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HomeMy WebLinkAbout2016-03-15 - Agendas - FinalMarch 15, 2016 Final Agenda Page 1 of 352 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Meeting Agenda - Final Agenda Tuesday, March 15, 2016 5:30 PM Washington County Courthouse -Quorum Courtroom 208 N College Ave. City Council Meeting Adella Gray Ward 1 Sarah Marsh Ward 1 Mark Kinion Ward 2 Matthew Petty Ward 2 Justin Tennant Ward 3 Martin W. Schoppmeyer, Jr. Ward 3 John S. La Tour Ward 4 Alan Long Ward 4 ELECTED OFFICIALS: Mayor Lioneld Jordan City Attorney Kit Williams City Clerk Sondra Smith City Council Meeting Call To Order Roll Call Pledge of Allegiance Meeting Agenda - Final Agenda Mayor's Announcements, Proclamations and Recognitions City Council Meeting Presentations, Reports and Discussion Items: 1. 2016-0117 NOMINATING COMMITTEE REPORT Attachments: Nominating Committee Report Agenda Additions: A. Consent: A. 1 2015-0643 APPROVAL OF THE MARCH 1, 2016 CITY COUNCIL MEETING MINUTES. March 15, 2016 Final Agenda Page 2 of 352 March 15, 2016 A.2 2016-0109 RICOH USA, INC.: A RESOLUTION TO APPROVE THE PURCHASE OF PROFESSIONAL DIGITAL IMAGING SERVICES FROM RICOH USA, INC. THROUGH ITS LOCAL VENDOR, PREFERRED OFFICE PRODUCTS, INC., IN VARYING AMOUNTS AS NEEDED THROUGH JUNE 30, 2016 AND ANY FUTURE RENEWAL PERIODS, PURSUANT TO A U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE COOPERATIVE PURCHASING AGREEMENT Attachments: 2016-0109, Preferred Office Products, Inc. City of Fayetteville, Arkansas Page 2 Printed on 3/9/2016 City Council Meeting A. 3 A. 4 A. 5 A. 6 r.7.TFONr.T.TOMA Meeting Agenda - Final Agenda HAZMAT SERVICES REVENUE: March 15, 2016 Final Agenda Page 3 of 352 March 15, 2016 A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT RECOGNIZING HAZMAT SERVICES REVENUE RECEIVED BY THE FIRE DEPARTMENT FROM WASHINGTON COUNTY IN THE AMOUNT OF $11,318.00 AND INCREASING THE RELATED EXPENSE BUDGET Attachments: SRF SRM Hazmat Services Revenue Washington County 2016 BA BUDGET ADJUSTMENT FORM Hazmat Revenue Washinaton Countv 2( ')nl C,_nM 1 CARAHSOFT TECHNOLOGY CORPORATION: A RESOLUTION TO APPROVE THE PURCHASE OF THREE (3) NIMBLE STORAGE EXPANSION SHELVES AND A FIVE (5) YEAR HARDWARE MAINTENANCE CONTRACT FROM CARAHSOFT TECHNOLOGY CORPORATION IN THE AMOUNT OF $246,677.91 PLUS APPLICABLE TAXES, PURSUANT TO A GENERAL SERVICES ADMINISTRATION FEDERAL ACQUISITION SERVICE COOPERATIVE PURCHASING CONTRACT Attachments: SAN Packet.pdf 2016-0080 CITY OF GREENLAND TWO YEAR EXTENSION AGREEMENT: A RESOLUTION TO APPROVE A TWO YEAR EXTENSION OF THE AGREEMENT BETWEEN THE CITY OF FAYETTEVILLE AND THE CITY OF GREENLAND REGARDING THE PROVISION OF WASTEWATER COLLECTION SERVICES IN THE CITY OF GREENLAND Attachments: Greenland Sewer Contract Legistar Packet 2016-0105 WATERMARK AT FAYETTEVILLE AR, LLC: A RESOLUTION TO APPROVE A COST SHARE AGREEMENT WITH WATERMARK AT FAYETTEVILLE AR, LLC IN AN AMOUNT NOT TO EXCEED $43,241.00 FOR A SEWER MAIN UPGRADE NEAR VAN ASCHE DRIVE AND STEELE BOULEVARD Attachments: Watermark Cost -Share Leqistar Packet City of Fayetteville, Arkansas Page 3 Printed on 3/9/2016 City Council Meeting A. 7 A. 8 A. 9 [Pro's Iro-Mzr.TN Meeting Agenda - Final Agenda NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DISTRICT, INC. GRANT: March 15, 2016 Final Agenda Page 4 of 352 March 15, 2016 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A GENERAL IMPROVEMENT FUND GRANT THROUGH THE NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DISTRICT, INC. IN THE AMOUNT OF $9,198.00 FOR THE CONSTRUCTION OF A GARDEN SHELTER FOR THE YVONNE RICHARDSON COMMUNITY CENTER'S KID CROPS PROGRAM, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: