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AGREEMENT
THIS AGREEMENT (“Agreement”) is made and entered into this _____ day of
_________________, 2019 (“Effective Date”), by and between the County of Fresno, a political
subdivision of the State of California ("COUNTY"), and California Business Machines, Inc. a
California corporation, 4260 N. Fresno Street, Fresno, CA, 93726, (“CONTRACTOR”).
RECITALS:
WHEREAS, COUNTY needs to purchase or rent copiers and obtain maintenance services
for those copiers; and
WHEREAS, the COUNTY entered into Agreement number 13-117, which expires March
11, 2019;
WHEREAS, COUNTY now desires to amend, restate and replace Agreement Number 13-
117 to take advantage of preferential pricing;
WHEREAS, COUNTY is able to obtain preferential pricing through the County of San
Luis Obispo, General Services Department Invitation to Bid New Copiers #3764-16, which was
competitively bid and awarded to Coastal Copy, an authorized Kyocera Managed Document
Services (MDS) Dealer; and
WHEREAS, the request for bids issued by the County of San Luis Obispo contains a
“piggyback” clause allowing other local governments to take advantage of Kyocera’s preferential
pricing through authorized MDS dealers; and
WHEREAS, CONTRACTOR is the local authorized Kyocera MDS Dealer servicing the
Central Valley of California, and so will offer the COUNTY the preferential pricing obtained
through the County of San Luis Obispo bid process.
NOW, THEREFORE, in consideration of the mutual covenants, terms and conditions
herein contained, the Parties agree that Agreement Number 13-117 shall be superseded and
replaced in its entirely by this Agreement, and further agree as follows:
WITNESSETH
1.PURCHASE AND RENTAL OF PRODUCTS
CONTRACTOR shall provide all products and product-related services in accordance
8th
January
Agreement No. 19-011
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with the specifications, requirements, terms, conditions, etc. of (1) Invitation to Bid New Copiers
#3764-16, issued by San Luis Obispo County; (2) Coastal Copy’s response to Bid #3764-16;
and (3) CONTRACTOR’s Master Price List, all of which are attached as Exhibits, A, B, and C,
respectively, and incorporated by this reference.
All products supplied by CONTRACTOR shall be F.O.B. destination. Any price changes,
additions to or deletions from this Agreement shall be implemented only in accordance with the
terms of this Agreement.
2. PARTICIPATING DEPARTMENTS
All COUNTY departments are authorized to participate in this Agreement.
3. ORDERING
COUNTY departments shall place orders with COUNTY’s Purchasing Department on as
as-needed basis.
4. PRODUCT CHANGES
Copiers and their corresponding options, accessories, parts, maintenance and
requirements change and become obsolete and unavailable periodically. Within thirty (30) days,
CONTRACTOR will notify COUNTY’S Chief Information Officer or his/her designee in writing
when removing a discontinued model or adding a new model equivalent to the product(s)
specified in the CONTRACTOR’S Master Price List.
5. TRAINING
CONTRACTOR shall provide training regarding new products and new product features
to COUNTY staff, as necessary, at no charge to COUNTY. Training shall be conducted during
normal COUNTY business hours, from 8:00 a.m. to 5:00 p.m., Monday through Friday,
excluding COUNTY holidays.
6. COMPENSATION
COUNTY shall compensate CONTRACTOR in an amount equal to that offered by the
CONTRACTOR in its written quotation for each specific COUNTY requirement. Such quotations
shall be subject to the terms, conditions, requirements etc. of this Agreement, even if not so
stated on the CONTRACTOR’S quotation. The terms and conditions of the Agreement shall
take priority over any conflicting terms and conditions stated in the CONTRACTOR’S quotation.
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Terms and conditions stated on the quotation that conflict with this Agreement shall not apply
even if COUNTY accepts the quotation, unless specifically identified by COUNTY and accepted
in writing.
In no event shall goods, services, or maintenance performed under this Agreement
exceed $4,000,000.00 for the total possible term of the Agreement.
7. TAXES, SHIPPING/HANDLING and SPECIAL FEES
A. Taxes – COUNTY shall pay tax on tangible goods at 100% of the current tax
rate. Hardware support and other additional non-tangible services are not
taxable. CONTRACTOR agrees to bear all risks of loss, injury or destruction to
goods and materials ordered which may occur prior to delivery, and such loss,
injury or destruction shall not release the CONTRACTOR from any obligation
hereunder.
B. Shipping/Handling – Any shipping/handling costs assessed shall be included on
the CONTRACTOR’s quotation in response to each request for bid by COUNTY.
On rare occasions, it may be necessary for the CONTRACTOR to indicate
additional shipping and handling charges just prior to delivery. In such instances,
an estimated shipping/handling charge must be included and identified on the
quotation. The invoiced shipping/handling amount cannot exceed the estimated
shipping/handling amount indicated on the COUNTY accepted quotation. No
shipping and/or handling charges appearing on an invoice will be accepted or
allowed by COUNTY if not included as a separate line item on the COUNTY
accepted CONTRACTOR’s quotation in response to the request for bid.
8. INVOICING
An itemized invoice shall be mailed to the requesting COUNTY department, in
accordance with invoicing instructions included in each order referencing this Agreement. The
Agreement number must appear on all shipping documents and invoices. COUNTY shall pay
CONTRACTOR within 45 days of receipt of invoice.
9. PRODUCT WARRANTY AND MAINTENANCE
Product warranty will be as provided by the original equipment manufacturer, plus any
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additional warranty or maintenance that may be offered by the CONTRACTOR as a standard
business practice or requested as part of the original purchase. Non-warranty product
maintenance will be provided at the current time and materials or maintenance package rates.
10. TERM
This Agreement shall become effective on the Effective Date and shall remain in effect
for an initial term of three (3) years. The Agreement may be extended for two (2) additional
consecutive twelve (12) month periods upon written approval of both COUNTY and
CONTRACTOR, no later than thirty (30) days prior to the first day of the next twelve (12) month
extension period. COUNTY’s Director of Internal Services/Chief Information Officer or his/her
designee, is authorized to execute such written approval on behalf of COUNTY based on
CONTRACTOR’s satisfactory performance.
11. TERMINATION
A. Non-Allocation of Funds – The terms of this Agreement and any extensions,
and the services to be provided, are contingent on the approval of funds by
the appropriating government agency. If sufficient funds are not allocated, the
services provided may be modified, or this Agreement terminated at any time
by giving CONTRACTOR thirty (30) days advance written notice.
B. Breach of Contract – COUNTY may immediately suspend or terminate this
Agreement in whole or in part, where in the determination of the COUNTY
there is:
i. An illegal or improper use of funds;
ii. A failure to comply with any term of this Agreement;
iii. A substantially incorrect or incomplete report submitted to the
COUNTY; or
iv. Improperly performed services.
In no event shall payment by the COUNTY constitute a waiver by the COUNTY of
any breach of this Agreement or any default which may then exist on the part of the
CONTRACTOR. Such payment shall not impair or prejudice any remedy to the
COUNTY with respect to the breach of default. COUNTY shall have the right to
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demand of the CONTRACTOR the repayment to the COUNTY of any funds
disbursed to the CONTRACTOR under this Agreement, which in the judgement of
the COUNTY were not expended in accordance with the terms of this Agreement.
CONTRACTOR shall promptly refund any such funds upon demand.
C. Without Cause – Under circumstances other than those set forth above, this
Agreement may be terminated by COUNTY by giving thirty (30) days
advance written notice of an intention to terminate to CONTRACTOR. In the
event of such termination, COUNTY shall pay CONTRACTOR for satisfactory
services or supplies provided up until the date of termination.
