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Home My WebLink About2016-203 Rental Agrmt - Ricoh USA IZICOH PROPOSED SOLUTION Proposal prepared for Diana Shiplet, Executive Assistant, Administration City of Ashland 20 E Main Street Ashland, OR 97520 541.552.2100 W WORM= M 7 _ ETHICAL + MP JE Ricoh has been recognized as one of the world's most ethical companies for the seventh time. RICOH CMI In 2015 Ricoh also made the Global 100 list for the eleventh year running. Ricoh is one of a select few companies to make the list every year since its inception in 2005. PREPARED BY: Proposal Submitted: Kenne Horton July 6, 2016 Account Representative Phone: (541) 227-5586 RICOH Email: kenne.horton@ricoh-usa.com imagine Chang RICOH City of Ashland Administration 20 E Main Street Ashland, OR 97520 Dear Diana, Thank you for allowing us at Ricoh the opportunity to present our equipment as one of our many solutions we can offer to enhance your service to the citizens of Ashland. The following represents what we believe to be in your best interest based on what you told us you are looking to accomplish. - Ricoh capable of network connectivity to securely serve the Administration Department's document requirements - Scan, print, fax and copy functionality in full color and monochrome • State of Oregon contract pricing - Low cost maintenance per State of Oregon Contract As you may know, we at Ricoh have built a solid reputation for providing the best solution for each of our customer's unique requirements. We are able to meet your specific needs by leveraging innovative technology backed by Ricoh's world-class service and expertise. Our staff is always here on a local basis to field your inquiries about service, supplies or sales. Again, we thank you for this opportunity and we look forward to a long and continued relationship with the City of Ashland. All the best, Kenne Horton Account Representative Kenne=Hortontricoh-usa.corn Reservation of Rights - In response to your invitation, we are pleased to submit this proposal for your consideration. We recognize your right to negotiate and approve the terms and conditions of any contract following award and respectfully reserve the right to do the same. We acknowledge that all contract terms and conditions must be mutually agreed upon by both of us. Our proposal represents our commitment with respect to pricing, equipment specifications and service levels and contemplates that both parties reserve the right to review and negotiate appropriate and mutually acceptable terms and conditions in the exercise of good faith. As Is customary for transactions of this type, our proposal is based upon the Information provided by you and the assumptions set forth in our response, and any changes to such information or assumptions may, if material, require modification. Upon award, we will be pleased to work with you to promptly finalize mutually acceptable contract terms and, If applicable, provide copies of appropriate contract forms for that purpose. RICH imagine. change. CpN Ricoh MPC600 Multifunctional Full Color and B Device The MPC6004 delivers high quality full-color and black & white copying, printing, and advanced scanning capabilities. Flexible paper handling and the latest security features make it an ideal document management solution for any size organization. The Ricoh MPC6004 is positioned to keep pace with constantly improving workflows and processes. Key Features ■ 60-ppm output (current device 55 ppm) ■ Motion-sensor wake from Sleep Mode in 1 second (current:18 seconds) ■ Reliably print on much thicker media, III including envelopes, directly from: the paper trays rµ ■ 220-sheet single-pass duplexing 4 scanner (current device 100 sheets) ■ Network scan at 110 ipm simplex and _ 180 ipm duplex (63% faster than . 