BA (Agenda Item) - YRCC Kids Crops gazebo grant 2-25-16 2016-0098 SOURCEGAS ARKANSAS, INC. UTILITY WORK AGREEMENT: A RESOLUTION TO APPROVE A UTILITY WORK AGREEMENT WITH SOURCEGAS ARKANSAS, INC. IN AN AMOUNT NOT TO EXCEED $167,231.78 FOR THE RELOCATION OF TWO GAS LINES NECESSARY FOR THE EXTENSION OF RUPPLE ROAD FROM MARTIN LUTHER KING, JR. BOULEVARD TO PERSIMMON STREET, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $25,084.00 Attachments: Legistar 2016-0098 Purchase request for Sourcegas 2016-0095 RFQ #15-04 BURNS & MCDONNELL ENGINEERING COMPANY, INC.: A RESOLUTION TO AWARD RFQ #15-04 AND AUTHORIZE A CONTRACT WITH BURNS & MCDONNELL ENGINEERING COMPANY, INC. IN AN AMOUNT NOT TO EXCEED $557,695.00 FOR ENGINEERING SERVICES ASSOCIATED WITH THE SAIN STREET EXTENSION FROM NORTH FRONT STREET TO VANTAGE BOULEVARD, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: Burns & McDonnell Engineering Agenda Packet Sain St Ext Design Agreement. BA - Burns & McDonnell Engineering Sain Street Design Contract .xlsm City of Fayetteville, Arkansas Page 4 Printed on 3/9/2016 City Council Meeting A.10 2016-0096 Meeting Agenda - Final Agenda GARVER, LLC SUPPLEMENTAL AGREEMENT NO. 1: March 15, 2016 Final Agenda Page 5 of 352 March 15, 2016 A RESOLUTION TO APPROVE SUPPLEMENTAL AGREEMENT NO. 1 TO THE CONTRACT WITH GARVER, LLC IN AN AMOUNT NOT TO EXCEED $455,066.00 FOR ADDITIONAL ARCHEOLOGICAL TESTING AND MITIGATION SERVICES ASSOCIATED WITH THE DESIGN OF A PORTION OF RUPPLE ROAD BETWEEN WEST STARRY NIGHT VIEW AND WEST MOUNT COMFORT ROAD, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: Agenda Packet Garver, LLC SA 01 Rupple Rd.pdf BA - Graver, LLC Rupple Road SA No 1.xlsm A. 11 2016-0103 ARKANSAS HIGHWAY AND TRANSPORTATION DEPARTMENT FEDERAL -AID FUNDS: A RESOLUTION TO APPROVE TWO BUDGET ADJUSTMENTS RECOGNIZING FEDERAL -AID FUNDS RECEIVED FROM THE ARKANSAS HIGHWAY AND TRANSPORTATION DEPARTMENT IN THE AMOUNT OF $48,928.00 FOR THE HIGHWAY 45/OLD WIRE ROAD SIGNAL AND INTERSECTION PROJECT Attachments: Agenda Packet Old Wire Rd Recognize Funds.pdf BA-AHTD Reimbursement 2015 BA-AHTD Reimbursement 2016 B. Unfinished Business: None C. Public Hearing: C. 1 2016-0102 FAYETTEVILLE PUBLIC FACILITIES BOARD: A RESOLUTION RATIFYING THE RESOLUTION OF THE FAYETTEVILLE PUBLIC FACILITIES BOARD APPROVING A REFUNDING AND IMPROVEMENT REVENUE BOND (BUTTERFIELD TRAIL VILLAGE PROJECT), SERIES 2016 IN A PRINCIPAL AMOUNT OF NOT TO EXCEED $17,450,000; AND PRESCRIBING OTHER MATTERS PERTAINING THERETO Attachments: Agenda Packet Public Facilities Board Butterfield Trail Village Additional: Fayetteville Public Facilities Board D. New Business: City of Fayetteville, Arkansas Page 5 Printed on 3/9/2016 City Council Meeting D. 1 D. 2 *w Meeting Agenda - Final Agenda March 15, 2016 Final Agenda Page 6 of 352 March 15, 2016 RFQ #15-08 NELSON/NYGAARD CONSULTING ASSOCIATES, INC.: A RESOLUTION TO AWARD RFQ #15-08 AND AUTHORIZE A CONTRACT WITH NELSON/NYGAARD CONSULTING ASSOCIATES, INC. IN THE AMOUNT OF $584,978.00 FOR THE DEVELOPMENT OF A TRANSPORTATION MASTER PLAN AND DOWNTOWN/ENTERTAINMENT DISTRICT PARKING AND MOBILITY REPORT, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $14,740.00, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: 2016-0104 Nelson Nygaard Contract Approval BA2016 - Parking Master Plan 2016-0101 RZN 16-5310: (1564 E. HUNTSVILLE RD./ZWEIG PROPERTIES): AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING PETITION RZN 16-5310 FOR APPROXIMATELY 0.46 ACRES LOCATED AT 1564 EAST HUNTSVILLE ROAD FROM RSF-4, RESIDENTIAL SINGLE FAMILY, 4 UNITS PER ACRE TO CS, COMMUNITY SERVICES Attachments: 16-5310 CC Requests 2016-0107 ADM 16-5319 (UDC CHAPTERS 