products and services. VALUES • We keep all of our promises. We do what we say we are going do — always • We realize that our products and services affect the productivity of our clients and as such we are COMMITTED to respond to their needs in a prompt manner and to operate without inefficient hierarchy and bureaucracy • We promise our clients to continually look for ways to reduce their costs and improve the productivity of their operations • We are committed to operational excellence, being known as a great company and a great place to work VISION • To be the top document technology provider in each of the markets we serve. Our Environment Ray Morgan Company shares Canon's and Samsung's vision for preserving our environment. Canon and Samsung both have taken the lead in tackling environmental problems by establishing a global recycling program for toner cartridges and developing products that are increasingly environmentally friendly. At Ray Morgan Company, we believe that we are responsible to the communities and the environment in which we live and work. We partner with companies that share a Green Earth Vision, such as our primary partner Canon's philosophy of kyosei—living and working together for the common good. As part of our philosophy, we have implemented long-term and eco -friendly initiatives and practices throughout the company and in our daily operations. Environmentally friendly actions don't have to be large to have an impact. Consistently reducing the amount of energy, water, and paper our businesses use in their daily operation can make a huge difference, both to the environment and to our pocketbooks. How much paper would you save over the course of a year, for instance, if you always ran double- .y sided copies? A small thing - but a big result! Technology Solutions You Can Trust I Saml Initials: i e) Ray Morgan Company DOCUMENT TECHNOLOGYSOLUTIONS As of February 1, 2012, RMC Headquarters in Chico, California has been powered exclusively by solar panels. There are many advantages to going solar, a few of these benefits are: far less burning of fossil fuels, produces clean energy resulting in drastic reductions in air pollution, tons of carbon dioxide emissions reduced, promotes energy independence and reduces the need for more power plants for residential applications. Follow this link to monitor Ray Morgan Company Solar usage: http://live.deckmonitoring.com/?id=ray_morgan). Our future plans include expanding the solar campaign and acquiring a fleet of eco -friendly, fuel-efficient hybrid vehicles for our service team. Sustainability Compliance EPEAT stands for Electronic Product Environmental Assessment Tool. EPEAT is the definitive global registry for greener products. EPEAT is more broad based assessment of the product's impact on the environment, it encompasses 10 areas of environmental concern. These include, elimination of environmentally sensitive materials in products, corporate performance, materials selections, design for end of life, product longevity/life cycle extension, end of life management of products, management of packaging, consumable management, and product related indoor air emission. We are pleased that both Canon and Samsung are both EPEAT industry leaders. Ray Morgan Company shares Canon's and Samsung's vision for preserving our environment. Canon and Samsung both have taken the lead in tackling environmental problems by establishing a global recycling program for toner cartridges and developing products that are increasingly environmentally friendly. We want to help the City of Lodi make an impact on the environment. Canon U.S.A., Inc. Most Energy -Efficient A3 MFP line of the Year Initials: Winter- 2013 Pick Award Technology Solutions You Can Trust I Sample Company Ray Morgan Company DOCUMENT rECHNOL OGY SOL UNONS IV. Your RMC Team Ray Morgan Company firmly believes in attracting, developing, and retaining the best people available; those who are reflective of our values, carry out the highest ethical standards, and share our passion to excel. These principles are exhibited in our daily work environment. Andreas Witt Regional Vice President Direct Phone 209-623-4040 Fax Number 209-472-7578 Mobile 209-470-0302 Email Address awitt@raymorgan.com Office Address Ray Morgan Company 7474 Shoreline Drive, Ste.1, Stockton CA 95219 Role Responsible for all project components and pricing Background/Qualifications35+years of industry experience (Sales & Operations) Erick Miller Vice President of Technology Direct Phone 530-230-4858 Fax Number 530-749-6969 Mobile 530-321-4165 Email Address emiller@raymorgan.com Office Address Ray Morgan Company 3131 Esplanade, Chico CA 95973 Role Manages our Network /Helpdesk Support team. He is responsible for all 3rd party integrations and network support. Background/Qualifications 11+year of industry experience (Technology) with RMC Tamara Landa Becker Major Account Executive Direct Phone 209-623-4032 Fax Number 209-472-7578 Mobile 209-969-3232 Email Address tlandabecker@raymorgan.com Office Address Ray Morgan Company 7474 Shoreline Dr. Ste. 1, Stockton, CA 95219 Role Sales and Account Management Background/Qualifications 14 Years industry experience, 10 years specializing in education Technology Solutions You Can Trust I Sample Company M Initials: _Ray Morgan Company DOCUMENT TECHNOLOGYSOLUT/ONS George Magao Direct Phone Fax Number Mobile Email Address Office Address Role Background/Qualifications Service Manager 209-623-4030 209-472-7578 916-203-5478 gmagao@raymorgan.com Ray Morgan Company 7474 Shoreline Dr. Ste. 1, Stockton, CA 95219 Responsible for overseeing field service repairs. 