HomeMy WebLinkAboutAgenda Report - April 4, 2018 C-08TM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Agreement with Ray
Morgan Company for City -Wide Copier Maintenance ($165,000)
MEETING DATE: April 4, 2018
PREPARED BY: Supervising Budget Analyst
RECOMMENDED ACTION:
Adopt resolution authorizing City Manager to execute an agreement
with Ray Morgan Company for city-wide copier maintenance not to
exceed $165,000.
BACKGROUND INFORMATION: The City of Lodi entered into a master copier maintenance
agreement with Ray Morgan Company in 2013. At that time, the
city owned 16 Canon copier machines located throughout city offices. Since that agreement, as
machines have needed to be replaced or purchased, departments have entered into separate
agreements with Ray Morgan for their copier maintenance needs. The city now maintains 18 Canon
copiers and desires to combine all agreements into one master five-year maintenance agreement with a
total not to exceed amount of $165,000 for the five-year period.
A consolidated master agreement provides greater oversight, ease of replacement when machines have
reached their useful lives, and consolidated billing services. The cost of maintenance is dependent upon
the machine model but ranges from $0.0066 to $0.01 per black and white copy and $0.051 and $0.065
per color copy. Per copy maintenance costs include service, parts, labor and toner.
Staff recommends the award of this maintenance agreement under the Shasta Union High School District
Contract No. A77-2031 which is a publicly bid contract already in existence and allowable under Lodi
Municipal Code 3.20.045 State and Local Agency Contracts, 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.
FISCAL IMPACT:
Annual maintenance cost for the 18 Canon copiers is estimated at $32,271. Total
estimate cost for a five year period is $161,354. Staff recommends a not -to -exceed
contract of $165,000 over the five year period.
FUNDING AVAILABLE:
AK:svb
All impacted departments have funds appropriated in the FY 2017-18
Budget for their copier maintenance needs and will request subsequent
appropriations in future budget years.
Andrew Keys
Deputy City Manager/Internal Services Director
APPROVED:
en SchwCity Manager
RWe Ray Morgan Company Cation
3131 Esplanade, Chico, CA 95973
MAINTENANCE AGREEMENT
Purchase Order#
(Include hard copy if PO is required)
BILL TO:
Company Name:
Lodi City Of
Department:
209 333-6800 X 2888
Address:
P.O. Box 3006
City:
Lodi
County:
San Joaquin
State:
Ca.
Zip:
95241
Phone #:
209 333-6800 X2888
Contact:
Susan Bjork
Email Address:
SbjorkaIOdi.gov
AGREEMENT START DATE:
This maintenance plan is effective for 60 months from the
agreement start date (install date if applicable). Base charges are
payable in advance with overages billed in arrears
PH: (530) 343-6065 FAX: (530) 343-9470
Date: 3/20/2018
Contract #
RMC Account Rep:
SHIP TO:
Tamera Landa Becker
Company Name:
Lodi City Of
Department:
209 333-6800 X 2888
Address:
221 W. Pine Street
City:
Lodi
County:
San Joaquin
State:
Ca.
Zip:
95240
Phone #:
209 333-6800 X2888
Fax:
Contact:
Susan Bjork
Email Address:
Sbjorkalodi.gov
eter Contact Information:( for those not pulling electronicall
Contact Name:
Susan Bjork
Phone Number:
209 333-6800 X 2888
Email Address:
Sbiork(a lodi.gov
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.)
❑ STANDARD (GF) (Includes all parts & labor; Excludes ALL consumables.) ❑ Excludes Drum (GP)
❑� BUNDLED (Al) (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 Ib standard bond paper)
❑ NON-STANDARD (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
MANUFACTURERS
PUBLISHED YIELD
PER CONTAINER
MINIMUM VOLUME
CHARGE PER
QUARTER
MINIMUM CHARGE PER
QUARTER
OVERAGE/PER COPY
CHARGE
See Attached Multiple Equipment Supplement
$ -
To Be Added TO Master MA
$ -
$ -
F TONER INCLUDED IN AGREEMENT:
inimum Total Per MONTH
In the case of supply inclusive agreements, RMC will supply to the Customer toner free of charge according to the
Manufacturer's Published Yield per Container. At RMC's discretion, RMC
may perform a Toner Usage Reconciliation audit from time to time. If Customer's toner usage exceeds the
manufacturer's published yields, RMC will bill the Customer for excess toner usage at its lowest
published price.