166,172,177 AMENDMENTS): AN ORDINANCE TO AMEND § 166.24 NONRESIDENTIAL DESIGN STANDARDS, § 172.04 PARKING LOT DESIGN STANDARDS, § 177.04 SITE DEVELOPMENT AND PARKING LOT LANDSCAPE STANDARDS AND § 177.05 STREET TREE PLANTING STANDARDS OF THE UNIFIED DEVELOPMENT CODE Attachments: 16-5319 CC reports 16-5319 Exhibits A & B City of Fayetteville, Arkansas Page 6 Printed on 3/9/2016 City Council Meeting D. 4 2016-0110 Meeting Agenda - Final Agenda March 15, 2016 Final Agenda Page 7 of 352 March 15, 2016 AMEND § 97.082 (B), § 94.05 (D) AND TO ENACT A NEW § 94.05 (G): AN ORDINANCE TO AMEND § 97.082 (B), § 94.05 (D) AND TO ENACT A NEW § 94.05 (G) OF THE FAYETTEVILLE CODE TO AUTHORIZE THE MAYOR TO ISSUE A PUBLIC FIREWORKS DISPLAY PERMIT FOR AN ANNUAL DISPLAY BY THE BOTANICAL GARDEN OF THE OZARKS AT LAKE FAYETTEVILLE Attachments: Agenda Packet Amend 97.082 E. City Council Agenda Session Presentations: F. City Council Tour: G. Announcements: H. Adjournment NOTICE TO MEMBERS OF THE AUDIENCE All interested persons may address the City Council on agenda items of New and Old Business. Please wait for the Mayor to request public comment and then come to the podium, give your name, address, and comments about the agenda item. Please address only the Mayor. Questions are usually answered by the Mayor, Aldermen or Staff after the public comment period is over. Please keep your comments brief and respectful. Each person is only allowed one turn at the microphone for discussion of an agenda item. All cell phones must be silenced and may not be used within the City Council Chambers. Below is a portion of the Rules of Order and Procedure of the Fayetteville City Council pertaining to City Council meetings: Agenda additions: A new item which is requested to be added to the agenda at a City Council meeting should only be considered if it requires immediate City Council consideration and if the normal agenda setting process is not practical. The City Council may only place such new item on the City Council meeting's agenda by suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda. Consent Agenda: Consent Agenda items shall be read by the Mayor and voted upon as a group without discussion by the City Council. If an Alderman wishes to comment upon or discuss a Consent Agenda item, that item shall be removed and considered immediately after the Consent Agenda has been voted upon. City of Fayetteville, Arkansas Page 7 Printed on 3/9/2016 City Council Meeting Meeting Agenda - Final Agenda Old business and new business. March 15, 2016 Final Agenda Page 8 of 352 March 15, 2016 Presentations by staff and applicants. Agenda items shall be introduced by the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda applicant (city contractor, rezoning or development applicant, etc.) may present its proposal only during this presentation period, but may be recalled by an alderman later to answer questions. Staff and applicants may use electronic visual aids in a City Council meeting as part of their presentation. Public comments. Public comment shall be allowed for all members of the audience on all items of old and new business and subjects of public hearings. No electronic visual aid presentations shall be allowed, but the public may submit photos, petitions, etc. to be distributed to the City Council. If a member of the public wishes for the City Clerk to distribute materials to the City Council before its meeting, such materials should be supplied to the City Clerk office no later than 9:00 a.m. on the day of the City Council meeting. Any member of the public shall first state his or her name and address, followed by a concise statement of the person's position on the