20 Years Industry experience, full line trained and certified on all Canon MFD technologies Ray Morgan Company firmly believes in attracting, developing, and retaining the best people available; those who are reflective of our values, carry out the highest ethical standards, and share our passion to excel. These principles are exhibited in our daily work environment. Technology Solutions You Can Trust I Sample Company Initials: AeRay Morgan Company L)OCUMENr TECHNOL OGY SOL URONS V. RESPONSES TO PROGRAM REQUIREMENTS "CONTENT OF SUBMITTAL" A. Qualifications and Expertise of the Contractor Below are responses to the "Qualifications and Expertise of the Contractor," for the City of Lodi as follows: Ray Morgan Company 7474 Shoreline Drive, Suite 1 Stockton, CA 95219 tiandat@raymorgan.com (800)640-6065 — Office (209)472-7578 — fax • RMC has (7) Service personnel and (3) IT personnel based out of our Stockton CA facility. • RMC will not have any work performed by subcontractors. • RMC calls are handled by LIVE operators during business hours. Placing a service/technical/network support/supply call is quick and easy since all phone operators are cross -trained, which eliminates the need for multiple transfers. o For our client's convenience we also offer the ability to place service by via: ■ By Phone: (Addressed above) Toll Free 866-754-7677 ■ By Email: service @raymorgan.com or supplies@raymorgan.com ■ By Fax: 530-343-5021 ■ By Internet: www.raymorgan.com o Once a service call has been entered by a live operator, the service call info is paged to the technician's cell phone. ■ The technician is required to contact the customer within one hour of receiving the page with an acknowledgement of the service call and ETA. in addition, all technicians carry laptops with Cellular Wireless communication devices. Technicians access a Service Website that they use to manage their service calls remotely. Error Codes and problem descriptions are transmitted to the technicians via text page and are displayed on the Service Website. o Should it be determined that the call is determined to be a software/network support call your call will be transferred to a ProlT Coordinator to schedule a time to handle your need promptly. ■ We provide both remote and onsite support for software and hardware based on the challenge and need of the client. o RMC coordinates all service calls through a centralized dispatch desk as follows: ■ Machine is experiencing a malfunction ■ Customer or remote diagnostics system contact central dispatch ■ Dispatch logs call noting make, model, serial # and problem ■ A unique ticket number is assigned to the call ■ The customer is given the ticket number for reference ■ Dispatch places call with appropriate service technician ■ Service technician responds back to dispatch upon completion ■ Repair and total down time are then calculated ■ Problem ticket is then closed ■ Credit for service copies Technology Solutions You Can Trust I Sample Company Initials: RffeRay_ Morgan Company DOCUUENT TECHNOL OGY SOL URONS ■ Monthly reports will be compiled for compliance of standards and exception for credit ■ Similar equipment will be furnished to the City on a no charge loan basis within one business days, if equipment covered by the maintenance will be out of service for more than two business days Additional Information on RMC Service Department Standards Along with the items mentioned above, here are more details on how Ray Morgan Company service department operates. 0 After the technician has contacted the customer with an ETA, the technician arrives and communicates with the Key Operator or individual that placed the service call to confirm the problem. The technician then services the equipment, resolving the problem(s) and performing all Preventative Maintenance. 0 When done with the equipment, the technician again communicates with the end user(s) to let them know the status of the repair and closes the service call via his/her laptop. 