RPVCCA_CC_SR_2014_09_16_G_Purchase_of_PhotocopiersCITY OF
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR & CITrc8)JNCIL MEMBERS
DAN LANDON, IT MANAGER~
SEPTEMBER 16, 2014
PURCHASE OF PHOTOCOPIERS FOR
ADMINISTRATION AND COMMUNITY DEVELOPMENT
CAROLYNN PETRU, ACTING CITY MANAGE~
RECOMMENDATION
Authorize the purchase of two (2) Canon lmageRunner Advance C7270
copier/printer/scanner's in the amount of $41,884.34 and enter a per copy, supplies
inclusive maintenance agreement estimated to cost $10,320.00 annually.
BACKGROUND
The City produces City Council and Planning Commission agenda packets for City
Council and Planning Commission members and the public. The production of these
large agenda packets are critical, time sensitive documents that must be released to the
public in advance of meetings in order to give City Council and Planning Commission
members time to review the materials and make decisions. The critical and time sensitive
nature of City Council and Planning Commission agenda packets require reliable
photocopiers able to produce agenda packets quickly as materials become available.
In 2007, the City Council authorized the purchase of two (2) Oce VP2075 black and white
photocopiers in the amount of $43,918 plus tax, along with a supply inclusive
maintenance contract with Canon Business Solutions for a cost of $498 per month, which
has subsequently risen to $629.92 per month. In the seven years of service, the copier
in the Administration building used for City Council agenda packets has over 2.6 million
copies and the copier in Community Development has over 1.6 million copies.
In 2013 Canon Solutions America (Canon) purchased Oce North America and Oce
lmagistics (Oce) and discontinued many of the Oce small and mid-sized copiers such as
the VP2075 the City uses and discontinued the production of replacement parts. Parts
have now become increasingly difficult to obtain, at times leading to outages of several
days while searching for the parts needed for repairs. As the City experiences increased
G-1
PURCHASE OF PHOTOCOPIERS FOR ADMINISTRATION AND COMMUNITY
DEVELOPMENT
SEPTEMBER 16, 2014
Page 2 of 3
equipment failures on the aging equipment, it puts added stress on the process of creating
timely agenda packets. In June 2014 the City was notified by the maintenance provider,
Canon Business Machines, that they will be discontinuing support for the Oce VP2075
copiers which prompted the search for replacement photocopiers.
DISCUSSION
The City formed a zero-based review team of eight (8) staff members from several
departments to discuss business processes and the photocopier features that could
potentially save time or create a better final product. It was determined that the ability to
scan and print in color would increase efficiencies in the preparation of agendas.
Currently, when maps or other diagrams are in color, staff prints the majority of the
agenda on the black and white copier, prints individual color pages on a smaller color
printer in another department, then inserts those color pages manually into each agenda
packet. This process consumes a considerable amount of time during a period when staff
is aJready under a heavy workload.
The committee created a list of important specifications and features including:
• Color and black and white printing and scanning
• 70+ pages per minute printing
• Stapler
• Large capacity paper tray
• Scan to folder and scan to email functionality
Requests for Bids were sent to copier manufacturers including Canon, Toshiba, Xerox
and Konica. Bids and specifications that met the RFP criteria were returned on time by
Canon and Toshiba. The copier review committee used a combination of features,
reviews, experience and price as deciding factors in the purchase decision. The
members of the copier purchase team decided unanimously to recommend purchase of
the Canon lmageRunner Advance C7270 copier/printer/scanner based on those factors.
The City's current support provider, Canon Business Machines, submitted a proposal
based on the nationally competitively bid "NIPA" contract for the lmageRunner Advance
C7270 copier/fax/scanner in the total amount of $41,884.34, along with a maintenance
proposal for the new copiers. The maintenance proposal is for a per copy maintenance
agreement inclusive of supplies for $.0075 for black and white copies and $.056 for color
copies. The City currently produces an average of 50,000 copies per month on the two
copiers in question. Based on an estimated 40,000 black and white and 10,000 color
copies, the total annual maintenance for the new copiers would be $10,320.00. Our
current black and white copier is on a monthly contract for $629.98 per month equaling a
total annual cost of $15, 118.08 for support, labor and supplies. The difference between
our current and the estimated future usage is a savings of $4,798.08 annually.
G-2
PURCHASE OF PHOTOCOPIERS FOR ADMINISTRATION AND COMMUNITY
DEVELOPMENT
SEPTEMBER 16, 2014
Page 3of3
Details are listed below:
Current Annual Maintenance Cost -Oce VP2075:
Average Monthly Maintenance per Copier
Current Annual Total Cost (2 Copiers)
$629.92
$15,118.08
Estimated Maintenance Cost -lmageRunner Advance C7270:
Estimated Monthly Maintenance per Copier $430.00
Future Annual Maintenance Cost (2 Copiers) $10,320.00
Annual Savings on Copier Maintenance
. $15,118.08 -$10,320.00 = $4,798.08
The newer photocopiers are less expensive for Canon to maintain so maintenance cost
will be reduced by over 30% per month, saving almost $4,800 annually in maintenance
and supplies. Furthermore, the price is locked in for over five (5) years resulting in an
almost $24,000 savings in maintenance and supplies over the term of the agreement.