question under discussion. Repetitive comments should be avoided; this applies to comments made previously either to the City Council or to the Planning Commission when those Planning Commission minutes have been provided to the Aldermen. All remarks shall be addressed to the Mayor or the City Council as a whole and not to any particular member of the City Council. No person other than the Aldermen and the person having the floor shall be permitted to enter into any discussions without permission of the Mayor. No questions shall be directed to an Alderman or city staff member except through the Mayor. Courtesy and respect. All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each other at all times. All shall refrain from rude or derogatory remarks, reflections as to integrity, abusive comments and statements about motives or personalities. Any member of the public who violates these standards shall be ruled out of order by the Mayor, must immediately cease speaking and shall leave the podium. Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72 hour advance notice is required. For further information or to request an interpreter, please call 479-575-8330. A copy of the complete City Council agenda is available at www.fayetteville-ar.gov or in the office of the City Clerk, 113 W. Mountain, Fayetteville, Arkansas. City of Fayetteville, Arkansas Page 8 Printed on 3/9/2016 City of Fayetteville, Arkansas Text File File Number: 2016-0117 Agenda Date: 3/15/2016 Version: 1 In Control: City Council Meeting Agenda Number: 1 NOMINATING COMMITTEE REPORT March 15, 2016 Final Agenda Page 9 of 352 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Status: Agenda Ready File Type: Report City of Fayetteville, Arkansas Page 1 Printed on 3/9/2016 CITY OF a 711ee ARKANSAS Nominating Committee Report Members Present — Chair Mark Kinion, Sarah Marsh, and Alan Long Absent —Martin W. Schoppmeyer Jr. The Mayor recommends the following candidate appointment: FAYETTEVILLE PUBLIC LIBRARY Kim Agee — One term ending 04/01/21 The Nominating Committee recommends the following candidates for appointment: AIRPORT BOARD James Rankin — One unexpired University of Arkansas term ending 12/31/16 BOARD OF ADJUSTMENTS Kristen Knight — One term ending 03/31/19 Stephen Clowney — One term ending 03/31/19 Casey Hoffman — One unexpired term ending 03/31/18 CIVIL SERVICE COMMISSION Earl Buddy Chadick — One term ending 03/31/22 Each commissioner must be a resident of the city for at least three years immediately preceding their appointment. A. CA. Section 14-5I-202. CONSTRUCTION BOARD OF ADJUSTMENTS AND APPEALS Mary Catherine Johnson — One Alternate Member term ending 03/31/21 Vacant — One Alternate Member term ending 03/31/21 PLANNING COMMISSION Ron Autry — One term ending 03/31/19 Allison Quinlan — One term ending 03/31/19 Leslie Belden — One term ending 03/31/19 March 15, 2016 Final Agenda Page 10 of 352 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 March 15, 2016 Final Agenda City of Fayetteville, Arkansas Page 11 of 352 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2016-0109 Agenda Date: 3/15/2016 Version: 1 Status: Agenda Ready In Control: City Council Meeting Agenda Number: A. 2 RICOH USA, INC.: File Type: Resolution A RESOLUTION TO APPROVE THE PURCHASE OF PROFESSIONAL DIGITAL IMAGING SERVICES FROM RICOH USA, INC. THROUGH ITS LOCAL VENDOR, PREFERRED OFFICE PRODUCTS, INC., IN VARYING AMOUNTS AS NEEDED THROUGH JUNE 30, 2016 AND ANY FUTURE RENEWAL PERIODS, PURSUANT TO A U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE COOPERATIVE PURCHASING AGREEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of professional digital imaging services from