0 If, for any reason, the service issue escalates, the customer should contact the dispatcher with the complaint for the quickest response. The dispatcher will contact the appropriate Branch Service Manager with a request to contact the customer immediately. Equipment Loaners 0 If the technician determines that a unit cannot be made operable within 16 hours, a loaner request is sent to our Service Administrator. The Service Administrator will then contact the Inventory Control department, Warehouse Manager and appropriate service personnel (depending on the unit configuration). 0 Inventory Control assigns a unit for use as a loaner and sends a delivery setup/request to the Warehouse Manager. The Warehouse Manager then coordinates the setup and delivery of the unit. Once the initial request is received by the Service Administrator, the delivery time is normally within 24 hours. Average Response Time 0 The average on-site arrival response time after a service request notification is 4 hours or less. A technician will call the customer within Kone) hour of the call placement. Average Repair Time 0 The average repair time on-site is 83 minutes on all equipment serviced.. Average time on specific equipment will vary. Average Parts Availability 0 Our technicians carry an average of $10,000 of parts inventory in their company vehicles. Additional parts are housed in local service branches. Average Preventative Maintenance Cycle 0 The average preventative maintenance cycle is completely dependent on the equipment being serviced. It is our goal to perform some level of preventative maintenance on EVERY service call with the intent to maximize copies between service calls. Technology Solutions You Can Trust ( Sample Company Initials: Ray Morgan Company DOCUMENT TECHNOLOGY SOL UTIONS Problem Escalation 0 RMC always strives for customer satisfaction. Methodologies are in place to identify units not performing to standards. Our goal is to proactively identify any problems without involving the customer. 0 One way to do this is through threshold reports, which identify machines which have excessive calls. The customer can always contact their account representative, management or ownership at any time. Quarterly Service Reports 0 Our system is capable and we have experienced staff available to customize reports for the various needs of our customers. Network Systems Support 0 Our Network Service Support technicians have CompTIA and Microsoft certification. Additionally, they have multiple certifications. We partner with industry leaders in integration technology (i.e. connecting the computer to the multifunction device in a seamless manner). Remote Meters Gathering 0 RMC utilizes a non-invasive software solution called IMAGETracker for gathering meter reads. IMAGETracker discovers local/networked devices and sends out a broadcast for these devices to respond with the requested information (meters). The meter data is sent to a local database where it is then pulled from the web server by our Meter Coordinators and processed. This allows for correct and timely billing with no interrupting phone calls or reminders to the customer. 24/7 Service Availability 0 RMC will provide a phone number for afterhours support. The technician on call will answer all service requests. In order to minimize downtime, the technician will try to help resolve any issues over the phone. If this is not possible, he/she will respond on-site to conduct the repairs. 0 The cost for 24-hour service support is $300 per call out fee, up to 11:00PM and $400 for call outs after 11PM. B. Cooperative Purchase Contract RMC is opting to use the "University of California" contract for established piggy-backable pricing. There are a few contracts at the City of Lodi's disposal, this contract allows RMC to offer the best pricing available. C. Pricing See attached pricing schedule (Schedule A) for RMC service pricing The RMC cost -per -page maintenance rate includes preventative maintenance, parts, toner, consumable supplies, labor, travel fees, sales tax and all other Costs EXCEPT for paper. See attached estimates (Schedule B) for work required in order to place systems on a maintenance program with RMC. Technology Solutions You Can Trust I Sample Company Initials: RffeRay Morgan Company DOCUMENT rECHNOLOGrsoLurLONS D. Scope of Work Below is our response to the 7 points listed under "Scope of Work": 1) RMC representative will provide recommendations of equipment placement. This will occur during our scheduled account reviews. 2) We agree to allow the City of Lodi the ability to remove systems from the contract without penalty, provided a 30 day written notice is provided. 3) RMC agrees to a 36 month agreement with options to renew the contract for one year periods 4) RMC will be compliant with the City of Lodi's request, as noted on pages 11 & 12 "Additional Information on RMC Service Department Standards." 5) RMC will be compliant with the City of Lodi's request. as noted on pages 11 & 12 "Additional Information on RMC Service Department Standards." 