CONCLUSIONS
Staff recommends that City Council authorize the purchase of two (2) Canon
lmageRunner Advance C7270 copier/scanner/fax's in the amount of $41,884.34 and
authorize the City Manager to sign the renegotiated five (5) year maintenance and supply
agreement with Canon Business Machines that represents an estimated savings of 31 %
in annual copier maintenance and supply expense for these two photocopiers.
FISCAL IMPACT
The Administration Oce copier replacement was budgeted for in FY13-14 and included in
the City Council approved budget continuing appropriations for FY14-15. The Community
Development Oce copier replacement was budgeted for in FY14-15. No additional
budgeted expenditures are proposed. The renegotiated maintenance contract is
expected to save approximately $4,800 per year over the five (5) year term of the
agreement and will be reflected in future year annual budgets.
Attachments:
Exhibit A -lmageRunner Advance C7270 purchase and maintenance agreement
G-3
Cauou
CANON SOWTlONS AMERICA
ACQUISITION AGREEMENT LEASE OR PURCHASE
*National IPA*
# $0336175.02 canon Solutions America, Inc. ("CSA")
One Canon Park, Melville, NY 11747
(800) 613-2228
SalespersonMark Mendez Order Date· 9 fl014
Customer ("you"): I Customer Account: 1622770 Ship To: I Customer Account: 1 e22no
Company: CITY OF RANCHO PALOS VERDES Company: CITY OF RANCHO PALOS VERDES
Address: 30940 HAWTHORNE BLVD Address: 30940 HAWTHORNE BLVD
City: RANCHO PALOS VERDES I County: LOS ANGELES City: RANCHO PALOS VERDES I County: LOS ANGELES
State: CA I Zip: 90275-5391 I Phone#: 310.544.5311 State: CA I Zip: 90275-5391 I Phone#: 310.544.5311
Contact: Dan Landon I Fax#: Contact: Dan Landon I Fax#:
Email: danl@rpv.com Email: danl@tpv.com
I Lease orPwc;t1111:
D You agree to lease the Items listed below or In any addendum(s) to this Agreement from the Leasing Company identified below, at the fixed
periodic lease payments indicated below or in any addendum(s) to this Agreement and for the fixed term spedfled in the lease agreement between
you and the Leasing Company. Delivery to you of the Items specified Is contingent on you signing a lease agreement with the Leasing Company.
0 canon Financial Services, Inc. 0 Other (Name of Leasing Company):. _________ _
li2l You agree to purchase the Items listed below or In any addendum(s) to this Agreement, for the purchase price specified.
The "bill to" for the Items listed Is the Leasing Company or you, depending on which box Is checked above.
PLEASE PRINT
*"' l"linecQC Lease
COcte Product Description -UAlt Price Payment or
PumilmiAPtlce
57748009 IMAGl!RUNNER ADVANCE C7270 SET 2 38,426.00
57898001 STAPLE FINISHER·L 1 2 Included
57988003 PCL PRINTER KIT-AS1 ELAN 2 Included
57998005 PS PRINTER KIT-AS1 ELAN 2 Included
55958001 ADDmONAL MEMORY TYPE D (512MB) 2 Included
1972V073 ESP NEXT GEN PCS POWER FILTER (120Vl20A) XG-PCS-200 2 Included
2368V126 INSTALL PAK 07000 & CSIOOO 2 Included
2368V120 MID VOLUME CONNECTIVITY 30+PPM UP TO 79PPM 2 Included
This transaction shaU be govemed in all respects by the Tenns and conditions of oontlllCt # CP-002-13 dated 10-1-2013 betWaen canon Solutions America, Inc.
and DuPage County and any te11T1S and condllloM which conflict with, vary f/OITI or supplement the Agreemtlllt terms shall be deemed null and void.
Payment Terms Other Requirements Subtotal from 0.00 S.,.,.,_ntal Addendum
0 Check with Order Check# 0 P.O. Required Subtotal 38,426.00
~ Net30 P.O.# Dellvery/lnatall 0.00
0 Lease 0 Tax Exempt Sales TIX
0 Other (Attach Certificate) Total
0 Credit Card: 0 Customer Declines Deposit 0.00
Requires submission of secure credit card authorization form. Maintenance Agreement Balance Due
$blppln1 lnttructlona Customer Delivery Information Customer IT Contact Information
Ship Via: Name Dan Landon Email danl~rpv.com This individual may be contacted for
network connectivity. Hours of Operation 9-5
Number of Steps 0
Phone 310.544.5311 Eertiest Date for Delivery: _9_1_1_1 _12014 Name Dan b!ndon
Phone 310.544.5311 Special Delivery/Installation Instruction Elevator Yet 0 No~ Email danl@rpv.com
Loading Dock Yes 0 No~
BY YOUR SIGNATURE BELOW, YOU AGREE TO LEASE OR PURCHASE, AS SPECIFIED ABOVE, THE ITEMS LISTED ABOVE OR IN ANY ADDENDUM(S) TO THIS
AGREEMENT. YOU ACKNOWLEDGE RECEIPT OF A COPY OF THIS AGREEMENT, CONSISTING OF TWO PAGES INCLUDING THIS FACE PAGI!. THE
ADDITIONAL TERMS AND CONDITIONS ON PAGE 2 HEREOF AND IN ANY ADDENDUM(S) HERETO ARE INCORPORATED AND MADE PART OF THIS
AGREEMENT.
