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