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HomeMy WebLinkAbout2016-164 Contract - Ricoh USA Award Summary Page 1 of 5 Award Summary Pace Agreement Copiers, Printers & Related Devices Oregon Procurnrne tinforrnation l etwork (Prod) Supplier Address Contract # r RICOH USA, Inc. 5566 12100 SW Garden Place Revision # 2 Portland, Oregon Revision Date 97223 10 / 16/ 2 015 Contract Start Date "'1'ig•~~~"~~ Contact Bill Fin ke 08/07/2015 Phone 1 (505) 681-1728 Expiration Date Fax 08/06/2020 Email bill.finke@ricoh-u3a.com Supplier Number 73826 All dates are mm/dd/yyyy S Attachments Exist F Amendment/Revision Comments Exist Secondary Suppliers Do Not Exist User Comments Do Not Exist Contract Administrator Receiving Address Contract Filed At DAS Procurement Services See purchase order DAS PS 1225 Ferry St. SE U140 Salem, Oregon 97301 Contact Stefani Brewster Phone 1 (503) 373-0384 Fax 1 (503) 373-0928 Email stefani.brewster@state .onus Header Comments This Statewide Price Agreement is for Ricoh WSCA NASPO Value Point Participating Addendum has been awarded devices and services in the following categories as defined in the Master Agreement: Group A - Convenience Copiers Group B - Production Copiers Group C - Wide Format Copiers Group D - Printers Group E - Digital Duplicators Ricoh remanutactured products are also available. Master Agreement Link: http://www.naspovaluepoint.org/##/h.ome/contracts">http://`www.naspovaluepoint.org/#/home/contracts https://orpin.oregon.gov/open.dll/showDocSummary?sessionlD=1957'j73253&disld=1791548&printFlag... 11/20/2015 Award Summary Page 2 of 5 Attention: Authorized Purchaser, open the "Attachments Exist Folder" and review all attached documents- The following is a list of attached documents that include each exhibit that encompasses this PA: PARTICIPATING ADDENDUM Exhibit A - DAS-APPROVED PURCHASE ORDER FORM; Exhibit B - INSURANCE REQUIREMENTS; Exhibit C - SERVICE LEVEL AGREEMENT; Exhibit D - CONTRACTOR'S AUTHORIZED RESELLER LIST; Exhibit E - WSCA MASTER MAINTENANCE & SALE AGREEMENT; Exhibit F - MASTER LEASE AGREEMENT; Exhibit G - PRICING AND PRODUCT LIST; Exhibit H - VSR and VCAF REQUIREMENTS; and Exhibit I KODAK CUSTOMER AGREEMENT. BEST VALUE ANALYSIS - document that is also attached which should be used in order to help make your selection. PRICING SPREADSHEET - document that is also attached which can be used as criteria in your selection process. PURCHASE ORDER INSTRUCTIONS: Any Authorized Purchaser may submit Purchase Order to Contractor. ORCPP participants that are not agencies of the State of Oregon may work with an Authorized Reseller, which shall be documented on the Purchase Order. Agencies of the State of Oregon may only submit Purchase Orders to Ricoh USA, Inc., and not to Authorized Resellers. All Purchase Order should contain the following: (1) Mandatory Purchase Order Language stated below; (2) Name of Authorized Purchaser, Contact Name, Address, and phone number; (3) Purchase order amount; (4) If Leased, type of Lease: Operating Lease (State Agency or ORCPP), or Capital Lease (ORCPP only), monthly payment, and lease term in months; (5) Itemized list of Products (including accessories); and (6) Service Program selected and CPC rates- *See Exhibit F MASTER LEASE AGREEMENT to review and agree to in conjunction with purchase order. Unless otherwise agreed upon by both parties in writing, signing the delivery and acceptance certificate constitutes Acceptance of the Product(s) and allows Contractor to invoice for the Product(s). Contractor will provide timely invoices in accordance with this Participating Addendum, and Authorized Purchaser will notify Contractor, in writing, of any billing concern. Contractor will be allowed a thirty (30) day cure period upon receipt of such notification to address any such billing issue. Invoices that require update due to information being received incorrectly or late from the Authorized Purchaser, are not considered inaccurate. Address Purchase Orders to: Ricoh USA, Inc. 70 Valley Stream Parkway Malvern, PA 19355 Purchases Remit Payment to: Ricoh USA, Inc. Box 100345 Pasadena, CA 91189-0345 Leases Remit Payment to: https://orpin.oregon.gov/open.dll/showDocSummary?sessionID=1957373253&disId=1791548&printFlag... 