Customer's Authorized Signature ------------------------------------
Printed Name __________________ Tiiie ____________ _ Date ______ _
SLS-004N -May 2014 CSA
G-4
ADDITIONAL TERMS AND CONDITIONS # 80336175.02
These are the additional terms and condKlons referred to on the face page to which lhey
are attached. Such face page and addendum(s), colleetively v.ilh these tenns and amdilions,
the •Agreement.'
1. LEASE OR PURCHASE PRICE AND PAYMENT. You agree lo lease or purchase the
units of equipment and supplies (the 'Equipmenr) and lk:enses of appllcalioo software wlh
lhird party support contraclS (the 'Usted Software' and, together v.ilh the Equipment, the 'Usted
Items'), in each case as indicated on lhe face page hereof or In any addendum(s) hereto. (a) If
you have elected to purchase the l.i$ted Items, the total purchase price specified In the
Agreement, including sales taxes and deliverynnstallatlon charges, is due and payable in
accordance wlh the payment terms of 1his Agreement. If payments are late, (Q you shall pay
lhe aclllal and reasonable cosls and expenses of collection incurred by CSA. including the
maximum attomey's fees pennltted by law and (U) CSA may charge you and you agree to pay,
a late charge equal to the higher of five peroent (5%) of the amount due or $10 as reasonable
collection fees, not to exceed lhe maximum amount permitted by law. (b) If you have elected to
lease the Listed Items, CSA shall sell lhe Listed Items to the Leasing Company s~ in al
respects lo the warranty llrnKatlons and disclaimers and limitations of liability In this Agreement.
You shall enter Into a lease agreement v.ilh the Leasing Company providing, in addition to such
. terms and conditions as the Leasing Company shaU require, for fixed periodic lease payments
lndlcaled herein over a fixed lease term as specified in the lease agreement.
DeliveryAnstaUatlon charges, if separately itemized In this Agreement, are due and payable In
ac:oordaooe v.ilh the payment terms of this Agreement. You are responsible for payment of
sales or use taxes on monlhly rentals if applicable, even if not specified In this Agreement.
(c) In addition to the amounts shov.n In this Agreemen~ you shaU pay CSA's rates for any
special rigging for delivery and installation when CSA notifies you of In advance, ~to your
approval. (d) CSA wiU, at no additional charge, Install all Equipment in ac:coitlanoe v.ilh its
normal practices and requiremeilts. Maintenance and any other post-inslallation support of
Equipment, and for aH software lk:ensed as part of the Equipment and not listed herein as
Usted Software is not covered by this Agreemen~ and >MU only be plllVided by CSA if a
separate maintenance agreement is entered into and to the extent provided therein. lnslallatton
of Listed Software may be conditioned on a separate statement of v.ork covering the scope and
schedule of instaDation, configuration options, responsibilities of each party, and other matters,
which shall solely govern as to the matters covered therein. Additional charges may apply for
v.ork beyond the initial scope described In such statement of YAX1<. CSA shall make available to
you tom time to time upgrades and bug fixes for the Usted Software, but (I) only if such
upgrades and bug fixes are provkled to CSA by suppliers of such software, (i) availability of
upgrades and bug fixes may be at additional charge unless covered by separate support
contract purchased by you, and Oli) instaHalion of such upgrades and bug fixes by CSA if
requested by you shall be at additional charge. You are not required to use CSA for installation
of either listed Software or for any upgrades and bug fixes, bu! If installation is done by anyone
other than CSA. CSA shall have no responsibility t>r any pert>nnance or other issues lhat may
result from such instaUatlon. CSA shall also use reasonable efi:>rts to provide Level 1 support
t>r the Usted Software for so long as a CSA maintenance agreement for the related Equipment
remains in effect, except Iha! for c:ertain Usted Software, Level 1 support shall be provided only
if a separate support contract has been purchased by you and for so long as It remains In effect.
Level 1 support consists of providing help.line telephone assistance in operati1g the Usted
Software and identifying selVice problems, facBltattng contact bel\\een you and the supplier of
the Usted Software to rectify such problems and maintaining a log of such pmblems to assist In
lracking the same. You ~e that CSA is not the deveklper of any of the Usled
Software and other than the tbregolng, support for Usled Software is not provided under this
Agreement. (e) CSA reserves the right to v.ilhhokf shipment of the Usted Items Ol until you
make full payment of the tolal price specified In this Agreement or to revoke any aedil extended
to you because of your faiure to pay any amounts when due or for any other reason atrectlng
your aeditv.orthlness, or (ii) until you enter into a lease agreement v.ith the Leasing Company
and the Leasing Company commits to fun payment of the purchase price agreed to belMen
CSA and the Leasing Company. If at any time prior to shipment. CSA discovers any mistake in
pricing or Equipment configuration for any listed ltem(s), CSA reserves the right to notify you of
the mistake in \dng, and such notiftcallon >Ml constitute the non-acceptance of this Agreement
by it wth respect to such l.i$ted Items without liabifdy.