12. INDEPENDENT CONTRACTOR
In performance of the work, duties and obligations assumed by CONTRACTOR under
this Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all
of the CONTRACTOR’s officers, agents, and employees will at all times be acting and
performing as an independent contractor, and shall act in an independent capacity and not as
an officer, agent, servant, employee, joint venture, partner, or associate of the COUNTY.
Furthermore, COUNTY shall have no right to control or supervise or direct the manner or
method by which CONTRACTOR shall perform its work and function. However,
CONTRACTOR’s methods must be compatible with COUNTY’s standards and must result in
satisfactory and timely completion of the work assigned, and the quality and quantity of work
produced must be acceptable to the COUNTY. COUNTY retains the right to verify that
CONTRACTOR is performing their obligations in accordance with this Agreement’s terms and
conditions. CONTRACTOR and COUNTY shall comply with all applicable provisions of law and
the rules and regulations, if any, of governmental authorities having jurisdiction over matters
covered by this Agreement. Because of its status as an independent contractor, CONTRACTOR
shall have absolutely no right to employment rights and benefits available to COUNTY
employees. CONTRACTOR shall be solely liable and responsible for providing to, or on behalf
of, their employees all legally required employee benefits. In addition, CONTRACTOR shall be
solely responsible and shall hold the COUNTY harmless from all matters relating to payment of
CONTRACTOR’s employees, including with Social Security withholding, and all other
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regulations governing such matters. It is acknowledged that during the term of this Agreement,
CONTRACTOR may be providing services to others unrelated to the COUNTY or to this
Agreement.
13. MODIFICATION
Any matters of this Agreement may be modified from time to time by the written consent
of all the parties without, in any way, affecting the remainder.
14. NON-ASSIGNMENT
Neither COUNTY nor CONTRACTOR shall assign, transfer or sub-contract this
Agreement nor their rights or duties under this Agreement without the prior written consent of
the other party.
15. HOLD HARMLESS AND INDEMNIFICATION
CONTRACTOR agrees to indemnify, save, hold harmless, and at COUNTY’s request
defend the COUNTY, its officers, agents and employees, from any and all costs and expenses
(including attorney’s fees and costs), claims, suits, liabilities, losses and damages occurring or
resulting to COUNTY in connection with the performance, or failure to perform, by
CONTRACTOR, their officers, agents or employees under this Agreement, and from any and all
costs and expenses (including attorney’s fees and costs), damages, liabilities, claims and losses
occurring or resulting to any person, firm or corporation who may be injured or damaged by the
performance, or failure to perform, of CONTRACTOR, their officers, agents, subcontractors,
assigns, or employees under this Agreement. The provisions of this Section 15 shall survive the
termination of this Agreement.
16. INSURANCE
Without limiting COUNTY’s right to obtain indemnification from CONTRACTOR or any
third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the
following insurance policies or a program of self -insurance, including but not limited to, and
insurance pooling arrangement or Joint Powers Agreement (JPA) throughout the term of the
Agreement;
A. Commercial General Liability – Commercial General Liability Insurance with
limits of not less than Two Million Dollars ($2,000,000) per occurrence and an
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annual aggregate of Four Million Dollars ($4,000,000). This policy shall be
issued on a per occurrence basis. COUNTY may require specific coverage
including complete operations product liability, contractual liability, Explosion-
Collapse-Underground, fire legal liability or any other liability insurance
deemed necessary because of the nature of the contract.
B. Automotive Liability - Comprehensive Automobile Liability insurance with
limits of not less than One Million Dollars ($1,000,000) per accident for bodily
injury and for property damages. Coverage should include any auto used in
connection with this Agreement.
C. Worker’s Compensation – A policy of Worker’s Compensation insurance as
may be required by the California Labor Code. CONTRACTOR shall obtain
endorsements to the Commercial General Liability insurance naming the
County of Fresno its officers, agents, and employees, individually and
collectively, as additional insured, but only insofar as the operations under
this Agreement are concerned. Such coverage for additional insured shall
apply as primary insurance and any other insurance, or self-insurance,
maintained by COUNTY, its officers, agents and employees shall be excess
only and not contributing with insurance provided under CONTRACTOR’s
policies herein. This insurance shall not be cancelled or changed without a
minimum of thirty (30) days advance written notice given to COUNTY.
CONTRACTOR hereby waives its right to recover from COUNTY, its officers,
agents, and employees any amounts paid by the policy of worker’s
compensation insurance required by this Agreement. CONTRACTOR is
solely responsible to obtain any endorsement to such policy that may be
necessary to accomplish such waiver of subrogation, but CONTRACTOR’s
waiver of subrogation under this paragraph is effective whether or not
CONTRACTOR obtains such an endorsement.
Within thirty (30) days from the date CONTRACTOR executes this
Agreement, CONTRACTOR shall provide certificates of insurance and
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endorsement as stated above for all of the foregoing policies, as required
herein, to the County of Fresno, Purchasing Manager, 4525 E. Hamilton
avenue, Fresno, CA 93702, stating that such insurance coverage have been
obtained and are in full force; that the County of Fresno, its officers, agents
and employees will not be responsible for any premiums on the policies; that
for such worker’s compensation insurance the CONTRACTOR has waived its
right to recover from the COUNTY, its officers, agents, and employees any
amounts paid under the insurance policy and that waiver does not invalidate
the insurance policy; that such Commercial General Liability insurance
names the County of Fresno, its officers agents and employees, individually
and collectively, as additional insured, but only insofar as the operations
under this Agreement are concerned; that such coverage for additional
insured shall apply as primary insurance and any other insurance, or self-
insurance, maintained by COUNTY, its officers, agents, and employees, shall
be excess only and not contributing with insurance provided under
CONTRACTOR’s policies herein; and that this insurance shall not be
cancelled or changed without a minimum of thirty (30) days advance, written
notice to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance
coverage herein provided, the COUNTY may, in addition to other remedies it
may have, suspend or terminate the Agreement upon the occurrence of such
event.
All policies shall be with admitted insurers licensed to do business in the
State of California. Insurance purchased shall be purchased form companies
possessing a current A.M. Best, Inc. rating of A FSC VII or better.
17. AUDITS AND INSPECTIONS
The CONTRACTOR shall at any time during business hours, and as often as the
COUNTY may deem necessary, make available to the COUNTY for examination all of its
records and data with respect to the matters covered by this Agreement. CONTRACTOR shall,
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upon request by the COUNTY, permit the COUNTY to audit and inspect all of such records and
data necessary to ensure CONTRACTOR’s compliance with the terms of this Agreement. If this
Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be subject to the
examination and audit of the California State Auditor for a period of three (3) years after final
payment under contract (Government Code Section 8546.7).
18. NOTICES
The persons and their addresses having authority to give and receive written notices
under this Agreement include the following:
County of Fresno California Business Machines
Director of Internal Services/CIO
333 W. Pontiac Way
Clovis, CA 93612
559-600-6200
Teri Brymer, President/Secretary
4260 N. Fresno Street
Fresno, CA 93726
559-225-5570
terib@cbmsolution.com
All notices between the COUNTY and the CONTRACTOR provided for or permitted
under this Agreement must be in writing and delivered either by personal service, by first-
class United States mail, by an overnight commercial courier service, or by telephonic
facsimile transmission. A notice delivered by personal service is effective upon service to
the recipient. A notice delivered by first class United States mail is effective three
COUNTY business days after deposit in the United States mail, postage prepaid,
addressed to the recipient. A notice delivered by an overnight commercial courier service
is effective one COUNTY business day after deposit with the overnight commercial courier
service, delivery fees prepaid with delivery instructions given for next day delivery,
addressed to the recipient. A notice delivered by telephonic facsimile is effective when
transmission to the recipient is completed (but, if such transmission is completed outside
of COUNTY business hours, then such delivery shall be deemed to be effective at the next
beginning of a COUNTY business day), provided that the sender maintains a machine
record of the completed transmission. For all claims arising out of or related to this
Agreement, nothing in this section establishes, waives, or modifies any claims
presentation requirements or procedures provided by law, including but not limited to the
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Government Claims Act (Division 3.6 of Title 1 of the Government Code, beginning with
section 810).