4 current device)` ■ Full-color 10.1" tilt-adjustable Smart Operation Panel - customize your workflows and operate with "flick, pinch and swipe" tablet-style ease ■ Hybrid eco-friendly finisher (SR3210) which allows staple and staple-less operation ■ Free Ricoh Print and Scan app available rimagine. change. Financial Considerations Investment Details NASPO State of Oregon Contract A Included Components Financial Considerations ■ Ricoh MPC6004 includes features 48-month lease per NASPO State of detailed on configuration pages Oregon Contract #5566 ■ Delivery Monthly Payment ■ Installation and network connectivity assistance $285.33 ■ Operator training (ongoing local training as needed) Full Maintenance ■ Service performed by Ricoh customer service technicians (you will incur no additional charges ■ BW pages $0.0082 each for parts or labor) ® Colorpages $0.050 each ■ 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 you buy is paper. Financial Comparison Current Proposed Lease $308.68 $285.33 Maintenance Agreement $0.0075 BW $0.0082 BW Per Page $0.052 Color $0.050 Color Actual Usage Observed $43.98 (5,864 x $0.0075) $48.08 (5,864 x $0.0082) June 30, 2015 - June 28, 2016 $173.06 (3,328 x $0.052) $166.40 (3,328 x $0.050) (70,367 BW and 39,940 Color, Total) 5,864 BW per mo. 3,328 C per mo. Total Monthly $525.72 $499.81 Proposal Terms Valid Until: August 5, 2016 RICOH imagine. change. Ricoh Online System Configurator Tool RI COH Choose a Model - Select Options - Save, Print or Email imagine. change. Created By: Kenne Horton I Phone: S41-22 7-SS 6 1 Email: kenne.horton@ricoh-usa.com Your Configured Ricoh MP C6004 Your Chosen Options MP C6004 e Paper Feed Unit PB3160 Roo" e Finisher SR3210 e Bridge Unit BU3070 e Punch Unit PU3050 NA e OCR Unit Type M 13 - Fax Option Type M20 * e ESP XG-PCS-15D *Note- The image is a photo reahstsc ill€astratJon of your selected configuration. DIMENSIONS WIDTH DEPTH HEIGHT 45.30in 27.00in 47.60in (11,,151 mm) (686mm) e. (1,209mm) p ,5ie POWER CONSUMPTION 120V-127V 60Hz lit Ricoh Online System Configurator Tool RI+COH Choose a Model • Select Options Save, Print or Email imagine. change. Main U fit Item/Description Item # Thumbnail MP C6004 417453 • Output Speed (Letter): 60-ppm • Average Monthly Volume: 15,000 impressions/month • Maximum Monthly Volume: 50,000 impressions/month • Power Requirements: 120V-127V, 601-lz • Weight: 228 lbs. (103.4 kg) • W x D x H (inches): 23.1 x 27 x 37.9 • W x D x H (mm): 586.74 x 685.8 x 962.66 Note --'t fi ed T rie DOSS does nit #c, tine Color Cce troller E-23`. 3. M P Z6C)~ canrs,-t be in-:'aj,ir,tern a! rj^Fbsher SRJ"3✓. Item/Description Item # Thumbnail Paper Feed Unit PB3160 416544 - Provides an additional 1,100 sheets. Paper Sizes up to 12" x 18". Paper Weights up to 80 lb. Bond/166 lb. Index (300 g/m2). Weight: 48.5 lbs. (22 kg) W x D x H (inches): 23.1 x 27 x 9.7 W x D x H (mm): 586.74 x 685.8 x 246.38 Nc to Pape- Feed Umt, P83160 ~~^^Jt be ir?st ",ed wit"^: Paper Feed Un..t PG:. 501 Caste, ab e i7l"-- M3, Pape,- Fee LCIT P832130, Cab'r^et Type F, o" any regate6 cpt cr , Excel Item/Description Item # Thumbnail Finisher SR3210 417483 1,000-sheet Finisher. For offices that produce collated and stapled sets of documents, the SR3210 helps shorten production time. It offers 50-sheet, multi-position stapling, mixed sized stapling, optional hole-punching, and shift-sort collating, as well as a staple-less binding capability of up to S sheets. -.K Supports Paper Sizes up to 12" x 18". Weight: 60 lbs. (27 kg) W x D x H (inches): 22.2 x 24.4 x 37.8 W x D x H (mm): 563.88 x 619.76 x 960.12 Note: 1 c y choosintg vii's opuon, the Bridge'Lni: B, f,. t o , t.