2. LIMITED WARRANTY. For ninety (90) days after the date of the original deUvery of Canon
brand Equipment CSA warrants that under normal use and maintenance conditions all such
Equipment v.iU be free from defeclS In malerlal and v.orkmanship. Warranty claims must be
made in \dng by you to CSA no laler lhan five (5) business days after the expiration of the
warranty period. CSA's obligations under this warranty are limited solely to repair or
replaoement (at CSA's sole option) of such parts as are proven to be defective upon CSA's
inspection. This warranty does not extend to, and you shall pay, CSA's labor, parts and supply
charges for (a) repails resulting from seM:e visits required as a result of inadequate operation
of the Usted Items (e.g., CSA technician is dispatched to rectify a problem described in the
operator manual), (b) repairs necessitated by factors olher than nonnal use Including, wlhout
limitation, (Q any v.illful act, negUgence, abuse or misuse of the relevant Equipment, (II) the use
of parts, supplies or software not supplied by CSA and which cause abnonnally frequent service
calls or service problems, flii) service performed by personnel other than CSA selVice
lechnk:ians, Ov) transportation of the Equlpmen~ (v) accklent or casualty, and (vi) eleclrlcal
power malfunction or heating, cooling or humidily and ambient conditions, or (c) re-installation
of the Equipment.
YOU EXPRESSLY ACKNOWLEDGE THAT THE LIMITED EQUIPMENT WARRANTY
CONTAINED IN THIS AGREEMENT DOES NOT ASSURE UNINTERRUPTED OPERATION
AND USE OF THE LISTED ITEMS. CSA SHALL, UPON REQUEST, FURNISH TO YOU
WITHOUT RECOURSE ANY END USER WARRANTIES MADE BY THE MANUFACTURER
OF THE LISTED SOFTWARE OR ANY NON-CANON BRAND EQUIPMENT. CSA MAKES NO
SLS-004N May 2014 CSA
This trans~n shal be governed in all respects by the Ts&Cs of
conlract # CP-002· 13 dated 1 M-2013 between CSA and DuPage
County and any Ts&Cs which conftlcl v.ith, very from or supPeinent
the Agreement tenns shalt be deemed nuD and \'Old.
WARRANTY, EXPRESS OR IMPLIED. INCLUDING IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECTTO
LISTED SOFTWARE OR WITH RESPECT TO NON-CANON BRAND EQUIPMENT. OTHER
THAN AS SET FORTH IN THIS SECTION 2, CSA EXPRESSLY DISCLAIMS AND EXCLUDES
ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES
OF MERCHANT ABILITY AND FITNESS FOR A PARTICULAR PURPOSE RELATING TO THE
USE OR PERFORMANCE OF THE LISTED ITEMS.
3. DATA. You acknowledge that the hanl drive(s) on the Equipment, including attached
devices, may retain Images, content or other data that you may store for purposes of nonnal
operation of the Equipment ('Data'). You acknowledge that CSA is not Slorlng Data on your
behalf and that exposure or acx:ess to the Data by CSA. if any, is purely incidental to the
services performed by CSA. Neither CSA nor any of their affiliates has an obligation to erase or
overwrite Data upon your return of the Equipment to CSA or any leasilg company. You are
solely responsible for: Ol your compliance wth appUcable law and legal requlremenls pertaining
lo data privacy, storage, security, retention and protection; and QQ aft decisions relaEd to
erasing or overwriting Data. Without limlllng the foregoing, you should, (a) enable the Hard Disk
[)Ive (HOD) data erase functionality that Is a standard feature on cerlain Equipment andbr (b)
prior to return or other disposition of the Equipmen~ utilize the HOD (or comparable) t>rmatting
function (which may be referred to as 'Initialized All Data/Settings" function) If found on the
Equipment to perform a one pass overwrite of Data or, if you have higher security requirements,
you may purchase from CSA at current rates an appropriate option br the Equipment, which
may include (x) an HOD Data Encryption Kii option which disguises int>rmaUon before it is
written to the hanl drive using encryption algorithms, (y) a HOD Data Erase Kit lhat can perform
up to a 3-pass overMite of Data (for Equ4Jment not conlalnlng data erase lmctionalty as a
standanl ilalllre), or (Z) a replacement hald drive fm which case you should property deslroy
the replaced hald drive). The terms of this Section 3 shall solely govern as to Data,
notwithstanding Iha! any provisions of this Agreement or any separate confidentiality or data
security or other agreement now or hereafter entered into betv.een you and CSA could be
construed to apply to Dala.
4. SECURITY. As security for the payment of all amounts due to CSA, you hereby grant to
CSA a security Interest In the l.i$ted Items. To the extent permitted by applicable law, you
hereby authorize CSA to file wlh the appropriate governmental authorities any and au financing
statements necessary to evidence or perk! CSA's security Interest in the Listed Items.
5. WARRANTY OF BUSINESS PURPOSE. You represent and warrant that 1hat the
Equipment >Mil not be used for personal, family or household purposes.