19. GOVERNING LAW
Venue for any action arising out of or relating to this agreement shall only be in
Fresno County, California. The rights and obligations of the parties and all interpretation
and performance of this Agreement shall be governed in all respects by the laws of the
State of California.
20. DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is operating as a corporation
(a for-profit or non-profit corporation) or if during the term of this agreement, the
CONTRACTOR changes its status to operate as a corporation.
Members of CONTRACTOR’s Board of Directors shall disclose any self-dealing
transactions that they are a party to while CONTRACTOR is providing goods or
performing services under this Agreement. A self-dealing transaction shall mean a
transaction to which the CONTRACTOR is a party and in which one or more of its
directors has a material financial interest. Members of CONTRACTOR’s Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing
and signing a Self-Dealing Transaction Disclosure Form (Exhibit D) and submitting it to the
COUNTY prior to commencing with the self-dealing transaction or immediately thereafter.
21. ENTIRE AGREEMENT
This Agreement constitutes the entire Agreement between CONTRACTOR and
COUNTY with respect to the subject matter hereof and supersedes all previous
Agreement negotiations, proposals, commitments, writings, advertisements publications,
and understandings of any nature whatsoever unless expressly includes in this
Agreement.
In the event of any inconsistency in interpreting the documents which constitute this
Agreement, the inconsistency shall be resolved by giving precedence in the following
order: (1) the text of this Agreement and Exhibit C; and (2) the San Luis Obispo County’s
Bid #3764-16, Exhibit A; and (3) Coastal Copy’s response to Bid #3764-16, Exhibit B.
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EXECUTED AND EFFECTIVE as of the date first above set forth.
)
co~
. -~ ~ . . qr--P
Ten Brymer
President/Secretary
DATE:
g California Business Machines, Inc.
4260 N. Fresno Street
1 O Fresno, CA 93726
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FOR ACCOUNTING USE ONLY:
Fund No.:
13 Subclass No.:
Org No.:
14 Account No.:
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Various
Various
Various
Various
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COUNTY OF FRESNO
" 2= ;:>~
Nathan Magsig, ChairmaMeSoard of
Supervisors of the County of Fresno
ATTEST:
BERNICE E. SEIDEL
CLERK OF THE BOARD OF SUPERVISORS
COUNTY OF FRESNO, STATE.: OF CALIFORNIA
By: ~~t~~ ) ~1:5
County of San Luis Obispo
GENERAL SERVICES
Will Clemens, Director
1087 Santa Rosa Street San Luis Obispo, CA 93408 Phone: 805.781.5200
www.slocounty.ca.gov/gs
INVITATION TO BID #3764-16
New Copiers
December 8, 2016
The County of San Luis Obispo is currently soliciting bids for the purchase order new copiers
for an 18 month period as noted.
Each bid shall specify each and every item as set forth in the attached specifications. Any
and all exceptions must be clearly stated in a separate document and uploaded with your bid
response. Failure to set forth any item in the specifications shall be grounds for rejection.
The County of San Luis Obispo reserves the right to reject all bids and to waive any
informalities.
This Bid is posted on the County’s Purchasing website at:
http://www.slocounty.ca.gov/GS/Purchasing/Current_Formal_Bids_and_Proposals.htm
Any changes, additions, or deletions to this Bid will be in the form of written addenda issued by
the County. Any addenda will be posted on the website. Prospective bidders must check the
website for addenda or other relevant new information during the response period. The County is
not responsible for the failure of any prospective bidder to receive such addenda. All addenda so
issued shall become a part of this Bid.
Bids and Spreadsheet must be submitted electronically through the County’s purchasing
website. They must be received no later than 3:00 p.m. January 10, 2017.
All questions pertaining to the content of this Invitation to Bid must be made in writing through
the Purchasing website. All questions will receive a response within five (5) business days.
Questions and responses will be posted (anonymously) on the Purchasing website and can
be viewed by accessing the Invitation to Bid located at the Purchasing website.
The County reserves the right to determine the appropriateness of comments / questions that
will be posted on the website.
Any and all comments and suggestions are sincerely encouraged prior to the bid opening. If
you have any questions about the Bid process, please contact the Buyer directly.
Justin Hansen
Buyer – CS - Purchasing
jdhansen@co.slo.ca.us
Exhibit A
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 2
New Copiers
TO: ALL PROSPECTIVE BIDDERS
SUBJECT: LOCAL BIDDERS PREFERENCE
The County of San Luis Obispo has established a local vendor preference. All informal and
formal bids for contracts will be evaluated with a 5% preference for local vendors. Note the
following exceptions:
1. Those contracts which State Law requires be awarded to the lowest
responsible bidder.
2. Public works construction projects.
A "local" vendor will be approved as such when, 1) It conducts business in an office with a
physical location within the County of San Luis Obispo; 2) It holds a valid business license
issued by the County or a city within the County; and 3) Business has been conducted in
such a manner for not less than six (6) months prior to being able to receive the preference.
As of March 3, 1994 individual County Buyers evaluate bids considering the local vendor
preference described above. The burden of proof will lie with bidders relative to verification of
"local" vendor preference. Should any questions arise, please contact a buyer at (805) 781-
5200. All prospective bidders are encouraged to quote the lowest prices at which you can
furnish the items or services listed in County bids.
YES
NO
Do you claim local vendor preference?
Do you conduct business in an office with a physical
location within the County of San Luis Obispo?
Business Address: _____________________________________________________
____________________________________________________________________
Years at this Address: __________________________________________________
Does your business hold a valid business license issued
by the County or a City within the County?
Name of Local Agency which issued license: ________________________________
Business Name: ________________________________________________________
Authorized Individual: ____________________ Title: ____________________________
Signature: _____________________________ Dated: __________________________
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 3
New Copiers
TO: ALL PROSPECTIVE BIDDERS
SUBJECT: POLICY ON PURCHASING PRODUCTS MADE WITH OR CONTAINING
CHLOROFLUOROCARBONS (CFC's)
Summary
Many products contain chlorofluorocarbons (CFC's), a known depleter of ozone in the
atmosphere. Under the U.S. Clean Air Act and the Montreal Protocol on Substances that
Deplete the Ozone Layer, CFC production for use in industrialized nations is to be totally
phased out by January 1, 1996. There are still many products on the market that contain
CFC's or are made with CFC's. The Department of General Services, purchasing staff must
identify products made with or containing CFC's and purchase alternative products whenever
practical and possible.
Policy
To this end, it shall be the policy of the County of San Luis Obispo that all bidders, who wish
to do business with the County are required to identify all products that contain CFC's or use
CFC's in the manufacturing or shipping processes. Bidders are required to identify
alternative products that do not use CFC's, for possible purchase by the County.
Bidder Response
Do any products offered herein contain CFC’s or use
CFC’s in the manufacturing or shipping process?
YES NO
If yes, please offer an alternative product by copying bid
forms and submitting an alternate bid. Will you offer an
alternate?