RENEWAL: YES ❑ NO ❑
BILLING CYCLE - Bases
❑ Monthly ❑ Annual
❑ Quarterly ❑ Semi -Annual
❑ No base billing
(Plus Applicable Taxes)
BILLING CYCLE - Meters
❑ Monthly 0 Annual
El Quarterly 0 Semi -Annual
0.00
SPECIAL INSTRUCTIONS
Shasta Piggy Back Contract With No Escalations
Master Agreement includes all Service, Parts, Labor
and Toner. (excludes Paper Only
For managed print agreements (Printers), you agree that if you retire, replace and/or add new equipment, you grant the Ray Morgan Company the ability to reflect these additions or
deletions of said equipment and your payment under this agreement may adjust accordingly.
For agreements without a base billing, the above stated pricing is based upon the guaranteed number of images listed under "Estimated annual volume". All images will be billed per the
billing in arrears for actual usage.
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 unless agreed upon in writing 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 alter or vary the terms of this agreement.
X
x
CUSTOMER SIGNATURE TITLE
Print Name
RMC APPROVAL
DATE
TITLE DATE
v 8.0 02/26/2016 Page 1 of 2
1
RMC MAINTENANCE AGREEMENT - TERMS & CONDITIONS
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 front page for this agreement's specific coverage) all supplies (except, as applicable, paper, staples, and clear toner) 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 60 months and shall be automatically renewed for additional 12 month
periods unless written notice is received by either party at least 90 days prior to the expiration of the initial term of the Agreement or any renewal thereof. 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 current costs of parts and labor and are subject to periodic increases and the effect of inflation. After the first year
anniversary date of this agreement and any subsequent twelve month period, the minimum annual or monthly maintenance charges and charges for any overage copies/prints will
increase a minimum of 5% over the charges of the previous year. In addition, the minimum billing charge, on any single billing period shall be $35.00. In addition, RMC may assess
an additional fuel and/or freight surcharge to offset higher than normal service costs as a result of adverse economic conditions.
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
reconditionina or repairs be made before the equipment in auestion 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 meet 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. acts of nature (fire , flood etc), theft or
b) repairs made necessary by service performed by personnel other than 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 act 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 misfeeds, 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 correct 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 may assess an additional surcharge to offset administrative costs should calls need to be made to Customer in order to secure
meter readings. In addition, RMC may automatically collect from the Equipment, via electronic transmission to a secure off-site location, certain data to be used for servicing the
equipment, billing meters, supply replenishment or product improvement purposes. Automatic transmitted data may include, but is not limited to, product registration, meter reads,
supply level, equipment settings, and problem/fault code data. All such data shall be transmitted in a secure manner specified by RMC.
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
service.
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 attomey'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 chooses 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 sox months average overages, if any. Overages
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 correct 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 (if 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.
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 15 days
of invoice date. The minimum late charge is $9.50. 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 attomey's fees and costs from the other.
15 Insurance Requirements for Contractor, Ray Morgan Company, shall take out and maintain during the life Agreement, insurance coverage as set forth in Exhibit A attached
hereto and incorporated by this reference
11
This agreement and the attachments thereto, incorporated by reference, constitutes the entire agreement between the parties with respect to the fumishing of maintenance service
superseding all previous proposals oral or written. No representation 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 Manager
Customer Initials
Page 2 of 2
Approved as to form
Deputy City Attorney
EXHIBIT A
NOTE: The City of Lodi is now using the online insurance program PINS Advantage. Once you have been
awarded a contract you will receive an email from the City's online insurance program requesting you to forward
the email to your insurance provider(s). Please see attached flyer regarding PINS Advantage.
Jnsurance Reauirements far Contractor The Contractor shall take out and maintain during the life of this
Agreement, insurance coverage as listed below. These insurance policies shall protect Contractor and any
subcontractor performing work covered by this Agreement 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 Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or
indirectly employed by either of them. In the event Contractor's insurance cannot fully cover any hired subconsultants,
the terms of insurance herein shall be requirements for the subconsultant. The amount of such insurance shall be as
follows:
1. COMPREHENSIVE GENERAL LIABILITY
$2,000,000 Each Occurrence
$4,000,000 General Aggregate
2. COMPREHENSIVE AUTOMOBILE LIABILITY
$1,000,000 Combined Single Limit
Such insurance shall cover liability arising out of any vehicle (including, owned, hired and non -hired vehicles)
operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO form
CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form.