6) RMC will be compliant with the City of Lodi's request, as noted on pages 11 & 12 "Additional Information on RMC Service Department Standards." 7) RMC will be compliant with the City of Lodi's request. CLOSING STATEMENT In closing, we would like to thank the City of Lodi evaluation staff for the opportunity to propose our service solutions and compete for your business. We feel that your decision to offer the utilization of this resulting contract to for the City of Lodi will have a positive impact for all departments. Technology Solutions You Can Trust I Sample Company Initials: Ray Morgan Company OOCUMfNr rfCHNOLOGY SOL Ur/ONS VI. ADDITIONAL BENEFITS AND HIGHLIGHTS SECTION I: PERFORMANCE GUARANTEE Up -time Performance Guarantee The Systems provided under this Agreement will be operational with a quarterly uptime average of 96%, excluding preventative maintenance time, or we will, upon your request, provide a loaner of similar or upgraded features at no additional cost, until the system is operational at the committed level of performance or client requests to have unit replaced under Performance Guarantee Exchange program. RMC Performance Guarantee At the Ray Morgan Company we measure our success by one standard: TOTAL CUSTOMER SATISFACTION. Every one of our employees is committed to ensuring that this is not just a marketing slogan but part of our everyday company culture. As part of the above commitment we are pleased to extend to all of our customers who purchase a new or reconditioned product from us the following Performance Guarantee: If at any time and fora period of up to 5 years from the date of purchase of any copier equipment from RMC, and as long as the unit is continually covered under an RMC Maintenance Agreement, we will, at your request and for cause, replace the machine in question with another one of same or similar model, age or newer and meter at absolutely no cost to you. All we ask is that you will provide us with a written description of what your equipment complaint is and give us 30 days to resolve the problem to your satisfaction. Should we fail with a remedy within the stated timeframe we will then promptly exchange the machine in question. Technology Solutions You Can Trust I Sample Company Initials: Ray Morgan Company DOCUMENT TECHNOL OGY SOLUTIONS SECTION II: NET PROMOTER SCORE Ray Morgan Company nucvvt.vr 77.l 1. i 711 Many companies claim that they have the "Best service in the business" but few even have a way to measure how happy customers are. Here at Ray Morgan Company . RMC we have a system that allows us to capture feedback after every service call. We use the Net Promoter Score system www.netpromoter.com Measuring Customer Satisfaction The average N. American company has a Net Promoter Scoreffi of 10. Some well loved companies reach scores into the 70s and 80s NPS' leaders • N. America 2012 Company NPS USAA 87% Trader)oe's t,pR 82% Wegman's LJ7' 78% Costco 9REWS, 77% Apple, ��', 72% How likely are you to recommend to a colleague or friend? Detractors Passives Promoters 0 1 2 3 4 S 6 9 10 NPS' 90.88 NPS 90.69 2412 YTO NPS: 94.69 Ranked 29 in North America' Surveys Sent 33835 Total Responses 3339 {9.87%) The Net Promoter Score (NPS)1, is a straightforward loyalty metric that holds companies and employees accountable for how they treat customers. It is both a loyalty metric and a discipline for using customer feedback to fuel profitable growth in your business. Employees at all levels of the organization understand it, opening doors to customer centric change and improved performance. D r_11_ d .1-V Net Promoter Scores 93 +- 92 91 90,9 goo 90 80 IV 11 41 lee df eu` 10 ata O ectlan an errflcanon I i dowered by CEO Juice Inc. Ray Morgan Company - RMC 13131 Esplanade, Chico, CA 95973 1530.343.6065 • Rankn g omaj US oral Canada copmr tkaers usr9 tho NPS:; syslorn ruo,. kd by CEO JuKc •• NN Paler NPS and Net P,—er Scwe ari frxdermarks of SX—las s"V—s me Si- 6 Cwnwnv aril Fred Reshhokl Technology Solutions You Can Trust ( Sample Company Initials: Ray Morgan Company DOCUMENT TECHNOLOGY SOLUTIONS SECTION III: INVOICING Contract Administration & Invoicing Capabilities All billing and account administration for The City of Lodi will be handled locally in our Chico office. The result is that the City of Lodi will always have a quick response from our friendly staff that will be familiar with the account in order to ensure the best possible customer service experience. Multi -Page Hardcopy Invoice Billing Initials: Invoices can be sent via hard copy or electronically based on the City's billing requirements. Specific machine identifiers (machine IDs) are assigned to each machine. The invoice will include the machine id, serial number, machine model and location. To assist in the City's internal billing process, a unique department code or accounting code can also be added to the invoice by machine or groups of machine. Based on the type of contract implemented, electronic spreadsheet billing may also be available. It is RMC's recommendation that there be a standing quarterly meeting between RMC and the City of Lodi to review device performance, level of service performance, accuracy of invoicing and any upcoming changes or additions that may occur. While this is not mandatory, it has proven helpful in other installations Technology Solutions You Can Trust ( Sample Company Ray Morgan Company DOCUMENT TECHNOLOGY SOLUTIONS Custom Billing Sample Technology Solutions You Can Trust I Sample Company Initials: M 94 �Fg :P'8'•8' 48^8 88 8o8,I8 a„s d �a�dg"s�oari=a�as�a4�a= CJ ['11112 $:.