Ricoh USA, Inc. through its local vendor, Preferred Office Products, Inc., in varying amounts as needed through June 30, 2016 and any future renewal periods, pursuant to a U.S. Communities Government Purchasing Alliance cooperative purchasing agreement. City of Fayetteville, Arkansas Page 1 Printed on 3/9/2016 March 15, 2016 Final Agenda Page 12 of 352 City of Fayetteville Staff Review Form 2016-0109 Legistar File ID 3/15/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item / Andrea Rennie 2/11/2016 Purchasing Finance & Internal Services Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends utilizing an existing cooperative contract pursuant to an agreement with US Communities through Preferred Office Products, Inc. a local Ricoh dealer, for professional scanning services for an initial term through 06/30/16 and as renewed under the existing US Communities contract. Various Account Number Project Number Budgeted Item? NA Does item have a cost? No Budget Adjustment Attached? No Previous Ordinance or Resolution # N/A Original Contract Number: N/A Comments: Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Various Fund Project Title Approval Date: V20140710 CITY OF 17ayrle AS MEETING OF MARCH 15, 2016 TO: Mayor Jordan Fayetteville City Council THRU: Paul A. Becker, Finance Director FROM: Andrea Rennie, Purchasing Manager DATE: Friday, February 26, 2016 March 15, 2016 Final Agenda Page 13 of 352 CITY COUNCIL AGENDA MEMO SUBJECT: Contracting with Preferred Office Products, a local Ricoh dealer, through a non-cooperative contract established with US Communities Government Purchasing Alliance for scanning services needed by various departments and divisions. RECOMMENDATION: Staff recommends utilizing an existing cooperative contract pursuant to an agreement with US Communities with Preferred Office Products, Inc., a local Ricoh dealer, for professional scanning services. This resolution will allow the City to contract with Preferred Office Products for an initial term through 06/30/16 and as renewed under the existing US Communities agreement. BACKGROUND: The City is in the middle of implementing a new ERP system, which has brought a need of having documents in an electronic format to the forefront. While the City has many documents electronic, the need exists for a professional provider to assist with expediting scanning in a timely manner. DISCUSSION: US Communities is the leading national governmental purchasing cooperative, providing world class government procurement resources and solutions to governmental entities looking for the best overall pricing and service. This resource offers no fees, competitively solicited contracts, and bulk pricing otherwise not likely available to the City. Currently, the City has many documents which are not electronic. Staff resources are unable to handle the immediate need to get documents in an electronic format. Contracting with our local supplier through this contract will allow City departments to have a resource for scanning needs. BUDGET/STAFF IMPACT: Funds exist for this purchase within budget approved by City Council. Each department or division will have the availability to issue PO's as budget allows. Attachments: - Contract No. 4400003732 Acceptance Agreement - Contract No. 4400003732 Notice of Award - Vendor Certification from Ricoh for Preferred Office Products, Inc. Mauling Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Ricoh Contract I U.S. Communities Solutions BY SUPPLIER (showall->) BY CATEGORY Facilities Office & School Specialty Technology Main Menu JUMP TO: Solicitations About News & Events Resources Solutions Contact Us Shop Education Purchasing Government Purchasing