3. ERRORS AND OMISSIONS / TECHNOLOGY
$1,000,000 Per Claim
$2,000,000 Annual Aggregate
Covering all acts, errors, omissions, negligence, network security and privacy risks, including but not limited to
unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection, or other
negligence in the handling of confidential information, privacy perils, and including coverage for related regulatory
defense and penalties; data breach expenses, and payable whether incurred by City of Lodi or Contractor,
including but not limited to consumer notification, whether or not required by law, computer forensic investigations,
public relations and crisis management firm fees, credit file or identity monitoring or remediation services in the
performance of services for, or on behalf of, City of Lodi.
Such insurance shall be maintained in force at all times during the term of the agreement and provide an Extended
Reporting Period (ERP) for a period of one year thereafter, for services completed during the term of the
agreement.
When project specific insurance is required, all limits are to be designated strictly for the City of Lodi, its elected and
appointed boards, commissions, officers, agents, employees, and volunteers. All deductibles or self-insured
retentions (SIR) must be disclosed to City's Risk Manager for approval and shall not reduce the limits of liability set
forth hereinabove. Insurance policies containing any deductible or SIR provision shall provide, or be endorsed to
provide, that the deductible or SIR may be satisfied by either the Named Insured(s) or the City of Lodi.
It is required that any available insurance proceeds broader than or in excess of the specified minimum insurance
coverage requirements and/or limits set forth above, shall be available to City as an additional insured. Furthermore, the
requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance
requirements; or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available
to the Contractor; whichever is greater.
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.).
A copy of the certificate(s) of insurance with the following endorsements shall be furnished to the City:
Jnsurance Reauirements for Contractor (continued)
(a) Additional Named Insured Endorsement
Pursuant to a separate endorsement (ISO form CG 2010 (11/85) or a later version, that provides commercial
general liability coverage at least as broad as this form) 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
Page 1 I of 2 pages 1 Risk: rev.08.28.2017
volunteers as additional named insureds. An additional named insured endorsement is also required for Auto
Liability.
(b) Primary and Non -Contributory Insurance Endorsement
Additional insurance coverage under the Contractor's commercial general liability policy shall be "primary and
non-contributory" and will not seek contribution from City's insurance or self-insurance and shall be at least as
broad as ISO form CG 20 01 04 13.
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, 95240; (2) The insurance certificate must state, on its face or as an endorsement, a
description of the project that it is insuring.
(c) Waiver of Subrogation
Include a waiver of subrogation against the City of Lodi, its elected and appointed boards, commissions, officers,
agents, employees, and volunteers. A waiver is required for General Liability and Workers' Compensation.
(d) Limits of Coverage
The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or excess
insurance. Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a provision
that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the
City's own insurance or self-insurance shall be called upon to protect the City as a named insured.
(e) 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 under the Contractors commercial general liability and
automobile liability policies.
(f)
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 West Pine St., Lodi,
CA 95240.
(g) Continuity of Coverage
All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days prior
to the expiration of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or extended
policy has been obtained which meets the minimum requirements of this Agreement. Contractor shall provide
proof of continuing insurance on at least an annual basis during the Term. If Contractor's insurance lapses or is
discontinued for any reason, Contractor shall immediately notify the City and immediately obtain replacement
insurance.
(h) Failure to Comply
If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of coverage,
the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with interest on the
premium paid by the City at the maximum allowable legal rate then in effect in California. The City shall notify
Contractor of such payment of premiums within thirty (30) days of payment stating the amount paid, the name(s)
of the insurer(s), and rate of interest. Contractor shall pay such reimbursement and interest on the first (1st) day
of the month following the City's notice. Notwithstanding any other provision of this Agreement, if Contractor fails
or refuses to obtain or maintain insurance as required by this agreement, or fails to provide proof of insurance,
the City may terminate this Agreement upon such breach. Upon such termination, Contractor shall immediately
cease use of the Site or facilities and commence and diligently pursue the removal of any and all of its personal
property from the site or facilities.