6. LIMITATION OF LIABILITY. CSA SHALL NOT BE LIABLE FOR PERSONAL INJURY OR
PROPERTY DAMAGE EXCEPT TO THE EXTENT CAUSED BY CSA'S NEGLIGENCE OR
WILLFUL MISCONDUCT. CSA SHALL NOT BE LIABLE FOR LOSS OF PROFIT OR OTHER
SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF
THE USE OF OR INABILITY TO USE THE LISTED ITEMS, REGARDLESS OF THE LEGAL
THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA HAS BEEN ADVISED OF
THE POSSIBILITY OF SUCH DAMAGES.
7. CHOICE OF LAW AND FORUM. THIS AGREEMENT SHALL BE GOVERNED BY AND
CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF NEW YORK. YOU
CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF ANY STATE OR FEDERAL
COURT LOCATED WITHIN THE CITY OF NEW YORK UPON SERVICE OF PROCESS
MADE IN ACCORDANCE WITH THE APPLICABLE STATUTES AND RULES OFTHE STATE
OF NEW YORK OR THE UNITED STATES. ANY AND ALL SUITS COMMENCED BY YOU
AGAINST CSA, WHETHER OR NOT ARISING UNDER THIS AGREEMENT AND
REGARDLESS OF THE LEGAL THEORY UPON WHICH SUCH SUITS ARE BASED, SHALL
BE BROUGHT ONLY IN THE STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY
OF NEW YORK. YOU HEREBY WMVE OBJECTIONS AS TO VENUE AND CONVENIENCE
OF FORUM. ANY SUIT BETWEEN THE PARTIES HERETO, OTHER THAN ONE SEEKING
PAYMENT OF AMOUNTS DUE HEREUNDER. SHALL BE COMMENCED, IF AT ALL, WITHIN
ONE (1) YEAR OF THE DATE THAT THE CLAIM ACCRUES. THE PARTIES IRREVOCABLY
WANE ANY RIGHT TO A JURY TRIAL IN ANY SUIT BETWEEN THEM.
8. GENERAL This Agreement shall be binding on you upon your slgnalllre and on CSA
upon the deUvery of any of the Usled Items. Al provlsk>ns of this Agreement inck.lding Section 3,
which by their nature can be cons1rued to sUl'vive the expiration or terminatlon of the Agreement
shall so survive. This Agreement, together with any related CSA credit application, constitutes
the entire agreement betv.een the parties with respect to the furnishing of the Listed Items,
superseding all previous proposals and agreements, oral or written. No lease agreement
entered into between you and the Leasing Company 'Aith respect to any Listed Items shall be
binding on CSA in any respect or affect your rights or CSA's obligations hereunder. My
pun:hase order utilized by you shall be br your administrative convenience only, and any tenns
therein which conflict v.ilh, vary from or supplement the provisions of this Agreement shaU be
deemed null and void. No representation or statement not contained on the original of this
Agreement shall be binding upon CSA as a warranty or other>Mse, nor shal this Agreement be
modified or amended except by a writing signed by you and a designated representative of
CSA. If a court finds any provision of this Agreement (or part thereoij to be unenfolceable, the
remaining provisions of this Agreement shall remain in full brce and effect. This Agreement
shall not be assignable by you without CSA's prior written consen~ and any attempted
assignment without such consent, which shall not be unreasonably v.ithheld, shaU be void;
except that you may, as described above, assign to your leasing company your right to a;quire
the Usted Items and your warranty rights hereunder, but your other rights hereunder, are not
assignable to the leasing company and such assignment shall not relieve you of any of your
obligallons hereunder. You expressly disclaim having relied upon any representation or
statement concerning the capability, condition, operation, performance or specifications of the
Listed Hems, except to the extent set forth on lhe original of this Agreement. You agree that
CSA may aocept an electronic image of lhis Agreement as an original, and Iha! electronic
copies of your signalllre v.111 be !rested as an original for all purposes.
Page2 Customer Initials----Date
G-5
Canon
CANON SOl.llTIONS AMERICA
Canon Solutions America, Inc. ("CSAj
One Canon Park, Melville, NY 11747
(800) 613-2228
Customer ("you"):
Company: CllY OF RANCHO PALOS VERDES
Address: 30940 HAWTHORNE BLVD
City: RANCHO PALOS VERDES
PLEASE PRINT
Item
Code
lntSupplies
38808002
Product Description
Pre-Install sliPPl!es lnsiilled
in machine
PAPER DECK UNIT-C1
Cany fo!Ward to Face side of Agreement
I State:CA
Qty
2
2 Included
Subtotal
I Zip: 90275-5391
ADDENDUM TO ADD ADDITIONAL EQUIPMENT TO
ACQUISITION AGREEMENT# 80336175.02 (the "Agreement")
Salesperson Mark Mendez Order Date: _9 _1 9 / 2014
Contact: Dan Landon
Phone: 310.544.5311 I Fax:
E-Mail: danl@rpv.com
'~-~ .......