Nonprofit Housing Authorities Go Green Program Innovation Exchange http://www.uscommunities.org/suppliers/ricoh/ricoh-contract/ March 15, 2016 Final Agenda Page 14 of 352 PRODUCTS & SOLUTIONS CONTRACT DOCUMENTS S11011 Ricoh Contract -...... _, Ricoh co,,:: Multifunction Devices/Managed Print Services Lead Agency: Fairfax County, Virginia Contract Number: 4400003732 3 year, 5 month initial term, 2/11/2013 to 6/30/2016 Option to renew for (6) additional (1) year periods Postings No. of suppliers who responded to RFP: 3 Posting Information: U.S. Communities: Current Solicitations Canadian MERX Public Tenders Onvia Demand Star Fairfax County Association of Oregon Counties State of Hawaii and Oregon Date Posted: May 11, 2012 to June 19, 2012 May 11, 2012 to June 19, 2012 May 11, 2012 to June 19, 2012 May 11, 2012 to June 19, 2012 May 11, 2012 to June 19, 2012 May 11, 2012 to June 19, 2012 U.S. COMMUNITIES I NATIONAL COOPERATIVE PURCHASING PROGRAM Contract Documents: Contract Number 4400003732 Notice of Award Contract Amendments Master lease Agreement Equipment Sate and Maintenance Agreement RFP Documents: Attachment A AttachmentA t Attachment B Attachment C 2000000254 Addenda RFP Posting Document Getting Started Why Use U.S. communities Discounts on Brands Over 55,000 agencies trust V.S. • Program Overview • 'What Makes Us Ditterent • Products & Suppliers. • who Uses U.S. Communities? • How It works • webinars & Events • Online Marketplace • Cooperative Standards • FAQs • Supplier Commitments • Solicitations •'State Statutes CONTACT US BECOME. A SUPPLIER ABOUT US LEGAL PRIVACY MICPA © 2oi6 U.S. Communities I All Rights Reserved. 1 of 1 2/26/2016 1:22 PM March 15, 2016 Final Agenda Page 15 of 352 OF F� J� , �t County of Fairfax, Virginia To protect and enrich the quality of life for the people, neighborhoods and diverse communities of Fairfax County 1742 `IRGINIP Ricoh Americas Corporation 5 Dedrick Place West Caldwell, NJ 07006 Attention: Vince A. Roma, Vice President, Business Development Reference: RFP2000000264; Multi -Function Devices and Related Services Dear Mr. Roma: Acceptance Agreement Contract Number: 4400003732 This acceptance agreement signifies a contract award to Ricoh Americas Corporation for Multi -Function Devices and Related Services. The period of the contract shall be from date of award through June 30, 2016, with six (6) one-year renewal periods or any combination thereof. The contract award shall be in accordance with: 1) This Acceptance Agreement; 2) The Terms and Conditions of RFP2000000264 and all Addenda; 3) The signed Memorandum of Negotiation. Please note that this is not an order to proceed. A Purchase Order constituting your notice to proceed will be issued to your firm. Please provide your Insurance Certificate according to Special Provision Section 20, as negotiated, within 10 days after receipt of this letter. Sincerely, (�cd/t , , 14, �' LWt " - L Cathy A. Mu , CPPO Director/County Purchasing Agent Department of Purchasing & Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035-0013 Website: www.fairfaxcounty.gov/dpsm Phone 703-324-3201, TTY: 1-800-828-1140, Fax: 703-324-3228 March 15, 2016 Final Agenda Page 16 of 352 County of Fairfax, Virginia ro protect and enrich the quality of life for the people, neighborhoods and diverse communities of Fairfax County Ricoh Americas Corporation FEB 112013 5 Dedrick Place West Caldwell, NJ 07006 Attention: Vince A. Roma, Vice President, Business Development Reference: RFP2000000264; Multi -Function Devices and Related Services Dear Mr. Roma: Acceptance Agreement Contract Number: 440003732 This acceptance agreement signifies a contract award to Ricoh Americas