(i) Qualified Insurer(s)
All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in the
State of California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are acceptable to
the City. Non -admitted surplus lines carriers may be accepted provided they are included on the most recent list
of California eligible surplus lines insurers (LESLI list) and otherwise meet City requirements.
Workers Compensation Insurance The Contractor shall take out and maintain during the life of this Agreement,
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 Agreement 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.
Page 2 I of 2 pages ] Risk: rev.08.28.2017
NOTE: The City reserves the right to obtain a full certified copy of any insurance policy or endorsements
required. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the
effective date.
Page 3 1 of 2 pages
1
Risk: rev.08.28.2017
J!
ii/OV Ray Morgan Company
This Equipment Schedule A is to be attach
PAGE 1 OF
EXHIBIT B
Monthly
Images Overage
BW CPC
CLR CPC
Agreement Number
EQUIPMENT INFORMATION
Serial #
ULK02756
Ownership
Customer
CityZipMa
Lodi
95240-
�4,4,sR,n -)t.„.•.14:''''
R r
1
$ ;i..:
�" 1
- ._ .,a'
a, tY
0.0088
Start Meter
Pool #
2
Copies
Rate
Model #
Location
Address
Canon FR 072608
City Clerk
221 W Pine Street
0.0510
Canon IR C5235A
RRB25302
Customer
Fire - Admin
210 W Elm Street
Lodi
95240
•
1
doter)
-
2
0 0553
Canon IR C5235A
RRB28068
Customer
Finance - Acct/Budget
310 W Elm Street
Lodi
95240
-
1
0 0100
-
2
0 0553
Canon IR 4235
RKJ18053
Customer
Finance- Rev/Collections
310 W Elm Street
Lodi
95240
-
1
0 0090
-
Canon IR C3325i
OTW06177
Customer
Streets
2630 S Stockton Street
Lodi
95240
-
1
0.0100
-
2
0 0600
Canon IR C55401
WXE11748
Customer
PRCS - HSS Sr./Admin
221 W Pine Street
Lod
95240
•
1
0 0100
_
2
0 0053
Canon IR 3025
MTV18566
Customer
PRCS - HSS SrfConf Rm
125 S Hutchins Street
Lodi
95240
-
1
0 0137
-
Canon IR C5540
WXE11560
Customer
Human Resources
221 W Pine Street
Lodi
95240-
1
0.0100
-
2
0 0553
Canon IR C5240
RRD12726
Customer
MSC
1331 S Ham Lane
Lod
95240
-
1
001002
0.0553
Canon IR 3225
DF H04863
Customer
EUD - Warehouse
1331 S Ham Lane
Lodi
95240
1
0 0137
Canon IR C5240A
RRD12135
Customer
PRCS - Recreation
230 W Elm Street
Lod
95240
-
1
0 0100
2
0 0553
Canon 1R C5240A
RRD06927
Customer
Water Treatment Plant
2001 W Tumer Road
Lod
95240
1
0.0100
-
2
0 0553
Canon IR C5240A
RRD06920
Customer
Community Development
221 W Pine Street
Lodi
95240
-
1
0 01002
0.0553
Canon IR C505113
GOM65054
Customer
Public Works Administration
221 W Pine Street
Lodi
95240
-
1
0, 0068
-
2
0.0510
Canon IR C5235
JWH11790
Customer
Wastewater Treatment Plant
221 W Pine Street
Lodi
95240
-
1
amp
-
2
0 0553
Canon IR C55401
WXE0B391
Customer
EUD Engineering
1331 S Hayne Lane
Lodi
95242
•
1
00100-
2
0.0553
Canon IR C55401
XLJ01847
Customer
EUD : Annex Trailer
1331 $ Hane Lane
Lodi
95242
-
1
0.0100
-
2
00553
Canon IR C355if
WKE05491
Customer
City Manager's office
221 W Pine Street
Lod
95240
-
1
0.0100
-
2
0 0650
•
CUSTOMER ACCEPTANCE
rrect oy the undersigned Lessee, who acknowledges receipt of a copy:
Dated: Customer: Signature:
Dated:
Title: Print Name:
Customer: Signature: Title: Print Name:
EXHIBIT C
5 year estimate:
Equipment Location
Equipment Serial Number
Combine BW
& Color
Monthly
Estimate
Lodi City of, White Slough
JWH11790
$ 126.97
Lodi City of, EUD Warehouse
DFH04863
$ 1.03
Lodi City of, Lodi HSS Senior Ctr
MTV18566
$ 0.70
Lodi City of, Streets
QTW06177
$ 43.60
Lodi City of, Finance
RKJ18053
$ 37.29
Lodi City of, Fire Dept
RRB25302
$ 110.63
Lodi City of, Finance/Budget
RRB28068
$ 273.64
Lodi City of, Recreation Division
RRD12135
$ 257.32
Lodi City of, EUD
RRD12726
$ 122.41
Lodi City of, City Clerk
ULK02756
$ 259.60
Lodi City of, Human Resources
WXE11560
$ 157.67
Lodi City of, HSS Admin
