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HomeMy WebLinkAbout57-16 RESOLUTIONUf SGrcl :i, h; I� R QPALA tly 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 57-16 File Number: 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 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. PASSED and APPROVED on 3/15/2016 Page 1 3/16/16 Attest: Sondra E. Smith, City Clerk Treasu�m�'�KI+'".►r :FAYETTEVILI; '-u= 4 Ns s � Printed on City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 V { (479) 575-8323 "f~ter- Text File File Number: 2016-0109 Agenda Date: 3/15/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 2 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 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 3/16/2016 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. Budget Impact: Various Various Account Number Fund Project Number~ Project Title Budgeted Item? NA Current Budget $ - Funds Obligated $ Current Balance Does item have a cost? No Item Cost $ Budget Adjustment Attached? No Budget Adjustment Remaining Budget V20140710 Previous Ordinance or Resolution # N/A Original Contract Number: N/A Approval Date: Comments: CITY OF Tay —Ile ARKANSAS 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 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. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Ricoh Contract I U.S. Communities http://www.uscommunities.org/suppliers/ricoh/ricoh-contract/ 91 ©:11 ® About News &Events Resources Contact Us t: Facilities Office & School Specialty Technology Main Menu Solicitations .about Nems & Events Resources Solutions Contact Us Shop Education Purchasing Government Purchasing Nonprofit Housing Authorities c;o Green Program insmvation Exchange PH-01)Ui'1'S&-S01,1141 NS CONIMACI00CUNTE.N14 nl lgyt' Ricoh Contract ec?t t:n%afrorf Multifunction Devices/Managed Print Services Lead Agency: Fairfax County, Virginia Contract Number: 44013003732 3 year. 5 month Initial term, 2.1112013 to 6/30 2016 Option to renew for (6) additional (1) year periods Postings No, of suppliers who responded to RFP:3 Posting Info Marion: U S Communises: Current Solicitations Canadian i4ERX Public Tenders onv1a Demand Stat Fairfax County Association of Oregon Counties State o` Hawaii and Oregon Dare Posted: May 11, 2012 toiune 19.2012 rv`:ay 11 , 2012 to Jume 19.2012 May 11, 2012 tcUne 19,2012 May 11, 2012 toune 19, 2012 May 11, 1_012 to June 19. 2012 May 11, 2012 to June 19, 2012 U.S. COMMUNITIES i NATIONAL COOPERATIVE PURCHASING PROGRAM tlettlnR Started Why Use US. Communities Discounts on Brands • CONTACT US 8ECOF.IE ASUPPLIER ABOU1 US LEGAL PRIVACY %?,ICPA m,n 1 N (( n.n).lmts•< All Ki,W1 ry 1-1 Contract Documents: RFP Documents: over 55 000 agencies trust US. 1 of 1 2/26/2016 1:22 PM County of Fairfax, Virginia To protect and enrich the quality of life for the people, neighborhoods and diverse communities of Fairfax County 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, c � � 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 9142 4�RciNtih County of Fairfax, Virginia To 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 County of Fairfax, Virginia AASA To protect and enrich the quatlty of life for the people, neighborhoods and diverse communities of Fairfax County 1742 rq MEMORANDUM OF NEGOTIATION RFP2000000264 MultWunction 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 RFP2000000264. 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 govem. Department of Purchasing and Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035 Website: www.fbirl`hxcounj3!.Mx/dpsrn Phone: 703-324-3201, TTY: 1-800-828-1140, Fax: 703-324-3228 Memorandum of Negotiation Contract 4400043932 Page 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 shah 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 Contract. 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 tate County, a Contract Amendment will be issued confirming acceptance of the revised price schedule. ACCEPTED aY: Z�ez�� Z VENDOR'$ REPRESENTATIVE Vlve-,-,%�l We TITLE V/ A �,d� 7v" _a._ -J, 1 -7 1 f3 Cathy A. Muso CPPO D e County Purch sing Anent H u County of Fairfax, 1#Y I� r CONTRACT TITLE: RFx NUMBER: CONTRACT NUMBER: COMMODITY CODE: CONTRACT PERIOD: RENEWALS: SUPERSEDES: Virginia Date: FEB 112013 Multi -Function Devices and Related Services RFP2000000264 4400003732 98559, 96661, 92031, 92037, 6044, 60072, 20880, 92045, 83885 Date of award through June 30, 2016 Six (6) One -Year or Any Combination Thereof 4400002543 CONTRACTOR: VENDOR CODE: Ricoh Americas Corporation 1000011520 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 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@fairfaxcounty Qov 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 E Notice of Award 440003732 Page 2 E 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 11 DISTRIBUTION: Dept. of Finance — Accounts Payable/e DIT — Afsaneh Tibbs/e DIT — David Foechterle/e DIT —Torn 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 imagine. yah nge. Vendor Certification RE. Preferred Office Products The certifies that Preferred Office Product is an approved dealer for Ricoh USA, Inc. who is a preferred supplied on the US Communities contract. Preferred Office Products is authorized to use the "US Communities Government Purchasing Alliance" pricing for the purchase of Digital Imaging Services through Ricoh. Contract Number:440003732. Preferred Office Products 4256 Frontage Road Fayetteville, AR 479-521-6207 Dealer # LNR46216 Nation ID: 89821 Account #: 19220128 Signed, Chris Schwartz Ricoh USA, Inc.