~! config, on. 2. Ore of the folla.r ng paper reea Units must hi selec w .a._. fin she,. " - Fer-ld ijn t PB31 0, Paper wed i_c(T PB3230, o ca inet T L r. 3. Finisher SR3210 cannot be ins&i-2- . f _.e t o _ FE _ S' `.,v'e Table Type t,,13, Internal Shift Tray 5H3"'* 70,, intema F~ 3231, i„t 7 ~ SR3220, Booklet Finisher SR3240,, o, &ri'r related op..,:.-: . Bridge Unit BU3070 417587 A required accessory when the main unit is configured with an external finisher. The Bridge Unit transports pages from the standard exit area into a Finisher for online stapling or hole-punching. Note One of the following r s t ~ ~ _ _ ~teo tti - ~ : t . > r, ;sire, SFtai2 ~ G. =~~asl~~r sR3Z3 ao,ayet Finisher SR3220, or €3Cokle, 7 ,.Ca 77'32 H ole-Pwxhin t Item/Description Item # Thumbnail Punch Unit PU3050 NA 416609 Optional hole punching for the Finisher SR3210 or Booklet Finisher SR3220. Supports Paper Sizes up to 11 " x 17". Note 1. Farrisher SR321; or 8uc. yet F,nisi e Sr,'_"__ _ _ Mast 'r°e s,,'-:_ d th=s opt o~. Booklet Fin""sher 1R324t . Prin6WOSCanning Features Item/Description Item # Thumbnail OCR Unit Type M13 417428 This function embeds invisible texts on scanned images of PDF and enables users to search PDF files by arbitrary keywords. Searchable PDF files can be sent to email, folders, and external media (USB/SD). Supports blank page removal when scanning. i;:Item/Description Item # Thumbnail Fax Option Type M20 417531 Fact Oestinadon Installation required to enable fax services: 33.6 kbps, approximately 2 second transmission speed, standard JBIG, and standard 320 Pages Memory. Includes standard Internet Fax (T.37), LAN Fax, IP-Fax (T.38), Fax Forwarding to Email & ►s Paperless Fax function. TICM Pa0e Item/Description Item # Thumbnail ESP XG-PCS-1 SD 006428MIU Designed to provide a higher level of noise filtering and surge protection for devices that employ more sensitive and complex electronic components. Our Advanced Technical Support (ATS) recommends the use of power protection products to minimize potential electrical interference with products. 40 Purchase Order gPrVVAMA&3 Fiscal Year 2017 Page: 1 of: 1 THIS NUMBER MU$T APPS INVOICES, PACKAGES ;SHIPA! B City of Ashland I ATTN: AP ^ L 20 E. Main Purchase J Ashland, OR 97520 Order # T O Delivery must be made within doors of specified destination. n ' I-s V RICOH USA, INC_ _ H E C/O Administration N -70 s _ P 20 East Main St O M P WE-04 `?A is ~ T Ashland, OR 97520 R O Vendor Phone Number Vendor Fax Number Requisition Number Deliver Referen,oe. 888 937-8734 DIANA SHIPLET Date 4r ?end Vendor Number Date Required Fraight Method/Terms 07/21/2016 798 FOB ASHLAND OR City Accounts Payable t[em# iD" tion/Par~tNo QTY UOM Unit Price Extended PWoe COPIER RENTAL AND IMAGIN The Above Purchase Order Number Must Appear On All Correspondence - Packing Sheets And Bills Of Lading 1 Ricoh MPC6004 with MP C6004, Paper Feed Unit PB3160, 12.0 EACH $285.33 $3,423.96 Finisher SR3210, Bridge Unit BU3070, Punch Unit PU3050 NA, OCR Unit Type M13, Fax option Type M20, ESP XG-PCS-15D Location: City Hall - Administration Upstairs 48-Month FMV Operational Lease per NASPO State of Oregon PA #5566 Total o $13,695.84 (This Aul rchase order is being issued for Fiscal Year ending June 30, 7 o nly) GL Account: $3,423.96 2 2. Copier Maintenance 12.0 EACH $214.48 $2,573.76 B/W pages @ $0.0082 Color pages $0.050 Estimate of $ 14.48/Mo. This operational lease is