11/20/2015 Award Summary Page 3 of 5 Address listed on invoice NOTE: ORCPP Members Only: For Authorized Reseller Orders, address Purchase Orders to and remit payments directly to the Authorized Reseller as shown on the dedicated Contractor website or, in the case of lease payments, to the address listed on the invoice. "Authorized Purchaser" means an agency of the State of Oregon or any ORCPP member that submits a Purchase Order to Contractor. An Authorized Purchase is a Purchasing Entity as defined in the Master Agreement. The purpose of this price agreement is to allow State Agency the right to enter into rental agreements, while ORCPP have the ability to enter into rental agreements and make purchases. MANDATORY PURCHASE ORDER LANGUAGE: THIS LEASE OR PURCHASE IS PLACED AGAINST THE NASPO VP MASTER AGREEMENT #3091. THE TERMS AND CONDITIONS OF THE PARTICIPATING ADDENDUM ENTERED INTO BY THE STATE OF OREGON, #5566 APPLY TO THIS LEASE OR PURCHASE AND SUPERSEDE ALL ADDITIONAL OR CONFLICTING TERMS AND CONDITIONS, EXPRESSED OR IMPLIED. VERIFICATION OF PARTICIPANT AUTHORITY: Contractor is responsible for verifying that it provides Products under this Addendum only to Authorized Purchasers. Contractor may verify that a particular entity is an ORCPP member on-line at http://www.oregon.gov/DAS/PFSS/SPO/coop-menu.shtml or by using the Oregon Procurement Information Network (ORPIN) at http://orpin.oregon.gov/open.dll/welcome. BILLING, INVOICES AND PAYMENT PROVISIONS: Contractor shall collect usage readings or machine usage data each month from the operators actually using the equipment ("Key Operators"),. Contractor may collect the data using one or more of the following procedures: - Web-based entries in response to an email prompt; - Email request to a Contractor employee, subcontractor or agent; - Via facsimile sent to each Authorized Purchaser section or office; - Via telephone call to the Key Operator; and - @remote, provided that Contractor seeks and obtains written permission from the Authorized Purchaser to use @remote for Products connected to Authorized Purchaser's data networks. Unless otherwise agreed, Contractor shall submit to Authorized Purchaser an individual invoice per Product, no more than once monthly on or before the 15th day of the month following the lease or purchase of the Product. Contractor may submit an invoice to Authorized Purchaser only after delivery and acceptance.of all Products. Charges will begin on the first day of the month and run until the last day of the month. With respect to leases or ongoing services, Contractor may pro--rate the first invoice and the last invoice if the installation and acceptance occurs on other than the first day of the month. Contractor shall send all invoices to the address provided by Authorized Purchaser in the Purchase Order and as requested by the Authorized Purchaser. As specified by Authorized Purchaser, Contractor shall provide billing via CD, electronically or by Excel spreadsheet. Authorized Purchaser shall provide the format and required information for each invoice, but at a minimum, Contractor shall include in each invoice: Purchase order number; Quantity and description of Products delivered or Services rendered; Serial number; Complete street address for the location of the Product; Total amount due; - Address to which payment is to be sent; and https:l/orpin.oregon.gov/open.dll/showDocSummary?sessionID-1957373253&disId=1791548&printFlag... 11/20/2015 Award Summary Page 4 of 5 - Contractor shall list rent and CPC charges on separate lines. All invoices will be in arrears. Authorized Purchaser shall have the right from time to time during any lease period to add accessories (such as: a fax option, additional paper trays or a punch unit) to leased Products. If Authorized Purchaser elects to add an accessory at any time after the initial installation and lease period commencement date, the lease period for the accessory will be adjusted to be coterminous with the Product to which it is an accessory. Contractor shall also adjust the rental amount for the accessory to amortize the aggregate rental amount over the lease period for the Product to which it is an accessory. Contractor shall accept payment by credit card Contractor shall not charge, assess, or collect any additional fee for payment by credit card. Notwithstanding Section 23 of the Master Agreement, all payments by agencies of the State of Oregon are subject to ORS 293.462. Delivery Requirements Determined upon approved Terms and Conditions Payment Terms Net 45 FOB FOB Destination Item # Quantity / Description Unit Cost Unit 1 1 Commodity No. 600-46 $1.00 EACH Copy Machines, Digital Lease or Purchase Group A Convenience Copiers: Includes B&W and Color/B&W Segment / Speed in Pages Per Minute (PPM) A2 / 20-30 A3 / 31-40 A4 / 41-69 A5 / 70-90 Group B Production Copiers: Includes B&W and Color/B&W Segment / Speed in Pages Per Minute (PRM) B6 / 91-119 B7 / 120-139 B6 / 140-159 B9 / 160 + Wide Format Copiers: Includes B&W and Color/B&W Segmnt/Speed in Sq.Ft.Mo.