Please provide any other information that may be helpful to the County. Attachments
are acceptable.
Bidder: _______________________________________________________________
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 4
New Copiers
GENERAL CONDITIONS AND INSTRUCTIONS
1. All bids submitted by Seller to Purchaser shall be submitted through the County’s
Purchasing website in accordance with the instructions contained herein.
2. The issuance of this bid request creates no obligation on the part of the County and
the County reserves the unconditional right at its option to either reject all bids or
waive any irregularities or informalities therein.
3. All prices must be firm for 45 days from the date of the bid opening and be inclusive.
Upon award, prices will be in effect for the term of the contract.
4. If you offer any prompt payment discounts, please indicate this in the “General
Comments for the Agency” section when responding to the bid through the Purchasing
website.
5. Award will be made to the lowest responsible bidder.
6. Responding to this Bid will be interpreted to mean that the bidder has thereby agreed
to all conditions, instructions, descriptions and specifications contained herein.
7. All materials included in the contract shall be in compliance with all Federal and State
OSHA laws.
8. All applicable City, State, and Federal taxes and fees are to be included in the bid.
9. The only terms that will be honored are those terms included in general and special
conditions and instructions, purchase order or other documents issued by the County.
10. In the event of any conflicts or ambiguities between these instructions and State or
Federal laws, regulations or rules, then the latter shall prevail.
11. Only one bid will be accepted per vendor.
12. Bidders may electronically withdraw their bid at any time prior to the scheduled closing
time for receipt of bids. No bidder may withdraw their bid after the time set for the
opening.
13. All time limits stated are of the essence.
14. The County may make partial payments after a substantial portion of the merchandise
has been delivered. On all items, a 10% retention will be withheld until all
merchandise has been accepted.
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 5
New Copiers
15. Brand names are used to establish a level of quality only. Any alternates must be
approved five (5) days prior to the bid opening date, by the Buyer, who will have the
sole right to make the determination. If an alternate is submitted without going through
the above- described process, the County will have the sole right to decide whether or
not an alternate is acceptable. Requests for approval of any alternates must be
submitted as a question through the Purchasing website. Please contact the Buyer
directly before submitting any samples.
16. Contractor shall comply with all laws and regulations governing nondiscrimination in
employment, including the Americans with Disabilities Act of 1990, the Fair
Employment and Housing Act (California Government Code §§ 12900, et seq.), and
the applicable regulations promulgated thereunder (2 California Code of Regulations
§§ 7285, et seq.).
16.1. Nondiscrimination: The Contractor, with regard to the work performed by
them during the Contract, shall not discriminate on the grounds of race, color
or national origin or other legally protected criteria in employment or the
selection and retention of subcontractors, including procurement of materials
and leases of equipment. The Contractor shall not participate either directly or
indirectly in the discrimination prohibited by Section 21.5 of the Regulations,
including employment practices when the Contract covers a program set forth
in Appendix B of the Regulation.
16.2. Solicitation for Subcontracts, Including Procurement of Materials and
Equipment. In all solicitation, either by competitive bidding or negotiation,
made by the Contractor for work to be performed under a subcontract,
including procurement of materials or leases of equipment, each potential
subcontractor or supplier shall be notified by the Contractor of the
Contractor’s obligations under this Contract and the regulations relative to
nondiscrimination on the grounds of race, color or national origin.
17. Piggyback Clause: Allow the CCPPA and other local Government agency to use
pricing awarded from this bid to purchasing copiers and services directly from vendor
awarded contract. The CCPPA is the local purchasing alliance, includes County of San
Luis Obispo, Cal Poly University, City of San Luis Obispo, and Cal Trans District 5.
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 6
New Copiers
SPECIFICATIONS
SPECIAL TERMS AND CONDITIONS
1. PURPOSE:
The County of San Luis Obispo will acquire new COPIERS AND MAINTENANCE SERVICE to
serve in heavy-duty use areas of the County. Bidders should understand multiple users and
recycled paper are also conditions of use.
2. SCOPE:
The successful bidder is required to furnish, deliver and install the proposed equipment. Vendor
shall provide a minimum of four (4) hours of orientation and training to department staff on all
aspects of machine operation, maintenance and supply replenishment. On-going telephone support
shall be included during the life of the equipment.
Installed machine shall be initially filled with all necessary supplies by the vendor at no cost to the
County of San Luis Obispo. Machine shall be tested and any adjustment made, as per
manufacturer's specifications, to ensure optimal performance of the equipment.
3. MANUFACTURER'S AUTHORIZATION:
Vendor must be officially authorized by the manufacturer of proposed equipment to sell and service
the equipment offered. The County of San Luis Obispo may require written documentation from the
manufacturer.
4. MANUFACTURER’S LITERATURE/SPECIFICATION SHEETS:
Vendor must provide current manufacturer’s literature/specification sheets for all proposed machine
models.
5. SUPPLIES:
Successful vendor shall only use OEM supplies and replacement parts in the equipment proposed.
6. CUSTOMER SUPPORT SERVICES:
Under the terms of this bid, the successful vendor agrees to provide on-going telephone support
regarding the use of the equipment to using department staff and to purchasing staff. Vendor will
provide contact person(s) names(s) and telephone number(s) for the telephone support, sales
support, service support and field service technicians.
These contact person(s) will be technically trained employees. Contact person(s) shall also be
trained in Customer Service and Customer Relations. The County may require documentation from
vendor that support employee(s) are indeed qualified and have received the above-mentioned
training.
7. MAINTENANCE AND REPAIRS:
The County of San Luis Obispo requires all bidders to have a local (in County) maintenance/service
facility. This facility cannot be at a home residence.
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 7
New Copiers
Bids will not be accepted from vendors who do not meet this requirement. Bidders will be required
to perform monthly inspections, cleanings and take meter readings.
Machines furnished will not be eligible for removal from maintenance coverage until after 7 years of
life from the last date of manufacture, provided they have been operated at the recommended
average number of copies per month. Vendor must provide manufactures notices of discontinuing
the production of any model furnished hereunder. The equipment will require preventative
maintenance and repairs. Maintenance coverage offered in each instance, is to be a full service
maintenance contract including all toner, developer, fuser oil, drums, repair parts, labor and
preventative maintenance service. The only supply items not included are paper and staples.
Response time to a request for service shall be no more than 4 hours. Failure to respond as
required will cause the County to take a service credit and withhold that amount from invoices owed
to the Vendor. The service credit shall be $25.00 per hour for each hour after the 4th hour.
If during a repair call it is determined that a copier cannot be repaired in place within 48 hours of the
time a repair call is placed, another copier of like size and features is to be supplied at no cost other
than the per copy charge in effect at the time.
All repair technicians dispatched to repair County Copiers and Maintenance Service shall be fully
aware of the conditions contained herein. Each qualified technician shall also be trained in
Customer Service and Customer Relations. The County may require documentation from vendor
that repair technicians have received such training.
8. REPAIR CREDIT:
The County will require per copy CREDIT for all copies made during the course of repair testing.
The CREDIT must appear separately on monthly invoices.
9. AWARD OF THIS BID:
May be either of two methods (a) all to one vendor, or (b) any combination of items that is in the
best interest of the County. The County reserves the right to determine the method of award once
all bids have been opened and evaluated to achieve the lowest cost to the County. This bid will
remain in effect for the entire term, from award through June 30, 2018. Prices to remain
unchanged.
All copiers may not be purchased immediately, and there is no guarantee that all
specifications within this bid will be utilized. Copiers specified in this bid document may be
upgraded or downgraded to other specifications within the bid.