placed against the NASP VP Master Agreement #3091. The terms and conditions of the Participating Addendum entered into by the State of Oregon, #5566 apply to this lease and supersede all additional or conflicting terms and conditions, expressed or implied. GL Account: $2,573.76 GL SUMMARY 010200 - 601100 $2,573.76 010200 - 602210 $3,423.96 By: Authon d Signature _27 By: 2.7 Z,4/ Authorized Signature PO TOW $5,997.72 Purchase Order Fiscal Year 2017 Page: 1 of: 1 THIS NUMBER MIST APPEAR ON ALL B City of Ashland INVOICES, PACKAGES AND SHIPPING PAPERS. I ATTN: AP L 20 E. Main 7.rcea. e 3QQ V Ashland, OR 97520 T O Delivery must be made within doors of specified destination. i V RICOH USA INC E PO BOX 31001-0850 I C/O Administration N P 20 East Main St O PASADENA, CA 91110-0850 Ashland, OR 97520 R p Vendor Phone Number Vendor Fax Number R uisition Number Delivery R encs 888 937-8734 / DIAN HIPLET Date Ordered Vendor Number Date Regui d Freight thodlTerms Deparbnen#/Location 07/20/2016 798 FOB AS AND OR City Accounts Payable ttem# Descri do artNo QTY OM Unit Price Extended Pnee COPIER LEASE AND SUPPLI The Above Purchase Order mber Must Appear 11 Correspondence - Packin 1heets And Bills O La g 1 Revision of old contract far Rental of Ricoh c r ate of 12.0 MO $285.33 $3,423.96 Oregon contract #5566/ Reduction in monthly`cost from $561.78/mo to 4 .81/mo New copier model MPC6004 GL Account: $3 23.96 2 Maintenanc~e`for Ricoh copier (appr 5 2 B&W co es at 12.0 MO $214.48 $2,573.76 .0082/copy & approx. 3328 color co es t $0.05/c y) GL Account: $2,573.76 G MMARY 01020 - 601100 $2,573.76 010200 -e60220110 $3,423.96 By: Authori ed Si ature By. / Authorized Signature PO Total $5,997.721 FORM #3 CITY OF ASHLAND REQUISITION Date of request: l Required date for delivery: Vendor Name Address, City, State, Zip Contact Name & Telephone Number "F' - UScr _C 6WwL 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 Ore n Date approved by Council; ❑ Direct Award (Attach copy of council communication) Contract # ❑ Verbal/Written quote(s) or proposal(s) - ❑ 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 ~y Total Cost kYt si,(%, ~'-PQ i{~ (or'er f , `fit, Kok--,. &rl f LI.- L'^- rt t~v~ t D s - vx" • 78//l~0. fo l ~j~. $ Oq.9114 . Item # uantity Unit a cription of MATERIALS Unit Price Total Cost Ohs -cu A ~f ffta. w~ t5 T~ TOTAL COST Per attached quotelproposal $ 5_qq7-7A1 Protect Number _ _ _ _ _ _ - _ _ _ Account Numb? er _ 1(~- D I _02 - QC~- (0=(® ~,~N Account Number Account Number-Jeo . 01 - Oft.- bl? - , 0 t 1 OD _ t" *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 quis ' n form, I certi t e City's public contracting requirements have been satisfied. g.. _ Employee: Department Head: (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year: YES :y NO 7 Za Finance Director- (Equal to or eater than $5,000) Date Comments: Form #3 - Requisition Kristy Blackman From: Diana Shiplet Sent: Wednesday, July 27, 2016 8:51 AM To: Kristy Blackman Subject: FW: Copier PO #38 Attachments: 201607211452. pdf Any ETA on when the issues with this PO (Ricoh address issues) will be straightened out? I'd love to send it before I leave on vacation tomorrow... -Diana Diana Shiplet, Executive Assistant City of Ashland, Administration Department 20 East Main Street, Ashland, OR 97520 541-552-2100 or 541-488-6002, TTY 800-735-2900 This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. -----Original Message----- From: Diana Shiplet Sent: Thursday, July 21, 2016 2:43 PM To: Kristy Blackman Subject: Copier PO #38 Here's what Kenne needs on the PO: V LL ndor # 798 Ci~'~ L' v~% dress #4 (70 Valley Stream