•�8a x3si$3��8�ait8�7 a •UmVm Me��g��F S{� 34� .2 _33g V P r�gwxx�'r 00 Wo o a�,��F�oyv ox�iKpapm. � R. �r 6f<44 <44 KY 9itna�a��;3 ME aaaaaaaaaa as aaa�a 'VC "Gosh 5�6>"'S na>c Technology Solutions You Can Trust I Sample Company Initials: Schedule "A" - Pricing / Cost per Pa-ge Mono Color Proposed Cost Cost Total B&W or per per Monthly Department Make / Model Color page page Expense C' Clerk Canon IR5065 Black & White $ 0.0054 $ 137.69 EUD Annex - Admin Canon C3380i Color $ 0.0103 $ 0.0570 $ 51.83 EUD Admin - Clerical Canon C5185i Color $ 0.0070 $ 0.0526 $ -54.98 EUD Engineering Canon C51851 Color $ 0.0070 $ 0.0526 $ 180.86 EUD Warehouse Canon IR3225 Black & White $ 0.0125 Fire Dept.- Admin Canon IRC5185i Color $ 0.0070 $ 0.0526 $ ` 176.67 Finance Canon IR5055 Black & White $ 0.0054 $ ;13.26 Finance Canon C5185i Color $ 0.0070 $ 0.0526 . $ =.98 Human Resources Canon IRC4580 Color $ 0.0070 $ 0.0526 " $ $22.57 HSS Senior Center - Admin Canon IRC4580 Color $ 0.0070 $ 0.0526 , $ 679.57 HSS Senior Center - Cont Room Canon IR3025 Black & White $ 0.0125 $ 168.58 Parks Canon IRC34801 Color $ 0.0103 $ 0.0570 Recreation Canon IRC5185i Color $ 0.0070 $ 0.0526 $ 517.87 Public Works - MSC Canon IRC5185i Color $ 0.0070 $ OA526 `. $: 171.63 Waste Water Treament Canon IR3025 Black & White $ 0.0125 $ 34.49 Water Treatment Plant Canon IRC5185i Color $ 0.0068 1 $ 0.0510 1 $ ` 42:99 Schedule "B" - System Update Expense Update Expense includes all parts, labor and supplies required to bring systems to manufacturers specifications Discounted price includes pricing discounts and labor will be provided at no cost When updating all systems RMC will update systems with most current software upgrades. Key operator and End User training will also be offered and scheduled. All parts and supplies used are OEM certified. Itemized list of estimates is available upon request. ® e m Parks IRC 34801 CZK02026 $ 824.91 $ 466.44 EUD Warehouse IR 3225 DFH04863 $ 417.27 $ 181.09 Finance IR 5055 MAS03658 $ 374.48 $ 151.14 Fire Dept - Admin IRC 51851 MER00297 $ 743.50 $ 409.45 Finance IRC 51851 MER00298 $ 1,034.91 $ 613.44 Recreation IRC 5185i MER0045S $ 2,411.40 $ 1,576.98 Water Treatment Plant IRC 5185i MER01627 $ 1,803.60 $ 1,151.52 EUD Engineering IRC 5185i MER02984 $ 389.10 $ 91.37 EUD Admin - Clerical IRC 51851 MER03183 $ 841.71 $ 478.20 Public Works - MSC IRC 51851 MER0623S $ 920.37 $ 533.26 EUD Annex - Admin IRC 33801 MMP04526 $ 346.66 $ 131.66 Waste Water Treatment IR 3025 MTV0S083 $ - $ - HSS Senior Center - Conf. Room IR 3025 MTVISS66 $ 520.96 $ 253.67 HSS Senior Center - Admin IRC 4580 TNR00136 $ 1,034.91 $ 613.44 Human Resources IRC 4580 TNR00275 $ 1,102.21 $ 660.55 City Clerk IR 5065 TVW02593 $ 225.841 $ 47.09 $ 12,991.83 $ 7,359.30 Update Expense includes all parts, labor and supplies required to bring systems to manufacturers specifications Discounted price includes pricing discounts and labor will be provided at no cost When updating all systems RMC will update systems with most current software upgrades. Key operator and End User training will also be offered and scheduled. All parts and supplies used are OEM certified. Itemized list of estimates is available upon request. R& Ray Morgan Company RMC References for -your review and contact: City of Patterson- RMC Major Account Tamara Landa Becker Contact: Maricela Vela, City Clerk 209-895-8014 Amador County- RMC Major Account Tamara Landa Becker Contact: Dave Dennis, Deputy Director 209-223-6783 City of Manteca — Major Account Executive Tamara Landa Becker Contact: Karen McLaughlin, City Manager 209-456-8062 City of Turlock — Account Executive Bryan Shaddix Contact: Betty Gonzales, Purchasing Manager 209-668-5590 XT 4460 7474 Shoreline Drive, Suite 1, Stockton, CA 95219 1 209.463.8046 ph 1 209.472.7578 N www.rayTorgon.com CITY OF LODI, CA REQUEST FOR INFORMATION COPIER MAINTENANCE Please Submit Information to: City of Lodi Financial Services Division 310 West Elm Street Lodi, CA 95240 Attn: Kirk Evans, Management Analyst Solicitation: Information for Copiers Maintenance Deadline for Submittal No later than 11:00 a.m. on Thursday, August 22, 2013 1 Purpose This is a request to solicit information from qualified firms to provide maintenance for Canon copiers currently in use in various