BY YOUR SIGNATURE BELOW, YOU AGREE TO LEASE OR PURCHASE, AS SPECIFIED ON THE FACE PAGE OF THE ACQUISITION AGREEMENT, THE ITEMS LISTED ABOVE, IN ACCORDANCE WITH ALL OF THE
TERMS AND CONDITIONS OF THE ACQUISITION AGREEMENT. THIS ADDENDUM SHALL BECOME EFFECTIVE AND BINDING AS PROVIDED IN PARAGRAPH 8 OF THE ADDITIONAL TERMS AND CONDITIONS OF THE
ACQUISITION AGREEMENT. EXCEPT AS PROVIDED HEREIN, THE ACQUISITION AGREEMENT SHALL REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT.
Custometa Authorized Signature Printed Name Tille Date-----
SLS-004A May 2014 CSA
G-6
au on MAINTENANCE AGREEMENT
Related Acquisition Agreement# S0336175.02
Canon Solutions America, Inc. ("CSA")
One Canon Park, Melville, NY 11747
(800) 613-2228
Order Date: _9_/_9_ / ~
Customer Account: Customer Account:
Company: CITY OF RANCHO PALOS VERDES Company: CITY OF RANCHO PALOS VERDES
Address: 30940 HAWTHORNE BLVD Address: Please View Below
Cll~: RANCHO PALOS VERDES County: LOS ANGELES City: County:
State: CA Zip: 90275-5391 Phone#: 310.544.5311 State: Zip: Phone#: 310.544.5311
Contact: Dan Landon Fax#:
Email: dant@rpv.com
Maintenance I
Bau Charge: 0 CSA 0 Canon Financial Servk:o, Inc. ("CFSj
Contad: Dan Landon
Oves [i?3 No
p
Fax#:
imqeWAAE Remote unlNS noted In table below"
W • eManqe website
Cove Plan
1:B Mon1111y OQuarterty 00ther ___ _ 63 Months
-(mln.12)
If adding tha Equipment below to existing
l!?J Per Unit 0 Fleet 0 Agtregate an Aggregate, provide either a contract#
#u er
cl• Price Plan
(!I TCJner (ftll:lud.u clear) lia Other Staples
•each fmana is eaual 1111 r>llnle<I .,,. e ·-=--F kiwi! oh.C1$t.Ul:hl_la_ ... _,11.....-blt
Covered Images per um or Fleet
Per Image Charge In excess of Base included in Base Charge
Model Serial# All 11f1$111119ale 1111111• should be lllllld Piii' unit. Covered Images Charge Alt
Start Meter eo11no11 eo11no11 per unit or Meter
B&W Color B&W COior Lona Sheet B&W Color Lona Sheet Fleet
IRAOVC7270 I I 0.00750 0.05600 $0.00 w
Contact: Dan Landon Phone#: 310.544.5311 Fax#:
Equipment Location: 30940 HAWTHORNE BLVD RANCHO PALOS VERDES, CA 90275-5391 Email Address: dant@rpv.com
IRADVC7270 I I 0.00750 0.05600 $0.00 w
Contact: Dan Landon Phone#: 310.544.5311 Fax#:
Equipment Location: 30940 HAWTHORNE BLVD RANCHO PALOS VERDES, CA 90275-5391 Email Address: danl@rpv.com
I I
Contact: Phone#: Fax#:
Equipment Location: Email Address:
I I
Contact: Phone#: Fax#:
Equipment Location: Email Address:
Subtotal from Supplemental Addendum
CUSTOMER SATISFACTION POLICY Subtotal If you are not satisfied with the performance of your Canon or Oc6 brand product, upon your written requoat, CSA in its sole
dlsc:retion will repair or replace the product with a like unit with equivalent capabUities. Prior to replacement, CSA shall have had Tax the opportunity to return the product to good working order in accordance with the terms of this agreement This policy shall
apply for 3 years from the date of Installation or for the initial term of any CFS Lease, if longer, provided you are not in clefault of Total this .a. ............ nt and such maintenance servlees have not been canceled or terminated.
BY YOUR SIGNATURE BELOW, YOU AGREE TO PURCHASE THE MAINTENANCE SERVICES SPECIFIED ABOVE. YOU ACKNOWLEDGE RECEIPT OF A COPY OF
THIS AGREEMENT, CONSISTING OF 2 PAGES INCLUDING THIS FACE PAGE. THE ADDITIONAL TERMS AND CONDITIONS ON PAGE 2 HEREOF AND IN ANY
ADDENDUM(S) HERETO, ARE INCORPORATED AND MADE A PART OF THIS AGREEMENT.
Customer's Authorized Signature ___________________________________ _
Printed Name __________________ Till•------------Date _______ _
SER-023 May 7 2014 CSA
G-7
ADDITIONAL TERMS AND CONDITIONS
These are the addla-1 temlS and condllions l'llfelTed to Clll lhe face Pllflll to wNc:h they are
allllched (suoh face page, and any llddendum(s) hereto, CGl!lclively wilh the• temis and
condtlonl. the·~.