WXE11748
$ 248.48
Lodi City of, Community Development
RRD06920
$ 248.81
Lodi City of, Water Treatment Plant
RRD06927
$ 189.17
Lodi City of, PW Admin
GQM65054
$ 380.11
Lodi City of, EU Engineering
WXE08391
$ 64.00
Lodi City of, EU Annex
X1101847
$ 102.80
Lodi City of, City Manager Office
WKE05491
$ 65.00
Average Monthly
Average Yearly
5 year estimate:
Total Request not to exceed:
$ 2,689.23
$ 32,270.72
$ 161,353.62
$ 165,000.00
EXHIBIT D
RMC MAINTENANCE AGREEMENT: ADDENDUM:
The RMC Maintenance Agreement — Terms and Conditions shall be modified as follows:
1. To the Terms and Conditions, Section 1, Add: "This Agreement shall supersede and replace
all other maintenance agreements between RMC and the City of Lodi, existing at the time of
its execution."
2. To the Terms and Conditions, Section 1, Add: "City shall have the right to terminate this
Agreement, in whole or in part, if in its sole judgement a copier has reached the end of its
useful economic life. In case of partial termination, the payment terms shall be adjusted to
reflect the reasonable value of services for any remaining printers covered by this
Agreement."
3. To the Terms and Conditions, Section 13, edit: "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 1-530 days of invoice postmark date."
All other Terms and Conditions will remain in effect.
Approved as to form
Deputy City Attorney . ,
RESOLUTION NO. 2018-54
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANGER TO EXECUTE A FIVE-YEAR AGREEMENT
WITH RAY MORGAN COMPANY, OF CHICO, FOR
CITYWIDE COPIER MAINTENANCE SERVICES, UTILIZING
SHASTA UNION HIGH SCHOOL DISTRICT
CONTRACT NO. A77-2031; AND FURTHER APPROVING
UPDATE OF THE MASTER LIST OF MAINTAINED MACHINES
WHEREAS, the City of Lodi owns 18 Canon black/white and color copier machines located
throughout City offices; and
WHEREAS, several separate agreements have been entered into with Ray Morgan
Company to maintain the copiers located throughout City offices; and
WHEREAS, the City requires continuing maintenance services on its Canon copiers, and it
is advantageous to have one master agreement for maintenance services for City office Canon
copiers; and
WHEREAS, staff recommends awarding the maintenance services agreement utilizing
Shasta Union High School District Contract No. A77-2031; and
WHEREAS, Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts,
allows waiving of the bid process when advantageous for the City, with authorization from the
City Manager and City Council, for contractual services awarded in accordance with formally -
adopted bidding procedures approved by the governing boards of other California public agencies.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby waive the bid
process and award a five-year master maintenance services agreement for 18 Canon copier
machines located throughout City offices, utilizing Shasta Union High School District Contract
No. A77-2031; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the
City Manager to execute the master maintenance services agreement with Ray Morgan Company,
of Chico, California, on behalf of the City of Lodi, at the per copy rates specified therein for a
not -to -exceed amount of $165,000 over the five-year term; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve updating the
master list of maintained copier machines, specified therein, as copier machines are replaced or
added into the City's Canon copier inventory.
Dated: April 4, 2018
I hereby certify that Resolution No. 2018-54 was passed and adopted by the City Council of the
City of Lodi in a regular meeting held April 4, 2018 by the following votes:
AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, Mounce, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN COUNCIL MEMBERS — None
NI FER n . FERRAIOLO
ity Clerk
2018-54