City of Lodi departments. Please provide a proposal under a State of California Multiple Award Schedule, U.S. Communities, or other cooperative purchase agreement recommended by your firm. Information provided regarding maintenance must include parts, labor and travel expenses. The contract will be for a 36 -month period (September 2013 through October 2016) with an option to renew for a one-year period, billed monthly, and based on actual print/copy usage. City of Lodi Copiers The City of Lodi currently owns seventeen (17) Canon photocopiers located at various sites. Maintenance agreements for the majority of these copiers are now in effect on a month-to- month basis. Circumstances require creation of a new arrangement to ensure the City continues to receive ongoing maintenance for these copiers, or other machines with similar capabilities. The City is looking for a contractor to provide maintenance on these seventeen (17) copiers — or to provide replacement machines under a lease agreement in conjunction with maintenance services. The City is seeking regular maintenance for the copiers listed on Attachment #1 — City of Lodi — Canon Copier Inventory. This request will cover all copiers listed herein. The inventory lists the department and division where the copier is housed, make & model, date of purchase, whether the copier has color capability, along with meter readings broken into black & white, color and total counts. Information should be prepared simply, providing a concise description of your firm's ability to perform the requirements of this request. Include the following elements: . Name, mailing address, e-mail address, telephone, and fax number of your firm. • State the size and experience of the team assigned to the City and the location of office(s) from which this work will be performed. • Identify all work performed by subcontractors. • Describe how a service request is placed and processed during normal, evening, and weekend hours. State your average response time. • Confirm your adherence to the Scope of Work and describe how you plan to meet the City's needs. Describe tools, strategies, parts availability, and resources you would use to service our account and meet the City's needs both on a routine and on an emergency basis. It is expected the City will enter into an agreement based upon a competitively bid contract with a State of California agency, or other public sector agency. Please indicate the name and contract number of the agreement you propose the City and your firm will utilize. Describe in general terms the provisions of this contract, especially those that are applicable to the services your firm will be providing to the City of Lodi. The City is considering. two distinct options relative to its seventeen (17) Canon photocopiers: 1) Continued ownership of existing copiers - contractor provides maintenance for the copiers currently owned by the City of Lodi 2) City relinquishes existing copiers and enters into a lease agreement - the contractor would then provide maintenance for new copiers or copiers remanufactured to ISO 9001:2008 certification standards and leased to the City If your proposal is based on 1) continued ownership of existing copiers, state what upgrades or up -front costs are required. If your proposal is based on 2) providing maintenance for new or remanufactured copiers leased to the City, then: • Costs associated with the removal of existing copiers must be specked • Salvage value must be provided to the City for relinquishing existing copiers • The net result of both figures above must be shown Provide a cost -per -copy rate which would include annual lease (if applicable), preventative maintenance, parts, labor, travel fees, sales tax, and all other costs. Show all rate increases that will occur over the term of the contract. State how you would charge for evening and weekend service calls. Please provide pricing for toner as two options: • toner supplied by contractor, and • contractor does not supply toner and City purchases independently Do not include paper in your pricing. List any discounts that may be offered on materials, labor, or other goods and services. In order for the response to this request to be evaluated effectively, it is imperative that all costs the City will be expected to pay be stated and summarized in a clear and concise manner. The City is seeking contract pricing for copier preventive maintenance and repair and lease (if applicable) for seventeen (17) copiers (see Attachment #1). 3 1. Most of the City's copier inventory is between six and seven years old. Some machines generate less than 1000 copies per month, while a few produce well above 10,000 copies per month. Over the course of the contract, the City would like to receive recommendations from your firm regarding the optimal placement of its copiers given each machine's anticipated workload. 