(SFM)/D Sz a Min. Low / 500 - 10,000 / 4+ Medium / 10,001 - 50,000 / 9+ High / 50,001 + / 20+ 2 1 Commodity No. 204-79 $1.00 EACH Printers, Digital Color and B&W - Device does not copy as the primary function https://orpin_oregon.gov/open.dll/showDocSummary?sessionID=195 7373253 &disId=1791548&printFlag... 11/20/2015 Award Summary Page 5 of 5 and does not allow 11x17 paper. Printer shall include an inkjet or laser-printer print engine. Printer equipment may include the function of network printing as the primary function and the functionalities of copying/scanning/faxing (or e-fax) as a convenience. 3 1 Commodity No. 600-56 $1.00 EACH Duplicators, Digital High production device with a stencil ink and a drum. Devices making use of templates to create large volume of documents quickly at the lowest cost per copy. Mandatory or Convenience Current Amendment Value Mandatory $0.00 Minimum Order Not Applicable Previous Contract Value Return Policy $10,000,000.00 Upon is and cs found in Master Agreement & PA Current Amended Value Warranty Upon is and cs found in Master Agreement & PA $10,000,000.00 Best Value Analysis Freight / Surcharge Renewal Option Upon action of Lead State i CONTROL NUMBER: 1791548 Master File: ORPIN-72294-14 1 i i t i t https://orpin.oregon.gov/open.dll/showDocSummary?sessionlD=1957373253 &disld=1791548&printFlag... 11/20/2015 Purchase Order Fiscal Year 2017 Page: 1 of: 1 , B City of Ashland I ATTN: AP L 20 E. Main Purchase L Ashland, OR 97520 Order # T O Delivery must be made within doors of specified destination. S E RICOH USA, INC C/O Legal N PO BOX 31001-0850 1 20 East Main D PASADENA, CA 91110-0850 O Ashland, OR 97520 T R O e. n on ~m ==_v: = = 888 937-8734 KRIS BECHTOLD Oft 07/07/2016 798 FOB ASHLAND OR~- _ City Accounts Pa able COPIER RENTAL AND IMAGING The Above Purchase Order Number Must Appear On All Correspondence - Packing Sheets And Bills Of Lading 1 RICOH COPIER MP3354SP - MNTHLY RENTAL $158.92 12.0 MONT $158.92 $1,907.04 COOPERATIVE PROCUREMENT CONTRACT #5566 GL Account: $1,907.04 2 BW COPIES/PRINTS - UNIT PRICE $0.008 X 3200 COPIES PER 12.0 EACH $25.60 $307.20 MONTH = $25.60 PER MONTH GL Account: $307.20 GL SUMMARY L 010300 - 602210 $2,214.24 By: ` L)' r~ - Authonz d'ignature - By. Authorized Signature $2Y2114.24] FORM#3 g~ ITY OF C e P c3 Cs. ASHLAND REQUISITION Date of request: 6/28/2016 Required date for delivery: 7/1/2016 Vendor Name Rirnh I I;A Inr Address, City, State, Zip 70 Valley Stream Parkway Malvern PA 19355 Contact Name & Telephone Number 1-888-456-6457 Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached -(Attach co of council communication _(If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) State of Oregon ❑ Direct Award Date approved by Council: Contract # 5566 ❑ Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until; Date - (Attach copy of council communication) Description of SERVICES Total Cost Ricoh Copier MP3554SP - 48 month lease per NASPO State of Oregon Contract #5566 Monthly Payment $158.92; BW images $0.008 unit price; Full maintenance for duration of agreement, includes toner, staples, parts and labor $21214.24 (July 1, 2016 to June 30, 2017) Item # Quantity Unit Description of MATERIALS Unit Price Total Cost 12 Months Ricoh Copier MP3354SP - Monthly Rental $158.92 $158.92 $1,907.04 1 12 Months BW Copies/Prints - unit price $0.008 X 3200 images per month $.008 $307.20 TOTAL CAST ❑ Per attached quotelproposal $2,214.24 Project Number _ _ _ _ _ _ - _ _ _ Account Number 710.01.03.00.602210 (Rental & Images) Account Number Account Number *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes/No By signing this requisiti form, I certif at the City's public c tracting requirements have been satisfied, Employee: Department Head: (Equal to or greater than $5,000) Department Ma ager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year YES / NO Finance Director- (Equal to or greater than $5,000) Date Comments: Form #3 - Requisition MMEME=21 investment Details NASPO State of Oregon Contract Included Components Financial Considerations u Ricoh MP 3554SP includes features 48-month lease per NASPO State of detailed on configurator page Oregon Contract #5566 is Delivery Monthly Payment im Installation and network connectivity assistance $158,92 ® Operator training (ongoing local training as needed) Full Maintenance Service performed by Ricoh customer service technicians (you will incur no additional charges ® BW pages $0.008 for parts or labor) * Includes toner, staples, parts and labor Full Maintenance is in place for the duration of the agreement. Includes all toner, staples, parts and labor, All * Current MP3352 is returned at no additional cost you buy is paper. }~V SM v Nl\YI Proposal Terms Valid Until: November 28, 2015 imagine. change.