1. TIRM. Mallltenlnce under this Agreement lhall atlllt on the date (the "Slarl Date") of
lnslllllallon fer newly lnstalled equipment (illclusillll of Slandard embedded Canon brand
~)(Ult~ covered undec'toner inclusive MNice. Fer all other newly instBlecl
Eqi.ipmenl, the Start Dale lhall 1111 at the end of lhe relevant 15quipment w1111'8111y or 90 days
from lnstallallon, whldlever Cllll'l8ll • The Start Date is slll8d on the f-P111J9 for all
praviously In pla. Equiplnent. (a) The inllial tenn spedtled on the f-page shall renew for
Successive 12 monltl renewal len'lls lll'lleu either plllly gives Mitten nolite of non-re-.1 Ill
least 30 clays pdGr to the eJqlil8llClll of the lhen-cuirent ltlm. The renewal clllqes shall Ile
ndleclad on the llMJlea fer the 11111 billing cycle of the renewal period. You shall have the right to
terminate 11111 AQl'"'1Mlflt durinQ any renewal term wilh30 days uvanee Mitten notice to OSA.
2. CHARGU. hH charges lhall be billed in advanee and per imllll8 Chqes, ahatJ be billed
in lllTOlllS. Invoices lhall tie due and payable within 30 days of lhe invoice date unless
olbefwiff stallld oo the Invoice. Applicable taMa shall be added to the cN!lges. If payments
are !ale, ll) you shall Pl!Y lhe aclulll and ranooabla CCllllS and axpenaas ot CXl!lldon incurred
by CSA. lndudlng the maximum atk11'n41Y'1 f-permitted by lllN and (ii) CSA may dlarga you
and you agree to PflY, a late dlarga equal to flw percent (5116) of the lllMUlll due for each
bllillll period or lllQl'llon de IJilllng PlllOd lllCh payment 111 delayed or sto es l'UICWlllll
oollall.tlon fees, llQI to aXClllld the mllldmum amount permitted by llllN. If Iha Slllndllll'd Price
Plan is Mlaclad on lhe fae lllda, during the lnllilll lerm, the dlqes spedllld Oii lhe flaw page
ant llllbilCI to an llllllllld incraaae up ID 10% (• delel'mlned by CSA In Ill Siiia dllaetloll) either
ll) en eacll IWliversary of the atlllt data or (ii) once In lllldl calendar year If you have Hfflded
the~ COVCllQI Plan. Filred Price Plans Shall nol lllllAlllll9 dWinD the lrillal 1erm. If you
heva ..iactfKI CFS on Iha ,_ page as the bllllng llllity, your maintenance dlargas will lllJPllf
on your periodic lelle invoiee along wilh standard lease cbalgas. CF'S will remit your payment
of l'llllintenance el1llgas to CSA upon receipt. (a) ConllUITlllblas lndualve lllNioa lndudal
flPlenlshment ot consumablas spedtled on the face Pllll8 for llCCilllSivl 11111 wilh the
Equipment. CSA may tenninlllelhls~lfyou u111 lhe ~In a dl«eranl
manner. In the event YQll' toner .llSlllG8 exceed• by more than 10% lhe published manufacturer
specliklllllonsfor conwnlklnalolllc:ia Image -.ge, as~ by CSA. CSA may invoice
you for such lllClllSS usage. YOll may purdlala addlllonl!I toner tom C8A if required during lhe
leml. Yow shall bear all Mk of IOllS, lhell cr damage to URllllld QOl'l8UfTl8blel whk:ll lhell
lllllllin OSA'I ~ lllld ahall be nllumed promptly 11114lll lemllnldlonof1111• Ao~ (b) If
you heva sellCled the Fleet or Aogregate Coverage Plan. the Ball ClWge and Ille Cov.rect
Images 1111811 IPP1Y to 1111 of Ille EqlJpment on lhe SChedula unless olhllwila lnd1cated. If
spedllad on Iha flallle PIG• that lhe USled ltema are being added loan fllclellng Fleet Coverage
Plan under .. pnMoua llg(Hmllllt blMen you and CSA. (I) the fleet shill include Iha llstacl
Items undar the pnMous 1111-1. and 1111 other llQl'Glllllel1ls f«whklh the add lo GlllllllnQ
ftael. option was SllleUll, and (II) lhll lllllintlnance term for all Liited Items undlr &his
Agreement 8111111 be the eatnl 11 lhll malntanmm lerm for 1111 lllted Items under all such
pravlous llQl'Ml'llenls. (C) If spedfiell on Iha face PllQ9 lbllt Illa Liited Items are being llcldad to
an uillin8 AQsrqate Cowrage Plan under a previous 11Q1't11111111 belween you and CSA. Iha
COVeted lll'llgel lhall IJllply to all of the Equipment on Ille ldle4ula, uni-o1berM111
Indicated, plus Ille llt&ed Items undar Iha prelli-.-nt(s), and all other agraamenls for
v.flieh lhe llcld to uillin8 Aosraoate Coverage Plan was seiadacl. on an~ llasls, for
ao long as lhe maintenance term for all SllCll listacl 11em1 ~ (d) Uni-. olherwise
indicated on lhe flaille page, you lllllholiH CSA ID use nelMlkad featul9S of the Equipment
klduClinfl ilnllll!IWARE Remole lo 18Miw IOllwlre updates, lldlvlla t'eaUNlnlw H-
ando'or ll'ansmil u..111d HnllCe 111!11 ac:c:umlAalff by the Eqi.iipmant over yciur nalWOlk by
-ot an HTTPS prOIOeOI and to store, analyie and UN 8UCh data for J1111P011S related lo
llMdnQ the l5quipmanl and l)IOdUCit Improvement. <•> You aerta to provide mater reading$ to
CSA. if applicllbla. in 8C111111i1ance wilh Iha meter read QPliOn aeltcl8d and CSA's normal
p!QQllfures. If you sel«Clad CSA'• aManege wait.a, you Wll eomp1e1e CSA'• l'eliltnlllon
pnllCllS gowrnlng -to and UN Of sUCh wellslta. CSA may Change your meter IUd
options from time 10 time upon llO days nolica. If CSA does not ,_,VII timely meter l'llldinls
nm you, you agree to pay 1m1111oes that ie1ect CSA's lllllmates of mater l'lllCllnp. CSA
rlllllMNI the right to vrarl\l lhe llCCllllll)' ot any mater l'lllClinp ll'om Ima ID time, and to inwlce
you for any aholtfall In Iha ilMli(e for Ille not perfodic billing cycle.