No number of copiers to be purchased is guaranteed. Budget funding is indefinite.
Trade-in copiers may be retained by the County should the value offered not be sufficient. Trade-in
copiers may not necessarily go with the specification in which they are listed under.
Low bidder may be required to demonstrate all features, including options, for requesting
departments before purchase.
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 8
New Copiers
10. ENERGY USAGE:
All proposed copiers shall be Energy Star compliant per the State of California.
11. TERMINATION FOR NON-APPROPRIATIONS:
The County’s obligation to pay any amounts due for those fiscal periods succeeding the current
fiscal period are contingent upon legislative appropriation or approval of funds for that purpose.
Therefore, the County may terminate this agreement with respect to no less than the entire term
effective as of the end of any of its succeeding fiscal periods by giving sixty (60) days prior written
notice of the termination and establishing a termination date.
All obligations of County to make payments due after the termination date will cease.
Notwithstanding the foregoing, County agrees to (i) not to terminate this agreement under this
provision if any funds are appropriated to perform the services of this agreement and (ii) that County
will use its best efforts to obtain appropriation of the necessary funds to avoid termination of this
agreement.
12. SECURITY AGREEMENT:
Vendor agrees to acknowledge in writing the County’s Information Security Program Acceptable use
Policy, attached at the end of this document. Devices placed within HIPAA compliant departments
additionally may be required to complete a HIPAA Business Associate Agreement.
Security Training
Vendor agrees to provide training to departmental staff and local administrators on the use of
onboard security functions to ensure that data contained, sent to or from, or replicated within the
devices remain secure and accessible only by authorized staff.
Fixed Storage Media / Hard Drive Requirements
At the discretion of the department, Vendor agrees to either return to the County, destroy with
certification of destruction, or clear/wipe all storage media of all County information prior to removal
from County property. Should the department elect to clear/wipe the storage media, the County
expects procedures equivalent to Secure Wipe, as described in the US Department of Defense
standard “DoD 5220.22-M”, to be followed for this purpose, and that the performance of this
procedure be logged as a service procedure for future County reference. The cost to clear/wipe the
storage media is itemized in the following Specifications.
All failed storage media will either be returned to the County for secure destruction or alternately, a
certification of destruction may be provided to the County by the vendor in lieu of the media. (see
IEEE-2600-2008 section 8.1.1.4)
All back-up and temporary replacement devices are subject to the same requirements as those
permanently installed.
IEEE Compliance Security Requirements1
Vendor agrees to support the following subset of IEEE-2600-2008 standard which defines security
requirements for manufacturers, users, and others on the selection, installation, configuration, and
usage of hardcopy devices (HCDs) and systems including printers, copiers, and multifunction
devices (MFDs), and the computer systems that support these devices.
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 9
New Copiers
The following excerpts are from IEEE-2600-2008 section 8.1. Each of the following entries is a
further subsection, i.e., 1.1 below equates to 8.1.1.1.
1.1 Protecting HCD software from unauthorized modification: The HCD shall provide procedures to
verify that the currently installed software in the HCD is consistent with the authorized, installed
HCD software. (system check at startup, etc.)
1.2 User identification and authentication: The HCD shall identify and authenticate each user who
tries to access HCD assets or execute HCD applications. (LDAP, Active Directory, etc. with
valid credentials)
1.3 User authorization: The HCD shall ensure that users are authorized prior to permitting access to
HCD assets and performance of HCD functions. The HCD shall also ensure that unauthorized
users are not permitted to access HCD assets or execute HCD applications including
installation or update of firmware, software, and applet. (granularity in profiles from
Administrator to User)
1.4 Offline salvage of deleted or stored user document data: The HCD shall ensure that user
documents that have been logically deleted or released after use cannot be recovered from
nonvolatile storage devices that have been removed from the HCD. (data overwriting and/or
wiping, encrypting)
1.5 Protecting user document data, user function data, HCD confidential data, protected data, and
software in the HCD
1.5.1 From disclosure: The HCD shall protect user document data and HCD confidential
data from unauthorized disclosure when such data is in the HCD. (secure printing,
multi-layer security, encryption, temp data is overwritten numerous times)
1.5.2 From modification: The HCD shall protect user document data, user function data,
HCD confidential data, HCD protected data, and software from unauthorized
modification when such data is in the HCD. (user configurable access control,
monitoring)
1.6 Protecting user document data, user function data, HCD confidential data, protected data, and
software in transit
1.6.1 From disclosure: The HCD shall protect user document data and HCD confidential
data from unauthorized disclosure when such data is in transit to or from the HCD over
a shared communications medium. (encrypt network traffic)
1.6.2 From modification: The HCD shall protect user document data, user function data,
HCD confidential data, HCD protected data, and software from unauthorized
modification when such data is in transit to or from the HCD over a shared
communications medium. (encrypt network traffic)
1.7 Administrator identification, authentication, and authorization: The HCD shall identify and
authenticate each HCD administrator, and shall ensure that administrators are authorized prior
to permitting access to HCD data assets and performance of administration functions on the
HCD. (support for strong authentication, disable after three failed administrator attempts, etc.)
1.8 Monitoring of HCD events: The HCD shall create and maintain a log of HCD use and security-
relevant events. (log user activity and usage-related activity, etc.)
1.9 HCD cannot be used as a proxy for malicious attacks: The HCD shall ensure that its shared
communication media interfaces cannot be used as a proxy for or a source of malicious attacks
on the external IT environment. (IP filtering, port management, etc.)
County of San Luis Obispo Invitation to Bid 3764-16 December 8, 2016 Page 10
New Copiers
1.10 HCD cannot be used as an unauthorized bridge from one interface to a shared
communications media interface: If a shared communication interface (e.g., network
connection) is present on the HCD, the HCD shall not permit users to establish a malicious
connection to the external IT environment from any other interface. In addition, the HCD should
not permit an unauthorized non-fax data connection to the HCD via the fax interface. (capability
to disable the fax function, logical separation between the fax and LAN connections, fax data is
encrypted and after use, data automatically erased)
1.11 Mitigation of denial of service: The HCD should protect assets during DoS attacks against
the external HCD interfaces and should restore normal operation without requiring human
intervention upon termination of such attacks. (services other than network-based should
continue to operate and the network interface should recover in a timely manner) The
undersigned agrees to:
Deliver F.O.B. (DEST) San Luis Obispo to various County departments, the Copiers and Maintenance
Service itemized and in accordance with Specifications attached. All equipment to be new and unused of
the latest model year, and all attachments shall be designated to be compatible with the model proposed.
All equipment and accessories shall comply with the applicable State and Federal Codes, Regulations and
Requirements.
TERMS OF SALE ____________________________________________________________________
DATE OF DELIVERY _________________________________________________________________
Authorized Official Name (Print) _________________________________________________________
Authorized Official Title (Print) ___________________________________________________________
Signature ___________________________________________________________________________
Firm Name _________________________________________________________________________
Address ____________________________________________________________________________
City _______________________________________ State ________________ Zip Code ___________
Telephone __________________________________ FAX ____________________________________
Federal Taxpayer ID# _________________________________________________________________
Individual/Sole Proprietor Corporation Partnership Other
BIDS MUST BE RECEIVED BY PUBLIC PURCHASE BY 3:00 P.M., JANUARY 10, 2017
Bid #3764-16
Exhibit B
Specification 1 Vendor:Coastal Copy, Inc.