Corporation for Multi -Function Devices and Related Services. The period of the contract shall be from date of award through June 30, 2016, with six (6) one-year renewal periods or any combination thereof. The contract award shall be in accordance with: 1) This Acceptance Agreement; 2) The Terms and Conditions of RFP2000000264 and all Addenda; 3) The signed Memorandum of Negotiation. Please note that this is not an order to proceed. A Purchase Order constituting your notice to proceed will be issued to your firm. Please provide your Insurance Certificate according to Special Provision Section 20, as negotiated, within 10 days after receipt of this letter. Sincerely, Cathy A. Muse, CPPO Director/County Purchasing Agent Department of Purchasing & Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035-0013 Website: www.fairfaxcounty.gov/dpsm Phone 703-324-3201, TTY: 1-800-828-1140, Fax: 703-324-3228 March 15, 2016 Final Agenda Page 17 of 352 County of Fairfax, Virginia To protect and enrich the quality of life for the people, neighborhoods and diverse communities of Fairfax County 1742 V MEMORANDUM OF NEGOTIATION RFP2000000264 Multi -Function Devices and Related Services US Communities (National Award) The County of Fairfax (hereinafter called the "County') and Ricoh Americas Corporation (hereinafter called the "Contractor~) hereby agree to the following in the execution of Contract 4400003732 (hereinafter called the "Contract") for the provision of Multi -Function Devices and Related Services as specified in RF132000000264. The Contract contains the following items: a. County's Request for Proposal, RFP2000000264 and all Addenda; b. Contractor's Technical and Business Proposals as amended by this Memorandum of Negotiation; c. Contractor's revised Pricing Schedule dated October 5, 2012, (any reference to pricing term(s) being valid other than at minimum the first 365 days of the contract award date, are hereby removed (Ref. email dated February 6, 2013 from Stu Parker of Ricoh)); d. Contractor's response to Clarification Questions dated July 24, 2012; e. Contractor's response to Clarification Questions dated July 25, 2012; f. Contractor's response to ecommerce Clarification dated July 27, 2012; g. Contractor's response to Clarification Questions dated August 10, 2012; h. Contractor's follow up to Negotiations dated August 30, 2012; 1. Contractor's follow up to Negotiations dated September 20, 2012; J. Contractor's Negotiation Items Fairfax Final dated February 6, 2013 (proprietary and confidential); k. Contractor's Clarification Table (USC); I. RICOH Master Lease Agreement (USC Sample For all PPA's); m. RICOH Software Financing Agreement (USC Sample); n. RICOH Master Agreement (Services) (USC Sample) o. RICOH Service Order (USC Sample); p. RICOH Sale and Maintenance Agreement (USC Sample); q. RICOH Professional Services Statement of Work (USC Sample); r. This Memorandum of Negotiation; s. County's Purchase Order, t. Any subsequent amendments to the Contract; The following provisions were negotiated and are incorporated into the Contract: 1. Contract Clarification Table. The Contractor's Clarification Table ("Clarification Table") shall take precedence over any other document in the Contract. Should there be a conflict of terms and conditions not identified in the Contractor's Clarification Table, then the terms and conditions of RFP 2000000264, Addenda, and subsequent mutually agreed upon Contract Amendments shall govern. Department of Purchasing and Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035 Website: www.fairfaxcounty.Wv/dpsm Phone: 703.324-3201, TTY: 1-800-828-1140, Fax: 703-324-3228 March 15, 2016 Final Agenda Page 