2. Once copiers have been placed in optimal locations, should the City choose to retain its current copier fleet, we will require a listing of each machine's projected life expectancy. Should any copiers have a life less than the term of the maintenance contract, the City shall have the option to remove those copiers from the maintenance agreement without penalty. Options for replacing the functionality of those copiers will then be explored. 3. Full service and maintenance shall be included for all copiers for the duration of the contract. The maintenance contract term shall be for a period of three (3) years - with an option to renew for a one-year period. This includes annual preventative maintenance, all parts, materials and labor. 4. The maintenance contractor should schedule preventative maintenance service calls ten business days in advance throughout the contract term for each piece of equipment. Scheduled preventative maintenance shall include but not be limited to routine cleaning, lubrication, necessary adjustments, and replacement of worn, unserviceable parts. The contractor shall adhere to prescribed maintenance schedules associated with each copier. 5. The contractor will be entrusted to assign the proper technician(s) for each repair based on i) type of equipment and ii) manufacturer authorization of the technician(s). Should follow-up work be required to correct recent work, including improper repairs, installation, or substandard parts, the City shall not be charged. After repairs have been made, all equipment must be fully functional and provide clean, clear copies. 6. Response to a request for service should be made within four (4) business hours after notification by City. Repairs to equipment should be completed within twenty-four (24) hours after the initial arrival of the service technician at the site. The contractor shall provide a free loaner copier of equivalent or greater capacity when existing equipment is anticipated to be out of service for longer than three days. 7. Contractor shall maintain a legible and detailed service log for all equipment and work performed under this contract. This log will be available at any time to City upon request. For questions regarding this request please contact: Kirk Evans Management Analyst City of Lodi 310 West Elm Street, Lodi, CA 95240 (209) 333-6708 kevans@lodi.gov Submittals are due to Kirk Evans no later than 11:00 am, Thursday August 22nd, 2013 4 07/09/2013 City of Lodi - Finance Make Model IRC 5185i Serial MER00298 Total Parts $ 874.91 Total Labor $ 160.00 Labor Discount (160.00) Parts Discount ($261.47) Total to contract $ 613.44 07/09/2013 City of Lodi - Fire Dept Make Model IRC 51851 Serial MER00297 Total Parts $ 583.50 Total Labor $ 160.00 Labor Discount (160.00) Parts Discount ($174.05) Total to contract $ 409.45 07/09/2013 City of Lodi - Human Resources Make Model IRC 4580 Serial TNR00275 Total Parts $ 942.21 Total Labor $ 160.00 Labor Discount FC9-3657-000 (160.00) Parts Discount $ ($281.66) $ Total to contract $ 660.55 07/09/2013 City of Lodi / Finance Make Model IR 5055 Serial MAS03658 FC9-3656-000 Registration Roller 2 $ 22.32 $ 44.64 FC9-3657-000 Roller Read 1 $ 21.20 $ 21.20 FY1-1157-000 Cleaning Web 1 $ 55.24 $ 55.24 FM2-9766-000 Thermistor 1 $ 43.68 $ 43.68 FM2-4161-000 ISub Thermistor 1 1 $ 49.72 1 $ 49.72 TOTALS 1 1 $ 192.16 1 $ 214.48 Total Parts Total Labor Labor Discount Parts Discount Total to contract 07/09/2013 City of Lodi / Park & Rec Make Model IRC 3480i Serial CZK02026 $ 214.48 $ 160.00 (160.00) ($63.34) FM2-9986-GUB BlkToner 1 $ 664.91 $ 664.91 160.00 Labor Discount 0256B001AA (160.00) Parts Discount $ ($198.47) $ Total to contract $ 466.44 1 $ 389.00 $ 389.00 0258B001AA Black Drum 1 $ 258.19 $ 258.19 FC7-0091-000 Belt ITB TOTALS $ 664.91 $ 664.91 Total Parts $ 664.91 Total Labor $ 160.00 Labor Discount 0256B001AA (160.00) Parts Discount $ ($198.47) $ Total to contract $ 466.44 07/09/2013 City of Lodi / Parks & Rec Make Model IRC 5185i Serial MER00455 0255B001AA Yellow Drum 1 $ 389.00 $ 389.00 0256B001AA Magenta Drum 1 $ 389.00 $ 389.00 0257B001AA Cyan Drum 1 $ 389.00 $ 389.00 0258B001AA Black Drum 1 $ 258.19 $ 258.19 FC7-0091-000 Belt ITB 1 $ 345.17 $ 345.17 FC7-4811-000 Transfer Roller 4 $ 51.96 $ 207.84 FB6-2934-020 Roller Transfer #2 1 $ 95.48 $ 95.48 FC7-0090-000 Secondary Transfer Roller 1 $ 77.36 $ 77.36 FG6-8989-030 Transfer Cleaning Assbly 1 $ 34.52 $ 34.52 FC9-3656-000 Registration Roller 2 $ 22.32 $ 44.64 FC9-3657-000 Read Roller 1 $ 21.20 $ 21.20 TOTALS $ 2,073.20 $ 2,251.40 Total Parts Total Labor Labor Discount Parts Discount $ 2,251.40 $ 160.00 (160.00) ($674.42) Total to contract $ 1,576.98 07/09/2013 City of Lodi / Public Works Make Model IRC 5185i Serial MER06235 FC7-0091-000 Transfer Belt 1 345.17 345.17 FC7-4811-000 Transfer Roller 4 51.96 207.84 FB6-2934-020 Transfer Roller 1 95.48 95.48 FC7-0090-000 Secondary Transfer Roller 1 77.36 