Monthly Volume 5,000
Features
Copies per Min 30
Print/Color Scan System yes BW Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,100 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 3011i, 30 cpm system ( 2GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
2 x 500 sheet paper drawers up to 5.5" x 8.5" to 11" x 17"
2 x 1,500 8.5" x 11 paper drawers (PF-810)
100 sheet multipurpose (bypass) paper tray up to 11" x 17"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 125,000
Delivered Prices 3,132.86
8% Sales Tax 250.63
Total $3,383.49
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
DF-791 3,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-791 Stapler/Finisher $251.25
MT-730 7-Bin Mailbox for DF-791 $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Price per copy
Maintenance Cost Year 1 0.0059
Year 2 0.0059
Year 3 0.0059
Year 4 0.0059
Year 5 0.0059
Year 6 0.0059
Year 7 0.0059
Exhibit B
Specification 2 Vendor:Coastal Copy, Inc.
Monthly Volume 20,000
Features
Copies per Min 30
Print/Color Scan System yes BW Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,100 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 3011i, 30 cpm system ( 2GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
2 x 500 sheet paper drawers up to 5.5" x 8.5" to 11" x 17"
2 x 1,500 8.5" x 11 paper drawers (PF-810)
100 sheet multipurpose (bypass) paper tray up to 11" x 17"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 125,000
Delivered Prices 3,132.86
8% Sales Tax 250.63
Total $3,383.49
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
DF-791 3,000 sheet multi-position stapler/finisher subsitution $937.50
PH-7A 2/3 hole punch unit for DF-791 Stapler/Finisher $251.25
MT-730 7-Bin Mailbox for DF-791 $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Price per copy
Maintenance Cost Year 1 $0.0059
Year 2 $0.0059
Year 3 $0.0059
Year 4 $0.0059
Year 5 $0.0059
Year 6 $0.0059
Year 7 $0.0059
Specification 3 Vendor:Coastal Copy, Inc.
Monthly Volume 5,000
Features
Copies per Min 40
Print/Color Scan System yes BW Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 4002i, 40 cpm system ( 4GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 175,000
Delivered Prices 3,622.51
8% Sales Tax 289.80
Total $3,912.31
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Price per Copy
Maintenance Cost Year 1 $0.0059
Year 2 $0.0059
Year 3 $0.0059
Year 4 $0.0059
Year 5 $0.0059
Year 6 $0.0059
Year 7 $0.0059
Specification 4
Monthly Volume 20,000
Features
Copies per Min 40
Print/Color Scan System yes BW Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 4002i, 40 cpm system ( 4GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 175,000
Delivered Prices 3,622.51
8% Sales Tax 289.80
Total $3,912.31
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Upgrade to 50 ppm system - TASKalfa 5002i $317.38
Upgrade to 60 ppm system - TASKalfa 6002i $743.38
Upgrade to 70 ppm system - TASKalfa 7002i $2,555.83
Upgrade to 80 ppm system - TASKalfa 8002i $3,993.53
Price per Copy
Maintenance Cost Year 1 $0.0059
Year 2 $0.0059
Year 3 $0.0059
Year 4 $0.0059
Year 5 $0.0059
Year 6 $0.0059
Year 7 $0.0059
Specification 5 COLOR COPIER
Monthly Volume 20,000
Features
Copies per Min 50
Print/Color Scan System yes BW & Color Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 5052ci, 50 cpm system ( 4GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 225,000
Delivered Prices 5,400.15
8% Sales Tax 432.01
Total $5,832.16
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Price per Copy
Black & White Color
Maintenance Cost Year 1 $0.0059 Year 1 $0.0590
Year 2 $0.0059 Year 2 $0.0590
Year 3 $0.0059 Year 3 $0.0590
Year 4 $0.0059 Year 4 $0.0590
Year 5 $0.0059 Year 5 $0.0590
Year 6 $0.0059 Year 6 $0.0590
Year 7 $0.0059 Year 7 $0.0590
Specification 6 COLOR COPIER
Monthly Volume 20,000
Features
Copies per Min 60
Print/Color Scan System yes BW & Color Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 6052ci, 60 BW cpm system ( 4GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 250,000
Delivered Prices 6,443.55
8% Sales Tax 515.48
Total $6,959.03
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Upgrade to 70 ppm system - TASKalfa 7002i $2,095.50
Upgrade to 80 ppm system - TASKalfa 8002i $3,626.70
Price per Copy
Black & White Color
Maintenance Cost Year 1 $0.0059 Year 1 $0.0590
Year 2 $0.0059 Year 2 $0.0590
Year 3 $0.0059 Year 3 $0.0590
Year 4 $0.0059 Year 4 $0.0590
Year 5 $0.0059 Year 5 $0.0590
Year 6 $0.0059 Year 6 $0.0590
Year 7 $0.0059 Year 7 $0.0590
Specification 7 COLOR COPIER
Monthly Volume 2,500 copies, 2,000/black/white – 500/color copies
Features
Copies per Min 30
Print/Color Scan System yes BW & Color Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 3552ci, 35 cpm system ( 4GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 175,000
Delivered Prices 4,882.89
8% Sales Tax 390.63
Total $5,273.52
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Upgrade to 40 ppm system - TASKalfa 4052ci $313.20
Price per Copy
Black & White Color
Maintenance Cost Year 1 $0.0059 Year 1 $0.0590
Year 2 $0.0059 Year 2 $0.0590
Year 3 $0.0059 Year 3 $0.0590
Year 4 $0.0059 Year 4 $0.0590
Year 5 $0.0059 Year 5 $0.0590
Year 6 $0.0059 Year 6 $0.0590
Year 7 $0.0059 Year 7 $0.0590
Specification 8 COLOR COPIER
Monthly Volume 20,800 copies, 20,000/black/white – 800/color copies
Features
Copies per Min 30
Print/Color Scan System yes BW & Color Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 3552ci, 35 cpm system ( 4GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Capacity per month 175,000
Delivered Prices 4,882.89
8% Sales Tax 390.63
Total $5,273.52
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Fax Capability $866.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Upgrade to 40 ppm system - TASKalfa 4052ci $313.20
Price per Copy
Black & White Color
Maintenance Cost Year 1 $0.0059 Year 1 $0.0590
Year 2 $0.0059 Year 2 $0.0590
Year 3 $0.0059 Year 3 $0.0590
Year 4 $0.0059 Year 4 $0.0590
Year 5 $0.0059 Year 5 $0.0590
Year 6 $0.0059 Year 6 $0.0590
Year 7 $0.0059 Year 7 $0.0590
General Specification 1 A lower volume model as fully featured as possible for a