18 of 352 Memorandum of Negotiation Contract 4400003932 Page 2 2. Termination for Convenience (Ref. RFP2000000264 Exhibit 1, Paragraph 32). The Contract may be terminated in whole or in part by the County in accordance with this clause whenever the County Purchasing Agent shall determine that such a termination is in the best interest of the County. Any such termination shall be effected by delivery to the Contractor at least thirty (30) working days prior to the termination date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. Payment in full shall be made to the Contractor by the County for completed service, but no amount shall be allowed for anticipated profit on unperformed services. Notwithstanding the foregoing, any termination of the Contract shall not affect any individual agreements the Contractor has in place with individual Participating Public Agencies prior to the effective date of the termination of the Contrail. 3. Pricing and Model Updates. Ricoh's pricing is based on a discount from the MSRP of a device. When an existing product is being replaced with a new model, the discount established by the original product will be applied to the MSRP of the replacement model. If new products are introduced that are not specifically replacing existing devices (i.e. additional products added into a segment) the discount percentages established for those products already in that segment will be applied to the MSRP of the additional product introductions. Contractor will provide the County with a revised pricing schedule whenever products are changed or added. Once approved by the County, a Contract Amendment will be issued confirming acceptance of the revised price schedule. ACCEPTED BY: VENDOR'S REPRESENTATIVE 1/1Ne,,,Vj " go,nR D6te TITLE V / CL-/445�5'/,a870-1 6&e�g 7a4,t� .21-7113 Cathy A. Muse# CPPO Dake County Purchising Agent March 15, 2016 ® Final Agenda Page 19 of 352 A County of Fairfax, 1742 hlt 1 D Virginia Date: F E B 112013 CONTRACT TITLE: Multi -Function Devices and Related Services RFx NUMBER: RFP2000000264 CONTRACT NUMBER: 4400003732 COMMODITY CODE: 98559, 96661, 92031, 92037, 6044, 60072, 20880, 92045, 83885 CONTRACT PERIOD: Date of award through June 30, 2016 RENEWALS: Six (6) One -Year or Any Combination Thereof SUPERSEDES: 4400002543 CONTRACTOR: Ricoh Americas Corporation 5 Dedrick Place West Caldwell, NJ 07006 Contact: Stu Parker Telephone: 720-344-5566 Fax: 973-882-2000 E-mail: Stuart.Parker@ricoh-usa.com TERMS: Net 30 Days VENDOR CODE: 1000011520 FOB: Destination PRICES: Reference Attached Pricing Schedule DPSM CONTACT: Teena L Stewart, CPPB, Contract Specialist II Telephone: 703-324-3227 Fax: 703-324-3228 E-mail: teena.stewart@fairfaxcountv.Qov Department of Purchasing & Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035-0013 Website: www.fairfaxcounty.gov/dnsm Phone (703) 324-3201, TTY: 1-800- 828-1140, Fax: (703) 324-3228 March 15, 2016 ® Final Agenda Page 20 of 352 Notice of Award 440003732 Page 2 ORDERING INSTRUCTIONS: Any county department may enter into FOCUS (Fairfax County Unified Systems) a shopping cart indicating the item/service required, the quantity, the payment terms and the delivery date. The shopping cart must be annotated with the contract number. Requests exceeding the small purchase threshold ($10k) will be routed to DPSM and a purchase order will be executed. Teena L Stewart, CPPB Contract Specialist II DISTRIBUTION: Dept. of Finance — Accounts Payable/e DIT — Afsaneh Tibbs/e DIT — David Foechterle/e DIT — Tom Rose/e FCPS — Kim Dickinson/e Contract Specialist — T. Stewart ACS, Team 1 — J. Waysome-Tomlin DIT — Mike Daily/e FCPS OPS — Michelle Hoilman/e FCPS — Jean Welsh/e