77.36 FG6-8989-030 ITransger Cleaning Ass'y 1 11 34.521 34.52 TOTALS 604.49 760.37 Total Parts Total Labor Labor Discount Parts Discount Total to contract 07/09/2013 City of Lodi / Utilities Warehouse Make Model IR 3225 Serial DFH04863 $ 760.37 $ 160.00 (160.00) ($227.11) $ 533.26 9630A004BA Drum Unit 1 $ 257.27 $ 257.27 160.00 Labor Discount ($160.00) Parts Discount ($76.18) Total to contract $ 181.09 TOTALS $ 257.27 $ 257.27 Total Parts $ 257.27 Total Labor $ 160.00 Labor Discount ($160.00) Parts Discount ($76.18) Total to contract $ 181.09 07/09/2013 City of Lodi/ Front Make Model IRC 51851 Serial MER03183 0258B001AA Blk Drum 1 $ 258.19 $ 258.19 0255B001AA Yellow Drum 1 $ 389.00 $ 389.00 FG6-8989-030 Transfer Cleaning Assy 1 $ 34.52 $ 34.52 TOTALS 1 $ 681.71 $ 681.71 Total Parts $ 681.71 Total Labor $ 160.00 Labor Discount $ (160.00) Parts Discount $ (203.51) Total to contract $ 478.20 07/09/2013 City of Lodi/ Engineering Make Model IRC 5185i Serial MER02984 0258B001AA Black Drum (Prorated to 50% 1 $ 129.10 $ 258.19 160.00 Labor Discount ($160.00) Parts Discount ($37.73) Total to contract $ 91.37 TOTALS 1 1 $ 129.10 1 $ 258.19 Total Parts $ 129.10 Total Labor $ 160.00 Labor Discount ($160.00) Parts Discount ($37.73) Total to contract $ 91.37 07/09/2013 City of Lodi/ Utilities Annex Make Model IRC 3380i Serial MMP04526 0456B003BA Blk Drum (Prorated at 32% lif 1 $ 186.66 $ 186.66 160.00 Labor Discount ($160.00) Parts Discount ($55.00) Total to contract $ 131.66 TOTALS 1 1 $ 186.66 1 $ 186.66 Total Parts $ 186.66 Total Labor $ 160.00 Labor Discount ($160.00) Parts Discount ($55.00) Total to contract $ 131.66 07/09/2013 City of Lodi/Waste Water Treatment) Make Model IR 3025 Serial MTV05083 Total Parts Total Labor Labor Discount Parts Discount Total to contract 07/09/2013 City of Lodi/ City Clerk Make Model IR 5065 Serial TVW02593 FC9-3656-000 Registration Roller 2 $ 22.32 $ 44.64 FC9-3657-000 Read Roller 1 $ 21.20 $ 21.20 FG6-8989-030 (18.75) Total to contract $ 47.09 FM3-3778-GUB Fixing Unit 1 874.91 $ 874.91 TOTALS $ 43.52 $ 65.84 Total Parts $ 65.84 Total Labor $ 160.00 Labor Discount 1 ($160.00) Parts Discount FG6-8989-030 (18.75) Total to contract $ 47.09 07/09/2013 City of Lodi/ Water Treatment Make Model IRC 5185i Serial MER01627 0257B001AA Cyan Drum 1 $ 389.00 $ 389.00 FC7-0091-000 Transfer Belt 1 345.17 $ 345.17 FG6-8989-030 Transer Cleaner Assy 1 34.52 $ 34.52 FM3-3778-GUB Fixing Unit 1 874.91 $ 874.91 TOTALS $ 1,643.60 $ 1,643.60 Total Parts $ 1,643.60 Total Labor $ 160.00 Labor Discount ($160.00) Parts Discount $ (492.08) Total to contract 07/09/2013 City of Lodi/ Senior Center Make Model IRC 4580 Serial TNR00136 $ 1,151.52 FM3-3778-GNB Fixing Unit 1 $ 874.91 $ 874.91 160.00 Labor Discount 1 213.27 ($160.00) Parts Discount ($261.47) Total to contract $ 613.44 TOTALS 1 1 $ 360.96 1 $ 360.96 TOTALS 1 1 $ 874.911 $ 874.91 Total Parts $ 874.91 Total Labor $ 160.00 Labor Discount 1 213.27 ($160.00) Parts Discount ($261.47) Total to contract $ 613.44 07/09/2013 City of Lodi/ Senior Center Make Model IR 3025 Serial MTV18566 F65-4931-000 Fixing Roller 1 $ 20.16 $ 20.16 FC7-0242-000 Pressure Roller 1 127.53 $ 127.53 FM3-7068 Fixing Film Unit 1 213.27 $ 213.27 TOTALS 1 1 $ 360.96 1 $ 360.96 Total Parts $ 360.96 Total Labor $ 160.00 Labor Discount ($160.00) Parts Discount ($107.29) Total to contract S 253.67 RESOLUTION NO. 2013-203 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH RAY MORGAN COMPANY FOR COPIER MAINTENANCE SERVICES ------------------------------------------------------------------ ------------------------------------------------------------------ WHEREAS, the City of Lodi owns 16 Canon black and white and color copier machines; and WHEREAS, the lease agreement with Ricoh USA for maintenance of the majority of these copiers expired July 2013 and continues on a month-to-month basis; and WHEREAS, Ricoh USA has found itself in circumstances whereby it can no longer acquire Canon replacement parts on a long-term basis and therefore can no longer service the City's 16 Canon machines; and WHEREAS, the City requires continuing maintenance services on its Canon copiers. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve a three-year copier maintenance agreement for 16 Canon copier machines located throughout City offices with Ray Morgan Company; and BE IT FURTHER RESOLVED that the Lodi City Council hereby authorizes the City Manager to execute the Maintenance Agreement with Ray Morgan Company on behalf of the City of Lodi at the per copy rates specified therein for a period of three years with an option to extend for a further one-year period. Dated: November 20, 2013 I hereby certify that Resolution No. 2013-203 was passed and adopted by the City Council of the City of Lodi in a regular meeting held November 20, 2013, by the following votes: AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS 4cl DI HL-OLSON lerk 2013-203