total not to exceed $ 2,500.00, Including Tax
Under $ 2,500 unit
Features
Copies per Min 30
Print/Color Scan System yes
Dual Scan Doc Processor yes
Drawer Capacity 1,100 sheets
Finisher/Staple no
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 3011i, 30 cpm system ( 2GB RAM, 8GB SSD, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
2 x 500 sheet paper drawers up to 5.5" x 8.5" to 11" x 17"
2 x 1,500 8.5" x 11 paper drawers (PF-810)
100 sheet multipurpose (bypass) paper tray up to 11" x 17"
Capacity per month 125,000
Delivered Prices 2,313.89
8% Sales Tax 185.11
Total $2,499.00
Black & White
Maintenance Cost Year 1 $0.0059
Year 2 $0.0059
Year 3 $0.0059
Year 4 $0.0059
Year 5 $0.0059
Year 6 $0.0059
Year 7 $0.0059
General Specification 2 A lower volume model as fully featured as possible for a
total not to exceed $ 5,000.00, Including Tax
Under $ 5,000 unit
Features
Copies per Min 25
Print/Color Scan System yes BW & Color Print / BW & Color Scan
Dual Scan Doc Processor yes
Drawer Capacity 4,150 sheets
Finisher/Staple yes
Does 11 x 17 yes
Make and Model Kyocera TASKalfa 2552ci, 25 cpm system ( 4GB RAM, 320GB HDD)
Equipped with 270 sheet single pass dual scan doc feeder (DP-7110)
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 8.5 x 14"
1 x 500 sheet paper drawers up to 5.5" x 8.5" to 12" x 18"
2 x 1,500 8.5" x 11 paper drawers (PF-7110)
150 sheet multipurpose (bypass) paper tray up to 12" x 48"
1,000 sheet multlposition 50-sheet stapler/finisher (DF-7120)
Fax Capability
Capacity per month 100,000
Delivered Prices 4,628.71
8% Sales Tax 370.30
Total $4,999.00
Price
Optional Features cost PH-7A 2/3 hole punch unit for DF-7120 Stapler/Finisher $251.25
Secure Wipe Software -Data Security Kit E $435.00
PF-7110 3,000 sheet side large capacity tray - 8.5" x 11"$532.50
DF-7110 4,000 sheet multi-position stapler/finisher subsitution $360.00
PH-7A 2/3 hole punch unit for DF-7110 Stapler/Finisher $251.25
BF-730 Booklet and Trifolding unit for DF-7110 $562.50
MT-730 7-Bin Mailbox $375.00
OCR Scanning - Scan Extension Kit (A)$450.00
Black & White Color
Maintenance Cost Year 1 $0.0059 Year 1 $0.0590
Year 2 $0.0059 Year 2 $0.0590
Year 3 $0.0059 Year 3 $0.0590
Year 4 $0.0059 Year 4 $0.0590
Year 5 $0.0059 Year 5 $0.0590
Year 6 $0.0059 Year 6 $0.0590
Year 7 $0.0059 Year 7 $0.0590
Acquisition BW Vol/Mo BW Cost/7Yr Color Vol/Mo
Color
Cost/7Yr Lifetime Cost
Specifications 1 $3,383.49 5,000 $2,478.00 N/A $0.00 $5,861.49
Specifications 2 $3,383.49 20,000 $9,912.00 N/A $0.00 $13,295.49
Specifications 3 $3,912.31 5,000 $2,478.00 N/A $0.00 $6,390.31
Specifications 4 $3,912.31 20,000 $9,912.00 N/A $0.00 $13,824.31
Specifications 5 $5,832.16 20,000 $9,912.00 unknown $0.00 $15,744.16
Specifications 6 $6,959.03 20,000 $9,912.00 unknown $0.00 $16,871.03
Specifications 7 $5,273.52 2,000 $991.20 500 $2,478.00 $8,742.72
Specifications 8 $5,273.52 20000 $9,912.00 800 $3,964.80 $19,150.32
Grand Total…$99,879.84
Lifetime Cost Summary
FRESNO COUNTY fy2018/2019 NEW CONTRACT PRICING KYOCERA PRINTERS/MFPS
Prices effective with start of new contract estimated January 2019
Standard Contract B/W MFPs Highlighted in Red
Model Description CASH 60 MO RENT CPP
BW/COLOR
A3 TASKALFA COLOR MFPS UP TO 12 X 18
TASKalfa 2552ci 25/25 PPM A3 Color MFP $2,783.00 $69.58 0.0089/0.055
TASKalfa 3252ci 32/32 PPM A3 Color MFP $3,228.00 $80.70 .0089/.055
TASKalfa 3552ci 35/35 PPM A3 Color MFP $4,128.00 $103.20 .0089/.055
TASKalfa 4052ci 40/40 PPM A3 Color MFP $4,328.00 $108.20 .0089/.055
TASKalfa 5052ci 50/50 PPM A3 Color MFP $4,528.00 $113.20 .0089/.055
TASKalfa 6052ci 60/55 PPM A3 Color MFP $6,028.00 $150.70 .0089/.055
A3 TASKALFA B/W MFPS UP TO 12 X 18
TASKalfa 4002i 40 PPM A3 B&W MFP $2,007.00 $50.18 $0.0029
TASKalfa 5002i 50 PPM A3 B&W MFP $2,281.00 $57.03 $0.0029
TASKalfa 6002i 60 PPM A3 B&W MFP $2,593.00 $64.83 $0.0029
ACCESSORIES/OPTIONS FOR ALL TASKALFA MODELS B/W & COLOR
DP-7100 140 Sheet Reversing Automatic Document Processor $467.00 $11.68
DP-7110 270 Sheet Dual Scan Document Processor $717.00 $17.93
DF-7100 (Inner)500 Sheet Internal Finisher $495.00 $12.38
DF-7120 (1000)1,000 Sheet Finisher $595.00 $14.88
PH-7100 Punch Unit for DF-7100 $402.00 $10.05
PH-7A Punch Unit for DF-7120/7110 $402.00 $10.05
DF-7110 (4,000)4,000 Sheet Finisher $920.00 $23.00
MT-730(B)7 Bin Mailbox for DF-7110 $395.00 $9.88
BF-730 Booklet and Tri Folding Unit for DF-7110 $595.00 $14.88
AK-7100 Attachment kit for DF-7120 / DF-7110 incl
JS-7100 Job Separator $114.00 $2.85
PF-7100 (500 x 2) Dual 500 Sheet Paper Trays $450.00 $11.25
PF-7110 (1500 x 2) Dual 1,500 Sheet Paper Trays $450.00 $11.25
PF-7120 (3000 side)3,000 Sheet Side Large Capacity Tray - Letter $595.00 $14.88
Data Security Kit (E)Hard Drive Encryption/Overwrite Kit $395.00 $7.88
FAX System 12 Fax Board $795.00 $19.88
Banner Guide 10 MPT Guide attachment to assist the feeding of banner paper $300.00 $7.50
Scan extension kit(A) AC Searchable PDF Kit $600.00 $15.00
Stand Copier Cabinet Stand $160.00 $4.00
Keyboard Holder 10 Keyboard Tray Kit $100.00 $2.50
NK-7110 (10キー)Numeric Keypad $120.00 $3.00
Printing System 15 EFI fiery Controller for TASKalfa 6052ci / 5052ci / 4052ci / 3552ci / 3252ci $4,500.00 $112.50
Printing System Interface Kit 15 Interface Kit for Printing System 15, Includes mounting Kit and circuit board 750.00 18.75
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $375.00 $10.70
DMConnect w/ OCR DMConnect w/ OCR $550.00 $13.75
A4 LOW VOLUME B/W MFP DESKTOP
ECOSYS M2640idw 42 ppm A4 Monochrome 4in1 MFP Copy, Print, Fax, Color scan & HyPAS** With STD Wireless capability$600.00 $15.00 $0.0149
PF-1100 250 Sheet Paper Drawer (Max 2 units)$70.00 $1.75
Stand Stand for M2640idw/M2540dw/M2040dn/M2635dw $160.00 $4.00
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $375.00 $10.70
DMConnect w/ OCR DMConnect w/ OCR $550.00 $13.75
A4 HIGH VOLUME B/W MFP DESKTOP
ECOSYS M3645idn 42ppm A4 Monochrome MFP 4 in 1 model (Copy, Print, Fax, Color Scan)$1,600.00 $40.00 $0.0069
ECOSYS M3655idn 57ppm A4 Monochrome MFP 4 in 1 model (Copy, Print, Fax, Color Scan)$1,950.00 $48.75 $0.0050
EXHIBIT C
ECOSYS M3660idn 62ppm A4 Monochrome MFP 4 in 1 model (Copy, Print, Fax, Color Scan)$2,795.00 $69.88 $0.0045