Parkway, Malvern, PA 19355) ~e. CL, LL D THIS IS A REVISED PURCHASE ORDER State of Oregon Contract # 5566 1. Ricoh MPC6004 with MP C6004, Paper Feed Unit P133160, Finisher SR-3210, Bridge Unit BU3070, Punch Unit PU3050 NA, OCR Unit Type M13, Fax option Type M20, ESP XG-PCS-15D Location: City Hall - Administration Upstairs 48-Month FMV Operational Lease per NASPO State of Oregon PA #5566 Total of $13,695.84 (This purchase order is being issued for Fiscal Year ending June 30, 2017 only) 2. Copier Maintenance B/W pages @ $0.0082 Color pages @ $0.050 Estimate of $214.48/Mo. This operational lease is placed against the NASP VP Master Agreement #3091. The terms and conditions of the Participating Addendum entered into by the State of Oregon, #5566 apply to this lease and supersede all additional or conflicting terms and conditions, expressed or implied. Thanks and sorry for the confusion on this. I realize now why you guys had questions - I only copied one side of the two- sided proposal. The full, two-sided proposal is attached if that helps the final PO creation. -Diana Diana Shiplet, Executive Assistant City of Ashland, Administration Department 1 20 East Main Street, Ashland, OR 97520 541-552-2100 or 541-488-6002, TTY 800-735-2900 This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. r 2 Kristy Blackman From: Diana Shiplet Sent: Tuesday, July 19, 2016 9:33 AM To: Kariann Olson; Kristy Blackman Subject: RE: PO for new copier Let's see if I can sort this: 602210 (rental) should be $285.33/month (a reduction from the previous $308.68) 601100 (maintenance) should be $214.48/mo (approx. 5862 B&W copies at .0082/copy and approx. 3328 color copies at $0.05/copy) Grand today of 499.81/month for twelve months which should be $5997.72 today PO. Does that help? The prices are different because the new rates from Kenne are different (lower lease and different per copy rates), thus the need for a new P0. -Diana Diana Shiplet, Executive Assistant City of Ashland, Administration Department 20 East Main Street, Ashland, OR 97520 541-55272100 or 541-488-6002, TTY 800-735-2900 This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. From: Kariann Olson Sent: Tuesday, July 19, 2016 9:23 AM To: Kristy Blackman; Diana Shiplet Subject: RE: PO for new copier Hello Diana, You had one lump sum per month on your PO and two account numbers; one for rental/lease payment and one for copier maintenance. What is your estimated per monthly amount for copier maintenance you want to go to 601100? Also, does not appear to be the same amount as it was for your previous copier. We will also be closing out Eden PO for old copier and issuing a new MUNIS PO for your new copier for FY 2017. PO s also need to be issued per fiscal year. Tried biennium PO s but they create problems with financial reporting so we have to go back to issuing PO s per fiscal year. Thank you. Kariann Olson Purchasing Representative City.of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olson(@ashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354. Thank you. From: Kristy Blackman Sent: Tuesday, July 19, 2016 8:16 AM To: Diana Shiplet <Diana.Shiplet@ashland.or.us> Cc: Kariann Olson <kari.olson@ashland.or.us> Subject: PO for new copier Hi there Diana, I have placed your request back in your box for you to go over. Kari and I were looking yesterday and couldn't figure the math. Let me know O Administrative Assistant City of Ashland/Administrative Services/Finance 20 East Main Street, Ashland, OR 97520 541-552-2012 direct/voice, TTY 800-735-2900 541-552-2059 fax 0 FF . F~ This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 552-2012 2