3. COVUllD 8SMCE. CSA shall proWla 1111 lllllllna preventive llllllnlanllnce and
~ lllNioa ._ary to keep the Equipment In good -1dng order in llCCllnlance wilh
11111 Agreement and CSA's nom1lll practice. 8uc:h semce ShaU be perfonnld during CSA'a local
l1IQlllar bulinau hours (8:30 A.M. to 5:00 P .M. Monclav through Friday, except holidays).
(a) You ·shall llll'ord CSA NUOlllble access to lhe Equipment to p&lform Oft,lite llMC:e. CSA
may lenTtlneta Its mainfeMnce obllpllona as lo any 15quipment If you llllocate It ID a site
outride CSA's '81Vice tel!llQry. If, in CSA'• opinion, "'l'J Equipment cannot be maintained in
goad waking onler through CSA's IOllllna lllllinlenllnGa lll".llcet. CSA may, at Ila opllon, (I)
Uslllute eornparabla Equipment or (ii') c:.ancal any balance of Ille tenn of 1111• ~ as to
such Equipment and refund lhe Ullllll'lld f)Olllon of any pmpald dlargls herauncler. Parts or
Equipment replaced or removed by CSA In c:onnection with l'!lllilltenlln services hereunder
shall become Iha ~ ol CSA and you dlSlllalm any lnlarasl lharein. (b) CSA shall make
m!IJllla to you from !Ima to time upgrades and bug lllcas for the sQflwara Ucensed 11 part of
lhe Equipment ("Emlledded $of\Wtre"), but (I) only If such upgl'ldes and bug lblla ant
provided to CSA by 1UPP11tn of lllCh Embeddlld Software, (ii) Mlability of upgraelaa and bug
lllcas may be 111 llddlllllnllll chllga, and (Ill) lnslalllllilln d alldl upgrade$ and bug kas by CSA If
requested by you shall be at llcldill-' dllrge. You -not requirecl ID usa CSA for inSlllllatloll
of any l!PQllldls and bug lbcas. but if inslllllallon is dona by anyone other then CSA, CSA Shall
have no tespOllllibilily for any perfcnrtance or alher 1-lhat may result from such
inslallatlon. C8A shall also Ulll realOllllble efforts to pll)Vlda 1.811111 1 suppcrt for the Embedded
Sllftwara. Level 1 suppcrt ODllSisls of plO\idlng helf>line lellphona assistance in cpel'allng the
Embed4ad Software and ldentif)!illQ sallllea plOblarna, fdllallng CAllltact ~you and the
supplier of the Utled SClllwtle to redly such plOblems and malnlainlng a log d such problems
to assbt in traolcing the $111111. Embedded SOl\want as used hanlin does not include
separately.pllced ~ llGftWllra supplied by CSA to you under any Hparata acquisition
llQnlllll'llfll, and support lharefor shall be solely governed 11y the provisions thereof. You
~that CSA is nol lhe developer of any of Ille Embedded saiw-or other sallwant
and other than the foregoing, support for sollwera is not pnMded under 11111 Agreement.
4. NON-OOVSNID SERVICE. The fOllCl!Mng seMOllS, and any other Wllllt beyond the SCQPll
of this Agraament, shall be 1nvo1cec1 in ~ with CSA's than Clll'llll tabor, parts and
supply Cllqas: (•)replacement of any consumalbla supply ilem, lndudlng, without limitation,
paper, toner, Ink, waste containers, fullr oil«--(ltllCllPI for IOnllt inclusive Sllllk:e to the
eident pnMded in Subperagfaph 2(a) above), olher media, print headland puncher dlas; (b)
repairs nacessitalad lly faoll'lrs other than normal U111 including, withOI.( limitation, any willful
set, negligence, abuse or misuse of the Equipment the UN of parts, supplies « sollwara whleh
are not supplied by CSA and which CllUlll abnormaUy frequent Slfllice calls or 1181\1fce
SER-023 May 7 2014 CSA Paga2
# $0336175.02
Customer Initials ___ _ Data __ _
G-8