PF-3110 500 sheets optional paper feed cassette $187.00 $4.68
MS-5100B Manual Stapler $250.00 $6.25
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $375.00 $10.70
DMConnect w/ OCR DMConnect w/ OCR $550.00 $13.75
A4 LOW VOLUME COLOR MFP DESKTOP
ECOSYS M5526cdw 27/27 ppm A4 Color MFP With STD Wireless capability 4 in 1 model (Copy, Print, FAX, Scan)$675.00 $16.88 .$0.025/$0.1
2PF-5110 250 Sheet Paper Drawer (Max 1 unit)$90.00 $2.25
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $375.00 $10.70
DMConnect w/ OCR DMConnect w/ OCR $550.00 $13.75
A4 MID VOLUME COLOR MFP DESKTOP
ECOSYS M6635cidn 37 ppm Color MFP (4 in 1 HyPAS model)$1,675.00 $41.88 $0.017/$0.07
PF-5100 500 Sheet Paper Drawer, Multi Purpose Paper Feeder $250.00 $6.25
MS-5100 Manual Stapler $250.00 $6.25
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $375.00 $10.70
DMConnect w/ OCR DMConnect w/ OCR $550.00 $13.75
TA COLOR LTR/LGL FLOOR MODEL WITH FINISHING & PAPER OPTIONS
TASKalfa 307ci 32/32 PPM A4 Color MFP (With standard Document Processor)$1,780.00 $44.50 $0.0089/0.07
TASKalfa 356ci 37/37 PPM A4 Color MFP $2,095.00 $52.38 $0.089/0.065
TASKalfa 406ci 42/42 PPM A4 Color MFP $2,295.00 $57.38 0.0079/0.055
PF-5120 500 sheet 500 Sheet Paper Tray $195.00 $4.88
PF-5130 500 x 2 sheet 500 Sheet x 2 Paper Tray $550.00 $13.75
PF-5140 2000 sheet 2,000 Sheet Paper Tray $595.00 $14.88
FAX system 11 for Prius32 Fax kit for 307ci $250.00 $6.25
FAX system 10 for Prius35/40 Fax kit for 406ci/356ci $795.00 $19.88
DF-5100 (Inner DF)300 Sheet Internal Finisher $425.00 $10.63
DF-5110 (1000DF)1,000 Sheet Finisher for 406ci/356ci $595.00 $14.88
DF-5120 (3000DF)3,200 Sheet Finisher for 406ci/356ci $925.00 $23.13
MT-5100 (Mailbox)5 Bin Mailbox $395.00 $9.88
DP-5100 (RADP)Document Processor (RADF Type) for 406/356ci $467.00 $17.68
DP-5110 (DSDP)Document Processor (DSDP) for 406/356ci $717.00 $17.93
PH-5100 (Punch)Punch Unit for DF-5110 $402.00 $10.05
JS-5100 Job Separator $125.00 $3.13
AK-5100(Attachment kit)Attachment kit for MT-5100 $100.00 $2.50
DT-5100(Document tray)Original Hard Copy Holder $45.00 $1.13
STAND Copier Cabinet Stand $160.00 $4.00
Card Reader Holder 11 Card Reader Holder $64.00 $1.60
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $375.00 $10.70
DMConnect w/ OCR DMConnect w/ OCR $550.00 $13.75
LOW VOLUME B/W PRINTERS
ECOSYS P2040dw 42 ppm A4 Monochrome Printer With STD Wireless capability $350.00 $8.75 $0.0150
PF-1100 250 Sheet Paper Drawer (Max 2 units)$100.00 $2.50
Stand Stand for P2040dw/P2235dw $160.00 $4.00
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $57.00 $1.45
MID TO HIGH VOLUME B/W PRINTERS
ECOSYS P3045dn 47 ppm A4 Monochrome Printer $650.00 $16.25 $0.0100
ECOSYS P3050dn 52 ppm A4 Monochrome Printer $765.00 $19.15 $0.0075
ECOSYS P3055dn 57 ppm A4 Monochrome Printer $850.00 $21.25 $0.0050
ECOSYS P3060dn 62 ppm A4 Monochrome Printer $1,250.00 $31.25 $0.0029
Stand Stand $160.00 $4.00
PF-320 500 Sheets Paper Drawer (Max 4 units)$200.00 $5.00
PF-3100 2,000 Sheets large capacity paper Drawer $650.00 $16.25
PB-325 Base unit with PF-3100 $200.00 $5.00
IB-32B IEEE 1284 compliant NIC $100.00 $2.50
IB-36 Wireless LAN NIC (Approx. 98 ft Range & Wi-Fi Direct)$100.00 $2.50
IB-51(Wireless)Wireless LAN NIC (Approx. 328 ft Range)$475.00 $11.88
IB-50 Gigabit Ether Net Board $350.00 $8.75
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $57.00 $1.45
LOW VOLUME COLOR PRINTERS
ECOSYS P5026cdw 27/27 ppm A4 Color Printer With STD Wireless capability $450.00 $11.25 $0.025/$0.12
PF-5110 250 Sheet Paper Drawer (Max 1 unit)$100.00 $2.50
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $57.00 $1.45
MID TO HIGH VOLUME COLOR PRINTERS
ECOSYS P6230cdn 32PPM Color Printer $750.00 $18.75 $0.019/0.085
ECOSYS P6235cdn 37PPM Color Printer $950.00 $23.75 $0.017/$0.07
ECOSYS P7240cdn 42 PPM Color Printer $1,250.00 $31.25 $0.015/0.065
PF-5100 500 Sheet Paper Drawer, Multi Purpose Paper Feeder $240.00 $6.00
SDHC Card-16G SD Card Memory for Storage 16GB $35.00 $1.00
SDHC Card-32G SD Card Memory for Storage 32GB $87.50 $2.20
UG-33 ThinPrint Expand Kit $140.00 $3.50
Card Authentication Kit Includes Card Reader and Software $300.00 $7.50
ROI Print Manager Software ROI Print Management Software includes Follow Me Printing $57.00 $1.45
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EXHIBIT D
SELF-DEALING TRANSACTION DISCLOSURE FORM
In order to conduct business with the County of Fresno (hereinafter referred to as “County”),
members of a contractor’s board of directors (hereinafter referred to as “County Contractor”),
must disclose any self-dealing transactions that they are a party t o while providing goods,
performing services, or both for the County. A self-dealing transaction is defined below:
“A self-dealing transaction means a transaction to which the corporation is a party and in
which one or more of its directors has a material financial interest”
The definition above will be utilized for purposes of completing this disclosure form.
INSTRUCTIONS
(1)Enter board member’s name, job title (if applicable), and date this disclosure is being
made.
(2)Enter the board member’s company/agency name and address.
(3)Describe in detail the nature of the self -dealing transaction that is being disclosed to
the County. At a minimum, include a description of the following:
a.The name of the agency/company with which the corporation has the
transaction; and
b.The nature of the material financial interest in the Corporation’s transaction that
the board member has.
(4)Describe in detail why the self -dealing transaction is appropriate based on applicable
provisions of the Corporations Code.
(5)Form must be signed by the board member that is involved in the self -dealing
transaction described in Sections (3) and (4).
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(1) Company Board Member Information:
Date:
(2) Company/Agency Name and Address:
(3) Disclosure (Please describe the nature of the self-dealing transaction you are a party to):
(4) Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233
(a):
(5) Authorized Signature
Signature: Date: